Deploy multiple devices

3. Enroll the devices (technical administrator)

Enrolling a Google meeting room hardware adds it to your organization's network domain name so you can place video calls with other Chrome devices and users. You can enroll devices before they are installed in the conference rooms.

We recommend unpacking and enrolling the devices in a central location (such as a large conference room). This allows you to quickly set up multiple devices and assign them to the correct room (using an assembly line workflow).

Review the following guidelines to prepare and enroll multiple devices: 

Ensure all necessary services are enabled

Are you and your users ready?

Although you can hold a simple video call between Google meeting room hardware by simply entering the meeting name,  there are additional requirements to schedule a meeting, join from a laptop or other device, or screenshare.

Review the following requirements to ensure a smooth rollout and positive first impression.

Create a calendar resource for each conference room

If your organization uses G Suite, create a calendar resource for each conference room or other location where the devices will be installed.

Each device is associated with a room so users can easily schedule and join a video call in that location.

Rename rooms that include Google meeting room hardware. If only certain meeting rooms have Google meeting room hardware, consider indicating that in the room name (for example, add “-VC” to the name. See the resource naming conventions for more information.
Deploy a sample unit 

Deploy a single unit to understand the basic installation and configuration requirements, and to learn to use the Google meeting room hardware features, including how to schedule and join a video conference. Then you can explain it to others, and better understand the requirements to deploy units throughout your organization.

  1. Set up a sample unit.
  2. Learn to use the device so you can teach others.
  3. Create sample meetings using Google Calendar or Microsoft Outlook®,
  4. Practice joining meetings using a variety of devices.
Define a centralized or distributed deployment strategy

Although the recommended deployment strategy is similar for all deployments, your approach can vary depending on the geographic distance between the install locations (if any).

For example, in the following scenario, a deployment in a single building or office park can perform most tasks from a central location. Deployments that are spread across distant geographic locations, however, will deploy and configure the devices in those locations.

  Single Building Multiple Buildings
Single Region
(an office or office park in a single city)
Central Deployment:
shipment, enrollment, calendar mapping and installation
Central Deployment: shipment, enrollment, and calendar mapping
Distributed Deployment: installation
Multiple Regions - domestic
(buildings or office parks in different cities, but in the same country)
n/a Distributed Deployment: shipment, enrollment, calendar mapping, and installation
Multiple Regions - global
(buildings or office parks in different cities and multiple countries)
n/a Distributed Deployment: shipment, enrollment, calendar mapping, and installation
Enroll multiple units

We recommend unpacking and enrolling the devices in a central location (such as a large conference room). This allows you to quickly set up multiple devices and assign them to the correct room (using an assembly line workflow):

  1. Prepare one or more workstations with a monitor, keyboard, (optional) mouse, Ethernet connection and power cord.
  2. Unpack each unit at a time, and label the outside of the box, the CPU, and the remote with the meeting room name (as recorded on the project spreadsheet).
    • This ensures that the device will be associated with the right calendar resource (room) and physically installed in that same room.
    •  Remotes are factory paired with the dongle included in the box and are not interchangeable with other dongles. We recommend labeling each remote with the meeting room to ensure they are kept together.
  3. Enter the device serial number in the project spreadsheet next to the meeting room where it will be installed. 
    • Use a scanner for error-free entry. If your device or box includes a bar code next to the printed serial number, consider using a USB bar-code scanner to scan the serial number. Just connect the USB scanner to your PC, select the serial number field in the project worksheet, and scan the code. The device can then be enrolled and associated with the corresponding calendar resource, and you’ll avoid potential human error when entering serial numbers.
    • If your organization uses G Suite, use the short URL. Another option is to to associate the device with a Google Calendar resource using the short URL that appears at the end of the enrollment. Then copy and paste the device serial number into the project spreadsheet. This avoids having to manually enter or scan the device serial number.
  4. Connect the unit to the workstation monitor and accessories.
  5. Enroll the device to add it to your domain.
  6. Associate the device with a Calendar resource (such as a room name). 
    1. Sign in to the Google Admin console.
    2. Click Device management and then Google meeting room hardware.
    3. On the left, select the organizational unit.
    4. Click the device.
    5. Click Assign a calendar.
    6. Click Unassigned and select a resource or create a new resource.
  7. Make sure the device is labeled with the meeting room where it will be installed.
  8. Install the equipment in each room.
  9. Verify that each room works properly by using Google meeting room hardware to place video calls, invite users, present a document, and other tasks.
  10. (Optional) Integrate Google meeting room hardware with other audio and video conferencing devices and systems, using third-party solutions.
  11. Repeat this process in each location or region where the devices are being installed.
Enlist Helpers. If you have a large number of devices to deploy, each device needs to be unpacked, enrolled in G Suite, and assigned to a Calendar resource (such as a conference room). Although this is a simple process, enlist helpers to quickly unpack, tag, and enroll large numbers of devices, if necessary.
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