Univago End User Guide Web Portal and URoom Virtual Meeting Rooms Michael Brandofino Version 1.4 9/19/2016 1
Contents Univago User Portal Overview...5 Accessing the Univago User Portal... 5 Univago User Portal... 5 User Portal Function Overview... 6 Switch Between URooms... 7 Switch Roles... 7 Schedule a Meeting... 8 View/Edit Meetings... 9 Settings Tab... 10 Change Your Meeting Room Name... 10 Host and Guest PIN Number... 10 Change Room Alias... 11 Email URoom Information to Yourself... 11 Start a Meeting... 11 Start via Browser... 12 Start via Phone... 12 Start via Endpoint... 13 Invite Participant from the Portal... 13 Sign Out... 14 Change Password... 15 Forgotten Password... 15 URoom Virtual Meeting Room Overview... 16 Entering Your URoom from the Web Portal... 16 Dial Using a Recent Address... 16 Enter the Host or Guest PIN... 17 Selecting Audio and Video Devices... 17 You may also select the audio output device... 17 Selecting Bandwidth... 17 URoom VMR Controls... 18 URoom VMR Control Functions... 18 Host Controls... 20 2
Share Content... 22 Viewing Shared Content... 24 Chat... 26 View Call Statistics... 26 Entering your URoom from the Mobile App... 27 ios App... 27 Installing the Mobile Application... 27 Allowing Mobile App to Access Your Device... 27 Joining a URoom... 28 Joining in Presentation and Control Mode... 28 Sending and Receiving Video and Audio... 28 Sending and Receiving Audio Only... 29 Sharing Images... 29 Integrating with Your Calendar... 29 In-Call Controls ios... 29 Android App... 31 Installing the Mobile Application... 31 Initial Configuration... 31 Registering your Device to Receive Calls... 32 Joining a Conference... 32 Selecting Your Role and Entering the Conference PIN... 33 Joining in Presentation and Control Mode... 33 Sending and Receiving Video and Audio... 33 Sending and Receiving Audio Only... 33 Integrating with Your Calendar... 34 Sharing Files... 34 In-Call Controls Android... 34 PC Client... 36 Installing the PC Client... 36 Initial Configuration... 36 Registering your Device to Receive Calls... 37 Joining a Conference... 38 3
Joining in Presentation and Control Mode... 38 Sending and Receiving Audio Only... 39 Sharing Content... 39 In-Call Controls Desktop Client... 39 Optimizing Your Univago Experience... 41 General Tips and Recommendations Using Univago... 41 Video Self-Test Tool... 42 Calling Using a Web Browser... 43 Using Skype for Business and Lync... 44 Using the Univago Mobile Applications (ios or Android)... 44 Using the Univago Desktop Clients... 44 Using a Videoconferencing Room System... 45 Using Audio Dial-In... 45 General Video and Audio Tips... 45 Contacting Univago Support... 46 4
Univago User Portal Overview Accessing the Univago User Portal To access the web portal go to www.univago.com. Click the Host button. This will bring you to the web portal log-in page. Fill in your email and password and click Sign In. NOTE: To access the portal faster after your initial visit, we recommend saving https://portal.univago.com/#/sign-in to your bookmarks list. This link will take you directly to the log in page. Univago User Portal Below is an example of the Univago User Portal default view. 5
User Portal Function Overview URoom Header. This displays your current URoom. Users can have up to 3. Clicking here allows you to switch between your URooms. Sign Out / Change Password. Click the arrow next to your name to change your password or sign out of the portal. Switch Roles Button. This icon will only be visible to users with Admin privileges. Click this icon to switch between the User and Admin roles. Help Button. Click here to access helpful documents and support contact information. Note: To return to the main portal view click or the back button on your browser Current Meeting Tab. This tab is the default portal view for users. This view displays information for your selected URoom and allows you to start or join a meeting and invite participants to your URoom. Schedule Tab. Click here to schedule a meeting. Select the date, time and add participants. Add an optional message and then click send. Invitees will receive an email with an.ics file that they can save to their calendar of preference. Settings Tab. Click here to view or edit your URoom settings such as the room name, host and guest PINs and the room alias. Start via Browser. Click here to enter your URoom via the current browser. If your URoom is currently being used in a meeting, then this icon will say Join via browser. Start via Phone. Click here for the audio dial-in information to start a meeting via phone. If your URoom is currently being used in a meeting, then this icon will say Join via phone. Start via Endpoint. Click here for the dialing information to start a meeting from a room system or Lync/S4B. If your URoom is currently being used in a meeting, then this icon will say Join via endpoint. Invite Button. Click here to dial-out to a user from your URoom or to view the connection instructions that can be sent to users to help them join you in your URoom. These instructions can be copied to your clipboard and pasted into your email or chat for distribution. 6
Switch Between URooms Users can have up to 3 URoom VMRs per user account. Rooms can be designated for specific meetings and maintain separate connection information. To switch between your various rooms simply click on the URoom name header in the top center of the portal and select another room from the drop down menu. After selecting a different room, the portal will display the appropriate information tied to that URoom. Note: This option only appears for users with multiple URooms. To request additional URooms please contact your company s Univago Administrator. Switch Roles Users may have multiple defined roles within the portal depending on their position within the organization. For example, an administrator will have the user role to access their personal URoom and they will also have the admin role to access vital account information and manage the organization s users. Click on the hammer and wrench icon to select a new role from the dropdown menu. Selecting a new role will change the view of the portal. Different roles have different views of the portal that grant access to different tools. All role types access everything they need through the same Univago web portal at www.univago.com. Note: Users with only one defined role will not have this icon on their portal view. 7
