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User Guide: Using the VidyoRemote 3 for iOS and Android

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This article describes how to use the VidyoRemote™ 3 App for iOS and Android with your VidyoRoom™ system, and contains the following sections and subsections:

 

Downloading the VidyoRemote 3 App

Before downloading the VidyoRemote 3 app, ensure that the following requirements have been met:

  • You must have an:
    • Apple iPad running iOS 7.1 or higher.
    • Android tablet running Android version 5.1.1 or higher.
  • The VidyoRoom system must be reachable by the VidyoRemote 3 over the Wi-Fi network.

  • TCP ports 8090 and 443 http must be opened (bi-directional) to allow communication between the VidyoRemote 3 and the VidyoRoom. TCP port 80 must also be opened for VidyoRoom SE; however, it is not required for other VidyoRoom models.

For more information contact your system administrator.

To download the VidyoRemote 3 app:

  1. Download and install VidyoRemote 3 for:
    • iOS from the App Store.
    • Android from the Google Play Store.
  2. Open VidyoRemote 3 on your device.

Adding VidyoRooms

To add VidyoRooms:

  1. Click the Add Room System Connection button.

    Adding_VidyoRooms_1.png

  2. Click the VidyoRoom SE or VidyoRoom button depending on the type of VidyRoom system that you are adding.

    Select the VidyoRoom SE button if you are adding a software edition room system that you want to deploy using your own hardware. Select the VidyoRoom button if you are adding a VidyoRoom or VidyoPanaroma system.

  3. Enter the IP Address for the VidyoRoom system.

  4. Enter a name for the VidyoRoom system.

    Adding_VidyoRooms_2.png

    The Add button becomes active.

  5. Click the Add button.

    The room is added to the list of rooms on the main screen.

    To add more VidyoRooms, click on the Adding_VidyoRooms_3.png button on the main screen. To edit or delete a room, swipe your finger from right to left over the VidyoRoom's name that you wish to edit or delete. Once you pair successfully and start navigating to in-call/pre-call screens, tap the screen three times to return to this screen to add, delete, or modify any rooms when necessary.

    Adding_VidyoRooms_4.png

Pairing VidyoRemote 3 with Your VidyoRoom System

After logging in to a VidyoRoom system, you are immediately prompted for a pair code if one has been set in the Admin UI. The pair code enables you to connect your device with your VidyoRoom system. If you need to obtain the pair code, contact your system administrator. For more information, see the “Configuring the Remote Control Interface” section in the VidyoRoom and VidyoPanorama600 Administrator Guide

To pair VidyoRemote 3 with your VidyoRoom system:

  1. Click the name of the room from the Select a room to connect field.

    Pairing.png

  2. Enter the Pair Code.

    Pairing_3.png

  3. Tap the Submit button.

    The system pairs your device.

    If another handheld remote control or VidyoRemote device is used to operate your system, the following message displays.

    Pairing_2.png

  4. Do the following if necessary:

Configuring System Settings with the VidyoRemote 3 App

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. Tap Configuring_System_Settings_1.png on the upper-right corner of any screen.

    The Access Code page displays.



  2. Enter the access code in the text field.

  3. Tap the Enter button.

    Once the access code has been set, then any of the settings here can be changed at any time.

    Configuring_System_Settings_3.png

  4. Tap any of the following items on the left menu to access the settings for that screen.

    If the Setting menus are protected with an access code you will be prompted by the app to enter the access code when you try to modify a protected settings, enter your access code and tap Configuring_System_Settings_4.png.

Icon Description
Configuring_System_Settings_5.png

Enter values for the VidyoPortal, username, and password and click Log In to connect to your VidyoPortal.

Click Set Your Room PIN to PIN-protect your room.

Configuring_System_Settings_6.png

Configuring_System_Settings_7.png

Network settings made by your system administrator display for viewing only (read-only) on this screen and include your MAC address, whether or not VidyoProxy is enabled, and specific UDP range values.

