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User Guide: Using the Infrared Remote Control and the Radio Frequency Remote Control

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This article describes how to use the Infrared Remote Control and the Radio Frequency Remote Control with your VidyoRoom™ system, and contains the following sections and subsections:

 

Understanding the Buttons on the Infrared Remote Control and the Radio Frequency Remote Control

This article describes the buttons on the hand-held infrared remote control and the buttons on the hand-held radio frequency remote control. It also includes information about the Lucky Clover remote control keypad, which is an alphanumeric character input method for your VidyoRoom infrared remote control.

If you have an Iron Bow vCLINiC, you can control your system using the infrared remote control only.

 

The Infrared Remote Control

The_Infrared_Remote_Control_1.png

 

The Lucky Clover Remote Control Keypad


The_Lucky_Clover_Remote_Control_Keypad_1.png

The Lucky Clover remote control keypad is an alphanumeric character input method for your VidyoRoom handheld infrared remote control. Enabled by default, the feature can be disabled, if desired. For more information, see Configuring System Settings.

To disable the Lucky Clover remote control keypad:

  1. Press the Settings button on the remote control.

  2. The Settings menu displays with the Account tab selected by default.

  3. Use the arrow buttons to navigate to the Advanced tab.

  4. Press the down arrow key to the Lucky Clover Keypad field, then the right arrow key to turn it OFF.

To use the Lucky Clover remote control keypad:

      1. When in applicable text fields, press any button on the alphanumeric keypad.

        The corresponding number is shown in the text field. Alphanumeric options for the selected number are presented in a surrounding, clockwise clover format starting from the top.

      2. Use the arrow keys to select the options presented from top, right, bottom, or left (where applicable).

Characters are automatically selected when either an arrow key is pressed; an alphanumeric character is pressed again, or  is pressed.


Tip: When available, remote control hints display on the lower part of the screen.

The Radio Frequency Remote Control

The_Radio_Frequency_Remote_Control_1.png

QWERTY Keyboard CAPS and Function Keys

QWERTY_Keyboard_CAPS_and_Function_Keys_1.png

 

Configuring System Settings

The Settings menu enables the VidyoRoom or VidyoPanorama 600 system administrator to configure the system and can be accessed anytime (pre-call or in-call).

 

To configure the system settings:

  1. Press Settings Configuring_System_Settings_1.png on your remote control (press twice if you are in a call).

    The Settings menu displays.

    Configuring_System_Settings_2.png

  2. Select any of the following icons on the Settings menu to access the settings for that screen:

 

Icon Description
Configuring_System_Settings_3.png

Enables you to enter values for the VidyoPortal, username, and password.

Configuring_System_Settings_4.png

Enables you to turn your proxy ON or OFF and specify UDP range values as desired.

Your VidyoRoom or VidyoPanorama 600 is set to USE DHCP by default. This enables it to automatically obtain its IP address.

If you want to change the disabled network settings, turn DHCP OFF and provide values for IP Address, Subnet, Gateway, and DNS.

Configuring_System_Settings_5.png Enables you to select a microphone, adjust the microphone level, select from available speakers, adjust the speaker volume, turn join and exit sounds or navigation sounds ON or OFF, and turn echo cancellation ON or OFF.
Configuring_System_Settings_6.png Enables you to select a camera source, select the video quality, select a shared content source, turn the backlight ON or OFF, and reset the camera position.
Configuring_System_Settings_7.png

Enables you to select whether to automatically answer incoming calls, automatically share connected devices, allow remote users to control your camera, and turn the Lucky Clover keypad ON or OFF.

Note: If your VidyoRoom does not detect an IR remote, it automatically turns OFF the Lucky Clover keypad.

You can also set your Room's PIN, configure your system with an access code to PIN-protect your VidyoRoom or VidyoPanorama 600 settings, upload background images for display on the Settings menu, and set the language and time zone.

You can also select Reboot System on this screen to reboot your machine.

Configuring_System_Settings_8.png Displays the VidyoRoom and VidyoPanorama 600 version being used, the Vidyo company description, and the copyright statement.

 

Pre-Call

Viewing the Pre-Call Menu With a Remote Control

Viewing_the_Pre-Call_Menu_1.png

  1. The name and extension of your VidyoRoom or VidyoPanorama 600 is based on the information stored in the VidyoPortal to which you are connected. The current VidyoRoom or VidyoPanorama 600 system time and date also displays.

  2. The search box where you can enter a name to search for a contact or room.

    Precall_1.png

    As soon as you begin typing in this box, search results display.

  3. The three most recent appointments from a calendar (if your system administrator has synchronized your VidyoRoom or VidyoPanorama 600 system with a Microsoft Exchange™ calendar, a Google Calendar™, or another supported calendar).

    For more information, see Using the VidyoRoom Calendar.