Schedule a Meeting Start by clicking the Schedule tab located at the top left of your screen. This will take you to the screen pictured below. This page shows you your list of meetings on the left, which can be viewed by Day, Week or Month. To schedule a meeting, click on one of the two (2) Schedule Meeting buttons. This will bring you to the meeting scheduling page. Here you can name the meeting, set a date, time and duration for the meeting, add guests to join the meeting and add an optional message to send to participants. Click the Send button and the portal will send an automated email with an ical (.ics) file to each participant that contains all of the necessary connection information to help them join your URoom meeting. 8
View/Edit Meetings You can view meeting details by clicking on the meeting listed on the left of the Schedule page. Once you click on the meeting to view the meeting details you will see a screen that lists the name, date & time, and the attendees of the meeting. Under the Attendees section you will see a list of everyone that was invited to the meeting. A checkmark next to the name indicates that the person has accepted the meeting invite. A question mark next to the name indicates that the person has yet to accept the invite for your meeting. To edit the selected meeting, click on the gear icon. Click on Edit from the drop down menu. This allows you to edit all of the fields in the meeting invite and then submits an updated invite to attendees once it is saved. You can click on Delete to remove the meeting and send an automated cancelation notification to attendees. If you have the Outlook Add-in installed, any changes made to your meetings on the Univago Web Portal will automatically be mirrored in your Outlook calendar. 9
Settings Tab The Settings Tab contains all of your URoom information and allows you to edit your URoom s name, Host and Participant PINS and your URoom s alias. Change Your Meeting Room Name Change the name of your URoom by clicking the small pencil icon next to the title. Enter your desired meeting room name into the box and click the check mark to the right to save. The change will be reflected at the top of the page. Host and Guest PIN Number The host and guest PIN numbers act as passwords to your meetings. Guests who are invited to your meeting will receive an email that includes a link for direct access via browser. The email will also include the URoom Alias, Conference ID and Guest PIN to help them access your meeting. The meeting invite will also contain full dialing instructions for guests that wish to access the meeting via phone, endpoint or other devices. Changing Host and Guest PINs Users can edit their codes under the Settings tab. Codes must be composed of numbers only. Host and participant codes cannot be the same. Click on the pencil icon to make the field editable. Then enter your desired 4 digit number PIN and click the check mark to save your changes. You can click the X to cancel the change. Note: Changing the participant code of a meeting will result in any previously invited guests being unable to access that meeting. You must send a new invite with the new code or a private email with the new code to anyone you wish to have in meetings. 10
Change Room Alias You can edit your URoom Alias by clicking the little pencil and then typing your desired alias in the field. Please note that alias must be unique and cannot be duplicated in the system. Once an Alias is used it cannot be used again by another user. Email URoom Information to Yourself You can email yourself your URoom s information by clicking the box with an arrow icon pictured to the left. This icon is found on the top right corner of the Settings tab view of the web portal. Clicking this will generate an automated email containing all of the connection information for your URoom and send it to the email address associated with your Univago account. Start a Meeting There are several options available to start a meeting. On the main page of your meeting room, you will see up to three buttons: Start via browser, Start via phone and Start via endpoint (use Start via endpoint for Lync connections as well.) Select the appropriate button based on the device you will be using to connect to the meeting. 11
Start via Browser Click on the Start via browser button (if meeting is already active it will say Join via browser ). Clicking this button will take you directly to the meeting. Flash browsers such as Internet Explorer and Safari may need to install a plug-in if it is your first time using that browser with Univago. The Conference ID/Room Alias will automatically be populated. Add your First and Last name and then click Connect. Univago will prompt you to input a Host or Guest PIN and then click Connect one more time. You will then be connected to the meeting. Univago will automatically detect your microphone and video capabilities. Click start to accept the suggested devices and begin your video. For detailed instructions on how to join your URoom from various devices please see the URoom Virtual Meeting Room Overview section of this guide. Start via Phone To connect using a phone, click on the Start via phone button (if meeting is already active it will say Join via phone ). A window will pop-up with all the information you need to connect to the meeting via Audio Dial-In. Dial the phone number provided, then follow the prompts and enter the meeting room number and the appropriate PIN. You will then be connected to the meeting and able to hear all active participants in the meeting. NOTE: After dialing you will not hear any ringing, after several seconds the phone attendant will request the room number followed by the #. 12
