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Tenant Admin: Managing Meeting Rooms

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This support article provides the necessary steps for the following procedures:

 

Using the Manage Meeting Rooms Table

 You can use the Manage Users table to view, delete, and manage the users.

To use the Manage Users table:

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

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

    The Users page displays by default. This page lists the users in a table format. You can drag and drop the column headings to arrange them in the order you prefer.

    Manage_Users_Table.png

  2. Search by member name, extension, type, group name, and whether or not the user account is enabled using the various fields above the table.

    The member name search works for both display names and usernames. These names are the ones that display in the VidyoPortal™ and may not necessarily be the user's full name.

  3. Use the following buttons at the bottom of the page to change your view of the table:
    • Click the Refresh button 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.

   

Adding Meeting Rooms

As an administrator, you can add public meeting rooms as needed. Public rooms are not associated with a particular user, similar to an actual conference room.

Only public rooms can be added using the Meeting Rooms tab. Personal rooms are automatically generated when you add a new user.


To add a meeting room:

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

    For more information, see Logging into the Tenant Admin Portal.

  2. Click the Meeting Rooms tab.

    The Manage Meeting Rooms page displays.

    Adding_Meeting_Rooms_1.png

  3. Click Add Meeting Room at the bottom of the page.

    The Add Room: New Room pop-up displays.

    Adding_Meeting_Rooms_2.png

  4. Enter a display name for your room in the Room Display Name field.

    The Room Display Name may contain special characters and spaces. The system alerts you when entering an existing name.

  5. Enter the name of your room in the Room Name field.

    The name must be unique, begin with an alphanumeric character, and cannot contain spaces. The only other valid characters are periods, underscores, and dashes. If your intended entry has already been taken, you are prompted to select a different name.

  6. Select the person who can manage and control meetings in the public room in the Room Owner drop-down.

    A list of users is provided in the drop-down. You can also type in the text area of the drop-down to narrow down the list.

  7. Enter the number used for direct-dial or speed-dial calls in the Extension field.
    The extension value provided must be numeric and unique.

  8. Select the group you want to associate with your new meeting room in the Group drop-down.

    The default group is selected automatically. Remember that groups have special designations of maximum participants and maximum bandwidth privileges.

  9. If desired, enter any details or data regarding the room in the Description field.

  10. Select the Enabled checkbox to enable your room.

    Clearing this checkbox allows a room to be put on hold with all its information intact and will prevent the room from showing up in searches on the User portal.

  11. Select the Locked checkbox to prevent additional user from accessing the room.

  12. In the Room PIN section of the page, select one of the following:
    • Select Enter new PIN and enter a four-character PIN in the text box if you want to PIN-protect the room.

      Participants who want to join this room will be prompted to enter this PIN before joining meetings in this room. If a room is PIN-protected, the room owner must provide the meeting participants with the PIN prior to holding a meeting in the room.

    • Select Leave PIN Alone if you do not want to PIN-protect the room or you do not want to retain the current room PIN (if one is already in use).

  13. In the Room Moderator PIN section of the page, select one of the following:
    • Select Enter new PIN and enter a four-character PIN in the text box if you want to PIN-protect the room.

      The room Moderator PIN can be set from this page, the Edit Room page, and the Meeting Details page. You can also set the room Moderator PIN from the Room Links page in the User portal.

    • Select Leave PIN Alone if you do not want to PIN-protect the room or you do not want to retain the current room PIN (if one is already in use).

  14. Enter any information that would be useful for the users in the Description field.

    For example, you could add a description such as "This room is used for the weekly sales meeting."

  15. Click Save.
    • If information is missing, incorrect, or already in the system, an error message displays at the top of the page indicating which fields must be addressed.
    • When all required fields are complete and valid, the data is saved to the database, and the main table displays.
       
  16. Repeat the steps in this procedure for every public meeting room you want to add. 

 

Editing Meeting Rooms

You can edit the settings for any meeting room as needed, including changing or removing the room URL. The room URL is the link necessary for a user to join the meeting room.

To edit a meeting room:

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

    For more information see Logging in to the Tenant Admin Portal.

    The Users page displays by default.

  2. Click the Meeting Rooms tab.

    The Manage Meeting Rooms page displays.

  3. Find the room you wish to edit by using the search filters, sorting on the headers, or by pagination.

  4. Click the name of the room that needs to be edited.

    The Edit Room pop-up displays.

    Editing_Meeting_Rooms_1.png

  5. Edit the room information as necessary.

    You can edit any of the settings. For a description of these settings, see Adding Meeting Rooms.

  6. Edit or delete the room URL, which is the link participants and guests use to join your room.

    Editing_Meeting_Rooms_2.png

    • The system automatically generates a new URL.
    • To delete the current room URL, click  to the right of the Room URL field.

