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Super Admin: Managing Tenants

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This article includes the following sections for Managing Tenants as the Super Admin:

Using the Tenants Table

Every Vidyo system has at least one tenant, called the default tenant. If your VidyoConferencing system is licensed for multi-tenant mode, you can create multiple tenants.

Tenants are configured at the Super Admin level, so you must be logged in as a Super Admin.

You must set up tenants after you have configured the settings and components for your VidyoPortal system. If you have not yet configured system settings and components, configure them before attempting to add any tenants.

The Manage Tenants table is used to view, delete, and manage the tenants in your system.

UsingTenantsTable.png

 

To use the Manage Tenants table:

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

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

      The Components page displays by default.
    2. Click the Tenants tab.

      The Tenants page displays. Tenants in your VidyoPortal display in the table and include Tenant Name, Tenant URL, Ext. Prefix, Description, and Delete as columns.

      You can drag and drop the column headings to arrange them in the order you prefer.
    3. Search by tenant name or tenant URL using the Tenant Name or Tenant URL search boxes above the table.
    4. Use the following buttons at the bottom of the page to change your view of the table.

      • Click Refresh to refresh the table.
      • Click the First Page, Previous Page, Next Page, and Last Page direction arrows to scroll through multiple pages of results in the table.
      • Enter a page number to access a specific page of results in the table.
      • Click Add to add a tenant.
      • Click Delete to delete a tenant.

Understanding How to Add a Tenant

Use the following steps to add or configure a tenant. Some steps can be skipped if your installation or the tenant you’re configuring has not licensed certain capabilities.

  1. Configure basic tenant settings.
  2. Permit cross-tenant access.
  3. Assign VidyoProxy components.
  4. Assign VidyoGateway components (skip if VidyoGateway is not being used).
  5. Assign VidyoReplay Recorder components (skip if VidyoRecorder is not being used).
  6. Assign VidyoReplay components (skip if VidyoReplay is not being used).
  7. Assign location tags.
  8. Save the tenant configuration.

In the following topic there are frequent references to the Left Arrow button and the Right Arrow button. This is what they look like: Left Arrow button: left_arroww.png Right Arrow button: right_arrow.png

Adding a Tenant

 

This is step 1 of the steps needed to configure a tenant. For the full list of steps when configuring a tenant, see Using the Tenants Table.

Perform the following procedure to configure the default tenant or to add a new tenant to your system. Even if you’re using a multi-tenant system, set up the default tenant before setting up other tenants.

 

A password change is required when your tenant admin first logs in to a newly configured tenant.

Adding a Default Tenant or Adding a New Tenant

If you are using VidyoPortal version 17.2.0 or an earlier version, scroll to the bottom of this article to obtain the necessary information.

To add a default tenant or a new tenant:

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

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

    The Components page displays by default.
  2. Click the Tenants tab.

    The Tenants page displays.
  3. Click the Default name and perform the following steps.

    Alternatively, if your system is licensed for multi-tenant mode, click Add at the bottom of the Tenants page.

    1.png
  4. Enter or edit the following information for the tenant:

    • Enter a unique name identifying the tenant in the Tenant Name field.
      This name is displayed in the user directory and on the title bar of the client window when in a call.

      Spaces are not valid characters.

    • Enter the IP or FQDN address used by this tenant’s users to access the VidyoPortal in the Tenant URL field.

      If you have single-tenant system, you don’t have to define the URL of the system, but we recommend you do since the URL enables the link to the Admin portal. You can also use your server’s IP if it does not have a URL.

      Your tenants should be configured to use an FQDN and not an IP address in order to secure your VidyoConferencing system with HTTPS and optionally encryption (using the Secured VidyoConferencing Option).

    • Enter a desired prefix in the Prefix field to be added to extension numbers. This allows multiple tenants to use the same extension numbers.
      An extension prefix is not required unless you have multiple tenants. (This can be likened to an area code on the phone system.)

      If you do create multiple tenants, it’s important to the proper functioning of the system that all tenants have extension prefixes with the same number of digits. If you assign the first tenant a two-digit extension prefix, you should assign all other tenants two-digit extension prefixes. If you assign the first tenant a three-digit extension prefix, you should assign all other tenants three-digit extension prefixes and so on.