Start via Endpoint This button provides instructions for joining the meeting with a Polycom, Cisco, Microsoft Lync or other SIP/H.323 based video conferencing system. Begin by clicking Start via endpoint (if meeting is already active, it will say Join via endpoint ). A new window will pop-up. First, select the endpoint you are using from the drop down menu. This will give you the correct address to enter into your room system/endpoint device to be able to connect to the URoom. Once you have made your selection, enter the room address shown in the first box. When prompted to enter a PIN, enter the appropriate Host or Guest PIN found in the second box. At this point, you will be connected to the meeting and able to see and hear all active participants in the meeting. Invite Participant from the Portal In addition to scheduling a meeting, you can dial-out to specific users for ad-hoc meetings or to have them join your meeting in progress. Dial-out to a specific user or copy and paste your meeting instructions for distribution via email or chat. These options are found by clicking the Invite button pictured. Upon clicking the Invite button, a window will pop up with the following options for inviting participants: 13
Dial-out You can dial new participants into the conference by using their SIP or H.323 addresses depending on the device they are using. Type the desired address in the field and click Invite to have your URoom dial-out to the participant. Share meeting instructions - You can copy the instructions and paste them into emails or chat clients, to quickly share meeting instructions with participants. Click the Copy button and the entire text field will be copied to your clipboard and can be pasted in the destination of your choice by selecting paste holding down Control + V on your keyboard. Sign Out To sign out of the portal click the tiny arrow next to your name in the top right corner and select Sign Out. 14
Change Password To change your password click the tiny arrow next to your name in the top right corner and select Change Password. Forgotten Password If you ve forgotten your password you can click on the Forgot password? link on the web portal log-in page, enter the email you used to register your account and an email will be sent to you with a link to change your password. Click on the link, enter your new password and you ll be logged in to Univago once again. You can also ask your company s Univago Administrator to reset your forgotten password. 15
URoom Virtual Meeting Room Overview Entering Your URoom from the Web Portal Enter your URoom directly from the portal by clicking on the Start via browser icon located in the center of the Current Meetings view of the web portal. This will launch you into your URoom in a new tab. Your conference and name will be auto populated. Click Connect to go to the next step. If you would like to join another user s URoom type in the conference ID. Dial Using a Recent Address You can click on to select an address from your recent meetings. Click on to call the saved recent address. Click on to delete the recent call address. 16
Enter the Host or Guest PIN After you have dialed the necessary URoom, you will be prompted to input a Host or Guest PIN. Enter the relevant PIN to access the URoom and click Connect. NOTE: PINs can be found in the connection information for the meetings or on your user portal. Selecting Audio and Video Devices Once you are connected to the URoom you will be prompted to select your desired devices for your audio and video to join the meeting. Click the to access the device settings to change your camera and microphone. Select your devices from the drop down menus and then click Start. You may also select the audio output device. Selecting Bandwidth Univago allows you to select the call bandwidth for your device prior to joining your meeting. Bandwidth represents the amount of video, audio, and presentation data being sent and received on the network that you are connected to for your meeting. For the best quality experience for your meeting, we recommend using the Maximum/High bandwidth option, the higher the bandwidth the better the video and audio clarity. Medium/Low bandwidths should be selected on crowded networks, weak WiFi connections, or when bandwidth limitations are set by your Network/Univago Administrator. 17
URoom VMR Controls Below is an example of a URoom VMR. (via Google Chrome). URoom VMR Control Functions Host Controls Only available to users signed in with a Host PIN. Clicking here will give the Host access to Add a New Participant, Lock Conference, Mute All Guests and Disconnect All Participants. or Show/Hide Self View clicking these in the top right corner of the URoom will show or hide your self-view. Mute My Microphone/Unmute My Microphone click here to toggle the mute audio function. Disable My Camera/Enable My Camera click here to toggle the mute of your selfvideo function. 18
URoom VMR Control Functions (Cont.) Disconnect Click here to end/leave the call. Start Presenting Click here to share your desktop or individual applications that are open on your PC. Only accessible via Google Chrome browser. Share Image or PDF Click here to share an image or a PDF file from your device. Volume Control Click here and slide to adjust the in-call volume of the meeting. Call Statistics Click here to view your current meeting s call statistics. Note: These stats may be required for troubleshooting support. What is visible will vary by device. Go Full Screen Clicking here will enter full screen mode. Exit Full Screen Mode Clicking this icon while in full screen mode will exit full screen mode. or Hide/Show Side Bar Clicking the arrow icons in the bottom left of the URoom will hide/show the participant list and chat column found on the left hand side of the URoom. Expand/Hide Chat Click the up or down arrows next to chat will expand or hide the chat window. Chat this field allows you to type messages to other participants. Click the enter key on your keyboard to send the message. Your message will be visible to all participants with chat ability. Mute/Unmute Individuals A microphone icon will appear when you hover the mouse pointer over a participant s name. Clicking this will mute/unmute the individual participant. View Participant Information Click a name to see their role, time they joined, if they are presenting, and protocol used. You can also mute them, deselect viewing their presentation and disconnect them from the call. 19
