Shared Devices

The Poly Lens Shared Devices feature allows you to manage and monitor devices that are shared across multiple rooms, ensuring optimal utilization and maintenance.

Overview

Poly Lens Cloud allows administrators to mark devices as Shared Devices when those devices are intended to be used by multiple individuals rather than a single assigned user. This enables a streamlined experience for shared meeting room, hot desk, and common area devices while ensuring proper Account ownership and security. The Shared Device program helps organizations manage shared hardware without requiring individual user claims.

What Is a Shared Device?

A Shared Device is designed for use by multiple individuals and behaves differently from a personally assigned device. Shared Device characteristics:

• Used by multiple users
• Remains locked to the current Account
• Cannot be claimed by individual device users
• Appears in device user applications only while actively connected Info icon copy (as shown in Lens UI): A shared device is used by multiple individuals, stays locked to its current Account, cannot be claimed by device users, and appears in device user apps only while actively connected.

When Should I Mark a Device as Shared?

Mark a device as shared if it is:

• Installed in a conference room or meeting space
• Used in hot desking or hoteling environments
• Located in shared or common areas
• Not intended to be permanently assigned to a single user

Note: Do not mark a device as shared if it is intended to be claimed and managed by an individual user.

Mark Device(s) as Shared in Inventory

1. Sign in to Poly Lens Cloud and select the appropriate Account.
2. Select Manage > Inventory.
3. Select the check box next to the device(s) in the list to be set to be Shared.
4. Select Shared > Mark as Shared.
5. Select Mark as Shared to confirm. Once marked, the device is immediately treated as a shared device within the Account.

Unmark a Shared Device in Inventory

If a device no longer needs to be shared an Administrator can update the device configuration from the Device Details. Once reverted, the device becomes eligible for user claiming based on standard Poly Lens behavior.

1. Sign in to Poly Lens Cloud and select the appropriate Account.
2. Select Manage > Inventory.
3. Select the check box next to the device(s) in the list to be set to be Shared.
4. Select Shared > Unmark as Shared.
5. Select Unmark as Shared to confirm.

Mark a Device as Shared in Device Details

1. Sign in to Poly Lens Cloud and select the appropriate Account.
2. Select Manage > Inventory.
3. Locate the device in the list.
4. Click the device name to open the Device Details page.
5. Select Shared > Mark as Shared.
6. Select Mark as Shared to confirm. Once marked, the device is immediately treated as a shared device within the Account.

After Enablement

• The device cannot be claimed by individual users
• The device remains associated with the Account
• Users will see the device in their apps only while it is actively connected
• The device continues to be fully manageable by administrators in Poly Lens Cloud

Unmark a Shared Device

If a device no longer needs to be shared an Administrator can update the device configuration from the Device Details. Once reverted, the device becomes eligible for user claiming based on standard Poly Lens behavior.

1. Sign in to Poly Lens Cloud and select the appropriate Account.
2. Select Manage > Inventory.
3. Locate the device in the list.
4. Click the device name to open the Device Details page.
5. Select Shared > Unmark as Shared.
6. Select Unmark as Shared to confirm.

Go to Production Notes: Shared Device Feature

The Shared Device feature is introduced with the following production behavior:

No Automatic Migration of Existing Devices

• No automatic migration is performed for devices that already exist in Poly Lens Cloud prior to release.
• Existing devices retain their current configuration until explicitly updated by an Account administrator.

Default Behavior for New Devices

• All devices newly added to Poly Lens Cloud after release follow the new Shared Device default behavior.
• Supported hybrid devices are set to Shared by default upon first association with an Account.

Administrator Action for Existing Devices

• Customer administrators should:
  • Verify that existing devices are associated with the correct Account
  • Manually set devices to Shared in the Poly Lens cloud where appropriate This approach minimizes the risk of unintentionally locking devices to the wrong Account.

Assisted Migration (Upon Request)

• If customers require help updating existing devices to Shared status, Poly Lens can:
  • Execute an Account specific migration script upon request
  • This is handled on a case-by-case basis to reduce risk and ensure accuracy Customers needing assistance should contact Poly Lens Support to initiate this process.

Default Behavior for New Devices

• All devices newly added to Poly Lens Cloud after release follow the new Shared Device default behavior.
• Supported hybrid devices are set to Shared by default upon first association with an Account.

Administrator Action for Existing Devices

• Customer administrators should:
  • Verify that existing devices are associated with the correct Account
  • Manually set devices to Shared in the Poly Lens cloud where appropriate

Notes:

• Can a Shared device be assigned to a user?
  No. Shared devices cannot be claimed or permanently assigned to individual users.
• Does marking a device as Shared affect provisioning?
  No. Provisioning, policies, and updates continue to be managed at the Account level.
• Will Shared devices appear in Poly device user apps?
  Yes, but only while the device is actively connected.