Customizing the Invite Text

The Invite Text page enables you to customize the boilerplate messages sent by users to invite others to attend meetings in their rooms.

There are three kinds of invitations.

  • Email Content text is sent for VidyoConferences.
  • Voice Only text is sent to those participating in voice-only mode via telephone.
  • Webcast text is sent to participants accessing your webcast.

As with the other informational text boxes on the Customization pages, you can use the text as is or modify it as you wish. If you decide to delete the default text and replace it with new text, it’s important for you to understand how to use the green buttons in the upper right hand corner of the page.

Note   Invite text customizations completed at the Super Admin level can be overridden at the Tenant level by Tenant Admins.

For more information, see Configuring Customization on Your Tenant.

To customize Invite Text:

  1. Log in to the Super Admin portal using your Super Admin account.

For more information, see Logging in to the Super Admin Portal.

  1. Click the Settings
  2. Click Customization on the left menu.
  3. Click the Invite Text
  4. Change the text from the Email Content, Voice Only, Webcast, and Email Subject sections, as desired.

The following system variables (uppercase text inside of brackets) display and can be inserted in sections of your invite text using the following buttons:

Icon

Description

 

Available in the Email Content and Voice Only sections, the [DIALIN_NUMBER] variable inserts the dial-in number of your room into your invite text.

 

Available in the Email Content and Voice Only sections, the [PIN_ONLY] variable inserts the PIN (if one is configured) of your room into your invite text.

 

Available in the Email Content and Voice Only sections, the [EXTENSION_ONLY] variable inserts the room extension (if one is configured) into your invite text.

 

Required in the Email Content section, the [ROOMLINK] variable inserts a hyperlink to your room into your invite text.

Note   When accessed from a tablet, roomlinks may be used to join a conference, annotate, or manage a meeting.

 

Available in the Email Content section, the [LEGACY_URI] variable inserts the URI participants will use to access your room from Legacy endpoints.

 

Available in the Email Content section, the [DIALSTRING] variable inserts the phone number participants will use to access your room voice-only telephones.

 

Required in the Webcast section, the [WEBCASTURL] variable inserts the URL participants can use to access your webcast.

Some additional variables (ones that do not have buttons or icons) and appear in sections of your invite text include:

  • The [DISPLAYNAME] variable inserts the specific user’s display name as it was entered in to the system in the Email Content section.
  • The [EXTENSION] variable inserts the room extension (if one is configured) along with the room PIN (if one is configured) into your invite text.
  • The [PIN] variable inserts the room PIN (if one is configured) in the Email Content section.
  • The [ROOMNAME] variable inserts name of the room for which the invite was issued.
  • The [TENANTURL] variable inserts the name of the tenant in the Email Content section.

Note   If applicable, modify the default text in the Email Content section with your VidyoGateway IP address for your participants accessing your conference from Legacy endpoints.

  1. Click Save to save the invitations.

Making Common Invite Text Changes

You can make the following common changes to invite text:

  • If your organization uses mobile devices that support a tap-to-connect functionality, you can add the following template to your invite: Voice only users can tap-to-connect: “[DIALIN_NUMBER], [EXTENSION]#”.
  • For more information on propagating [DIALIN_NUMBER], Please see how to modify Dial-in number
  • If your organization has disabled guest access, delete the line about joining as a first-time user from your desktop or mobile device, or to annotate with VidyoSlate on your iPad: Click [ROOMLINK] from the Email Content section.

Note   When accessed from a tablet, roomlinks may be used to join a conference, annotate, or manage a meeting.

  • If your system includes a VidyoGateway, add the following sentence as part of your email content:
  • To join from a non-Vidyo conferencing endpoint: Connect through a VidyoGateway [enter your VidyoGateway IP here] using H.323 or SIP and enter meeting ID [EXTENSION].

Note   Modify the [enter your VidyoGateway IP here] portion with your VidyoGateway IP address.

  • If your organization doesn’t use IPC, delete the line about joining from another VidyoPortal using IPC: Enter [ROOMNAME]@[TENANTURL] from the Email Content section.
  • If your organization doesn’t use VidyoVoice, delete the line about using VidyoVoice in the Voice Only section.
  • If your organization uses more than one VidyoVoice number, add the additional number or numbers in the Voice Only section.

Note   Some browsers may not support email invitation generation due to a limitation on the number of characters in the invite text. Vidyo recommends that you generate the email invitation prior to making that text the default, and reduce the number of characters if needed.

Reverting To Default System Text on the Invite Text Screen

Note   Invite text customizations completed at the Super Admin level can be overridden at the Tenant level by Tenant Admins.

For more information, see Configuring Customization on Your Tenant.

To revert to default system text on the Invite Text screen:

  1. Log in to the Super Admin portal using your Super Admin account.

For more information, see Logging in to the Super Admin Portal.

  1. Click the Settings
  2. Click Customization on the left menu.
  3. Click the Invite Text
  4. To remove all custom invitations and revert to the default text supplied by Vidyo, click Default.
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