SMART Room System Operating manual

SMARTRoomSystem™
for Microsoft®Lync®
Setup and maintenance guide
For models SRS-LYNC-S, SRS-LYNC-M and SRS-LYNC-L

Product registration
If you register your SMART product, we’ll notify you of new features and software upgrades.
Register online at smarttech.com/registration.
Keep the following information available in case you need to contact SMARTSupport.
Serial numbers:
Interactive flat panel(s)*
Lync® appliance
Console
Camera
Table microphones
Audio processor
Speakers
Date of purchase:
*When requesting technical support, provide SMARTSupport with the left interactive flat panel’s serial number.
smarttech.com/kb/170450
FCC warning
This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide
reasonable protection against harmful interference when the equipment is operated in a commercial environment. This equipment generates, uses and can radiate radio
frequency energy and, if not installed and used in accordance with the manufacturer’s instructions, may cause harmful interference to radio communications. Operation of
this equipment in a residential area is likely to cause harmful interference in which case the user will be required to correct the interference at his own expense.
Trademark notice
SMARTRoomSystem, SMARTBoard, DViT, smarttech, the SMART logo and all SMART taglines are trademarks or registered trademarks of
SMARTTechnologiesULC in the U.S. and/or other countries. Microsoft, Windows, Lync, Outlook and PowerPoint are either registered trademarks or trademarks of
Microsoft Corporation in the U.S. and/or other countries. All other third-party product and company names may be trademarks of their respective owners.
Copyright notice
© 2013SMARTTechnologiesULC. All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system or translated
into any language in any form by any means without the prior written consent of SMARTTechnologiesULC. Information in this manual is subject to change without notice
and does not represent a commitment on the part of SMART.
This product and/or use thereof covered by one or more of the following U.S. patents.
www.smarttech.com/patents
08/2013

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Important information
I M P O R T A N T
If you were directed to this guide from your room system’s quick start guide, proceed to Configuring
your room system’s software on page 11.
WARNING
lFailure to follow the installation instructions shipped with your SMART product could result in
personal injury and product damage which may not be covered by your warranty.
lEnsure your installation complies with local building and electrical codes.
lDo not open or disassemble the SMART product. You risk electrical shock from the high
voltage inside the casing. Opening the casing also voids your warranty.
lDo not stand (or allow children to stand) on a chair to touch the surface of your SMART
product. Rather, mount the product at the appropriate height.
lTo reduce the risk of fire or electric shock, do not expose your SMART product to rain or
moisture.
lIf your SMART product requires replacement parts, make sure the service technician uses
replacement parts specified by SMARTTechnologies or parts with the same characteristics
as the original.
lEnsure that any cables extending across the floor to your SMART product are properly
bundled and marked to avoid a trip hazard.
lDo not insert objects inside the cabinet ventilation holes, because they could touch dangerous
voltage points and cause electric shock, fire or product damage which may not be covered by
your warranty.
lDo not place any heavy objects on the power cable. Damage to the cable could cause shock,
fire or product damage which may not be covered by your warranty.
lUseonly extension cords and outlets into which this product’s polarized plug can be fully
inserted.
lUse the power cable provided with this product. If a power cable is not supplied with this
product, please contact your supplier. Use only power cables that match the AC voltage of the
power outlet and that comply with your country’s safety standards.

