Poly Meeting Control App

The Poly Meeting Control App provides enhanced conference controls such as raise hand, lock meeting, and manage participants on a Poly endpoint in Pexip VMRs and gateway meetings.

On this page:

Meeting and participant controls

The different controls available on the Poly endpoint, according to VMR Host, VMR Guest, and Gateway calls, are outlined in the table below.

  VMR Guests VMR Hosts Gateway calls
Conference actions
Mute all guests  

 
Disconnect all  

 
Lock conference  

 
Raise / lower hand

 
Lower all raised hands  

 
Chat (view only)

 
Change layout  

Allow / Disallow guests to unmute*

  

 
Participant actions
View participant list (including mute, spotlight, and raised hand indications)

Mute  

 
Spotlight/Pin  

Make host  

 
Disconnect  

 
Admit/Deny entry from lobby  

 
Local endpoint actions
Local endpoint volume control

Local microphone control

Local endpoint camera mute

Leave conference

DTMF keypad to optionally manage meetings and further control the layout.

* Pexip Infinity v36 or later required.

† Changes the layout for the local Poly endpoint only.

‡ Pins the participant for the local Poly endpoint only.

Host view of participants list and conference controls on the touch panel during a meeting, including Mute all guests, Disallow guests to unmute, and Disconnect all.

Host view of individual participant controls including Mute, Spotlight, Make host, and Disconnect on the touch panel during a meeting.

Supported endpoints and conferences

The Poly Meeting Control App is supported:

  • on Poly Studio X family and Poly Studio G7500 endpoints with a Poly TC8 or TC10 controller. Poly VideoOS 4.4 firmware required.
  • in Pexip gateway meetings.
  • in Pexip VMRs (Pexip Infinity version 34 or later required).

Prerequisites

  • Poly VideoOS 4.4 or later. Note that touch controllers running Poly VideoOS 4.4 receive version 1.0.0 of the Poly Meeting Control App by default which is not the latest version available. To receive the latest features and updates directly from Pexip when they become available, you can change the download server address when configuring the endpoint.

  • Pexip Infinity version 34 or later.
  • If you are running a version of Pexip Infinity earlier than version 36, ensure that you have added the Poly endpoint touch controller to an Allow List.
  • The Poly endpoint touch controller must be able to reach Infinity (TCP 443\HTTPS).
  • The SIP Session ID sent by Pexip Infinity must be able to reach the Poly endpoint.
  • The Poly endpoint must trust a certificate presented by Pexip Infinity. If the presented certificate is signed by an internal CA, the root CA must be uploaded to the device in: Security > Certificates > Poly TC
  • We recommend that you create a DNS SRV record for _pexapp._tcp.<domain>. See DNS record examples for more information.

If a Poly device is registered to Pexip Infinity, then the Meeting Control App will work for that deployment only, and will not work for gateway calls to other destinations.

Connection overview

An example of how the Poly Meeting Control App connects is outlined below.

  1. A user places a SIP call to example@domain.com.
  2. The Poly endpoint receives a SIP response, verifies that User-Agent contains Pexip Infinity Conferencing Platform, and gets a SIP Session ID.
  3. The following sequence of DNS lookups to find the target host occurs.

    1. _pexapp DNS SRV of the domain in the call alias:

      _pexapp._tcp.domain.com

    2. DNS A-record of the domain in the call alias:

      domain.com

    3. _pexapp DNS SRV of the SIP registrar configured on the device:

      _pexapp._tcp.sip-registrar.domain.com

    4. DNS A-record of the SIP registrar configured on the device:

      sip-registrar.domain.com

  4. The Meeting Control App (on Poly TC8 or TC10) establishes a direct web REST connection and connects using the SIP Session ID.
  5. The Meeting Control App session and the SIP endpoint session are then merged into one participant.
  6. If the dialed VMR has a PIN, the application's following connection logic differs between deployments running Pexip Infinity version 36 and deployments on earlier versions:

    Pexip Infinity v36 or later: The REST connection immediately connects, and the Meeting Control App starts. If the VMR has a PIN, the PIN must be entered using the Meeting Control App's DTMF keypad.