Host Controls Access the Host controls by clicking on the meeting room. icon located next to the URoom name in the top left corner of the virtual Add a New Participant Hosts can add a new participant to the meeting by clicking the icon. Then select Add a new participant. Select the participants device type, enter the device s address, select the Guest or Host role and then click ok to dial-out to the new participant. NOTE: You can also email the URoom s URL to a participant to join via browser. Lock the Conference Hosts can lock the meeting by clicking the icon. Then select Lock Conference. Once the meeting is locked you will see a red padlock logo appear next to the URoom name like below. Participants will no longer be able to join the conference until it is unlocked by the Host. To unlock simply select Unlock conference located in the place of the lock function under Host Controls. 20
Mute All Guests The Host can mute all guests by clicking the icon. Then select Mute all guests. You will then see a pop-up window (pictured below) that will ask you to confirm, click Mute all guests. Disconnect All Participants The Host can disconnect everyone from the meeting by clicking the icon. Then select Disconnect all participants. You will then see a pop-up window (pictured below) that will ask you to confirm, click Disconnect. View a Participant s Information You can view an individual participant s information by clicking on their name in the participants list. 21
Clicking on a participant s name will bring up a window that shows you their role, time they joined, if they are presenting, and protocol used. You can also mute them, deselect viewing their presentation and disconnect them from the call. Share Content Host and Participants have two options for presenting content using Google Chrome. Firefox, Opera, Safari and Internet Explorer will only give users the ability to share an image or PDF file. To begin sharing content click the or the icon. 22
Screen Sharing To share an image or PDF file from your PC click the icon. You will then see a pop-up window that lets you choose to share your entire desktop or select from a list of open applications to share. Once you make your selection click Share. NOTE: When sharing entire screen, everything on your PC will be visible to participants. When sharing an individual application, participants will only receive a video feed of that individual application. Image and PDF Sharing To share an image or PDF file from your PC click the icon. You can click Add Files or drag and drop a file from your PC into the box. Once a file has been added you can click Start Presenting to share the file with the other participants. NOTE: To stop presenting simply click the or again and the content sharing will end. 23
Viewing Shared Content Content shared by participants will automatically display in your URoom. To disable/enable presented content on your device you can click on your name in the participants list to access your user settings. From there you can check/uncheck the View presentation on endpoint option. Then click close. Univago also gives you the ability to switch back and forth between viewing content as Full Motion or Still Image. Full motion displays a 1:1 live stream of the presenter s content. Still Image shows a static image of the presenter s content that updates periodically when the content changes. This option saves bandwidth by transmitting less data. You can toggle between these settings by clicking on the or icons located on the bottom right corner of your URoom VMR while content is being presented. 24
Viewing Meeting Content in a Separate Window When you join an URoom via a web browser or the Univago PC client you can pop-out content being presented to a separate window, making it easier to manage desktop space. While content is being presented, click on the to open the presentation in a new window. Once the content is in its own window, you can resize it or move it to a second monitor to help make better use of your desktop space. You can click on the to return the presentation to the default meeting view. 25
Chat Participants can chat with each other using the chat function built directly into the virtual meeting room. To start a chat simply type a message in the Write a message field and click enter on your keyboard. The message will be visible to the entire participant list. View Call Statistics You can view various technical statistics related to the current meeting by clicking the icon directly in the virtual meeting room. Your call statistics provide valuable insight into the quality of your experience and will help Univago Support understand and diagnose potential issues. This is an example of what a user would see after clicking to view call statistics. 26
Entering your URoom from the Mobile App Univago utilizes the Pexip Infinity Connect mobile application to enable users to access their URooms via iphone, ipad or Android devices. The application is available for free on the Apple Store and the Google Play store. ios App Installing the Mobile Application The Infinity Connect Mobile client for ios is available for free from the Apple Store at https://itunes.apple.com/us/app/pexip/id667867771. Follow the instructions to download and install the client on your device. Version 4.0 is compatible with any ios device running ios 8.x or later, and Pexip Infinity version 7 or later. This guide describes how to use version 4.0. Version 3.0 is compatible with any ios device running ios 8.x or later, and Pexip Infinity version 9.x and earlier. This version introduced support for joining a call using video and audio. Version 1.1 is compatible with any ios device running ios 7.x or 8.x, and is optimized for iphone 5. Version 1.0.3 is available for devices running earlier ios versions (ios 5.1 to ios 6.x). Allowing Mobile App to Access Your Device The Mobile client for ios will request access to the following applications on your device: Application Use Contacts Allows you to dial out to one of your contacts from within a conference. Also used to display names and images of participants in a conference if they are in your contacts. Calendars Allows you to integrate your meeting invitations with Infinity Connect. Photos Allows you to share images on your device with other conference participants. Microphone Access is required if you want to send and receive audio Camera Access is required if you want to send and receive video. Use Mobile Data Allows you to use Infinity Connect over your mobile network. If this setting is disabled, Infinity Connect will attempt to use a WiFi connection, but if none is available it will prompt you to enable mobile data. If you select Don't Allow for any of these settings when asked, you can change this at a later time by going to: Settings > Pexip. 27
