Dialling Access to the PGi Virtual Meeting Room Service (All Methods)

Size: px

Start display at page:

Download "Dialling Access to the PGi Virtual Meeting Room Service (All Methods)"

Annice Hancock
5 years ago
Views:

1 Dialling Access to the PGi Virtual Meeting Room Service (All Methods) There are several different user types that need to be considered when accessing a meeting hosted in a PGi Virtual Meeting Room. Definitions of a Host/Moderator, Participant or can be found in the table below: Host/Moderator Participant DEFINITION A Host/Moderator is an authenticated User that has Host privileges (e.g. being able to start a meeting when one or more participants have joined a virtual meeting room) The Owner of an account is always a Host/Moderator of the Room/s that are provisioned for that specific User Account The Owner of a Room can request any User/s within a team to be given Host/Moderator privileges by simply of a specific Room A Participant is an authenticated user that can access a Room, assuming they have the Participant Call-ID associated with that Room A Participant can access meetings hosted in other Rooms that are owned by other account users without Host/Moderator privileges A Participant always has a user account and can access a meeting using any supported user access method, over any supported access method outlined below A is a non-authenticated user that does not have any account credentials on the service and cannot register or pre-authenticate with the service A must have a Participant Call-ID in order to access a meeting hosted on the PGi Virtual Meeting Room service A can only access a Room using: An Internet Browser, via the WebRTC Application using a Google Chrome internet browser, or the Application using Microsoft Internet Explorer, Apple Safari or Mozilla Firefox internet browsers A Video Conferencing Endpoint supported by the service An Audio device, i.e. standard fixed landline or mobile telephone connected to a Public Switched Telephone Network (PSTN) In all scenarios described in the sections below, you will be put on Hold with music until the PGi Virtual Meeting Room sedrvice Room is opened. 1

2 Suggested invitation template Below is a template that can be sent to guests of a meeting. Registered users will have received an individual Welcome , with prepopulated Call IDs. It is recommended to use this version if available, to avoid any potential typing errors. However, if the Welcome is not available, then this template can be used instead. Simply replace the highlighted areas with your own unique Participant Call-ID, or that of the host whose Virtual Meeting Room is to be used for the meeting. Please join my PGi Virtual Meeting Room Service conference Your Endpoint Web Browser Click on the link with your browser Chrome users: You must accept access to your microphone & camera when first run. Access Instructions Click on (or copy/paste): ID>> Internet Explorer, Safari and Firefox users: The PGi app will download. You will need to follow the prompts to install it and enter the Room. Note: Some corporate networks block this connectivity. Try alternate public Internet access or contact your IT helpdesk. PGi Virtual Meeting Room service registered user, using app on PC or Mac Microsoft Lync 2013 & Lync for Mac 2011 client users only Conference Room/Desktop Video system or Soft Client that can dial other video conferencing systems via the Internet. Currently supports: -Cisco MXP (v F9.1 or higher) -Cisco C-Series (v TC 5.1 or higher) -Cisco EX (v TC 5.1 or higher) -Cisco E-Series (v TE 4.1 or higher) -Jabber (v 4.6 or higher) -Polycom HDX-Series (v or higher) -LifeSize 220 Series (v4.11 or higher) -LifeSize Room (v4.7 or higher) Check here for latest compatibility list Audio-only phone Click Rooms button Click Call+, type <<Participant_Call-ID>>.vmr Click Start Call Type Participant_Call_ID.vmr@pgivmr.com in the Lync search field Add to Contacts List or Add to Favorites Click Start My Video URI Dialing options: << Participant_Call_ID>>.vmr@pgivmr.com, or meeting@pgivmr.com and at the Call ID prompt, Dial <<Participant Call-ID>> IP Address Dialing: here Access numbers by country - please refer the audio section in the dialing guide, available here At Call ID prompt, dial <<Participant_Call-ID>> 2