    • Enter the phone number dialed for voice-only participants when accessing conferences in the Dial-in Number field.
    • Enter the URL that the tenant’s users will use in order to access VidyoReplay in the VidyoReplay URL field. If the VidyoReplay option has not been licensed on your system, entering information in this field has no effect.
    • Enter the URL that the tenant's users will use in order to access VidyoConnect for WebRTC Server URL in the VidyoConnect for WebRTC Server URL field. If a URL is not entered in this field, then the VidyoConnect for WebRTC Server will not be enabled after you select any of the checkboxes on the Settings > Feature Settings > VidyoConnect for WebRTC page.

      For additional information, see Enabling VidyoConnect for WebRTC Access.
    • Enter a short description in the Description field for informational purposes.
    • Enter tenant support for inbound URI dialing from the VidyoGateway using SIP and H.323 protocols in the Tenant VidyoGateway SIP/H.323 SRV record FQDN field.

      This feature is only compatible with VidyoGateway 3.0.
      For more information, refer to the “Understanding Call Types and Service Examples” section in the VidyoGateway Administrator Guide.

    • Enter the number of endpoint software installations in the # of Installs field to allocate to the tenant.

      The total number of installs for all tenants cannot exceed the total number specified in the system license.
    • Enter the maximum number of seats this tenant can create in the # of Seats field.
      The maximum number of seats for all tenants cannot exceed the total number specified in the system license.
    • Enter the maximum number of public rooms this tenant can create in the # of Public Rooms field.
      The maximum number of public rooms per tenant cannot exceed 100,000.
    • Enter the maximum number of lines allocated to the tenant in the # of Lines field.
      Lines are pooled among all tenants.

      Allocate only as many lines to each tenant as needed. For example, if you have a 50-line license, you could allocate up to 50 lines per tenant, which would permit one or two tenants to consume all the lines, leaving none for other tenants.

    • Enter the maximum number of Executive Desktop / VidyoRoom SE users allocated to the tenant in the # of Executives / VidyoRoom SE field.

      Executive Desktop users are a feature of the now standard VidyoLines licensing model. However, Executive Desktop licenses are purchased as separate licenses in your VidyoLines package. Each Executive Desktop has guaranteed system access. Therefore, if you purchase 100 VidyoLines and five Executive Desktops, then even when your system is at full capacity your five users with Executive Desktop privileges can still make calls.
    • Enter the maximum number of VidyoPanoramas users allocated to the tenant in the # of VidyoPanoramas field.
    • Deselect the Enable Guests login checkbox if you want to prohibit guest logins on the tenant or leave selected.
    • Deselect the Scheduled Room checkbox if you want to prohibit your tenants from using scheduled rooms or leave selected.
    • Enable or disable mobile access.
        • Select the VidyoMobile radio button if you want to give the tenant access to VidyoMobile.
        • Select the VidyoConnect™ radio button if you want to give the tenant access to VidyoConnect for Mobile.
        • Select the Disabled radio button if you want to restrict mobile access for the tenant.

          VidyoMobile and VidyoConnect for Mobile are built-in to your VidyoPortal. There are client apps for both Android phones and tablets and iOS iPhones and iPads. You don’t have to download the client programs to make them available to your users. End users just download them via the Android Market or the App Store respectively. They don’t have to pay anything to download them, but the first time a user logs in to your VidyoPortal, one of your licenses is consumed.

      The Super Admin can enable or disable mobile access for all tenants, or the Super Admin can allow the individual Tenant Admins to control mobile access (this is the default). Regardless of whether the Super Admin enables or disables mobile access, creating a single tenant with an opposite setting takes precedence for every tenant. For more information on how to enable and disable mobile access as the Super Admin, see Enabling VidyoMobile Access.

      For more information about VidyoMobile and VidyoConnect for Mobile, refer to the VidyoMobile and VidyoConnect for Mobile sections on the home page.

  • Allow inbound and outbound inter-portal communication by doing any of the following:
    • Select the Allow Outbound checkbox and do not select the Allow Inbound checkbox to only allow calls to other VidyoConferencing systems.
    • Do not select the Allow Outbound checkbox and select Allow Inbound checkbox to only allow calls from other VidyoConferencing systems.
    • Click both checkboxes to allow both inbound and outbound calls.

_________________________________________________________________________________________________

To add a default tenant or a new tenant if using VidyoPortal version 17.2.0 or earlier:

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

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

    The Components page displays by default.
  2. Click the Tenants tab.