Joining a URoom In the Enter Address to Call field, enter the URoom alias, or the address of the person you want to call. Then hit JOIN Joining in Presentation and Control Mode When you first join a conference, you are automatically in presentation and control mode. This means that you can see the participant list, and you will see any presentations that are being sent. However, you are not sending any video or audio, and you cannot see any video or audio from other participants. Sending and Receiving Video and Audio To start sending and receiving video and audio in the conference you have joined, select. You can stop sending video and return to presentation mode at any time by selecting. 28
Sending and Receiving Audio Only To start sending and receiving audio from the conference you have joined, select. You can stop sending and receiving audio and return to presentation mode at any time by selecting. Sharing Images The ios limits content sharing to image files. To share images from your device with other conference participants, from the top left of the screen select and then select the image you want to share. To stop sharing, select again. Integrating with Your Calendar The mobile client for ios automatically integrates with your calendar. Any appointments with a Location in the form of a URI (for example jsmith@univago.com) will automatically appear as an upcoming event on the application home screen. Simply click JOIN to join the conference when it is time for that meeting: If the calendar invitation includes the conference PIN, this will automatically be entered for you when you join the conference. Note when sending such invitations that the location must be in the format <meeting address> <PIN>, for example jsmith@univago.com pin 1234. In-Call Controls ios While a conference is in progress you can perform the following actions: Add a participant to the conference* 1. From the left of the screen, select and then Add New Participant. The following screen will appear: Controlling the Conference (cont.) 29
Add a participant to the conference* (cont.) 2. Select from the available options: to call someone already in your Contacts, select Contacts to call someone you have recently called from the Mobile App, select Recents to call anyone else, select Enter Manually and enter the number or URI to dial. A call will be placed from the Virtual Meeting Room or Virtual Auditorium to the participant. If and when the participant answers the call they will join the conference and appear on the participant list. Prevent/allow others from joining the conference* From the left of the screen, select and then Lock conference or Unlock conference. Toggle between presentation and participants If you have enabled video and another participant is sharing a presentation, the presentation will automatically be shown in the main video window. To view the conference participants instead: In landscape mode: tap on the video window. You can toggle back to the presentation by tapping on the video window again. In portrait mode: tap on the small window at the top left of the screen. You can toggle back to the presentation by tapping on the top left window again. Muting and unmuting a participant* To mute or unmute a conference participant's audio: 1. Select the participant. 2. Toggle the Enable audio from participant setting: Muting all Guests* From the left of the screen, select and then Mute all guests or Unmute all guests. Stop showing presentation on an endpoint If you are using another video endpoint in addition to the Mobile client, and another participant is showing a presentation, you may want to view the presentation on your Mobile client and view the participants on the video endpoint. To do this: 1. From the list of participants, select your video endpoint. 2. Toggle View presentation on endpoint to Off. Disconnecting another participant* To remove a participant from the conference: 1. Select the participant, or left-swipe the participant. 2. Select Disconnect participant. Controlling the Conference (cont.) 30
Disconnect all participants (including yourself)* 1. From the left of the screen, select and then Disconnect all participants. The following screen will appear: 2. Select Disconnect all. Disconnect yourself from the conference From the top left of the screen, select < Back. * You must have Host privileges to use this feature. Android App Installing the Mobile Application Version 2.0 of the Pexip Mobile client for Android requires Android 4.0 or later. It is available for free from the Google Play store at https://play.google.com/store/apps/details?id=com.pexip.android. Follow the instructions to download and install the mobile client on your device. When installing the mobile client for Android, it will request permission to access the contacts/calendar on your device: You must accept this request to continue with the installation. Initial Configuration When you open the mobile application for the first time, you will be presented with a Welcome screen. 31
Select OK. This will bring you to the Settings screen. Enter your name as you wish it to appear to other conference participants. Registering your Device to Receive Calls To register your mobile client to receive calls (if this is supported in your deployment): 1. Select Settings at the top right of the application window. 2. In the Registration section of the Settings screen, enter the Server address, Alias, User name and Password provided to you by your administrator. Be aware that the username and password are case-sensitive, and some devices will default to uppercase for the first character of the user name. 3. Select Remember password. 4. Select Register. When you have successfully registered, the button will change to Unregister, and when you return to the home screen there will be a green icon next to your name and your registered alias will be shown underneath: Joining a Conference To make a call to a URoom: 32