I M P O R T A N T I N F O R M A T I O N
ii smarttech.com/kb/170450
lIf the glass is broken, do not touch the liquid crystal. To prevent injury, handle glass fragments
with care when disposing of them.
lDo not move or mount the interactive flat panel by connecting rope or wire to its handles.
Because the interactive flat panel is heavy, rope, wire or handle failure could lead to personal
injury.
lUse SMART supplied mounting hardware or hardware that is designed to properly support the
weight of your product.
lDisconnect all power cables for your interactive flat panel from the wall outlet and seek
assistance from qualified service personnel when any of the following occurs:
oThe power cable or plug is damaged
oLiquid is spilled into the interactive flat panel
oObjects fall into the interactive flat panel
oThe interactive flat panel is dropped
oStructural damage such as cracking occurs
oThe interactive flat panel behaves unexpectedly when you follow operating instructions

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Contents
Important information i
Chapter 1: Welcome 1
About your room system 2
About this guide 7
Other documentation and resources 7
Chapter 2: Installing your room system’s hardware 9
Chapter 3: Configuring your room system’s software 11
Before configuring your room system’s software 11
Turning on your room system for the first time 12
Logging on and configuring the displays 16
Configuring Lync Room System software 17
Checking the status of the Lync Room System software productkey 19
Configuring SMARTSettings 19
Making a test call 21
Chapter 4: Using your room system 23
Scheduling meetings 23
Turning on your room system 24
Starting meetings and whiteboard sessions 25
Managing meetings using the console 26
Presenting content during meetings 28
Ending meetings 30
Chapter 5: Maintaining your room system 31
Recommended tools 32
Turning off your room system 33
Updating software and firmware 33
Maintaining the interactive flat panels 34
Maintaining the console 41
Maintaining the camera 42
Maintaining the microphones 42
Maintaining the speakers 42
Checking your room system installation 43
Removing and transporting your room system 43
Chapter 6: Troubleshooting your roomsystem 45
Resolving hardware issues 45

C O N T E N T S
iv smarttech.com/kb/170450
Resolving software issues 53
Testing your room system 53
Accessing SMARTSettings 54
Appendix A: Using the interactive flat panel on-screen display menu 55
Accessing the on-screen display menu 55
Changing settings in the on-screen display menu 56
Small and large room on-screen display menu 57
Medium room on-screen display menu 62
Appendix B: Resetting the room system to factory defaults 71
Appendix C: Hardware environmental compliance 73
Waste Electrical and Electronic Equipment and Battery regulations (WEEE and Battery
Directives) 73
Batteries 73
More information 73
Index 75

Chapter 1
1 smarttech.com/kb/170450
Chapter 1: Welcome
About your room system 2
Features 2
Integration with Lync 2
Simple startup 2
Automatic sharing of video and audio 2
Collaboration 2
Presence detection 3
Components 3
SMARTBoard interactive flat panels 3
Lync appliance 4
Console 4
Camera 4
Microphones 4
Speakers 5
Video connection harness for guest laptops 5
Table microphone upgrade kit 5
Accessories 5
Wall stand kit 6
Table microphones 6
Comparing small, medium and large rooms 6
About this guide 7
Other documentation and resources 7
Specifications 7
Installation instructions 8
Deployment and remote management instructions 8
User documentation and training 8
Knowledge base 8
This chapter introduces you to your SMARTRoomSystem™ for Microsoft®Lync and this guide.

C H A P T E R 1
Welcome
2 smarttech.com/kb/170450
About your room system
Your SMARTRoomSystem features one or two SMARTBoard® interactive flat panels, a Lync
appliance, a tabletop console, a high-definition camera, microphones, speakers and a video
connection harness for use with an optional guest laptop.
Using the installed Lync Room System software, you can start a meeting and connect with other
individuals or meeting rooms with a single tap on the console or the interactive flat panels. You can
write or draw on the interactive flat panels using the whiteboard feature, connect an optional guest
laptop to share its screen and share files with connected individuals and meeting rooms in real time.
Features
Your room system includes the following features.
Integration with Lync
The SMARTRoomSystem integrates with your organization’s existing Lync infrastructure, enabling
users to schedule meetings, remotely join meetings, and share PowerPoint files using the Lync client
software already installed on their computers.
Simple startup
After the room system turns on, the console and the interactive flat panels show the meeting room’s
schedule, including when the meeting room is booked and when it’s available. Users can start a
scheduled meeting by pressing the meeting’s block in the schedule on either the console or the
interactive flat panels. Lync Room System software enables users to connect to remote participants
and shares video and audio.
Alternatively, users can start ad hoc meetings or whiteboard sessions with a single press of the
console or interactive flat panels.
Automatic sharing of video and audio
When users start or join meetings, the room system shares video and audio automatically without
requiring any manual setup on the users’ part. The room system’s high definition camera,
microphones and speakers facilitate users’ communication during the meeting.
Collaboration
Using Lync Room System software’s whiteboard feature, users can write or draw notes on the
interactive flat panels, automatically sharing with remote participants. Users can also write or draw
over MicrosoftPowerPoint® files attached to the scheduled meeting as well as connect their laptops
to share the laptop screens.