    The Tenants page displays.
  3. Click the Default name and perform the following steps.

    Alternatively, if your system is licensed for multi-tenant mode, click Add at the bottom of the Tenants page.

    2.png
  4. Enter or edit the following information for the tenant:

    • Enter a unique name identifying the tenant in the Tenant Name field.
      This name is displayed in the user directory and on the title bar of the client window when in a call.

      Spaces are not valid characters.

    • Enter the IP or FQDN address used by this tenant’s users to access the VidyoPortal in the Tenant URL field

      If you have single-tenant system, you don’t have to define the URL of the system, but we recommend you do since the URL enables the link to the Admin portal. You can also use your server’s IP if it does not have a URL.

      Your tenants should be configured to use an FQDN and not an IP address in order to secure your VidyoConferencing system with HTTPS and optionally encryption (using the Secured VidyoConferencing Option).

    • Enter a desired prefix in the Prefix field to be added to extension numbers. This allows multiple tenants to use the same extension numbers.
      An extension prefix is not required unless you have multiple tenants. (This can be likened to an area code on the phone system.)

      If you do create multiple tenants, it’s important to the proper functioning of the system that all tenants have extension prefixes with the same number of digits. If you assign the first tenant a two-digit extension prefix, you should assign all other tenants two-digit extension prefixes. If you assign the first tenant a three-digit extension prefix, you should assign all other tenants three-digit extension prefixes and so on.

    • Enter the phone number dialed for voice-only participants when accessing conferences in the Dial-in Number field.
    • Enter the URL the tenant’s users will use in order to access VidyoReplay in the VidyoReplay URL field. If the VidyoReplay option has not been licensed on your system, entering information in this field has no effect. This is also the case for Vidyo’s Federal implementation.
    • Enter a short description in the Description field for informational purposes.
    • Enter tenant support for inbound URI dialing from the VidyoGateway using SIP and H.323 protocols in the Tenant VidyoGateway SIP/H.323 SRV record FQDN field.

      This feature is only compatible with VidyoGateway 3.0.
      For more information, refer to the “Understanding Call Types and Service Examples” section in the VidyoGateway Administrator Guide.

    • Enter the number of endpoint software installations in the # of Installs field to allocate to the tenant.

      The total number of installs for all tenants cannot exceed the total number specified in the system license.
    • Enter the maximum number of seats this tenant can create in the # of Seats field.
      The maximum number of seats for all tenants cannot exceed the total number specified in the system license.
    • Enter the maximum number of public rooms this tenant can create in the # of Public Rooms field.
      The maximum number of public rooms per tenant cannot exceed 100,000.
    • Enter the maximum number of lines allocated to the tenant in the # of Lines field.
      Lines are pooled among all tenants.

      Allocate only as many lines to each tenant as needed. For example, if you have a 50-line license, you could allocate up to 50 lines per tenant, which would permit one or two tenants to consume all the lines, leaving none for other tenants.

    • Enter the maximum number of Executive Desktop / VidyoRoom SE users allocated to the tenant in the # of Executives / VidyoRoom SE field.

      Executive Desktop users are a feature of the now standard VidyoLines licensing model. However, Executive Desktop licenses are purchased as separate licenses in your VidyoLines package. Each Executive Desktop has guaranteed system access. Therefore, if you purchase 100 VidyoLines and five Executive Desktops, then even when your system is at full capacity your five users with Executive Desktop privileges can still make calls.
    • Enter the maximum number of VidyoPanoramas users allocated to the tenant in the # of VidyoPanoramas field.
    • Deselect the Enable Guests login checkbox if you want to prohibit guest logins on the tenant or leave selected.
    • Deselect the Scheduled Room checkbox if you want to prohibit your tenants from using scheduled rooms or leave selected.
    • Enable or disable mobile access.
        • Select the VidyoMobile radio button if you want to give the tenant access to VidyoMobile.
        • Select the VidyoConnect Mobile radio button if you want to give the tenant access to VidyoConnectMobile.
        • Select the Disabled radio button if you want to restrict mobile access for the tenant.

