Poly Meeting Control App

The Poly Meeting Control App provides enhanced conference controls such as local Pin participant, change layout, and view the participants list on a Poly endpoint in Pexip gateway meetings. A gateway meeting is a Google Meet or Microsoft Teams meeting that a user joins via Pexip's Google Meet or Teams integration using a hardware video endpoint or Pexip app. Hardware endpoints may be SIP (and may be registered with the Pexip Service or not) or H.323.

On this page:

Meeting and participant controls

When the Meeting Control App is installed, you can use the endpoint's touch panel during a conference to:

  • change the conference layout (for the local Poly endpoint only)
  • spotlight / pin a participant (for the local Poly endpoint only)
  • view the full participants list including indications for presenting, spotlight, microphone mute, and speaking.

Local actions:

View of participants and conference controls on the touch panel during a gateway meeting.

View of the Pin participant control on the touch panel during a gateway 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.

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.

  • Use the following firewall rules and port requirements:

    Source Transport Service/Application Destination ports Rule Destination
    Endpoints TCP HTTPS 443 Outgoing meetingcontrol.pexip.io

  • If you have custom DNS domains and do not register endpoints to the Pexip Service, you must create a _pexapp DNS SRV record:

    Record Weight Priority Port Data
    _pexapp._tcp.yourdomain.com 100 10 443 meetingcontrol.pexip.io

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 the User-Agent, and gets a SIP Session ID.
  3. The Meeting Control App locates an API endpoint to connect to by placing several DNS requests until it finds the server. For DNS resolution details go here.
  4. The Meeting Control App connects to the API endpoint (meetingcontrol.pexip.io).

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

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:

  • 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.