**Additional info added Fall 2021**

You can dial into Zoom from a Polycom system via two methods:

  1. Direct the Zoom Cloud Service via the application on a device (PC, smartphone, tablet, etc) to CALL OUT from the Zoom service to Polycom systems on the CCS networks.
  2. Dial FROM the Polycom system into Zoom using the Touch Panel and/or Remote Control. You will be required to enter a dial string based on Zoom meeting information (both as the Host site and as a participant site).

Most Hosts will find that method 1 is a far simpler approach to managing a Zoom meeting when either/all the meeting participants are using a Polycom system.

Method 1

  • As the Zoom meeting host, start the meeting from a device (lectern PC, laptop, smartphone, tablet).

  • Click the Participants button in the Zoom application and click the Invite in the expanded panel.

  • In the pop up window choose Room System --> Call Out --> and from the Drop Down Menu, choose the room system you want to call and choose Call.

  • Zoom will start dialing the room system. If you made a mistake, choose Cancel. Otherwise wait for the Polycom system room occupants to answer. If you are calling your own room, the Polycom system will start ringing after a moment or two. Answer on the Polycom system and the system will enter the call. At that point you can Call Out to another room.

  • Scenario: If you are instructing from Colville and know your two classrooms at SCC and Newport, you can call yourself in and either provide the dial method string (below) to the remote sites or coordinate to call the sites from your Zoom session at a certain time.

  • Any user in the meeting can invite a Room System. This can be used by center managers, room managers or even students to connect to the meeting on a smart device, invite their local Polycom system and then exit the meeting on the smart device.

  • For security purposes, a room system will not auto answer an incoming call - someone with access to the room will need to answer the call on the Touch Pad or Remote.

  • Share Screen - Unless a Zoom user goes into Settings on their Zoom account and changes the setting (https://zoom.us/profile/setting) only the Host can share the screen by default. If you are the Host and using a Polycom system you will need to hit the Share Screen option (up arrow/carat) and allow all users share their screen for the duration of the meeting, this will allow any of the Polycom systems to share their screens (Content) in the call.

  • Pro Tip: If you are the host and instructing from a Polycom room and using the lectern PC, you can start the meeting on the PC, but the PC itself will not use the Polycom camera and mic system. You will need to either start the meeting from the lectern PC and then exit the meeting on the PC (but leave the Polycom in the call) or start the meeting on the lectern PC but keep the Zoom app muted (camera mute, mic mute). From there you can share the lectern PC via the Polycom Content method (Touch Panel/Remote) or share the desktop image through the Zoom app itself. Either way, the share screen/Content image will show in all rooms as the primary image.

Method 2

When dialing from a Polycom system you will need to enter a series of numbers to gain entry to your meeting as well as start the meeting from your Polycom system.

First, make sure your scheduled Zoom Meeting has the proper settings applied to it to allow for successful connections from Polycom video units: https://ccspokane.freshservice.com/a/solutions/articles/3000048340

Each Zoom Meeting has three elements that are used gain access to your meeting, two of which are mandatory. A fourth element, entered in the dial string can allow the local Polycom system to view one of three Layout options.The four elements are listed below.

  • Meeting ID (required)
  • Meeting Passcode (required)
  • Meeting Layout
  • Host Key (Meeting schedulers that will be starting their Meeting from a Polycom system will need to know this Key)

Meeting ID and Passcode are generated when scheduling your Zoom meeting. If you forget your Meeting ID and/or Passcode for an upcoming event you can sign into www.Zoom.us and see your upcoming schedule. 

Your Host Key is needed to start your meeting if you are connecting from a Polycom system or calling in on a phone line. Your Host Key is used for all your meetings in Zoom and can be found at https://zoom.us/profile - scroll to the bottom of the page and can click Show to see your Host Key. It's randomly set by Zoom, but you can click Edit and type in one that's easier to remember if you like.

Dialing Options:

You can enter your meeting via one of two methods:

  1. Dial the Zoom Cloud service then, following the onscreen and audio prompts enter your Meeting ID, Passcode and Host Key (if needed). You can dial Zoom from the favorites/speed dial/directory or by simply dialing 9900
  2. A simpler approach for most users will be to enter the Meeting info all at once, then dial into the Zoom meeting.

For option 2 you will enter the full dial-string, then call into the meeting. By entering all the Meeting elements in ahead of time, you skip by the on screen prompts and enter directly into the Meeting.

You enter 99 as the prefix + Meeting ID, Passcode, display change (if desired) and HostKey, all separated by a # symbol.

Dial String Result
Sample 995554444333#123456
Minimal requirements. Polycom will enter the meeting directly or be held at a splash page until the Host Key is entered or until the Host starts the meeting (via the Zoom client, on another Polycom, etc). The default Active layout is used.
Sample 995554444333#123456#1111
Similar to above except the user is requesting the Full Screen layout - where only the spotlighted speaker is shown. Alternatively just #11 at the end would request the Gallery layout.
Sample 995554444333#123456#0#654321
This is generally what the Meeting Host will enter. This uses the #0# (null) default entry for the Layout (Active) and adds the Meeting Scheduler's Host Key.  Alternatively, the 11 or 1111 Layout options could be used
9900 As mentioned above, this will get a Polycom connected to the Zoom Cloud service, but all the other entries will need to be added by Touch Panel or Remote, following the prompts from Zoom. You do not get a chance to enter the Layout options while connecting this way, but there are some menu driven options from Zoom that can be brought up by hitting #1, once in a call. These menu changes and features are not guaranteed to work with every system and every call, so some experimenting might be needed to understand the best use cases.
Similar to above, but you will still need to enter the Passcode and Host Key (if needed) via following the prompts.

Meeting Layout Options
Not entering a Layout entry (or #0#HostKey if you are the host) in the dial string you will see the default layout, 11 will show Gallery, 1111 will show Full Screen.

When to use the Host Key.     By default, Zoom does not allow any participant to share Content except the Host unless the Host allows for it through the Zoom application (Note: this is an important distinction and an explanation can be found towards the bottom of this article). If you are the Host and connecting from a Polycom system, you will need to add the Host Key to the dial string or enter the Host key when prompted on the Polycom screen. If you are hosting a Meeting and expect to have Polycom participants in your meeting and they will be expected to share Content, you will need to enter the Zoom meeting on a desktop or laptop and allow other users share Content. More information on Content sharing concerns here: https://support.zoom.us/hc/en-us/articles/115005759423

How does the Layout option affect the Meeting?     When entering a Layout option in your dial string you will only be affecting what you see on your Polycom setup, not what other participants are seeing. On Polycom Group Series units, via the touch panel, you may be able to select various layouts on the Displays section.
Are there any advanced options or control options when in a call?     On the newer Group Series Polycom units (these have a Polycom touch panel) you may be able to call for screen layout changes from Zoom by interacting with the Polycom touch panel. Ideally, you decide what layout you need ahead of time and enter that in the dial string.

While in a call, you can enter #1 (on the Polycom remote or Touch Panel). That will bring up a menu from the Zoom cloud with additional options. Hitting # while in a call brings up the Touch Tone option on a Polycom, hitting the number keys on the Polycom send touch tones to Zoom (like a phone menu). Options include showing the Chat window on screen, hiding Participants that are not on video, etc. Features to the Menu are updated fairly frequently and if you dial into Zoom calls from a Polycom with any regularity, you may want to check the options by hitting #1 on the Polycom remote.

More details available here: https://support.zoom.us/hc/en-us/articles/115005889546-H-323-SIP-Menu