          VidyoMobile and VidyoConnect Mobile are built-in to your VidyoPortal. There are client apps for both Android phones and tablets and iOS iPhones and iPads. You don’t have to download the client programs to make them available to your users. End users just download them via the Android Market or the App Store respectively. They don’t have to pay anything to download them, but the first time a user logs in to your VidyoPortal, one of your licenses is consumed.

      The Super Admin can enable or disable mobile access for all tenants, or the Super Admin can allow the individual Tenant Admins to control mobile access (this is the default). Regardless of whether the Super Admin enables or disables mobile access, creating a single tenant with an opposite setting takes precedence for every tenant. For more information on how to enable and disable mobile access as the Super Admin, see Enabling VidyoMobile Access.

      For more information about VidyoMobile and VidyoConnect Mobile, refer to the VidyoMobile and VidyoConnect Mobile sections on the Home page.

  • Allow inbound and outbound inter-portal communication by doing any of the following:
    • Select the Allow Outbound checkbox and do not select the Allow Inbound checkbox to only allow calls to other VidyoConferencing systems.
    • Do not select the Allow Outbound checkbox and select Allow Inbound checkbox to only allow calls from other VidyoConferencing systems.
    • Click both checkboxes to allow both inbound and outbound calls.

Enabling Cross-Tenant Access

This is step 2 of the 11 steps needed to configure a tenant. For the full list of steps when configuring a tenant, see Using the Tenants Table.

To enable cross-tenant access:

  1. Click the to expand the Can make call to section.

    If you have a multi-tenant system you can enable cross‑tenant access for your tenants on this page. Cross-tenant access gives the users of one tenant the ability to place direct calls to and conference with users of another tenant.

    The list of available tenants displays in the Available Tenants list on the left.
  2. Select one or more tenants in the Available Tenants list and drag and drop it to the Selected Tenants list.

    This allows the users of the tenant that you are configuring to call users in the Selected Tenants list. In order to allow the selected tenant’s users to call the tenant being created or edited, you need to repeat this process for each selected tenant. (In other words, the operation provides only a one-way ability to initiate calls.)

    3.png

    All tenants that display in the Selected Tenants list are eligible for cross‑tenant access. You can move a tenant from the Selected Tenants list back to the Available Tenants list by selecting it and clicking the Left Arrow button.

    You can also click Previous at any point and as many times as necessary to go back and change any of the data you entered.

Making the VidyoProxy Components Available

This is step 3 of the steps needed to configure a tenant. For the full list of steps when configuring a tenant, see Using the Tenants Table.

This step is needed to assign the VidyoProxy to members of Tenants for VidyoManager (EMCP) proxy access.

To make the VidyoProxy components available:

  1. Click the to expand the VidyoProxy component(s) section.

    4.png

    In this section, you can make the VidyoProxy components you set up previously available to the tenant. The Tenant Admin can then choose among these components as necessary.

    The list of available VidyoProxies displays in the Available VidyoProxy component(s) list on the left.
  2. Select one or more VidyoProxies in the Available VidyoProxy component(s) list and drag and drop it to the Selected VidyoProxy component(s) list.

    All VidyoProxy components that display in the Selected VidyoProxy component(s) list are available to the tenant. You can move a VidyoProxy from the Selected VidyoProxy component(s) list back to the Available VidyoProxy component(s) list by dragging and dropping.

Making the VidyoGateway Components Available

This is step 4 of the steps needed to configure a tenant. This step is optional. For the full list of steps when configuring a tenant, see Using the tenants table.

 

To make the VidyoGateway components available:

  1. Click the to expand the Available VidyoGateway component(s) section.

    5.png

    In this section, you can make the VidyoGateway components you set up previously available to the tenant. The Tenant Admin can then choose among these components as necessary.

    The list of available VidyoGateways displays in the Available VidyoGateway component(s) list on the left.
  2. Select one or more VidyoGateways in the Available VidyoGateway component(s) list and drag and drop it to the Selected VidyoGateway component(s) list.

    All VidyoGateway components that display in the Selected VidyoGateway component(s) list are available to the tenant. You can move a VidyoGateway from the Selected VidyoGateway component(s) list back to the Available VidyoGateway component(s) list by dragging and dropping.

    If you are running a multi-tenant system and want to share a single VidyoGateway with multiple tenants, create a tenant that contains only the VidyoGateway(s) to be shared and set, in both directions, the visibility rules for each tenant.

