StarLeaf App User Guide 28 February 2018

StarLeaf App User Guide 28 February 2018

Contents Signing into the app 4 Minimum Requirements 4 Computers and Laptops 4 Android 5 iphone and ipad 5 Localization 5 Making a call 6 Calling outside of your organization 7 Calls tab 7 Calls from outside of your organization 8 Using in-call controls 10 Sending a message 12 Message delivery status 13 In-call chat 13 Creating a group 14 About group privacy 14 About group admins 14 How to create a group 14 How to assign an admin 15 Calling a group 17 Scheduling a meeting 18 Joining a meeting 20 Joining from the app 20 Joining from a room system 20 In-call conference controls 22 The Participants panel 23 Who is the meeting organizer? 24 Creating favorites 25 About voicemail 26 Record a voicemail greeting 26 Securing your voicemail 26 Invite to StarLeaf 27 About avatars and presence 29 Online presence 29 StarLeaf App, 28 February 2018 Page 2 of 40

In a call or meeting 30 Offline presence 30 Last seen 30 About camera and microphone 32 Audio and video settings 32 Permissions 33 About notifications 34 Mac 35 Windows 35 About your organization s account 37 Accessing the Portal 37 Troubleshooting StarLeaf app 38 How do I report an issue or send feedback? 38 Installation issues 38 StarLeaf Windows installer asks for.net framework 4.6 38 The Cloud gives new users Breeze rather than the StarLeaf app 38 Camera and microphone issues 38 Using Samsung Galaxy Note 8 39 Legal information 40 Third party software acknowledgments 40 Disclaimers and notices 40 StarLeaf App, 28 February 2018 Page 3 of 40

Signing into the app Signing into the app You can install StarLeaf on all of your devices. (Go to Downloads) 1. Run StarLeaf on your phone, computer, or tablet and enter your email address. 2. StarLeaf sends you an email containing your 6-digit one-time code. 3. Type the code into the app and you are signed in on that device. The StarLeaf app is available for: Windows 10, Windows 8, and Windows 7 Service Pack 1 (all require.net framework 4.6 or later) ios 8.0 and later macos 10.11 and later Android 4.4 or later Minimum Requirements The StarLeaf app has the following minimum requirements and recommendations: Computers and Laptops Operating system: Windows 10, Windows 8, and Windows 7 Service Pack 1 (all require.net framework 4.6 or later) macos 10.11 or later or ios 8 or later Webcam: USB webcam or built-in camera (StarLeaf recommends the Logitech C920 or C922 1080p HD USB webcam) Processor: Intel Core 2 Duo or AMD Athlon X2 (StarLeaf recommends an Intel Core i5 or later). Content sharing and/or video functionality might be restricted with older, low voltage or ultra-mobile processors Memory: 2GB Ram or above Graphics card: DirectX9 with pixel shader 2.0 compatible (StarLeaf recommends a DirectX10 compatible card) Internet connection: StarLeaf recommends download and upload speeds of 1.0 Mbit/s for High Definition video conferencing. Content sharing and/or video functionality might be restricted at speeds below 384kbps StarLeaf App, 28 February 2018 Page 4 of 40

Signing into the app Android Operating system: Android 4.4 or later iphone and ipad iphone 4s or later ipad 2 or later Operating system: ios 8.0 or later Localization The StarLeaf app automatically detects the language settings of the device you are using (mobile or desktop) and applies the same language in the app. For example, if your iphone language is set to French, the mobile StarLeaf app will set its language to French. If you change the language on your device, the app language will also change. To view the languages StarLeaf is currently available in, go to Localization of StarLeaf Portal, endpoints, and apps. StarLeaf is constantly working to provide more localization options but if your device's language is not yet available, the default language in the app will be English (US). Note: The language settings in the StarLeaf app are not affected by any changes made in StarLeaf Portal. StarLeaf App, 28 February 2018 Page 5 of 40

Making a call Making a call You can call any contact or group in your organization in three simple steps. 1. In the app, search for a contact or group by typing their name into the Search or dial box. On an iphone, this box is at the top of the page: 2. Select the contact or group and then the phone icon. The Call options box appears. 3. Select either Video call or Voice call. StarLeaf App, 28 February 2018 Page 6 of 40