IPv4 and IPv6 (if configured) settings also display showing the IP address, subnet, gateway, DNS, and whether or not your system is set to use DHCP and automatically obtain its IP address.

Configuring_System_Settings_8.png

Configuring_System_Settings_9.png

Select Microphone, Speaker, Camera, and Content Source settings:

  • For the Microphone settings, you can adjust the microphone level, select from available microphones, and enable or disable echo cancellation.
  • For the Speakers settings, you can adjust the speaker volume and select from available speakers.
  • For the Camera settings, you can enable or disable the video feed, turn self-view on or off, and turn the backlight setting on or off. You can also select your camera input, the resolution, pan, tilt or zoom adjust your camera, and select if participants are allowed to pan, tilt, or zoom adjust your camera.
  • For the Content Source settings, you can select from available content sources, select whether to automatically share content to conferences when you join then, and/or preview your share locally to review your automatic share before sending it to conferences.

Configuring_System_Settings_10.png

Configuring_System_Settings_9.png

Select the language and time zone of the VidyoRoom, select whether to automatically answer incoming calls, enable the system to play tones when participants join or exit conferences, and enable an access code. If you enable an access code, users will have to enter the code in order to make changes to various screens or fields, such as the Account and Network screens.

You can also tap Reboot VidyoRoom on this screen to reboot your machine.

Configuring_System_Settings_12.png

Configuring_System_Settings_13.png

View the VidyoRoom or VidyoPanorama 600 model, image, version being used, the Vidyo company description, INOGENI, and the copyright statement.

Configuring_System_Settings_14.png

 

Pre-Call

Viewing the Pre-Call Menu With the VidyoRemote 3 App



  1. The status and name of your VidyoRoom.

    For more information about status, see Understanding the Status Icons.

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

    As soon as you begin typing, search results display in the Directory.

  3. The list of your contacts and their status.

    For more information about status, see Understanding the Status Icons.

  4. Icon that toggles self-view.

  5. The VidyoRoom or VidyoPanorama 600 system date and time.

  6. The System Settings button.

  7. Icon that toggles your primary and secondary screens.

    For more information, see Configuring System Settings.

  8. Icon that toggles local share preview (Projection).

  9. A list of upcoming appointments from your 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.

Joining a Contact’s Room or Calling a Contact Directly With the VidyoRemote 3 App

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

  1. Tap the name of the desired contact in My Contacts or the Directory.

    Joining_a_Contact_s_Room_or_Calling_a_Contact_Directly_1.png

  2. Tap any of the following options:
    • Tap Call to make a direct call.
    • Tap to Joining_a_Contact_s_Room_or_Calling_a_Contact_Directly_2.png add the selected contact to your list.
    • Tap Joining_a_Contact_s_Room_or_Calling_a_Contact_Directly_3.png or Joining_a_Contact_s_Room_or_Calling_a_Contact_Directly_4.png (if the room is PIN-protected) to join the contact’s room.
    If the room is PIN-protected, do the following:

    Joining_a_Contact_s_Room_or_Calling_a_Contact_Directly_5.png

    • Enter your PIN number.
    • Tap Joining_a_Contact_s_Room_or_Calling_a_Contact_Directly_6.png.

 

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 With the VidyoRemote 3 App

Meetings are displayed as tiles on the right side of the Pre-Call screen.



The following information is displayed about each meeting:

  1. The time the meeting is scheduled to begin.

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



  2. The subject of the meeting.

  3. The name of the meeting organizer.

  4. The following meeting status details display in the meeting status region five minutes before, during, and one hour after your meeting:
      • If it’s five minutes before your meeting, a timer displays and counts down your meeting time.

        The system also asks you if you want to join or ignore the meeting both five minutes prior and during your meeting. For more information, see Joining Vidyo-Enabled Meetings.

     

    • If your meeting is taking place, a green progress bar displays.