  7. Click Save.
    • If information is missing, incorrect, or already in the system, an error message displays at the top of the page indicating which fields must be addressed.
    • When all required fields are complete and valid, the data is saved to the database, and the main table displays. 

Deleting a Public Meeting Room

If a public room is no longer needed, there are two ways to remove it: you can delete a public room completely from the system or you can disable the room. If you permanently delete a public room from your system, it cannot be undone. Disabling a room puts it on hold with all its information intact and prevents that room from showing up in searches on the User portal. For more information about disabling room, see above Adding Meeting Rooms. 

To delete a personal room associated with a user, you must first delete the user. Deleting the user automatically deletes his or her room. For more information, see Deleting Users.


To delete a public meeting room:

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

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

    The Users page displays by default.

  2. Click the Meeting Rooms tab.

    The Manage Meeting Rooms page displays.

    Deleting_Public_Meeting_Rooms.png

  3. Find the public room that needs to be deleted by using the search filters, sorting on the headers, or by pagination.

  4. Select one or more checkboxes for the room(s) that need to be deleted.

    The checkboxes display only in the rows of public meeting rooms since those are the only ones that can be deleted in this manner.

  5. Click Delete at the bottom of the page and answer Yes to all prompts. 

  

Viewing Current Calls

You can view the calls taking place on your VidyoPortal™ using the Calls page.

To view current calls:

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

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

    The Users page displays by default.

  2. Click the Calls tab.

    The Calls page displays. Calls taking place on your VidyoPortal display along with the following information:
    • Conference Name
    • Name
    • Extension

    Viewing_Current_Calls.png

  3. Click the drop-down on the right of each column heading to access the following features:
    • Select Sort Ascending to arrange the current calls in ascending order from top to bottom based on your selected column.

    • Select Sort Descending to arrange the current calls in descending order from top to bottom based on your selected column.

    • Select or clear the Conference, Name, and Extension checkboxes to add or remove the columns displaying in the table.

    • Select the Group By This Field checkbox to list the calls by a particular field.

    • Select the Show in Groups checkbox to display the calls by a particular field.

    • Use the following buttons at the bottom of the page to change your view of 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. 

  

Controlling a Meeting From the VidyoPortal 

As an Admin or Operator user type, you can control the meetings that are taking place on your VidyoPortal™. The meeting functions that you can control include locking and unlocking meetings, disconnecting participants, muting participants, and adding and removing PINs.

You can access the Control Meeting page from your VidyoPortal, but it can also be accessed from VidyoDesktop™ or from a tablet.

To control a meeting:

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

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

    The Users page displays by default.

  2. Click the Meeting Rooms tab.

    The Manage Meeting Rooms page displays.

  3. Click the Control Meeting link in the row of the meeting you want to control.

    The HTML-based Control Meeting page displays.

  4. Perform any of the following tasks:

    Icon  Description
    Add a participant to your room.
    Invite a participant to your room via email. 
      Toggle between locking and unlocking your room. Locking prevents additional users from accessing your room. 
      Record or record and webcast a meeting using a selected VidyoReplay Record profile. This option only displays if your system includes VidyoReplay™.

    Note: At least one participant has to be in a conference in order for the recording to take place.
    Pause a recording or webcast. This option only displays if your system includes VidyoReplay.
    Stop a recording or webcast. This option only displays if your system includes VidyoReplay.

    Access the Conference Settings pop-up, which enables you to access the VidyoReplay library (for systems that include VidyoReplay), set a Moderator PIN, set a room or webcast PIN, create or remove a room or webcast link, and enable or disable Presenter Mode.

    For more information, see Configuring Conference Settings via the Control Meeting Page.

    Disable video on all participants' camera without allowing them to re-enable it, or disable video on a selected participant's camera without allowing the participant to re-enable it. 

    For more information, see Performing Control Meeting Actions on All or Selected Participants.

    Disable video on all participants' cameras while allowing them to re-enable it.

    Mute audio on all participants' microphones without allowing them to re-enable it, or mute audio on a select participant's microphone without allowing that participant to re-enable it.

    For more information, see Performing Control Meeting Actions on All or Selected Participants.

    Mute audio on all participants' microphones while allowing them to re-enable it.

    Disconnect all participants from the meeting room, or disconnect a selected participant from the meeting room.

    For more information, see Performing Control Meeting Actions on All or Selected Participants.

    Alphabetically sort the list of participants.
    Sort the list of your participants in attendance order.
    Toggle between viewing the current conference duration and viewing the current time of day. The conference timer is the default.

As you make configurations on the HTML-based Control Meeting page, notifications display on the lower part of the page.