    Versions earlier than Pexip Infinity v36: The REST connection retries in a specific sequence until the PIN is entered on the SIP endpoint, the REST connection is established, and the Meeting Control App starts. To prevent the Meeting Control App IP from triggering the web break-in resistance control, you must add either your internal network ranges or external IP for the endpoint's touch controller to the Break-in Attempt IP Allow List (Infinity management node > Call control > Break-in Attempt IP Allow List).

Configuration

The Poly Meeting Control App is automatically available in controllers running Poly VideoOS 4.4 or later. You must enable the Poly Meeting Control App on the Poly device. To do this on a per-endpoint basis:

  1. Log in to the web UI of your Poly device.

  2. Go to General Settings > Systems Settings > Device and Room Name and add a Device Name. This is the display name used in SIP signaling and also appears in the conference participants list.
  3. Go to General Settings > System Settings > Poly Connect.
  4. Select Enable Poly Connect Call Control Experience.
  5. Select Auto Launch App (optional).
  6. Choose an Update Server Address, the URL where an endpoint can check for a new version of the Meeting Control App. Default: Poly Lens. If you want to receive updates directly from Pexip when they become available, change this to Custom and enter https://dl.pexip.com/meetingcontrol/latest/ as the server address.
  7. Adjust the specified hours of the update window, if required.
  8. Select Save.

Extra configuration and maintenance

Adding the controller to an Allow List

If your Pexip Infinity deployment is running a version earlier than v36, you must add the Poly touch controller to the Break-in Attempt IP Allow List (Infinity management node > Call control > Break-in Attempt IP Allow List). This prevents the Meeting Control App IP from triggering the web break-in resistance control. See Connection overview for more information.

Custom upgrades

You can upgrade the Poly Meeting Control App directly from the Pexip download server or from a custom upgrade server which is hosted internally in your network.

To upgrade directly from the Pexip download server:

If you want to receive updates directly from Pexip when they become available, you can change the download server address when configuring the endpoint. Select Update Server Address > Custom and enter the Pexip download server address https://dl.pexip.com/meetingcontrol/latest/

To upgrade from a custom upgrade server internally in your network:

Go to https://dl.pexip.com/meetingcontrol/latest/ (where /latest represents the latest available version of the application) and download the following files:

  • pexip-meetingcontrol-release.json – This file contains instructions for where the endpoint must go to download the application .zip file. The endpoint will check and verify the hash, and check whether the version is newer than the current version.
  • pexip-meetingcontrol-release.zip – The new application.

When you host these files internally the endpoint must be pointed to the relevant path so it can look for the .json file.

Troubleshooting

Logs can be found in a tar.gz archive inside a Poly logs bundle. For example:

\polycom_module_log_<datetime>\PolyTC10_*\log.<datetime>.tag.gz

For logs relating to the Meeting Control App, search for "brabham" in messages files.

Release notes

To view the Poly Meeting Control App version that a Poly endpoint is running, select the page title on the endpoint touch panel (e.g. Participants, Chat, Layout) to open an information dialog.

App version Release date Description
1.2.0 March 2025

Fixed issues for gateway calls:

  • The mute status of the Poly endpoint did not always synchronize with the status shown in the Microsoft Teams client. This has now been fixed.
  • The Lower all button could appear on the Poly endpoint when a Microsoft Teams participant raised their hand. Since the Lower all control is not possible from the Poly endpoint in gateway calls, the button has been removed.
1.1.0 November 2024

New features:

  • Lower all raised hands capability for Hosts in Pexip VMRs.
  • Hosts can choose whether guests are able to unmute or not in Pexip VMRs.
  • DTMF keypad.

Improvements for Teams gateway calls:

  • If you mute the Poly endpoint, your mute status is now shown in the Teams client.
  • If the Poly endpoint has been muted by the Teams client, unmuting the Poly endpoint undoes the Teams mute.
1.0.0 November 2024 Initial release.