Configuring a Polycom Trio as a Zoom Room Controller

The Polycom Trio is a device for the conference room that, when attached to a Zoom Room, can operate as a combination of a speakerphone and a controller. Zoom and Polycom have partnered to provide this combined solution by embedding the Zoom Rooms controller software within the Polycom Trio firmware. The Polycom Trio is available either as part of a Polycom Trio for Zoom Rooms Kit or as a standalone device.    

Learn how to use the Polycom Trio as a controller once configured.

This article covers:

• How to set up your Polycom Trio
  • Pre-configured Polycom Trio
  • Automatic configuration
  • Manual configuration
• How to set up your Zoom Room
• How to set up the room hardware
• How to update your Polycom Trio

Prerequisites for using a Polycom Trio as a Zoom Controller

Virtual Prerequisites

• Zoom Rooms license
• Zoom Rooms Polycom Trio Unified Communications Software (UCS) 5.9.5 or higher
• Zoom Rooms
  • PC: global minimum version or higher
  • macOS: global minimum version or higher
• Role with access to Zoom Rooms

Hardware Prerequisites

• Conference room camera
• One or more TV displays
• 1 PoE cable
• (Optional) 1 USB cable or USB over Cat5e extender

How to set up your Polycom Trio

Note: For more information on configuring your Polycom Trio with Zoom Rooms, see the guide from Polycom.

Pre-configured Polycom Trio

If you purchased a Polycom Trio for Zoom Rooms kit with Zoom pre-configured or the Trio is displaying the Zoom Room Controller pairing interface as shown below, follow these steps:

1. To enhance security, change the default administrator password (456) on your Polycom Trio
   system to a non-default password.
2. Ensure that the Polycom Trio system is configured with a valid time server and the correct time
   zone.
3. Set the Polycom Trio system Base Profile to Zoom Rooms.
4. Pair the Polycom Trio with Zoom Rooms.

Automatic configuration

If you purchased group of Polycom Trios or would like to repurpose some devices you are currently using, you can automatically provision them by configuring a DHCP server.

1. Set up a DHCP server and configure it to use Option 160 or Option 161.
2. Point the DHCP server to a provisioning server. For generic devices with no specific configuration, use trio.zoom.us. For devices with advanced options that require pre-device configuration use interop-prov.zoom.us.
3. Use the factory reset option on any devices you are currently using if you would like to repurpose them.
4. When the devices connect to your network they will be assigned IP addresses from the DHCP server and Zoom Room Controller software from the provisioning server.

Note: If you are receiving an error while trying to manually provision the device, please go to Simple Setup and change the Base Profile to Zoom Rooms.

Manual configuration

If you purchased a standalone Polycom Trio or are using an existing Polycom Trio, you can manually provision the Trio with one of these methods:

• Using the Polycom Resource Manager, Polycom Device Management or Polycom Web Configuration Utility
• Using the Zoom Provisioning Server on the Polycom Device

To manually configure the Trio: 

1. 1. Factory reset the Polycom Trio.
   2. Set the base profile to Generic.
      This can be done on the device or web interface:
      • On the device, tap Settings, Advanced, Admin Settings, Network Configuration, then Base Profile.  
      • On the web interface, click Simple Setup, then click Base Profile.
   3. Update the Trio provisioning server to trio.zoom.us.
      This can be done on the device or web interface:
      • On the device, tap Settings, Advanced, Admin Settings, Network Configuration, then Provisioning Server.
      • On the web interface, click Settings, then Provisioning Server.
      Note: The server type should be set to HTTPS.
   4. Wait for provisioning to complete (approximately 5 to 10 minutes). The Polycom Trio will reboot once or twice, and load the new firmware. The pairing screen will appear. 
      Note: The Trio will automatically check the provisioning server for updates.

How to set up your Zoom Room

To set up your Zoom Room:

1. Sign in to the Zoom web portal.
2. In the navigation panel, click Room Management, then click Zoom Rooms.
3. Click + Add Room.
4. Configure the room settings.

• Room Type: Select Zoom Room.
• Room Name: Enter a name help identify the room.
• Calendar (Optional): If you’ve already linked a calendar service, choose the calendar for this room. You can also choose the calendar at a later time.
• Select a location: Choose a location to find your Zoom Room.
• Click Finish.

How to set up the room hardware

To set up the room hardware:

1. Connect the room display to the Zoom Rooms computer through HDMI or Thunderbolt.
2. Connect the Ethernet cable to the network port on the computer.
3. Connect your camera to a USB port on the computer.
4. Connect another Ethernet cable to the Polycom Trio. The Polycom Trio receives power over Ethernet and will boot up automatically once connected.
5. (Optional) To use the built-in microphone and/or speaker with the Zoom Room, connect the Polycom Trio to the Zoom Rooms computer via one of the methods below:
   • Connect the micro USB port to a USB port on the computer.
     Note: The other USB port (type A port) is used for firmware updates only.
   • Install the Poly Virtual USB Connector for Zoom Rooms software. For details, visit the Polycom Trio support page.
6. Turn on your computer.
7. Note the pairing code shown on the display and enter the code on the Polycom Trio.
8. Sign in to your Zoom Room or enter the activation code.

How to update your Polycom Trio

If you purchased a Polycom Trio kit and would like to update that device, enter the provisioning server on the Trio’s web portal (https://<IP address of the Trio>). You can locate the IP address on the device interface, or with the Zoom interface by tapping Settings, then About. After completion, the device will perform auto updates.