Either: Enter the address of the URoom or person you wish to call, or Select one of the addresses in the call history list. Selecting Your Role and Entering the Conference PIN URooms will ask you to whether you wish to join as a Host or a Guest: You must enter the conference PIN before you can access the conference. If you do not know the PIN, contact the meeting organizer or look up your PIN under your settings on www.univago.com. Joining in Presentation and Control Mode When you first join a conference, you are automatically in presentation and control mode. This means that you can see the participant list and the chat window, and you will see any presentations that are being sent. However, you are not sending any video or audio, and you cannot see any video or audio from other participants. Sending and Receiving Video and Audio To start sending and receiving video and audio in the conference you have joined, select. NOTE: If you always want to join calls in full audio and video mode, you can skip this step in future by going to the Settings page and selecting Always start media immediately when connecting. Sending and Receiving Audio Only To start sending and receiving audio from the conference you have joined, select. 33
Integrating with Your Calendar The mobile client for Android automatically integrates with your device s calendar. Any appointments with a Location in the form of a URI (for example jsmith@univago.com) will automatically appear as an upcoming event on the mobile app home page. Simply select the event to join the conference. Sharing Files To share files from your mobile device with other conference participants, select share. and then select the files you want to In-Call Controls Android Share images or PDFs with all other participants 1. From the toolbar at the bottom of the window, select Share image or PDF. 2. Drag and drop the file(s) you want to share into the Infinity Connect window. You can add multiple files, and they can be a combination of images and PDFs. Each image will be converted into an individual slide, as will each page of each PDF. Note: When selecting Add Files, Choose an Action pops up. Make sure to select Documents. Do not select Camera, Camcorder or Sound Recorder 3. Select Start presenting. The first slide will appear in a presentation thumbnail at the top left of the screen (or in the main video window if you are presentation only). Use the left < and right > controls to scroll through the slides. You can make the slides appear in your main video window by clicking on the presentation thumbnail. 4. To stop sharing the slides, from the toolbar select Stop presenting. View a presentation being shown by another participant When a participant starts a presentation, you will automatically see the content they are sharing as your main image, and the image of the participants will reduce to a small thumbnail at the top left corner. You can toggle between viewing the presentation and viewing the participants by clicking on the thumbnail. View a presentation at a higher (or lower)refresh rate When a participant is showing a presentation, by default you receive it as a series of still images. This is suitable for documents and screens being shared, but if the presentation contains a lot of movement it may appear jerky. If this is the case, you can elect to receive the presentation in full motion. To do this, from the bottom right of the screen select click View full motion presentation. To return to the default view, select View still image presentation. Stop/start sending your video to other participants From the toolbar at the bottom of the window, select Disable my camera or Enable my camera. Stop/start sending your audio to other participants From the toolbar at the bottom of the window, select Mute my microphone or Unmute my microphone. Stop/start Self-View Click the Hide self-view icon at the top right of the image. It will be replaced 34
by a small Show self-view icon; select this to view your image again. Send DTMF tones (Requires Host privileges; you must be joined over audio or video and audio) From the participant list, select the participant to whom you want to send DTMF tones, and then select Keypad. This feature is generally used to communicate with external systems (such as audio bridges, automated switchboards, and recording devices) after they have been added to the conference. Send and receive chat messages, and share online videos and images (Available when chat has been enabled by the administrator) At the bottom of the screen there is a Chat room area, which shows the messages sent by participants in the conference. To send a message, type it in the bottom window. Messages are visible to everyone else in the conference with a chat-capable client (such as Lync or Infinity Connect). You can also share videos and images by pasting their URL into the chat window. View a list of other conference participants When using the mobile app, a list of all other conference participants will be shown to the left of or at the bottom of the screen. You can scroll through this list, or use the search box at the top of the list, to view other participants. Prevent/allow others to join the conference (Requires Host privileges) From the top left of the screen, select the menu icon conference or Unlock conference. and then select Lock Add a participant to the conference (Requires Host privileges) 1. At the top left of the screen, select the menu icon and then select Add a new participant. 2. At the prompt, enter the address of the person you want to dial. 3. If you want to use a protocol other than SIP (the default) select either H.323 or Lync/Skype. RTMP is typically used when connecting to a streaming or recording service. 4. Select whether you want the participant to have Host or Guest privileges. 5. Select OK. A call will be placed from the URoom to the participant and they will appear in the participant list with the "calling" icon next to their avatar while their endpoint is ringing. If and when the participant answers the call they will join the conference; if they do not answer, or do not accept the call, they will disappear from the participant list. 35