3 Access using Video Conferencing Equipment 1 via Public Internet, dialling into a Room as a Host/Moderator, Participant or From any global location, please always use the default dialling method: Call-ID.vmr@pgivmr.com, which can be used to access the Virtual Meeting Room directly without further prompting by the service for the Call-ID. Host/Moderator Enter: HostCall-ID.vmr@pgivmr.com E.g vmr@pgivmr.com 2 USER TIP: If you use this method frequently, create a speed dial entry in the equipment s address book Participant or Enter: ParticipantCall-ID.vmr@pgivmr.com E.g vmr@pgivmr.com 2 USER TIP: If you use this method frequently, create a speed dial entry in the equipment s address book On some equipment it is not possible to dial the names shown above - in this situation please use one of the following alternative dialling actions as appropriate to access the service: Alternative Dialling Action Dialling Method Circumstances 1 meeting@<your REGIONAL LOCATION IP ADDRESS (see table below)> or @<YOUR REGIONAL LOCATION IP ADDRESS (see table below)> 2 YOUR REGIONAL LOCATION IP ADDRESS ONLY (see table below) IP addresses by region: This dialling method EXCLUDES China and Australia/NZ - please use the Regional Location Number IP number for Asia No DNS server Ability to dial symbol No DNS server No ability to dial symbol Regional Location Europe, Middle East & Africa North & South America India IP Address Options AsiaPAC Supported Dial Strings (in order of preference) 1. Meeting@IP Address (preferred) @IP Address -> 3. IP Address > 1. Meeting@IP Address (preferred) @IP Address -> 3. IP Address > 1. Meeting@IP Address (preferred) @IP Address -> 3. IP Address > 1. Meeting@IP Address (preferred) @IP Address 3. IP Address Example Dial Strings meeting@ @ meeting@ @ meeting@ @ meeting@ meeting@ @ @ Video Conference Room Systems, Desktop Video Systems or Soft Clients. 2 You will be unable to connect if you attempt to access the service via a VPN, Firewall or Proxy that has not been configured to permit connections to PGi Virtual Meeting Room service conferencing. Please refer to the Guide to Configuring Firewalls and Proxy Servers for further information. Alternatively, contact your local IT/System Administrator for assistance, or access the Internet outside of the VPN, Firewall or Proxy if permitted to do so. 3

4 Access using Video Conferencing Equipment1 via Public Internet, dialling into a Room as a Host/Moderator, Participant or From any global location, please always use the default dialling method: Call-ID.vmr@pgivmr.com, which can be used to access the Virtual Meeting Room directly without further prompting by the service for the Call-ID. In this instance, it is assumed that the endpoint allows you to enter this dialling pattern in full 1. Host/Moderator Enter: HostCall-ID.vmr@pgivmr.com E.g vmr@pgivmr.com 2 USER TIP: If you use this access method frequently, create a speed dial entry in the equipment s address book Participant or Enter: ParticipantCall-ID.vmr@pgivmr.com E.g vmr@pgivmr.com 2 USER TIP: If you use this access method frequently, create a speed dial entry in the equipment s address book 1 Video Conference Room Systems, Desktop Video Systems or Soft Clients. 2 This method requires the ability to type alpha/numeric characters and symbol. On some older VC equipment it is not possible to dial the domain name Call-ID.vmr@pgivmr.com, therefore please refer to the relevant FAQ section of the PGi Virtual Meeting Room service online portal to use an alternative dialling action for this access method. 3 You will be unable to connect if you attempt to access the service via a VPN, Firewall or Proxy that has not been configured to permit connections to PGi Virtual Meeting Room service conferencing. Please refer to the Guide to Configuring Firewalls and Proxy Servers for further information. Alternatively, contact your local IT/System Administrator for assistance, or access the Internet outside of the VPN, Firewall or Proxy if permitted to do so. 4

5 Access using a Logged-in PGi Desktop/Mobile Application, dialling into a Room as a Host/Moderator or Participant As being registered and logged-in are prerequisites of this access method to the service, it is only possible to join as a Participant and NOT a of the Virtual Meeting Room when using this access method. Host/Moderator: 1. Perform account log-in for the App 2. Click the Rooms button to select the Virtual Meeting Room to join 3. Select the Room from the available list 1 4. Click on the green Enter Room button 2 : 1 If the desired PGi VMR Room is not listed, the Alternative Host Moderator access method (below) should be used Alternative 2 Host/Moderator: 1. Perform account log-in for the App 2. Click the blue +Call button: 3. User enters: HostCall-ID.vmr@pgivmr.com E.g vmr@pgivmr.com 4. Click the green Start Call button 2 : 2 The Alternative Host Moderator access method should be used if the desired Room (as above) is not listed Participant 1. Perform account log-in using the App 2. Click the blue +Call button: 3. User enters: ParticipantCall-ID.vmr@pgivmr.com E.g vmr@pgivmr.com 4. Click the green Start Call button 3 : 3 The table above provides the default dialling method for this service access method, however if you experience difficulty please refer to the relevant FAQ section to use an alternative dialling action. USER TIP: Note the difference between the connection icons. Entering your own or listed room is an arrow entering through a door, whereas dialling into another person s or unlisted room is a telephone handset. 5

6 Access using a Federated (i.e. configured) Microsoft Lync, dialling into a Room as a Host/Moderator or Participant Microsoft Lync cannot be used to register with the PGi Virtual Meeting Room service, as such it currently behaves in a similar manner to a desktop video application. As being registered and logged-in are prerequisites of this access method to the service, it is only possible to join as a Participant and NOT a of the Room when using this access method. IMPORTANT NOTE: When accessing the service via this method, Microsoft Lync functionality such as instant messaging (IM) and presentation sharing are immediately available. The below table provides detail of how to dial in and then start video, which must be performed as a manual step. Host/Moderator 1. User enters: HostCallID.vmr@pgivmr.com into the Microsoft Lync Search field, E.g vmr@pgivmr.com 2. Click on the Start My Video button Participant 1. Enter: ParticipantCallID.vmr@pgivmr.com into the Microsoft Lync Search field, E.g vmr@pgivmr.com 2. Click on the Start My Video button USER TIP: The first time this is done, the user can click on Add to Favorites to save the domain name Call-ID.vmr@pgivmr.com. Subsequently, you can click on this Favorite and after the Lync session window opens, click on the Start My Video button. 6

