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Shared Devices

Poly Lens Cloud lets administrators mark devices as Shared when they’re meant to be used by multiple people instead of a single assigned user. This provides a better experience for shared meeting-room and common-area devices, while keeping Account ownership and security in place.

What is a Shared Device?​

A Shared device is a room or open-area asset used by multiple people, rather than a device personally assigned to one end user. Common examples include:

  • BYOD room systems (conference-room video devices connected by USB for meetings)
  • Shared hotdesking areas with peripherals (docks, charging stands, displays)

When Shared is enabled:

  • Tenant-locked: Stays associated with the current tenant (Account) and won’t move due to end-user activity
  • Admin-controlled moves only: Only an explicit IT admin provisioning/move action can move it to another tenant (Account)

When should I mark a Device as Shared?​

Mark a device as Shared when it's a device that many people connect to, such as:

  • Devices installed in shared spaces (conference rooms, huddle rooms, focus rooms, and other meeting areas)
  • Public peripherals in hoteling/hotdesking areas (docks, charging stands, displays)

Note: Do not mark a device as Shared if it is intended to be claimed and managed by an single individual (for example: an employee's personally assigned device).

How Shared works and what changes after you enable it​

When Shared is turned on, the device:

  • Stays tenant-locked and does not automatically move between tenants (Accounts)
  • Cannot be claimed into another tenant (Account) through end-user actions (for example: USB connection, Studio Desktop usage, or sign-in changes)
  • Can only be moved by IT through an explicit admin provisioning/move action

This protects BYOD rooms and Shared peripherals, especially in environments where guests, vendors, or users from different tenants (Accounts) may connect.

Who can change the Shared setting?​

Only users with Admin or Device Manager privileges can change the Shared setting. End users can not mark devices as Shared.

Mark Device(s) as Shared​

Device Details (single device)​

  1. Sign in to Poly Lens Cloud and select the appropriate Account.
  2. Select Manage > Inventory.
  3. Locate the device in the list.
  4. Select 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.

Result: The device is immediately treated as Shared and becomes tenant-locked.

Inventory (bulk change)​

  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(s) is immediately treated as a Shared device within the Account.

Result: Selected devices are set to Shared, visible in the list as Shared, and can be filtered in Inventory.

Unmark Device(s) as Shared​

Unmarking Shared devices removes the Shared-specific behaviors, returning the device to standard device behavior. Once reverted, the device becomes eligible for user claiming based on standard Poly Lens behavior.

Device Details (single device)​

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

Inventory (bulk change)​

  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 Unmarked.
  4. Select Shared > Unmark as Shared.
  5. Select Unmark as Shared to confirm.

Shared Device Feature Conditions at First Release​

No automatic enablement for existing devices​

  • Devices that already exist in Poly Lens Cloud are not automatically updated to Shared after release
  • Existing devices keep their current configuration until an IT administrator explicitly changes the Shared setting

Default behavior for new devices​

  • Devices added to Poly Lens Cloud after release follow the new Shared device default behavior
    • Supported hybrid devices default to Shared when they are first associated with an Account

FAQ

  • Can a Shared device be assigned to a Device 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 for device user HP Poly Studio Desktop app?
    Yes, but only while the device is actively connected.