Mute/unmute another participant (Requires Host privileges) From the participant list, to the right of the participant's name select Mute participant or Unmute participant. Muting all Guests (Requires Host privileges) From the top left of the screen, select the menu icon all guests. and then select Mute Disconnect another participant (Requires Host privileges) Select the participant's name and then select Disconnect. Disconnect all participants (including yourself) (Requires Host privileges) From the top left of the screen, select the menu icon Disconnect all participants. and then select Disconnect yourself from the conference From the toolbar at the bottom of the screen, select Disconnect. View diagnostic information about your call From the bottom right of the screen, select Call statistics. PC Client Univago utilizes the Pexip Infinity Connect Desktop Client to enable users to access URooms via PC, Mac or Linux. The client is available for free at www.univago.com or www.pexip.com/software-download. Installing the PC Client Download and install the appropriate file for your OS: Windows: pexip-infinity-connect_windows-ia32_<release>.msi. Click on this file to install the Infinity Connect desktop client automatically. During the installation process the Infinity Connect icon will be added to the desktop, and an entry will be added to the Windows registry to allow links prefixed with pexip: to open automatically in the Infinity Connect desktop client. OS X: pexip-infinity-connect_osx-ia32_<release>.zip. Unzip this file and move it to the Applications folder. Linux 32-bit: pexip-infinity-connect_linux-ia32_<release>.tar.gz. Unzip this file and move it to the desired folder. Linux 64-bit: pexip-infinity-connect_linux-x64_<release>.tar.gz. Unzip this file and move it to the desired folder. Initial Configuration When you open the PC client for the first time, you will be presented with a Welcome screen. 36
Select OK. This will bring you to the Settings screen. Enter your name as you wish it to appear to other conference participants. Registering your Device to Receive Calls To register your PC client to receive calls (if this is supported in your deployment): 1. Select Settings at the top right of the application window. 2. In the Registration section of the Settings screen, enter the Server address, Alias, User name and Password provided to you by your administrator. Be aware that the username and password are case-sensitive, and some devices will default to uppercase for the first character of the user name. 3. Select Remember password. 4. Select Register. When you have successfully registered, the button will change to Unregister, and when you return to the home screen there will be a green icon next to your name: 37
Joining a Conference To make a call to a URoom: Either: Enter the address of the URoom or person you wish to call, or Select one of the addresses in the call history list. Joining in Presentation and Control Mode When you first join a conference, you are automatically in presentation and control mode. This means that you can see the participant list and the chat window, and you will see any presentations that are being sent. However, you are not sending any video or audio, and you cannot see any video or audio from other participants. Sending and Receiving Video and Audio To start sending and receiving video and audio in the conference you have joined: 1. Ensure that your image is displaying in the video preview thumbnail: If it is not: 2. Select START. a. At the right of the video preview thumbnail select. b. Select the desired microphone and camera from the drop-down menus. NOTE: If you always use the same camera and microphone, and you always want to join calls in full audio and video mode, you can skip this step in future by going to the Settings page and selecting Always start media immediately when connecting. 38
Sending and Receiving Audio Only To start sending and receiving audio from the conference you have joined, select. Sharing Content To share PDFs and images from your computer with other conference participants, select and then select the files you want to share. To share either your entire screen or a particular window, select. In-Call Controls Desktop Client Share your screen with all other participants 1. From the toolbar at the bottom of the window, select Start presenting 2. Select the window or screen you want to share. NOTE: The best way to share a PowerPoint presentation is to start the Slide Show from within PowerPoint first, and then tab to Infinity Connect, share your screen, and select the Slide Show window. Share images or PDFs with all other participants 1. From the toolbar at the bottom of the window, select Share image or PDF. 2. Drag and drop the file(s) you want to share into the Infinity Connect window. You can add multiple files, and they can be a combination of images and PDFs. Each image will be converted into an individual slide, as will each page of each PDF. 3. Select Start presenting. The first slide will appear in a presentation thumbnail at the top left of the screen (or in the main video window if you are presentation only). Use the left < and right > controls to scroll through the slides. You can make the slides appear in your main video window by clicking on the presentation thumbnail. 4. To stop sharing the slides, from the toolbar select Stop presenting. View a presentation being shown by another participant When a participant starts a presentation, you will automatically see the content they are sharing as your main image, and the image of the participants will reduce to a small thumbnail at the top left corner. You can toggle between viewing the presentation and viewing the participants by clicking on the thumbnail. View a presentation at a higher (or lower)refresh rate When a participant is showing a presentation, by default you receive it as a series of still images. This is suitable for documents and screens being shared, but if the presentation contains a lot of movement it may appear jerky. If this is the case, you can elect to receive the presentation in full motion. To do this, from the bottom right of the screen select View full motion presentation. To return to the default view, select View still image presentation. Stop/start sending your video to other participants From the toolbar at the bottom of the window, select Disable my camera or Enable my camera. 39