Making a call Calling outside of your organization You can also call a video address that is a series of letters, numbers, or symbols. The video address might be known as a URI or it might be an IP address. You might need to use such a video address when: You want to call third-party video-conferencing equipment such as Polycom, Lifesize, Cisco, and Tandberg endpoints from the StarLeaf app You are trying to join a video conference on a third-party service such as BlueJeans from the StarLeaf app To call someone from the app using a video address: 1. Enter the video address in the Search or dial field in the app as shown below. 2. Select Start a video call. An IP address is shown in the example above. If you receive a URI as the video address, it may be in a similar format to 00000@xampleco.com. This can be entered in the same way as the IP address. Calls tab The StarLeaf app has separate Calls and Chats tabs. Calls shows a history of calls between you and other users. The Calls list includes calls you have made, answered, and missed. The calls are arranged by time with the most recent appearing at the top of the list. The type of call (voice, video, etc.) is also specified underneath the contact or group's name. On the desktop app, select Calls from the list of options on the left-hand side to view your recent calls. StarLeaf App, 28 February 2018 Page 7 of 40

Making a call On an iphone, the Calls tab can be found at the bottom of the screen as shown below. Note: Calls shows all recent calls in order of calling history. Chats shows all 1-to-1 and group chats in order of chatting history. Received calls do not affect the order of chats. Calls from outside of your organization If you receive a call from outside of your organization, the user's name and the type of call may be unknown. Instead, the caller's phone number may appear, as well as the geographical location the call is coming from. For example, see the call from London in the images above. StarLeaf App, 28 February 2018 Page 8 of 40

Making a call In some cases, if you receive a video call from outside of your organization, a "caller ID" may appear, showing the name of the person, meeting room, or device they are calling from. StarLeaf App, 28 February 2018 Page 9 of 40

Using in-call controls Using in-call controls The StarLeaf app has controls that you can use while remaining in a voice or video call. In-call controls are currently available in the desktop app only. The controls available in a one-to-one call are shown and described below. For conference call controls in the app, go to In-call conference controls (p22). You can send a message to a user or group while you are in a call with them. They must be a StarLeaf user or a StarLeaf group, otherwise the chat option is unavailable and grayed out. When you are in a call, select the Chat icon from the in-call features at the top of the screen. This opens the chat panel to the left-hand side, allowing you to send messages while remaining in the ongoing call. Add another person to the call by selecting Add participant. Enter the name, number, email address or video address of the person you wish to add to the call. You can share your screen to the other person (or people) in your video call. StarLeaf App, 28 February 2018 Page 10 of 40

Using in-call controls This is a DTMF keypad that you may need when navigating a voicebased menu system, for example. Transfer the call to another person. Enter a name, number, email address or video address of the person you wish to transfer the call to. Selecting this feature starts a call between you and the person you wish to transfer the call to. You can then confirm to transfer the call (this ends the call between you and the other users). From Settings you can configure the camera, microphone, and speakers. For more information about configuring your camera and microphone, go to About camera and microphone (p32) Enter and exit full-screen mode from here. StarLeaf App, 28 February 2018 Page 11 of 40

Sending a message Sending a message You can send a message to any person or group in your organization. 1. In the app, search for a person or group by typing their name or email address into the Search or dial field. On an iphone, this field is at the top of the page. 2. Type your message in the text field. On a mobile device, select to send the message. Select Enter to add a new line. On a desktop, select Enter to send the message. Select Shift + Enter to add a new line. StarLeaf App, 28 February 2018 Page 12 of 40

Sending a message Message delivery status When you send a message, the app lets you know the status of that message: (3 dots) and the time at which you sent the message (one tick) and the time at which you sent the message (eye) and the time at which you sent the message The message has not reached the Cloud. You are not currently online The message has successfully reached the Cloud and will be delivered to the recipient(s) The message has been read by all recipients In-call chat You can send a message to a user or group while you are in a call with them. They must be a StarLeaf user or a StarLeaf group, otherwise the chat option is unavailable and grayed out. When you are in a call, select the Chat icon from the in-call features at the top of the screen. This opens the chat panel to the left-hand side, allowing you to send messages while remaining in the ongoing call. Note: The in-call chat feature is currently available in the desktop app only. StarLeaf App, 28 February 2018 Page 13 of 40

