Meeting Room Mode: Setup Guide. Your team s video meetings, managed.

Transcription

1 Meeting Room Mode: Setup Guide Your team s video meetings, managed.

2 Meeting room mode setup giuide: introduction Meeting room mode (MRM) is the simple way to join scheduled video meetings with a single click. It works by integrating your videoconferencing units with the My Meeting Video app and your company s existing calendar/ room booking system. You re then able to permanently place a tablet or smartphone inside your meeting room alongside that room s videoconferencing system. The tablet or smartphone is connected to the video system, displaying scheduled meetings hosted by Videxio, Zoom, Skype for Business, BlueJeans, and more! WHAT SERVICES DO I NEED TO ENABLE MRM FOR MY COMPANY? MRM is a standard feature of all Videxio for Video Units subscription plans and so is available for any videoconferencing device (SIP protocol) registered to the Videxio service. In addition, you will also need: My Meeting Video app for Android An Android device running 5.0 or higher An administrator login for My Meeting Video

3 Activating MRM in 3 Steps Step 1 (Optional) Please note that this step should be carried out by one of your company s IT administrators. We recommend completing this step as it will make your setup more secure. Since you re going to be placing the Android device in a shared working space on a permanent basis, and with multiple people using it, you may wish to set your device up as a single-purpose device. Doing this means the device is restricted to displaying only My Meeting Video, with no access to other apps or device features. To activate the tablet or smartphone as single-purpose, follow Google s Lock task mode instructions (contact your IT admin if you need further assistance). You should be logged in as the device owner. The device owner should also be an admin user for your company s G-Suite account.

4 Meeting room mode setup guide Step 2 - Preparing your calendar Usually, there will already be a calendar created for the physical meeting room where your video unit is set up. If not, you can easily create a new booking calendar for the chosen meeting room via your company s calendar/booking system. Once you have identified an existing calendar or created a new one, make sure it is publicly visible to your company users. Next: 1. Open your device s calendar app 2. Make sure the meeting room s calendar is selected and is being displayed

5 Meeting room mode setup guide Step 3 - Setting up My meeting video correctly Once your calendar is ready, it s time to activate MRM with the My Meeting Video app: 1. Log in to My Meeting Video with a company admin login Use the Android device you ll leave in the meeting room 2. Grant permission for My Meeting Video to access your device s calendar When your device asks, select Allow 3. Enter Settings from the More menu option. You ll find it in the top-right corner of the search bar

6 Meeting room mode setup guide 4. Select the Calendar option: All the calendars that can be accessed on the device will now be displayed Find the video unit s calendar and ensure it is the only calendar selected 5. Enable the Meeting room mode option: If the Lock Task (COSU) has been correctly set up, enabling MRM will lock the device to only display My Meeting Video If not, the app will ask if you d like to enable Screen pinning. Screen pinning locks the device to only display My Meeting Video, but is easy for regular users to deactivate so is less secure 6. Connect My Meeting Video to your video unit: The app will now ask you to connect the video system Enter the complete video address for the video unit you want to connect to this device This address is formatted like an address The video address can normally be be found in the interface of your video system Alternatively, company admins can log into the Videxio service and select Manage company from their user dashboard and select the Endpoints tab. Video addresses are displayed under the URI column

7 Managing Your Team s Meetings Viewing your schedule and joining a meeting with MRM. We recommend keeping your tablet or smartphone at or near the meeting room s entrance, or inside the room close to the video unit. It should be easy to find and reach for users when they enter the room. In MRM, My Meeting Video only displays the meeting schedule tab. This view display all your upcoming video meetings in chronological order, as well as which video platform they re being hosted on. All you have to do to dial into your next meeting is tap Join! Which meetings will appear under the meeting schedule in My Meeting Video? As long as a video meeting has been added to your video unit s calendar schedule, MRM supports one-tap to join for all these platforms: + Videxio + Zoom (the individual Zoom Room subscription must support SIP protocol dial-in) + Skype for Business (requires Videxio for Video Units premium subscription) + BlueJeans + Cisco WebEx + Cisco Spark + Pexip