C H A P T E R 1
Welcome
3 smarttech.com/kb/170450
Presence detection
Each interactive flat panel has two presence detection sensors on its frame that can detect people up
to 16' (5 m) away. When the sensors detect people in the meeting room, the room system turns on.
When the sensors no longer detect people in the meeting room, the room system enters Standby
mode.
Components
Your room system consists of the following major components:
Part no. Description Small Medium Large
SBID 8070i-G4 SMARTBoard 8070i-G4 interactive flat panel
SBID 8084i-G4 SMARTBoard 8084i-G4 interactive flat panel
SBID 8070i-G4
(×2)
SMARTBoard 8070i-G4 interactive flat panel
(×2)
AM70-L Lync appliance
CP311 Console
CAM301 Camera
MIC500 Table microphones *
CSR500 Speakers
1019403 Video connection harness for guest laptops
N O T E
Other, minor components are documented elsewhere in this guide.
SMARTBoard interactive flat panels
SMARTBoard interactive flat panels feature SMART’s proprietary
DViT® (DigitalVisionTouch) technology on a 16:9 LCD screen
with e-LED backlight. DViT technology enables users to do the
following:
lInteract with content by pressing it with their fingers
lWrite digital ink on the digital whiteboard or on a shared
PowerPoint file using their fingers or one of the provided pens
lErase digital ink using their fists, their palms or the provided
eraser
*Included in the table microphone upgrade kit

C H A P T E R 1
Welcome
4 smarttech.com/kb/170450
During a meeting, the interactive flat panels show video, shared PowerPoint files, and video input
from optionally connected laptops. In addition, users can use the whiteboard feature to record notes
and share them with others.
For information on which interactive flat panel model is included with your room system and the
differences between these models, see Comparing small, medium and large rooms on page 6.
Lync appliance
The Lync appliance includes Lync Room System software as well as SMARTProductDrivers. Lync
Room System software enables users to start, join and facilitate meetings and connect with others
through your organization’s Lync infrastructure. SMARTProductDrivers enables the touch features
of the interactive flat panels and the operation of the all components in the room system.
The Lync appliance is installed in a slot on the bottom of the interactive flat panel.
N O T E
In large rooms, the Lync appliance is installed on the left interactive flat panel.
Console
The console is the room system’s primary display. It enables users to access and
control the features of Lync Room System software during their meetings.
The console is typically located on the meeting room table. Like the interactive flat
panels, the console features a 16:9 LCD screen with touch technology, enabling users to
interact with buttons and other controls by pressing them.
Camera
The high definition camera automatically captures room video during meetings. Users
can temporarily stop the video or shutter the camera for privacy purposes.
In most meeting rooms, digital pan, tilt and zoom (DPTZ) and the camera’s 109° field of
view ensure all meeting participants are captured regardless of where they are in the meeting room.
The camera is installed on the top of the interactive flat panel in small and medium rooms or between
the interactive flat panels in large rooms.
Microphones
The microphones automatically capture audio during meetings. Users can
temporarily mute the microphones for privacy purposes.