Creating a group Creating a group You can create a group with one or more contacts in your organization. You can call, send messages to, and start meetings with a group. About group privacy A group can be created by anyone and can be private or public. A private group is only visible to people who are invited to join by the group admin. A public group is visible to everyone in the organization and anyone can join without an invitation. About group admins If you create a group, you automatically become the admin of that group. Admins can add and remove people from a group. Admins can also choose to make anybody else in the group another admin. They can remove their own admin status as long as there is at least one other admin in the group. How to create a group 1. From the app, select the add button. On an iphone, this is at the top of the screen: 2. Choose New group. 3. Enter a Group Name, a Description (optional), and set the Privacy to either Private or Public. Select Next. StarLeaf App, 28 February 2018 Page 14 of 40

Creating a group 4. To add a user to your group, type their name in the search bar and select them. 5. When you have added the contacts you want, select Create. How to assign an admin An admin of a group can promote another member to admin and also demote someone from admin. To promote a member to admin: 1. Go to i, the information page of the group. 2. Select the member you want to make admin. StarLeaf App, 28 February 2018 Page 15 of 40

Creating a group 3. Select Promote to admin. If you want to remove a member's admin status, take the same steps as above and select Demote from admin. StarLeaf App, 28 February 2018 Page 16 of 40

Calling a group Calling a group You can call a group instantly by using the Meet now option. 1. Search for a group by typing the name into the Search or dial box. 2. From the Group page, select the Meet now icon. 3. On a mobile device, the Meeting options box will open. Select Meet now. On a desktop, the Start a meeting box will open. Select Start. 4. To join the meeting, select Join. StarLeaf App, 28 February 2018 Page 17 of 40

Scheduling a meeting Scheduling a meeting When you schedule a meeting, you can choose when your meeting takes place and who attends. Your attendees then receive email invites to your meeting. To schedule a meeting, select the add icon and Schedule meeting on the app. This is how it looks on an iphone: You will then be directed to the StarLeaf Portal in your browser where all meeting management takes place. 1. Go to Meetings > Schedule meeting. You can see the Schedule meeting page. 2. Add the details you require for Title and Description. These are included in the meeting invites. 3. If your organization has purchased the recording solution, select Record meeting to record this meeting. 4. Set the time and date for your meeting. Select a start and end time and date for your meeting Set a repeat if this meeting happens on a regular basis If this is a permanent meeting, select Permanent. The meeting never ends. It is a virtual meeting, that anyone can dial into at any time StarLeaf App, 28 February 2018 Page 18 of 40

Scheduling a meeting 5. Add Participants by email address. Separate email addresses with commas. You can include anyone's email address. If participants do not already have StarLeaf, the 'invite' email describes how to sign up as a guest or join using a browser. The invite also describes how to join your conference from any other standards-based video conferencing equipment and includes PSTN (telephone) numbers for audio-only participants. 6. If there are Room systems in your organization, you can add one or more. This means that your participants know which meeting rooms are in the meeting if they want to walk along to the nearest one. 7. Advanced settings: Keep people on hold until: Use this setting to determine whether people are able to talk to each other before you join the meeting Time zone: If you are in a different time zone to the one displayed here, correct it. This ensures that everyone to whom you send an invite knows the correct time for your meeting Layout : You can choose a layout for the meeting. Video layouts are described later in this document 8. Click OK. Note: If you are a Microsoft Outlook user, you can also schedule a meeting directly in Outlook. To do so, you will need the StarLeaf Outlook add-in. For more information, refer to the Knowledge Center. StarLeaf App, 28 February 2018 Page 19 of 40

Joining a meeting Joining a meeting You can join a scheduled meeting on any device using the app or you can join from a room system. Joining from the app When a meeting begins, a green Join button appears beside the meeting details in the app. Select Join to enter the meeting. Joining from a room system Participants can join a meeting from a Starleaf room system using a 7-digit meeting ID. This ID is provided in the invite email sent to participants and can also be found on the app below the meeting time. If the meeting room was added by the organizer, press the green Join Now button on the touchscreen to join the meeting. StarLeaf App, 28 February 2018 Page 20 of 40