 

 

 

Configuring Conference Settings via the Control Meeting Page

From the Control Meeting page, you can access the Settings dialog box. This dialog box enables you to access the VidyoReplay™ library (if applicable), configure or change a Moderator PIN, room link, room PIN, webcast PIN. You can also use this dialog box to enable and disable Presenter Mode.

VidyoReplay is an optional server appliance that enables users to stream live or pre-recorded video. For more information about VidyoReplay, contact your Vidyo sales representative.


To configure your conference settings via the Control Meeting page:

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

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

    The Users page displays by default.

  2. Click the Meetings Rooms tab.

    The Manage Meeting Rooms page displays.

  3. Click the Control Meeting link in the Control Meeting column of the meeting that needs to be controlled.
     
    The HTML-based Control Meeting page displays.

  4. Click .

    The Settings dialog box displays.



  5. Perform any of the following tasks:
    • Click Go to Library if your system includes VidyoReplay and you want to access your VidyoReplay library.

    • To set a Moderator PIN:
      • Enter four characters in the Moderator PIN text box.
      • Click Save.

    • To change or delete the room link URL, which is the link used by participants and guests to join the room:
      • Click  to create a new room link URL.
        The system automatically generates a new room link and displays it in the Room Link field.
      • Click  to remove the room link URL that currently displays in the Room Link field.

    • To set a Room PIN:
      • Enter four characters in the Room PIN text box.
      • Click Save.
        Participants will be prompted to enter this PIN before they can join the room. Therefore, the meeting organizer should provide the participants with this PIN prior to holding meetings in the room.

    • To change or delete the Webcast Link URL, which is the link used by participants and guests to access a webcast.
      • Click  to create a new webcast link URL.
        The system automatically generates a new webcast link and displays it in the Webcast Link field.
      • Click  to remove the webcast link URL that is currently displayed in the Webcast Link field.

        When generating webcast links, the system resolves the VidyoReplay URL using DNS settings and establishes a connection on port 80 or 443 (depending on whether or not you have VidyoReplay security enabled). Therefore, port 80 or 443 must be opened on your network so your webcast links will work properly. For more information, refer to the VidyoReplay Administrator Guide.

    • To set a Webcast PIN:
      • Enter four characters in the Webcast PIN text box.
      • Click Save.
        Viewers will be prompted to enter this PIN before they can view the webcast. Therefore, the webcast owner should provide viewers with this PIN when notifying them about the webcast.

    • Click the Presenter Mode switch to enable or disable Presenter Mode. When enabling or disabling Presenter mode, the following displays:

      When Presenter Mode is enabled and a user joins a Vidyo meeting, instead of seeing all the meeting participants, the user sees the presenter only, or if the presenter has not yet joined the meeting, the user sees a message telling them to please wait for the meeting to begin. In addition, the user's microphone is muted.

    • When enabling Presenter Mode, a systematic notification displays at the top of the Control Meetings page asking you to "Please assign a presenter or click 'Group' to exit this mode" and you must select a participant as the presenter.



      A system notification then displays asking you to "Please wait for Presenter mode to begin."

    • When disabling Presenter Mode, a notification displays asking "Are you sure you want to exit Presenter mode?" and you must click OK.



      A system notification then displays asking you to "Please wait for Presenter mode to end."



      Alternatively, you can access Presenter Mode by clicking the Presenter button on the Control Meeting page, and you can exit Presenter Mode by clicking the Group button.

  6. Click Close to close the Settings dialog box.

    If you clicked the Presenter Mode switch, the Settings dialog box closes automatically.

Controlling a Meeting From VidyoDesktop

Users who do not have administrator rights can access the Control Meeting page from VidyoDesktop™ only if they are the room owner or if they have been provided with the Moderator PIN.

For information about how to control a meeting from VidyoDesktop, refer to the VidyoDesktop for Meeting Organizers Quick Reference Card and the VidyoDesktop Installation and User Guide (available at vidyo.com). 

Controlling a Meeting From a Tablet

If a user receives an invitation to a Vidyo meeting, and they click the guest link from their tablet, they are provided with an option to moderate the meeting. The user can moderate a meeting in his/her own room or in another person's room by entering the Moderator PIN.

To control a meeting from a tablet:

  1. Launch your email application on your tablet.

  2. Open your Vidyo meeting application.

  3. Tap the room link in your meeting invitation.

    The Vidyo page displays.



    Tap Manage Conference.

    The Control Meeting Login dialog box displays.



  4. Enter your username and password.

  5. Tap OK.
    • If the conference is being held in your own room, the Control Meeting page displays.



  6. If the conference is being held in another user's room, you must first provide the Moderator PIN:
    • In the Moderator PIN dialog box, enter the Moderator PIN provided by the room owner.
    • Tap OK.

For more information about the tasks you can perform from the Control Meeting page, see Controlling a Meeting from the VidyoPortal.

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