C H A P T E R 1
Welcome
5 smarttech.com/kb/170450
Depending on your room system, the microphones either are integrated with the camera or are
separate units that are typically located on the meeting room table.
N O T E
Large and medium rooms come with two table microphones. You can purchase additional table
microphones (see Table microphones on the next page).
Speakers
The speakers transmit audio from remote participants during a meeting. The room
system’s audio-processing features eliminate echos and in-room audio feedback.
The speakers are installed on either side of the interactive flat panels.
Video connection harness for guest laptops
The video connection harness enables users to connect their laptops to the room system using either
VGA or HDMI connectors. When a user connects his or her laptop, the laptop’s video output appears
on an interactive flat panel and is shared with remote participants.
The video connection harness’s connectors are typically located on the meeting room table.
Table microphone upgrade kit
A table microphone upgrade kit is available for room systems for small rooms. This
upgrade kit enables you to use table microphones rather than the camera-integrated
microphones for specialized or challenging room configurations. The upgrade kit
includes two table microphones, an audio processor and accompanying cables.
Accessories
Accessories for the SMARTRoomSystem include the wall stand kit and table microphones.
N O T E
For accessory part numbers and ordering information, refer to the specifications (see Specifications
on page 7).

C H A P T E R 1
Welcome
6 smarttech.com/kb/170450
Wall stand kit
The wall stand kit includes a wall stand for each interactive flat panel in your
room system and the cable raceway. The wall stand transfers some of the
weight from the wall to the floor and is required for metal stud walls that can’t
support the full weight of the interactive flat panel. The cable raceway
covers cables running across the floor from the interactive flat panels to the
meeting room table.
Table microphones
Medium and large rooms come with two table microphones. You can purchase and
connect up to three additional table microphones if needed for a total of up to five
table microphones.
Comparing small, medium and large rooms
The SMARTRoomSystem comes in three sizes:
Small
(SRS-LYNC-S)
Medium
(SRS-LYNC-M)
Large
(SRS-LYNC-L)
The following table presents the key differences between the small, medium and large room sizes:
Small room Medium room Large room
Intended use Small meeting rooms
(approximately six people)
100 sq. ft. (10 m²)
Medium meeting rooms
(approximately 12 people)
180 sq. ft. (20 m²)
Large meeting rooms
(approximately 16 people)
300 sq. ft. (30 m²)
Display type One SMARTBoard 8070i-G4
interactive flat panel
One SMARTBoard 8084i-G4
interactive flat panel
Two SMARTBoard 8070i-G4
interactive flat panels
Display size
(diagonal)
70" (178 cm) 84" (213.4 cm) 2 × 70" (2 × 178 cm)
Microphones Integrated with camera
(withoutthe table microphone
upgrade kit)
OR
Table top (with the table
microphone upgrade kit)
Table top Table top
Optional wall
stand kit
WSK-SM WSK-SM WSK-L

C H A P T E R 1
Welcome
7 smarttech.com/kb/170450
N O T E
Other, minor differences between sizes are noted throughout this guide.
About this guide
This guide explains how to set up and maintain your room system. It includes the following
information:
lHow to install and configure your room system
lHow to use your room system’s basic features
lHow to maintain your room system for years of use
lHow to troubleshoot issues with your room system
lHow to remotely manage your room system
This guide in intended for individuals who are responsible for installing and maintaining room systems
in their organizations. Other documentation and resources are available for individuals who use room
systems.
Other documentation and resources
In addition to this guide, there are resources for individuals who install, maintain and use room
systems.
Specifications
Your room system’s specifications define the product’s dimensions, weights, recommended
operating and storage temperatures, power requirements and consumption and other important
information for installation and maintenance.
Document Link
SMARTRoomSystem for Lync for small rooms specifications smarttech.com/kb/170449
SMARTRoomSystem for Lync for medium rooms specifications smarttech.com/kb/170448
SMARTRoomSystem for Lync for large rooms specifications smarttech.com/kb/170447
SMARTRoomSystem for Lync wall stand kit specifications smarttech.com/kb/170526