Stop/start sending your audio to other participants From the toolbar at the bottom of the window, select Mute my microphone or Unmute my microphone. Stop/start Self-View Click the Hide self-view icon at the top right of the image. It will be replaced by a small Show self-view icon; select this to view your image again. Send DTMF tones (Requires Host privileges; you must be joined over audio or video and audio) From the participant list, select the participant to whom you want to send DTMF tones, and then select Keypad. This feature is generally used to communicate with external systems (such as audio bridges, automated switchboards, and recording devices) after they have been added to the conference. Send and receive chat messages, and share online videos and images (Available when chat has been enabled by the administrator) At the bottom of the screen there is a Chat room area, which shows the messages sent by participants in the conference. To send a message, type it in the bottom window. Messages are visible to everyone else in the conference with a chat-capable client (such as Lync or Infinity Connect). You can also share videos and images by pasting their URL into the chat window. View a list of other conference participants When using the mobile app, a list of all other conference participants will be shown to the left of or at the bottom of the screen. You can scroll through this list, or use the search box at the top of the list, to view other participants. Prevent/allow others to join the conference (Requires Host privileges) From the top left of the screen, select the menu icon conference or Unlock conference. and then select Lock Add a participant to the conference (Requires Host privileges) 1. At the top left of the screen, select the menu icon and then select Add a new participant. 2. At the prompt, enter the address of the person you want to dial. 3. If you want to use a protocol other than SIP (the default) select either H.323 or Lync/Skype. RTMP is typically used when connecting to a streaming or recording service. 4. Select whether you want the participant to have Host or Guest privileges. 5. Select OK. 40
Mute/unmute another participant (Requires Host privileges) From the participant list, to the right of the participant's name select Mute participant or Unmute participant. Muting all Guests (Requires Host privileges) From the top left of the screen, select the menu icon all guests. and then select Mute Disconnect another participant (Requires Host privileges) Select the participant's name and then select Disconnect. Disconnect all participants (including yourself) (Requires Host privileges) From the top left of the screen, select the menu icon Disconnect all participants. and then select Disconnect yourself from the conference From the toolbar at the bottom of the screen, select Disconnect. View diagnostic information about your call From the bottom right of the screen, select Call statistics. Optimizing Your Univago Experience Here are some helpful tips and guidelines to improve your Univago experience. Everyone s environment is different and many times, a user s local computer or device configuration may be the root cause of problems experienced. Remember help is only a call away. General Tips and Recommendations Using Univago Try it before your first call: Make a test call by dialing selftest@univago.com on your desired device, to ensure everything is working correctly. The video self-test will help check your camera and microphone and give you a preview of your call quality. You may also want to take the time to get to know how to use the controls, especially after installing any new updates to your browser, applications and drivers. Keep your software up to date: Make sure you have the latest version of your preferred PC application, browser and any plug-ins/extensions installed before your meeting. Also make sure your operating system audio, video and display drivers are the latest version to provide the best experience and performance. Your network connection quality is important: Whenever possible, a wired network connection should provide the best performance in your office or home. Using Wi-Fi may impact the quality of your experience. 41
Be courteous and mute: This reduces the background noise and echo for the other participants on the call. Don t be that person that disrupts the call. Office environments: Some office networks will block you from being able to make calls from your computer or personal device. If for some reason you can t make a call to Univago while on your office network, check with your company s network administrator to see if allowances can be made. Conference Room systems: Office conference rooms are usually setup with a traditional H.323 or SIP standards based video system. These systems may not have the ability to call out to the public Internet. Check with your company s department that supports those rooms and inquire whether the systems can support calling to Univago. Video Self-Test Tool You can test your audio and video prior to placing your first call so you know how you will look and sound to others. Begin the self-test by dialing selftest@univago.com. Follow the instructions of the self-test to see if your devices are working properly. The self-test will start with a woman welcoming you to the video self-test, if you can see and hear here clearly, you are receiving video fine. Next, the self-test will record you for 10 seconds to test your camera and microphone. Answer the question on the screen out loud to test your mic. The self-test will then play back the recording for you to see how you look and sound to others in a video call. If you look and sound clear, this means others will be able to see and hear you clearly and you are ready to start having video calls. If you experience any issues please contact your support organization to help you adjust your microphone and camera settings if needed. 42