Joining a meeting If there is no Join Now button, use the meeting ID to join. 1. Enter the 7-digit ID on the touchscreen controller using the keypad. 2. Press the icon. StarLeaf App, 28 February 2018 Page 21 of 40

In-call conference controls In-call conference controls The StarLeaf app has controls that you can use while remaining in a voice or video call. In-call controls are currently available in the desktop app only. The controls available in a conference call are shown and described below. For controls in a one-to-one call in the app, go to Using in-call controls (p10). You can send a message to a user or group while you are in a call with them. They must be a StarLeaf user or a StarLeaf group, otherwise the chat option is unavailable and grayed out. When you are in a call, select the Chat icon from the in-call features at the top of the screen. This opens the chat panel to the left-hand side, allowing you to send messages while remaining in the ongoing call. Select Participants to open the Participants panel. From here, meeting participants can be added or removed. Access to the Participants panel differs depending on the type of meeting you are in. See The Participants panel (p23) below for further detail. You can share your screen to the other person (or people) in your video call. This is only enabled when the meeting has started or more than one participant has joined. This is a DTMF keypad that you may need when navigating a voicebased menu system, for example. StarLeaf App, 28 February 2018 Page 22 of 40

In-call conference controls The recording solution is an optional extra. If the option is available to you, select Start recording to record the meeting. Meeting participants who are being recorded can see a red dot, indicating that the recording is in process. In More you can change the video layout and also access Audio & video settings (where you can configure the camera, microphone, and speakers). Enter and exit full-screen mode from here. The Participants panel Depending on the type of meeting, the Participants panel can be managed by either: 1. All participants in the meeting, including the meeting organizer ("All") 2. The meeting organizer only Permissions Scheduled meeting Ad hoc meeting Meet now (calling a group) Can see the Participants panel All All All Can add participants All Meeting organizer only Can remove participants All Meeting organizer only All All StarLeaf App, 28 February 2018 Page 23 of 40

In-call conference controls Who is the meeting organizer? In a scheduled meeting: the user who originally scheduled the meeting and sent any invites. In an ad hoc meeting: the user who created the meeting by adding another user(s) to an ongoing one-to-one call. When using meet now (calling a group): the user who created the meeting by selecting Meet now / Start a meeting in a group. StarLeaf App, 28 February 2018 Page 24 of 40

Creating favorites Creating favorites You can star people, groups, room systems, and permanent meetings to appear in your Favorites. This will allow you to access them quickly and easily in the future. 1. Search for a contact, group, room system or permanent meeting by typing its name into the Search or dial box at the top of the page. 2. Select the icon. 3. Select the icon. This will turn bold, indicating that the contact has been added to your Favorites. To remove a favorite, select the star so that it is no longer bold. The contact is removed from your Favorites. StarLeaf App, 28 February 2018 Page 25 of 40

About voicemail About voicemail You can manage your StarLeaf voicemail greeting directly through the mobile app. Record a voicemail greeting 1. From your Account page in the mobile app, select Record voicemail greeting. This starts a call between you and the StarLeaf voicemail system. 2. Follow the system instructions to record a personal voicemail greeting. Securing your voicemail To ensure the security of your voice and video mail box, you are advised to change your security PIN. To do so, dial 2999 for the voicemail system and follow the IVR instructions. Your default security PIN is 0000. StarLeaf App, 28 February 2018 Page 26 of 40

Invite to StarLeaf Invite to StarLeaf You can invite others to join you on StarLeaf directly through the app. 1. Open the StarLeaf app. 2. Select the plus icon 3. From the menu that opens, select Invite to StarLeaf. 4. Enter the email address of the person you wish to invite to StarLeaf and select Invite. You receive confirmation that your invite has been sent. The person you invite receives an email prompting them to download the app and get started: StarLeaf App, 28 February 2018 Page 27 of 40

Invite to StarLeaf As shown in the example email above, invitees are prompted to download the StarLeaf app. When one of your co-workers downloads and signs in to the app, they are automatically added as a user to your organization. Note: If the person you invite joins StarLeaf using an email address from a domain that StarLeaf does not recognize, StarLeaf will create a new organization for that email domain. The invitee consequently becomes an admin of this organization account as they are the first person to use StarLeaf from this domain. For more information about organization accounts, go to About your organization s account (p37). StarLeaf App, 28 February 2018 Page 28 of 40