  4. The list of your contacts.

  5. The number of pages of contacts.

    You can navigate through additional pages using your remote control arrow keys.

  6. Hints about how to use your handheld remote control.

Joining a Contact’s Room or Calling a Contact Directly With a Remote Control

To join a contact’s room or call a contact directly:

  1. Enter a name to search.

    Joining_a_Contact_s_Room_1.png

  2. Use the arrow keys on your remote control to move down from the search box and highlight the desired contact from the search results.

  3. Select OK.

    Joining_a_Contact_s_Room_2.png

  4. Use the arrow keys on your remote control to navigate to the following options:
    • Select Call to make a direct call.
    • Select Add to My Contacts to add the selected contact to your list.
    • Select a room to join that contact’s room.

Calling a User on a Different VidyoPortal or an H.323/SIP Endpoint

To call a user on a different VidyoPortal or an H.323/SIP endpoint:

  1. Enter the address of the contact that is on a different VidyoPortal or on an H.323/SIP endpoint.

    Calling_Precall.png

  2. Use the arrow keys on your remote control to move down from the search box and highlight your contact.

  3. Select Call.

Using the VidyoRoom Calendar

The calendar integration feature enables the VidyoRoom to display upcoming scheduled meetings from a Google Calendar, a Microsoft Exchange calendar, or another supported calendar specified by your system administrator. This feature enables the system to display meetings that are taking place up to three hours in the future and up to one hour in the past, as well as display or hide meeting details.

 

If meeting participants use calendar software other than the one configured for your VidyoRoom by your system administrator, some tags and notifications may not display correctly when viewed in different mail and calendar clients.


Viewing Meeting Details

The On Screen UI displays meetings as tiles below the search box on the Pre-Call screen.

Using_the_VidyoRoom_Calendar_1.png

The following information is displayed about each meeting:

  1. The subject of the meeting (unless marked as “Private”).

  2. The name of the meeting organizer (unless marked as “Private”).

  3. Whether the meeting is Vidyo-enabled:
    • Vidyo-enabled meetings display as green tiles; they remain on the screen as gray tiles for an hour after the scheduled start time.
    • Non-Vidyo-enabled meetings display as blue tiles; they disappear from the screen right after the scheduled start time.
  4. The meeting status indicator:

Icon Description
Using_the_VidyoRoom_Calendar_2.png

The time of the upcoming scheduled meeting.

Note: Only appointments scheduled up to three hours in the future display on the screen.

Using_the_VidyoRoom_Calendar_3.png

The number of minutes that remain before the scheduled meeting begins.

Note: Starting from five minutes before the meeting, the indicator begins counting down each minute until the meeting begins.

Using_the_VidyoRoom_Calendar_4.png The appointment is occurring now.
Using_the_VidyoRoom_Calendar_5.png

The meeting has taken place in the past.

Note: Only Vidyo-enabled meetings remain on the screen for an hour after the scheduled start time and display as a gray tile. Non-Vidyo enabled meetings disappear from the screen right after the scheduled start time.

Using_the_VidyoRoom_Calendar_8.png

If you are in a meeting, this icon shows how many minutes remain before the next scheduled meeting begins.

Note: Starting from five minutes before the meeting, the indicator begins counting down each minute until the next meeting begins.

Using_the_VidyoRoom_Calendar_6.png If you are in a meeting, this icon shows that the next scheduled meeting has begun.

 

To view appointment details:

  1. Use the arrow keys on your remote control to move down from the search box and highlight the desired meeting tile.

  2. Select Details.

    ViewingMeeting_Precall.png

    The meeting details dialog box displays showing the following details:
    • The name of the meeting organizer.
    • The meeting start time.
    • The meeting end time.
    • The meeting attendees.
    Required attendee names display with a regular font, while optional attendees are italicized.

Joining Vidyo-Enabled Meetings With a Remote Control

Five minutes before the scheduled Vidyo-enabled meeting begins, a dialog box displays reminding you of the upcoming meeting. You can join the meeting directly from this dialog box, or alternatively, you can manually join a meeting.

 

To join a Vidyo-enabled meeting:

  • If a dialog box displays reminding you of an upcoming meeting, select Yes if you want to join the meeting or select No if you do not want to join the meeting.

    JoiningVidyoEnabled_VRMRemote3_1.png

    The dialog box remains on the screen indicating “Starts in X minutes” or “Started X minutes ago” for one hour after the ending time of your Vidyo-enabled meeting or until acknowledged.

  • If you want to manually join an upcoming meeting, do the following:
    1. Use the arrow keys on your remote control to move down from the search box and highlight the desired meeting tile.

      JoiningVidyoEnabled_VRMRemote3_2.png

    2. Select Join.

Understanding the Status Icons

The following tables provide status icons and explanations as they display in your system or VidyoRemote 3 app.

