Admin Training Guide | Version 1.10 | February 2018

1 | P a g e

Action Items

Prior to setting up and installing your BlueJeans Room, it is recommended that the following items are reviewed beforehand as they will come up before, during, and after the installation.

Click Here for information on the recommended hardware components for a BlueJeans Room. Components not mentioned in the article are still supported if they meet our minimum system requirements (listed below).

Minimum PC Requirements:

Intel Core i5 or higher 2.2 GHz CPU or higher 8GB RAM or higher Windows 10 Professional

Minimum iPad Requirements:

Apple iPad running iOS 10 or higher

▪ It is recommended to unbox and organize all the selected hardware before starting the install ▪ A 32" or larger display is recommended for a BlueJeans Room. ▪ Cat5 Ethernet Cable required to grant the Room PC internet access. ▪ Cable clips, ties and grommets are recommended for cable management.

▪ A Windows account, preferably a Local Admin, is required to log in to the Room PC. Can be Shared Service. ▪ An Apple ID account is required to activate the Room’s iPad. ▪ A BlueJeans Admin account with Command Center access is required add the Room to your Enterprise.

More information available in Chapter 4. ▪ Calendar Integration with BlueJeans Rooms requires a BlueJeans Relay account and have the Room added

to your Enterprise. - Relay’s on-premise Listener Service is required if you are integrating with Exchange or Office 356. - Enterprises that already have a Listener Service deployed will still need to follow the instructions

specific to BlueJeans Rooms for calendar integration because the process is different.

▪ The iPad requires wireless access to the internet. ▪ The Room PC requires a dedicated Ethernet connection to the LAN (static IP not required). ▪ BlueJeans Domains must be accessible from both the Room PC and iPad. ▪ Recommend whitelisting *.bluejeans.com, *.bjn.vc, *.bjn.sh, *.pubnub.com, and *.pndsn.com ▪ The network must allow outbound connections to TCP Ports 80 & 443 in addition to the standard

BlueJeans Ports.

2 | P a g e

Hardware Setup [PC]

For the initial setup, you will need to connect a USB keyboard and mouse to the Room PC. These peripherals will be temporary, only used during the setup process.

1. Place your Room PC in an appropriate location (hidden from view) or mounted behind the display. 2. Connect an HDMI cable to the Display and then into the PC.

- Volume on the TV should be turned [OFF] 3. Connect Power Cord and Speakerphone to the PC. 4. Connect the Camera to one of the PC’s rear USB ports. 5. Tie and hide as many of the cables as possible, the less wires showing the better! 6. Connect a USB keyboard and mouse to the PC; these will be removed after the setup is complete.

Software Installation [PC]

1. Turn [ON] the Room PC. - If you’re using a BlueJeans Room kit, from one of our hardware partners, then the software

installation and pairing process may have already been completed. 2. Create a Local Admin Account and login. 3. Open a Web Browser and Click Here or visit the following URL to download the BlueJeans Rooms

software: https://huddle-swdl.bluejeans.com/prism/releases/live/Huddle%20Setup.exe 4. Launch the installer to complete the installation.

After installing, the BlueJeans Room App will automatically launch and present you with a Captcha Code. This code will be used to pair the Room PC and iPad together.

Please Note: If the Room PC’s hardware does not meet the minimum system requirements, then the display will instead indicate which requirement the PC is missing and must be upgraded before proceeding.

3 | P a g e

Initial Setup + Software Installation

1. Turn [ON] the iPad. 2. Follow the first-time startup instructions (Requires an iTunes Account). 3. Once completed, connect to your network using Wi-Fi. 4. Launch the Apple App Store and search for the “BlueJeans Room” app.

- Direct iTunes URL: https://itunes.apple.com/us/app/bluejeans-huddle/id1179206989 5. Install the BlueJeans Room app. 6. Once installed, go to [Home] and Launch the newly installed app.

Pairing the PC & iPad

1. From the iPad, tap the [GET STARTED] button to start the Pairing Process.

2. Enter the Captcha Code as seen on the Room PC to pair the devices together.

3. Once paired, enter in a name for your BlueJeans Room. 4. Lastly, click [Allow] to configure the PC for use with BlueJeans Rooms.

- If cancelled (not recommended), then this step can be performed manually; see Chapter 5.

4 | P a g e

Testing your BlueJeans Room

After pairing the Room PC and iPad together, it is recommended that you join a meeting to verify that the hardware and software are running smoothly. If you do not have an existing meeting setup to test with, then we recommend joining the BlueJeans Test Meeting at Meeting ID 111.

While testing, it is recommended to verify that the room’s audio, video, and screen sharing capabilities. For more information on how to use the in-meeting controls and features for your BlueJeans Room, please refer to our User Guide.

▪ Use the [Alt + F4], [Ctrl + Shift + Esc], or the [Windows Key] shortcuts if you need to quickly access and close the Room App on the PC.