About avatars and presence About avatars and presence Avatars represent your interactions in the StarLeaf app. Presence information lets other app users know whether you are currently online, in a call, or offline. Choose from the topics below to learn more about app avatars and presence. Avatars The different avatars you may see and what they mean: Another StarLeaf app user whom you can message. Signified by the initials of the user's first and last name A group (public or private) A voice call to, or from, an unknown number. This can be for an incoming, missed, or outgoing call A call to, or from, a StarLeaf Cloud-registered room system in your organization A call to, or from, an external contact that is in your company directory or in your personal contacts. This can be a video or voice call, but you cannot message these contacts A call to, or from, a unknown H.323/SIP/StarLeaf/Skype for Business URI (one that is not in the company directory or in personal contacts). For example, a StarLeaf app user in a different organization, a StarLeaf scheduled meeting, or an H.323 URI A permanent meeting (a virtual meeting room that anyone can dial into at any time) Presence When a user is active in the app, a presence icon appears over their avatar. Online presence A green circle over an avatar indicates that a user is currently online. On mobile devices, a user appears online while the app is open in the foreground of their mobile device. On a desktop, a user appears online when the app is running and when they are active on their StarLeaf App, 28 February 2018 Page 29 of 40

About avatars and presence desktop. In a call or meeting An orange circle with a handset over an avatar indicates that the user is currently in a call or meeting. This can be: A one-to-one voice or video call that the user has made or answered from the app An ad-hoc or scheduled meeting that the user has joined from the app Offline presence When a user is offline, there is no presence icon over their avatar. On mobile devices, a user appears offline when the app is closed or has been pushed to the background of their mobile device. On a desktop, a user appears offline when the app is closed or the user is inactive on their desktop even though the app is still running. Last seen When a user is offline, a Last seen message appears under their name in the chat. This shows the time the user was last online. StarLeaf App, 28 February 2018 Page 30 of 40

About avatars and presence StarLeaf App, 28 February 2018 Page 31 of 40

About camera and microphone Audio and video settings About camera and microphone You can configure the camera, microphone, and speakers settings in the desktop app. These settings can still be accessed if you are in a call. 1. Go to your Account page in the desktop app. 2. Go to Audio & video settings as shown below. 3. Select the audio and video devices you wish to use from the options available to you. Selecting the blue button beside Camera turns the video off. Note: If another person in the call says your voice is too quiet or too loud, it may be due to your microphone levels rather than the volume of their speakers. StarLeaf App, 28 February 2018 Page 32 of 40

About camera and microphone To adjust your microphone levels: 1. Ensure that the button beside Microphone is selected. It turns blue when selected. 2. Use the slider underneath to adjust the microphone levels. Increasing the level increases your transmitted volume. Permissions The StarLeaf app uses the camera and microphone on your device. When you install the app, give permissions such that it can access your camera and microphone. If you later disable these permissions, you can re-enable as follows: iphone: Go to iphone Settings > Privacy > Camera and enable StarLeaf Go to iphone Settings > Privacy > Microphone and enable StarLeaf Android: Go to Android Settings > Apps > StarLeaf > Permissions and enable Camera and Microphone StarLeaf App, 28 February 2018 Page 33 of 40

About notifications About notifications StarLeaf supports notifications (such as sounds, banners, and app badges) across all devices (Windows, Mac, ios, Android). On mobile devices StarLeaf supports push notifications and these are configurable through the device settings. For example, on the iphone, these settings look like this: You can also mute notifications on a per-contact or per-group basis and then your device will not sound when you receive a new message from that contact or group. To mute a contact or group, go to the info page for that contact or group and choose Mute contact. On an Android device, this looks like this: StarLeaf App, 28 February 2018 Page 34 of 40

About notifications Mac On a Mac, you configure StarLeaf push notifications through the Notification Center. Windows On a Windows computer, to configure system notifications, go to Windows Settings > System > Notifications and actions. StarLeaf App, 28 February 2018 Page 35 of 40