Contact Status

Icon Description
Understanding_the_Status_Icons_1.png The contact is online and available to receive incoming calls.
Understanding_the_Status_Icons_2.png The contact is online but is currently in a call. You cannot make a direct call to this contact; however, you can join the contact's room.
Understanding_the_Status_Icons_3.png The contact is offline (not logged into the VidyoPortal). You cannot make a direct call to this contact; however, you can join the contact's room.
Understanding_the_Status_Icons_4.png The contact is connected to another VidyoPortal or is an H.323/SIP endpoint.

Room Status

Icon Description
Understanding_the_Status_Icons_5.png The room is available and empty, so you can enter the room.
Understanding_the_Status_Icons_6.png The room is available and PIN-protected. If you attempt to join the room, you will be asked to enter a PIN.
Understanding_the_Status_Icons_7.png The room is occupied but available to enter.
Understanding_the_Status_Icons_8.png The room is locked, so you cannot enter it.
Understanding_the_Status_Icons9.png The room is full, so you cannot enter it.

 

Projecting Content in Your System With a Remote Control

To project content on your local system when you are not in a call:

  1. Connect a compatible content-sharing device to your laptop and your VidyoRoom system.

    The system does the following:
    • If you are using more than a single display, your Share automatically displays on your second display.
    • If you are using a single display, press MANAGE on your handheld infrared remote control or press PRE-CALL MENU on your radio frequency remote control to project your Share on your single display.
    We refer to this as Projection Mode as the content is only displayed on your local VidyoRoom system.

    For information about sharing to the entire conference while in-call, see Sharing Content to a Conference.

 

In-Call

Viewing the In-Call Menu With a Remote Control

To view the In-Call menu:

  1. Press MANAGE on your handheld infrared remote control or press PRE-CALL MENU on your radio frequency remote control.

    ViewingIncallMenu.png

  2. Select any of the following:

    Icon Description
    Controls_icon.png

    Viewing_the_In-Call_Menu_3.png Signal the meeting moderator that you have raised your hand when participating in conferences that are using the Presenter Mode feature.

    Viewing_the_In-Call_Menu_4.png Toggle your self-view preference.

    Viewing_the_In-Call_Menu_5.png Show or hide the video feed from your camera.

    Viewing_the_In-Call_Menu_6.png Mute, unmute, and control your microphone volume.

    Viewing_the_In-Call_Menu_7.png Control your speakerphone volume.

    Viewing_the_In-Call_Menu_8.png Mute or unmute your speakerphone volume.

    Viewing_the_In-Call_Menu_9.png Pan, tilt, and zoom your camera.

    Viewing_the_In-Call_Menu_10.png Lock and unlock your meeting room.

    Note: This function only displays when you're the moderator of the room. For more information, see Becoming the Moderator.

    Viewing_the_In-Call_Menu_11.png

    You can view conference participants, add them to your My Contacts list, pin them to specific system screens, view a participant’s Share, and pan, tilt, and zoom their cameras.

    Moderators can also mute, unmute, hide video, show video, and remove a selected participant or all participants from the conference.

    For more information, see Becoming the Moderator.
    Viewing_the_In-Call_Menu_12.png

    Enter a name in this text box to search for a contact.
    As soon as you begin typing, search results display.

    Use the arrow keys on your remote control to move down from the search box and highlight a desired contact from the search results.

    Note: This option only displays when you're the moderator of the room.

    Viewing_the_In-Call_Menu_13.png

    Use the arrow keys on your remote control to move down and highlight a desired Share available for viewing in the conference.

    Note: The Start Sharing My Content button only displays when using compatible content-sharing devices with your VidyoRoom system.
    The shared content source should be selected automatically, but you can manually select it from the “Configuring System Settings” menu as described on page 6. For information about sharing, see Sharing Content to a Conference.
    Viewing_the_In-Call_Menu_14.png Use the arrow keys on your remote control to move down and highlight a desired Camera on the lower-left of the screen, and then select Pan, Tilt, and Zoom preferences.
    Viewing_the_In-Call_Menu_15.png

    Use the arrow keys on your remote control to move down and enter the Moderator PIN and become an additional moderator of the conference.

    Becoming a moderator allows you to use call control functions including recording capabilities. For more information, see Becoming the Moderator.
    Viewing_the_In-Call_Menu_16.png

    Select your desired Recording Profile for recording VidyoRoom or VidyoPanorama 600 conferences. If no Recording Profiles are configured, contact your system administrator.

    Viewing_the_In-Call_Menu_17.png The Vidyo conference is being recorded.

    Viewing_the_In-Call_Menu_18.png The recording is paused. Pausing while recording results in a single recording file stored in the .flv format on your VidyoPortal.