C H A P T E R 1
Welcome
8 smarttech.com/kb/170450
Installation instructions
Your room system comes with a hardware selection guide that explains which mounting hardware to
use for your room’s wall type and a quick start guide that explains how to install the room system
hardware. In addition, the optional wall stand and raceway include their own installation guides. If you
misplaced any of these installation instructions, you can download PDF versions.
Document Link
SMARTRoomSystem for Lync hardware selection guide smarttech.com/kb/170464
SMARTRoomSystem for Lync for small rooms quick start guide smarttech.com/kb/170470
SMARTRoomSystem for Lync for medium rooms quick start guide smarttech.com/kb/170467
SMARTRoomSystem for Lync for large rooms quick start guide smarttech.com/kb/170468
SMARTRoomSystem for Lync wall stand installation guide smarttech.com/kb/170466
SMARTRoomSystem for Lync cable raceway installation guide smarttech.com/kb/170465
SMARTRoomSystem for Lync table microphone upgrade kit
installation guide
smarttech.com/kb/170560
Deployment and remote management instructions
Microsoft provides documentation on how to deploy Lync software and remotely manage Lync Room
System software using Lync Infrastructure Environment Administrator tools such as the Lync control
console and SCOM. See microsoft.com/en-us/download/details.aspx?id=29256 for this
documentation.
User documentation and training
Lync Meeting Room software includes a tutorial that explains how to use the software. To open the
tutorial, press the OpenTutorial button on the interactive flat panels.
The SMART training website (smarttech.com/training) includes an extensive library of training
resources you can refer to when learning how to use your room system.
Knowledge base
The Support center (smarttech.com/support) includes a knowledge base that you can refer to when
performing maintenance on your room system or troubleshooting issues with your room system.

Chapter 2
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Chapter 2: Installing your room system’s
hardware
This chapter is intended for installers. Before they install the room system’s hardware, installers
should read this chapter along with the hardware installation instructions (see Installation instructions
on page 8) included with the room system.
WARNING
Improper installation of your room system’s hardware can result in personal injury and product
damage.
Before installing your room system’s hardware, do the following:
lReview the room temperature and humidity requirements in the room system’s specifications
(see Specifications on page 7).
lSave all product packaging so that it’s available if you need to transport the room system at a
later date.
N O T E
If the original packaging isn’t available, you can purchase new product packaging from your
authorized SMART reseller (smarttech.com/where).

C H A P T E R 2
Installing your room system’s hardware
10 smarttech.com/kb/170450
lEnsure the wall can support the weight of the room system.
Room Weight (lb.) Weight (kg)
Small 271 123
Medium 312 141.6
Large 520 236
N O T E S
oRefer to local building codes to confirm that the wall can support the above weights.
oRefer to the hardware selection guide for the recommended hardware for your wall type
(see Installation instructions on page 8).
lChoose an appropriate location for the room system:
oDo not install the room system in a location where a door or gate could hit it.
oDo not install the room system in an area where it will be subjected to strong vibrations or
dust.
oDo not install the room system where the main power supply enters the building.
oEnsure adequate ventilation or provide air conditioning around the room system so that heat
can flow away from the unit and the mounting equipment.
oIf you mount the room system in a recessed area, leave at least 4" (10 cm) of space
between the room system and the recessed walls to enable ventilation and cooling.
lInstall the room system so that its center aligns with the center of the meeting room table. This
ensures the meeting room table appears in the center of the camera’s field of view.
lInstall the room system so that the interactive flat panels are the appropriate distance from the
floor.
Distance Small room Medium room Large room
From the floor to the bottom of the
interactive flat panel
32" (81.4 cm) 29 1/2" (74.9 cm) 32" (81.4 cm)
From the floor to the bottom of the
active display area
38 1/8" (97 cm) 35 3/8" (89.9 cm) 38 1/8" (97 cm)