About notifications StarLeaf App, 28 February 2018 Page 36 of 40

About your organization s account About your organization s account If you are using the StarLeaf app, you are part of a StarLeaf organization. A StarLeaf organization is created in one of two ways: Someone signed up for the StarLeaf app and they were the first person in the organization to use StarLeaf. This person created your StarLeaf organization and they are consequently an admin of this organization Your StarLeaf organization was created by your IT administrator (or a supplier) and that person is the admin of this organization Everyone can install StarLeaf on all their devices (Windows, Mac, ios, Android). Everyone can go to StarLeaf App downloads page. When one of your co-workers signs in to the app, that user is automatically added as a user to your organization. Your StarLeaf organization configuration includes a list of Company email domains. Anyone with an email address matching any of your Company email domains can download, sign in to, and use the StarLeaf app. If someone enters an email address from a domain that StarLeaf does not recognize as matching an existing StarLeaf organization, StarLeaf will create a new organization in the StarLeaf Portal for that email domain. And the person who entered their email address will be an admin user of this new organization. If you need people with email addresses that are not in your Company email domains to be part of your organization, manually add them through the StarLeaf Portal. To do this, you must be an admin of your StarLeaf organization. For more information, refer to Create a user account. Accessing the Portal You can view and edit details of your StarLeaf organization through the Portal. An admin user can see more information about the organization than a non-admin user. To access the Portal, go to https://portal.starleaf.com/. If you do not know your password, use the Forgotten your password link to create one. StarLeaf App, 28 February 2018 Page 37 of 40

Troubleshooting StarLeaf app Troubleshooting StarLeaf app How do I report an issue or send feedback? 1. In the app, go to Account. 2. Choose Send feedback. This opens an email template and uploads call logs to StarLeaf support. 3. Use the template to tell us about your experience with the app. Installation issues The StarLeaf app is available for: Windows 10 (and Windows 7 Service Pack 1 and later) (requires.net framework 4.6 or later) ios 8.0 and later Mac OS 10.11 and later Android 4.4 or later StarLeaf Windows installer asks for.net framework 4.6 To run on Windows, StarLeaf requires.net framework 4.6. This is a standard Microsoft component that will already be installed on computers that receive Microsoft updates regularly. If you do not have this component installed, the app installer will automatically install it for you. However, if you do not have admin rights to the computer, the installer will not be able to do so and the install will fail (in this case ask your IT team for help). The Cloud gives new users Breeze rather than the StarLeaf app All of our existing customers have been enabled for using the app, but new users in those organizations will continue to get Breeze until you alert StarLeaf technical support that you want new users to get the app. Camera and microphone issues On some devices, you need to give permission for an app to access your camera and microphone. Refer to About camera and microphone. On the iphone, when you answer a call from the lock screen you then need to select video, otherwise it will be a voice-only call. StarLeaf App, 28 February 2018 Page 38 of 40

Troubleshooting StarLeaf app Using Samsung Galaxy Note 8 Samsung Galaxy Note 8 incorrectly reports that StarLeaf app is accessing the device camera and microphone randomly and in between calls. The StarLeaf app only accesses a device camera and microphone during a call. StarLeaf App, 28 February 2018 Page 39 of 40

Troubleshooting StarLeaf app Legal information Third party software acknowledgments Acknowledgments of third-party software are available at: www.starleaf.com/support/legal Disclaimers and notices Copyright StarLeaf 2018. All rights reserved. This guide may not be copied, photocopied, translated, reproduced, or converted into any electronic or machine-readable form in whole or in part without prior written approval of StarLeaf Limited. StarLeaf Limited reserves the right to revise this documentation and to make changes in content from time to time without obligation on the part of StarLeaf Limited to provide notification of such revision or change. StarLeaf Limited provides this documentation without warranty, term, or condition of any kind, either implied or expressed, including, but not limited to, the implied warranties, terms or conditions of merchantability, satisfactory quality, and fitness for a particular purpose. StarLeaf Limited may make improvements or changes to the product(s) and/or the program(s) described in this documentation at any time. All other product and company names herein may be trademarks of their respective owners. StarLeaf App, 28 February 2018 Page 40 of 40