Making the VidyoReplay Recorders Available

This is step 5 of the steps needed to configure a tenant. This step is optional. For the full list of steps when configuring a tenant, see Using the Tenants Table.

 

To make the VidyoReplay Recorder available

  1. Click the to expand the VidyoReplay Recorder(s) section.

    6.png

    In this section, you can make the VidyoReplay Recorders you set up previously available to the tenant. The Tenant Admin can then choose among these components as necessary.

    The list of available VidyoReplay Recorders displays in the Available VidyoReplay Recorder(s) list on the left.
  2. Select one or more VidyoReplay Recorders in the Available VidyoReplay Recorder(s) list and drag and drop it to the Selected VidyoReplay Recorder(s) list.

    All VidyoReplay Recorders that display in the Selected VidyoReplay Recorder(s) list are available to the tenant. You can move a VidyoReplay Recorder from the Selected VidyoReplay Recorder(s) list back to the Available VidyoReplay Recorder(s) list by dragging and dropping.

Making the VidyoReplay Components Available

This is step 6 of the steps needed to configure a tenant. This step is optional. For the full list of steps when configuring a tenant, see Using the Tenants Table.

To make the VidyoReplay components available:

  1. Click the to expand the VidyoReplay component(s) section.

    7.png

    In this section, you can make the VidyoReplay components you set up previously available to the tenant. The Tenant Admin can then choose among these components as necessary.

    The list of available VidyoReplays displays in the Available VidyoReplay component(s) list on the left.
  2. Select one or more VidyoReplays in the Available VidyoReplay component(s) list and drag and drop it to the Selected VidyoReplay component(s) list.

    All VidyoReplay components that display in the Selected VidyoReplay component(s) list are available to the tenant. You can move a VidyoReplay from the Selected VidyoReplay component(s) list back to the Available VidyoReplay component(s) list by dragging and dropping.

Assigning Location Tags

This is step 7 of the steps needed to configure a tenant. For the full list of steps when configuring a tenant, see Using the Tenants Table.

 

Before you assign location tags, you must create them first. For more information, see Creating User Location Tags.

 

To assign location tags:

  1. Click the to expand the Location Tag(s) section.

    8.png

    In this section, you can assign location tags to the Tenant. The Super Admin creates the location tags you are able to use. At a minimum you must at least assign the default tag to the tenant.
  2. Select one or more of the location tags in the Available Location Tag list and drag and drop it to the Selected Location Tag list.

Adding the New Tenant to Your System

This is step 8 of the steps needed to configure a tenant. For the full list of steps when configuring a tenant, see Using the Tenants Table.

 

To add the new tenant:

  1. Click the to expand the *New User section.
  2. Enter the following fields:
    • User Name
    • Password
    • Verify Password
    • Display Name
    • E-Mail Address
    • Description (optional)

      10.png
  3. Click Save to finish configuring this tenant.

Deleting a Tenant

Deleting a tenant deletes all of its user accounts and public rooms.

 

To delete tenants:

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

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

    The Components page displays by default.
  2. Click the Tenants tab.

    The Tenants page displays.
  3. Select the checkbox for the tenant that needs to be removed.
  4. Click Delete at the bottom of the Tenants table.
  5. Click OK in the Confirmation pop-up that displays.

    11.png

Viewing Current Calls

The Calls page is available in both the Admin and Super Admin Portals.

  • Click on the Calls tab to view current calls.

The Calls page in the Super Admin portal displays the following information:

  • The Conference Name column shows the name of the conference.
  • The Tenant Name column shows the name of the owner of the conference.
  • The Name column shows the name of the caller.
  • The Extension column shows the extension number of the caller.
  • The VidyoRouter Name column shows which VidyoRouter the caller is using.
  • The VidyoRouter Pool column shows the VidyoRouter pool to which the VidyoRouter belongs.

The Calls page in the Admin portal displays the same information. In addition, in the left-most column the following information displays:

The Tenant Name column shows the name of the tenant to which the user belongs. You can hide the calls for a tenant by clicking the  button to the left of the user’s name. It becomes the  button. It’s a toggle. Click it again to view the calls. Scroll to view calls by all tenants.

The information in this is page is for monitoring only. You cannot manage or control calls in the Calls page. For information about controlling a meeting, see Controlling Meetings.

12.png

The Calls Table in the Admin Portal

13.png

The Calls Table in the Super Admin Portal

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