      ViewingMeeting_VRMRemote3_2.png

    • If your meeting is complete, a red progress bar displays for one hour after the ending time of your meeting, and then the meeting tile disappears from your calendar.



  5. Whether the meeting is Vidyo-enabled:
    • Vidyo-enabled meetings display with green hexagonal icons on the right of the tile. When the meeting ends, the red progress par displays and the meeting remains on the screen for one hour after the ending time of your meeting, and then the meeting tile disappears from your calendar.
      For more information, see Joining Vidyo-Enabled Meetings.
    • Non-Vidyo-enabled meetings display with gray calendar icons on the right of the tile; they disappear from your calendar right after the scheduled start time.
  6. Tap Viewing_Meeting_Details_4.png to expand your meeting details and tap Viewing_Meeting_Details_5.png to collapse them.

    The details include the following:
    • The meeting start time.
    • The meeting end time.
    • The required meeting attendees.
    • The optional meeting attendees.

 

Joining Vidyo-Enabled Meetings With the VidyoRemote 3 App

To join a Vidyo-enabled meeting:

  • If you want to manually join an upcoming meeting, tap Joining_Vidyo-Enabled_Meetings_1.png on the right of the meeting tile.



  • If a dialog box displays reminding you of an upcoming meeting, tap Join if you want to join the meeting or tap Ignore if you do not want to join the meeting.

    This dialog box displays if your system administrator has synced up a Google Calendar, a Microsoft Exchange calendar, or another supported calendar with your VidyoRoom system. For more information, see Using the VidyoRoom Calendar.


    Joining_Vidyo-Enabled_Meetings_3.png

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

 

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 the VidyoRemote 3 App

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

  1. Connect a compatible content-sharing device to your laptop/pc or your VidyoRoom system.

    The content will be displayed on the screen of your VidyoRoom system if the Preview Local Content checkbox is selected in the Settings tab of the Admin User Interface. This is called Projection Mode as the content is locally displayed on your VidyoRoom system.

    In addition, this will also depend upon the selected settings in the VidyoRemote 3 application.

    If a remote user on the call is sharing content and then stops, Projection Mode becomes disabled until content is shared again.



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

 

Managing Missed Call Notifications

If an incoming call is not answered, a list of current and previous missed calls displays. Click OK and the list will disappear.

ManagingMissed_VRMRemote3.png

 

In-Call

Viewing the In-Call Menu With the VidyoRemote 3 App



  1. The name of your VidyoRoom.

  2. The search box where you can filter through all active participants on the call.

    As soon as you begin typing, search results display in the Directory.

  3. The list of participants currently in the call.

  4. The System Settings button.

    For more information, see Configuring System Settings.

  5. Drop-down that displays available profiles from the VidyoRecorder so that the call can be recorded.
    This drop-down is available only if you join your own room or if you are the room moderator.

    Once you are connected to a conference, the In Call Menu displays. For more information, see Joining a Contact’s Room or Calling a Contact Directly.

Icon Description
Viewing_the_In-Call_Menu_2.png

Click to signal the meeting moderator that you have raised your hand when participating in conferences that are using the Presenter Mode feature.

For more information, refer to the VidyoDesktop Quick User Guide.
Viewing_the_In-Call_Menu_3.png Click to end the conference.
Viewing_the_In-Call_Menu_4.png Click to mute, unmute, and control your microphone volume.
Viewing_the_In-Call_Menu_5.png Click to mute and unmute your speakerphone volume.
Viewing_the_In-Call_Menu_6.png Click to show or hide the video feed from your camera.
Viewing_the_In-Call_Menu_7.png Control your speakerphone volume.
Viewing_the_In-Call_Menu_8.png

Click to toggle sharing to the conference. Projection Mode is enabled by default when sharing local content.

Note: This icon is transparent when no share device is connected to your system, opaque when one is connected and not yet shared, and green when the share device is sharing to a conference.