    Viewing_the_In-Call_Menu_19.png The recording is stopped. Stopping while recording results in separate recorded files stored in the .flv format on your VidyoPortal.

    Note: This option is only enabled if your organization has VidyoReplay and when you’re the moderator of the room. For more information, contact your Vidyo sales representative.

 

Becoming the Moderator With a Remote Control

Becoming a moderator allows you to use call control functions, such as muting and unmuting the conference participants and recording the conference.

If you want to become the conference moderator, you must first enable a Moderator PIN for the conference room. To do so, you must:

  • Ask your VidyoPortal Administrator to set up the Moderator PIN on a specific conference room via the Admin portal.
  • Set the Moderator PIN via VidyoDesktop or via the VidyoPortal User portal. For more information, refer to the VidyoDesktop Quick User Guide or the VidyoPortal Administrator Guide.

To become the moderator:

  1. Press the MANAGE button on your handheld remote control.

    BecomingModerator_1.png

  2. Select Moderate.

  3. Enter the Moderator PIN.

    BecomingModerator_2.png

You then become the conference moderator and the conference moderation functions, such as Mute, Unmute, Hide Video, Show Video, and Remove, display on the Participants screen while you are in the call. For more information refer to the “Controlling a Meeting Room” section in the VidyoConferencing Administrator Guide.

In-Call Viewing Modes

When in a conference, participants can easily modify the layout for a variety of viewing experiences. Some of the more popular ones include the following:

  • Pinning participants to specific viewing screens. For more information, see Pinning Participants to Specific Screens.

  • The following viewing methods are also available:
    • Toggle the conference participants from Non-Preferred mode to Preferred mode by pressing # on your remote control.
    • Toggle the Share from Preferred mode to Full-Screen mode by pressing * on your remote control.

This only applies when viewing content Shares on a single display (hybrid screen) configuration. Otherwise, the Share is shown full-screen on the second (content) display.



Pinning Participants to Specific Screens With a Remote Control

To pin participants to specific screens:

  1. Press the MANAGE button on your handheld remote control.

    The In-Call menu displays.

  2. Use the arrow keys on your remote control to move right and select the Participants tab.

  3. Use the arrow keys on your remote control to move down and highlight the conference participant you wish to pin to a specific screen.

  4. Select OK.

    The conference participant is then shown along with the list of available screens. The number of available screens depends on the number of screens you have connected to your VidyoRoom or VidyoPanorama 600 system.

    PinningParticipants_1.png

  5. Use the arrow keys on your remote control to move down and highlight the specific screen to which you wish to pin the conference participant.

  6. Select OK.

    The corresponding screen number now displays on the icon shown to the left of the conference participant’s name, and the screen checkbox is selected.

    PinningParticipants_2.png

    The participant is now pinned to the selected screen and remains there regardless of loudest speaker settings.

    To move a participant to a different screen, repeat steps 3 through 6 but select a different screen.

    To unpin the participant and revert back to automatic layout, repeat steps 3 through 6, but select the screen to which the participant is pinned and remove the check mark from that screen.

Sharing Content to a Conference With a Remote Control

To share content to a conference while in a call:

  1. Connect a compatible content-sharing device to your laptop and your VidyoRoom system.

    While your content now displays on the video screen of your VidyoRoom system, it is not shared to the participants in your conference. This is called Projection Mode. For more information, see Projecting Content in Your System.

    The Content Share Encode Status icon displays in gray on the upper-right of the screen.

  2. Select from your available content sources in the Content Source settings under the Settings > Devices tab.

    For more information, see Configuring System Settings.

  3. Press the Share button.

    For more information, see Understanding the Buttons on the Infrared Remote Control or the Radio Frequency Remote Control, Viewing the In-Call Menu, and Configuring System Settings.

Adjusting Your Content Source to Avoid Cropping

Some VidyoRoom systems may crop content you share from your computer screen. Other computers default to a mirrored or duplicated multiple display output setting when connected to a VidyoRoom system as a shared device. This section describes how to adjust your computer as needed.

The following information is not applicable when using an Epiphan device.

 

Adjusting a Computer that Crops Content


To adjust a computer that crops content:

  • On a PC:
    1. Select Control Panel > Display > Screen Resolution.
    2. Select 720p in the Resolution drop-down.
  • On a Mac:
    1. Select Display > Preferences.
    2. Select the Scaled
    3. Select 720p.
  • On all other platforms:
    1. Select Display > Advanced Settings.
    2. Select the Maintain Display Scaling option.

 

Adjusting a Computer that Defaults to a Mirrored Display Output Setting


To adjust a computer that defaults to a mirrored or duplicated multiple display output setting:

  • On all platforms:
    1. Select Extend display from the Multiple Display
    2. Select 720p for the resolution of your second display.
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