Chapter 3
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Chapter 3: Configuring your room system’s
software
Before configuring your room system’s software 11
Turning on your room system for the first time 12
Logging on and configuring the displays 16
Configuring Lync Room System software 17
Checking the status of the Lync Room System software productkey 19
Configuring SMARTSettings 19
Making a test call 21
After completing the hardware installation, you must turn on the room system for the first time and
then configure its software.
I M P O R T A N T
This chapter is intended for IT administrators responsible for configuring the room system’s
software.
Before configuring your room system’s software
Before configuring your room system’s software, ensure the following prerequisites are in place:
lYour organization has implemented Lync 2013, and the Lync infrastructure is functioning.
lA Lync room account has been set up for the room system on the domain, on the Microsoft
Exchange server and on the Lync Server.

C H A P T E R 3
Configuring your room system’s software
12 smarttech.com/kb/170450
lYou have the necessary information to connect the room system to the Lync Server, including
the following:
oIP addresses for DNS servers (if not configured automatically from the network via DHCP)
oAdministrator user name and password to be applied to the room system
oLync appliance computer name for network presence
oLync account name and password for the room system
oSIP URI address
lA USB mouse and keyboard are connected to the Lync appliance for use during the software
configuration.
Turning on your room system for the first time
To turn on your room system for the first time
1. Turn on the room system using the power switch located on the bottom of the interactive flat
panel.
Small room Medium room Large room (×2)
N O T E
In large room installations, turn on both interactive flat panels.

C H A P T E R 3
Configuring your room system’s software
13 smarttech.com/kb/170450
2. Press the Input Select button on the interactive flat panel’s front control panel until the input
source is HDMI3/PC.
N O T E
In large room installations, set the input source to HDMI3/PC for both interactive flat panels.
The Lync appliance starts and completes the first-run installation process. During this process,
the Lync appliance restarts several times.
N O T E
This process takes time to complete. During this process, displays might not change content
or might appear blank for several minutes.

C H A P T E R 3
Configuring your room system’s software
14 smarttech.com/kb/170450
3. Configure the interactive flat panels’ on-screen display menus:
Room Procedure
Small (without
the table
microphone
upgrade kit)
a. Press MENU on the interactive flat panel’s remote control.
b. Press the down arrow until you select the SETUP menu, and then
press SET.
c. Press the down arrow until you select Lync®ROOMRESET, and
then press SET.
d. Press MENU, press the up arrow until you select the AUDIO menu,
and the press SET.
e. Press the down arrow until you select AUDIOINPUT, press SET and
then select HDMI3/PC ANALOG.
f. Press MENU until the on-screen display menu closes.
Small (with the
table microphone
upgrade kit)
a. Press MENU on the left interactive flat panel’s remote control.
b. Press the down arrow until you select the SETUP menu, and then
press SET.
c. Press the down arrow until you select Lync®ROOMRESET, and
then press SET.
d. Press MENU until the on-screen display menu closes.
Medium a. Press MENU on the interactive flat panel’s remote control.
b. Press the down arrow until you select the OPTION menu, and then
press OK.
c. Press the down arrow until you select Lync®RoomReset, and then
press OK.
d. Press MENU until the on-screen display menu closes.
Large a. Press MENU on the left interactive flat panel’s remote control.
b. Press the down arrow until you select the SETUP menu, and then
press SET.
c. Press the down arrow until you select Lync®ROOMRESET, and
then press SET.
d. Press MENU until the on-screen display menu closes.
e. Repeat steps a to d for the right interactive flat panel.
N O T E
Completing the above steps configures the interactive flat panels’ USB-video mapping, audio
settings, presence detection settings and other settings for use with SMARTRoomSystems.
In addition, completing the above steps disables the volume and input select controls on the
interactive flat panels’ front control panels.
4. Continue to the next procedure.