Configure your shares in the Content Source settings under the Settings > Devices  tab. For more information, see Configuring System Settings.
Click to maximize the content share.
Viewing_the_In-Call_Menu_9.png Click to toggle your self-view preference.
Viewing_the_In-Call_Menu_10.png Click to change your primary and secondary screens.
Viewing_the_In-Call_Menu_11.png Click to enter the appropriate DTMF call control option.
Viewing_the_In-Call_Menu_12.png Click to select how to view the participants’ video windows during the conference.
Viewing_the_In-Call_Menu_13.png Click to pan, tilt, and zoom your camera.
Viewing_the_In-Call_Menu_14.png

Click to 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_15.png The Vidyo conference is being recorded.
Viewing_the_In-Call_Menu_16.png The recording is paused. Pausing while recording results in a single recording file stored in the .flv format on your VidyoReplay.
Viewing_the_In-Call_Menu_17.png

The recording is stopped. Stopping while recording results in separate recorded files stored in the .flv format on your VidyoReplay.

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

Note: The record, pause, stop, and select recording profile options are only enabled if your organization has VidyoReplay and when you’re the moderator of the room. For more information, contact your Vidyo sales representative.
Viewing_the_In-Call_Menu_18.png Tap the Participants tab to view conference participants and pin them to specific system screens, view a participant’s Share, and pan, tilt, and zoom their cameras.
Viewing_the_In-Call_Menu_19.png

Tap the Moderator tab and enter the Moderator PIN and become an additional Moderator of the conference.

Note: The Moderator tab is only available if you own the room or have the existing Moderator PIN in your possession.

Moderators can also mute, unmute, hide video, show video, and remove a selected participant or all participants from the conference. For more information refer to the “Controlling a Meeting Room” section in the VidyoConferencing Administrator Guide.

For more information, see Becoming the Moderator.
Viewing_the_In-Call_Menu_20.png

Tap the Invite Participant tab to invite participants to join the call if you are the meeting room owner or can moderate the meeting.

Note: The Invite Participant tab is only available if you own the room or have the existing Moderator PIN in your possession.

 

Becoming the Moderator With the VidyoRemote 3 App

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. Tap the Moderator tab.

    Becoming_the_Moderator_1.png

  2. Enter the Moderator PIN.

  3. Tap Becoming_the_Moderator_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 Moderator tab while you are in the call. For more information, refer to the “Controlling a Meeting Room” section in the VidyoConferencing Administrator Guide.

    Becoming_the_Moderator_3.png

In-Call Viewing Modes

When in a conference, participants can easily modify the layout for a variety of VidyoRoom viewing experiences. When using VidyoRemote 3, you can pin participants to specific viewing screens as explained in the following section.

Pinning Participants to Specific Screens With the VidyoRemote 3 App

To pin participants to specific screens:

  1. Tap the Conference Participants

  2. Tap Pinning_Participants_to_Specific_Screens_1.png next to your desired contact.

    The Pin Video to Monitor screen displays.

    PinningParticipants_VRMRemote3.png

  3. Tap the numbered screen in your system to which you want the contact pinned.

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

    To move a participant to a different screen, repeat steps 1 and 2 but select a different screen.

    To unpin the participant and revert back to the automatic layout, repeat steps 1 and 2, and select None.

 

Sharing Content to a Conference With the VidyoRemote 3 App

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 For more information, see Configuring System Settings.

  3. Tap Sharing_Content_to_a_Conference_1.png.

    This icon is transparent when no share device is connected to your system, opaque when one is connected and not yet shared, and green when the share device is sharing to a conference.



    For more information, see 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.

 

Unpairing VidyoRemote 3 from Your VidyoRoom System

To unpair VidyoRemote 3 from your VidyoRoom system:

  1. Tap Unpair.

    The system asks if you are sure you want to unpair your device and displays a warning that you will have to enter the Pair Code to use the device to control the system in the future. 

  2. Enter the Pair Code in the text field below.

    Unpairing_VRMRemote3.png

  3. Tap the Yes button.

    The system unpairs your device.
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