7 Access using a Google Chrome Internet Browser via the WebRTC Application, dialling into a Room as Host/Moderator, Participant or Host/Moderator 1. User enters the appropriate link into a Google Chrome internet browser: E.g Select the Sign-In tab from the main menu 3. User enters Login ID and Password 4. Click the Sign-in button 1&2 : Participant 1. User enters the appropriate link into a Google Chrome internet browser: E.g Select Sign-In tab from the main menu 3. User enters Login ID and Password 4. Click the Sign-in button 1&2 : 1. User enters the appropriate link into a Google Chrome internet browser: E.g enters their name into the Your Name field 3. Click on the Join Call button 1&2 : 1 User must accept access to the device Microphone and Camera when first run. 2 The table above provides the default dialling method for this service access method, however if you experience difficulty please refer to the relevant FAQ section of the PGi Virtual Meeting room service online portal to use an alternative dialling action. 7

8 Access using a Microsoft Internet Explorer, Apple Safari or Mozilla Firefox Internet Browser via the PGi Application into a Room as a : Accessing for the FIRST-TIME via download and installation of the PGi Virtual Meeting Room service Application 1. User clicks on the link provided in the meeting invite: E.g Internet Explorer or Safari launches (based on PC type) and autodownloads the Application 3. User installs the App 4. Click on the blue +Call button: 5. User enters: ParticipantCall-ID.V@pgivmr.com E.g vmr@pgivmr.com 6. Click on the Join Call button 1&2 : : Accessing via the INSTALLED PGi Virtual Meeting Room service Application 1. User clicks on the link provided in the meeting invite: E.g IE or Safari launches (based on PC type) and auto-launches the installed Application 3. Click on the Join Call button: 4. Call is launched and User enters name in the Your Name field 1&2 1 User must ensure the device Microphone and Camera are configured correctly. 2 The table above provides the default dialling method for this service access method, however if you experience difficulty please refer to the relevant FAQ section of the PGi Virtual Meeting Room service online portal to use an alternative dialling action. 8

9 Audio-only access via a fixed landline or mobile telephone, dialling into a Room as a Host/Moderator, Participant or 1. Users without a video conferencing device can access the PGi Virtual Meeting Room service meeting on a standard audio connection with their fixed landline or mobile telephone using one of the following country specific toll free phone or local toll service access numbers, based on country of call origin from the table below 2. User is prompted for the appropriate Call-ID 3. If the Host/Moderator, enter the Host Call-ID followed by # (E.g #); if a Participant or enter the Participant Call-ID followed by # (E.g #) Country Free-Phone Access Number Local Toll Access Number 1 Argentina N/A 2 Argentina (Buenos Aires) N/A Australia N/A Australia (Sydney) N/A Brazil N/A Brazil (Rio de Janeiro) N/A Canada N/A Canada (Montreal) N/A China Southern Regions N/A China Northern Regions N/A France N/A France (Paris) N/A Germany N/A Germany (Frankfurt) N/A Hong Kong N/A Hong Kong (HK) N/A India N/A India (Chennai) N/A Indonesia N/A Indonesia N/A Ireland N/A Ireland (Dublin) N/A Italy N/A Italy (Rome) N/A Japan N/A Japan (Tokyo) N/A Malaysia N/A Mexico N/A Netherlands N/A New Zealand N/A New Zealand (Auckland) N/A Philippines N/A 9

10 Poland N/A Poland (Warsaw) N/A Russia N/A Saudi Arabia N/A Singapore N/A Singapore (Singapore) N/A South Africa N/A South Africa N/A (Johannesburg) South Korea N/A Spain N/A Spain (Madrid) N/A Switzerland N/A Switzerland (Geneva) N/A Thailand N/A United Arab Emirates N/A United Kingdom N/A United Kingdom (London) N/A United States N/A United States (New York) N/A If you need additional assistance with dialling, please contact your local IT/System Administrator. Alternatively, contact your PGi Virtual Meeting Room service Support Team Australia Local: Australia Toll Free: Hong Kong: Malaysia: United Kingdom: United States: , US Toll Free: videoservices@pgi.com 10

Conferencing and Recording

Conferencing and Recording User Guide 03 July 2018 Contents About conferencing 3 How to schedule a meeting 4 How to join a StarLeaf meeting 6 About global telephone dial-in numbers 10 Europe, Middle East,