If you need to delete the room to restart, then tap the [SETTINGS] button on the iPad and choose [DELETE ROOM]. Once the Room has been added to your Enterprise, the Delete Room option is only accessible in Command Center.

When your testing has concluded, it is recommended to remove the temporary Keyboard and Mouse.

Ready for Action

When your BlueJeans Room passed the above tests, then it’s ready for your users! We recommend providing users with our User Guide for the BlueJeans Room or hosting an internal demo to encourage use. To utilize features such as Room Management from Command Center and Calendar Sync, then you’ll need to associate the room with your Enterprise Group. Additional information on these features can be found in the following chapter.

5 | P a g e

Connecting to Command Center

After the initial pairing process, the BlueJeans Room will be operational, but not associated with your Enterprise. By connecting the Room to Command Center, you can take advantage of new features such as usage analytics, remote management, calendar integration and more.

A BlueJeans Admin with Command Center access can add their Room to their Enterprise with the following steps:

1. On the iPad, tap the [Settings] button. 2. Tap the [Connect to Command Center] button to start the process.

3. The TV will change, displaying a unique Enterprise Code and URL to follow.

4. Visit https://bluejeans.com/addrooms in your browser, log into your BlueJeans account to be taken to Command Center, input the Enterprise Code in the prompt, and click [CONTINUE].

Congratulations, your BlueJeans Room is now a part of your Enterprise! The room can be managed from Command Center and synced with a calendar. More information on these features in the following pages.

6 | P a g e

Managing Rooms from Command Center

Group Admins can remotely manage and monitor their provisioned Rooms from the BlueJeans Command Center. To access your available rooms, please follow the instructions below:

1. Log into your BlueJeans Admin account. 2. Click on [Command Center] to access the Command Center console. 3. Click on the [ROOMS] tab to see your list of provisioned Rooms.

The ROOMS menu in Command Center displays all currently provisioned Rooms for your Enterprise Group as well as their health and status.

▪ Room Health is displayed as a colored circle next to the room’s name. - GREEN: Room is fully operational. - ORANGE: Room has yet to join a meeting to sync with the server or a device is not responding. - RED: Room is not operational as the PC and/or iPad is offline or unable to reach the internet.

▪ Room Status indicates the room’s current state. - Available: Room is operational and can host a meeting. - In Use: Room is operational and is currently attending a meeting. - Disconnected: Room is not operational and needs attention.

▪ Rooms without calendar integration will display a [CONNECT CALENDAR] option.

Clicking on any of the Rooms will give you a breakdown of their room details, hardware information, meeting schedule, and the option to Delete the room if needed.

7 | P a g e

Calendar Integration

Integrating a calendar with a BlueJeans Room is not a requirement, but does allow for one-touch joining of meetings that have been shared to the Room’s calendar. For instructions on how to integrate a calendar with your BlueJeans Room, please Click Here for our Calendar Integration instructions and guides.

Managing Software Updates

Software updates for BlueJeans Rooms are handled by each individual software component to stay synced.

▪ PC App: Restarts each night (if the room is not in use) and is automatically updated to the new build if there is one available.

▪ iPad App: Updates need to be obtained from the Apple Store.

8 | P a g e

Recommended Settings for BlueJeans Rooms

If you allowed the BlueJeans Room Setup to configure windows (Page 3), then the steps for the PC are done.

For optimal BlueJeans Room setups, we recommend specific settings on the Room PC be enabled or disabled to ensure an enjoyable meeting experience. The BlueJeans Rooms software on the PC includes a run.bat file which, when run, will automatically adjust several Windows Settings on the PC that are recommended for an optimal BlueJeans Room experience.

The run.bat script can be accessed from: C:\Users\(user_profile)\AppData\Local\Huddle\current\PostInstaller

The following options are the settings that are automatically adjusted by the run.bat file. After running the file, you will be prompted for a mandatory system restart to apply all the changes.

▪ System Settings → Power & Sleep - Screen: When plugged in, turn off after… [NEVER] - Sleep: When plugged in, PC goes to sleep after… [NEVER]

▪ System Settings → Notifications & Actions - Disables Windows Action Center, turning [OFF] all notifications

▪ Personalization → Lock screen - Turns [OFF] Screen Saver

▪ Personalization → Taskbar - Turns [ON] Automatically hide taskbar

▪ Control Panel → Windows Firewall - Adds a firewall entry for BlueJeans Huddle.exe

▪ Enables automatic saving of crash dumps - Required in the event the BlueJeans Support Team needs to investigate an app crash

The following are the recommended settings to manually adjust on the iPad:

▪ Home → Settings → Display & Brightness - Set auto-lock to [NEVER]

▪ Home → General → Accessibility - Turn [ON] Guided Access and set a Passcode

Support & Feedback

If you have any additional questions or run into any difficulties setting up your BlueJeans Room, then please contact our Support Team. For additional information and resources, refer to our Knowledge Base.

We would love to hear from you! If you have any feedback on your experience with setting up or using your BlueJeans Room, then send an email to huddlefeedback@bluejeans.com.