How to Use and Connect to the Video Conference Device
1. Before You Start
Make sure the following items are available:
- Your laptop or PC with Microsoft Teams installed
- HDMI / USB cables (if required)
- TV powered on
2. How to Start the Video Conference device (Poly Studio USB)
- Make sure the power adapter of the device is connected to the power board behind the television.
- There is a dedicated remote for the device on which the power button which should/can be pressed
- The Poly Studio device should display a green colored light bar which indicates its powered on.
3. Where/how to place the Expansion Mic
- Make sure the expansion mic is connected to the Poly Studio via RJ11 cable.
- Place the mic at the end of the table that's towards the Poly Studio itself so it should sit paralleled to the TV on the table. [PLACE HOLDER FOR IMAGE OF MIC ON TABLE]
4. How to Join a Teams Meeting (Laptop + USB/HDMI Device)
- Connect your laptop to the device:
- USB-C/USB-A → camera/mic/speaker
- HDMI → display sharing (optional)
- Open Microsoft Teams.
- Click Join Meeting.
- In Teams settings:
- Camera: "Polycom Studio"
- Microphone: "Echo Cancelling Speakerphone (Polycom Studio Audio)"
- Speaker: "Echo Cancelling Speakerphone (Polycom Studio Audio)"
Required Microsoft Teams Settings (Important)
✔ Enable Noise Suppression
Teams → Settings → Devices → Noise Suppression → Auto
✔ Enable Teams Room Pro / Basic License (for MTR only)
Device must have:
- Microsoft Teams Room Basic or
- Microsoft Teams Room Pro
✔ Allow External Access (if meeting with outside guests)
Admin must ensure:
Teams Admin Center → Users → External Access
- Allow Teams users outside the organization: ON
- Allow Skype for Business / SIP devices (optional)
✔ Allow Meeting Room to Auto-Join
Teams Admin Center → Teams Devices → Rooms → Settings
- Auto-accept meeting invite: Enabled
- Auto-join proximity meetings: Enabled (if supported)
✔ Update Firmware and Teams App
Teams Admin Center → Teams Devices → Updates
- Keep camera/mic firmware and Teams app up to date.
Troubleshooting Tips
No camera detected
- Check USB cable
- Restart the VC device
- Restart Teams
- Select camera manually in Teams
No audio
- Ensure speakers selected in Teams
- Check room controller volume
- Check display TV volume
Echo / feedback
- Only one device (room OR laptop) must have mic active
- Mute laptop mic if using room system
Low video quality
- Ensure stable network
- Close background apps
- Connect via LAN if possible
Support
If you face issues, contact IT Support:
- Zammad: Create a ticket under “Video Conference Device”
- Email: support@heinfricke.service
- Teams Chat: HF ALL