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, and Africa (EMEA) 10 Americas 11 Asia Pacific (APAC) 11 Dialing instructions sent to a conference meeting 13 In-call conference control and icons 15 In-call conference controls 15 Participant controls 15 Layout control 15 Conference control 16 In-conference icons and counters 17 Joining a scheduled meeting with Skype for Business 18 Skype for Business support 18 Conference layouts 20 Default layouts 21 Conference licenses 22 Conferencing features 22 StarLeaf Encore recording service 23 Legal information 25 Third party software acknowledgments 25 Disclaimers and notices 25 Conferencing and Recording, 03 July 2018 Page 2 of 25
About conferencing About conferencing There are three types of meeting: ad hoc meetings: ad hoc meetings start immediately. You create an ad hoc meeting when you are in a call; simply press add participant on your control panel: You can then add another person to your call. You can have up to 20 participants in an ad hoc meeting. scheduled meetings: a scheduled meeting begins at a particular time. Participants receive invites and instructions on how to join. Participants can join a scheduled meeting in the following ways: click a link to join from a browser download the Starleaf app and click to join join using a StarLeaf room or desktop system join using third-party video conferencing equipment join as an audio-only participant from a telephone (PSTN) The meeting does not automatically end at the scheduled end time, and will in fact continue until everyone disconnects from the call permanent meetings: This is the same as a scheduled meeting but without a date and time. A permanent meeting is a virtual meeting room that anyone can dial into at any time (sometimes known as a meet-me). Permanent meetings have the same features as scheduled meetings (invites, interoperability, PSTN dial-in, etc.). The dialing details never change and the meeting is always joinable Conferencing and Recording, 03 July 2018 Page 3 of 25
How to schedule a meeting How to schedule a meeting When you schedule a meeting, you will log in to the StarLeaf Portal. There, you can choose when your meeting takes place and who attends. Your attendees receive email invites to your meeting. To schedule a meeting: 1. Either: go to portal.starleaf.com and log in (using your email address and the password you created when you activated your StarLeaf account) OR if you are a StarLeaf app user, choose add meeting in the app. This takes you into the StarLeaf Portal OR if you are a Breeze user, choose my conferences on your Breeze display. This takes you into the StarLeaf Portal 2. Go to Meetings > Schedule meeting. You can see the Schedule meeting page: 3. Add the details you require for Title and Description. These are included in the meeting invites. 4. If your organization has purchased the recording solution, select Record meeting to record this meeting. 5. 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 6. 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. 7. 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. 8. 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 Conferencing and Recording, 03 July 2018 Page 4 of 25
How to schedule a meeting Layout : You can choose a layout for the meeting. Video layouts are described later in this document 9. 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. Conferencing and Recording, 03 July 2018 Page 5 of 25
How to join a StarLeaf meeting How to join a StarLeaf meeting When someone invites you to a meeting, you receive an email invitation such as this: Select How to join to view the different ways of joining a meeting. Join with browser Conferencing and Recording, 03 July 2018 Page 6 of 25
How to join a StarLeaf meeting To support this functionality, you need at least: Chrome 46 Safari 9 Internet Explorer 11 Firefox 45 (not recommended) To join a meeting using your web browser: 1. Select Join with browser on the meeting invitation. 2. Enter your name and select Join meeting. Note: If the browser requests permission to access your camera and microphone, allow it. Use a phone for audio and view meeting in this browser You can dial into a meeting using your phone while viewing the meeting in your browser (this is useful if you do not have a microphone in your computer). Select Use a phone for audio and view meeting in this browser. 1. From the drop-down menu, select the country from which you are calling. 2. Dial the number provided using your phone. 3. When prompted, enter the 7-digit meeting ID on the phone and select Continue in your browser. 4. Enter your name and select Join meeting. Use StarLeaf app Conferencing and Recording, 03 July 2018 Page 7 of 25
How to join a StarLeaf meeting To join a meeting using the app, select Use StarLeaf app on the meeting invitation. The app opens from your desktop. When a meeting begins, a green Join button appears beside the meeting details in the app. Select Join to enter the meeting. If the app does not open, or you do not have it, click OK to download it. Use Skype for Business Ensure that you are signed into Skype for Business before completing the following steps. 1. On the StarLeaf meeting invitation, select Skype for Business and then Open Skype for Business. Skype for Business opens and a conversation box between you and the meeting participants also opens. 2. Select the video icon to join the meeting using video and audio, or the phone icon to join with audio only. Conferencing and Recording, 03 July 2018 Page 8 of 25
How to join a StarLeaf meeting If Skype for Business does not open automatically, open it manually and dial the meeting address in the search bar. The meeting address is in a format such as 1234567@companyname.call.sl Join from a room system To join a meeting from a room system: 1. Select Video conferencing room system on the invitation. 2. Select the room system you are using from the list to display the dialing details. 3. On your room system controller, dial the address provided to join the meeting. Conferencing and Recording, 03 July 2018 Page 9 of 25
About global telephone dial-in numbers About global telephone dial-in numbers StarLeaf provides global dial-in numbers for scheduled meetings. This means that, if necessary, participants can join their video meeting as an audio-only participant from a telephone. Each meeting also has its own unique meeting ID, which you need if you want to join a meeting. Find the meeting ID in the meeting-invite email. Europe, Middle East, and Africa (EMEA) Country Number Austria +43 (0) 720 817017 Belgium +32 (0) 2 808 75 49 Czech Republic +420 22888 5707 Denmark +45 89 88 48 56 Finland +358 (0) 9 4245 1136 France +33 (0) 1 82 88 48 65 Germany +49 69 96759439 Greece +30 21 1198 5189 Iceland +354 415 4415 Ireland +353 (0) 76 888 7016 Israel +972 2 374 8920 Italy +39 06 9480 1462 Kenya +254 207640617 Latvia +371 67 859 609 Luxembourg +352 27 86 05 55 Netherlands +31 (0) 20 808 1104 Nigeria +234 1 440 6274 Norway +47 23 96 03 82 Poland +48 22 307 3938 Portugal +351 308 809 309 Conferencing and Recording, 03 July 2018 Page 10 of 25
About global telephone dial-in numbers Romania +40 31 630 3660 Russia +7 499 643 5774 South Africa +27 87 237 9808 Spain +34 911 883 776 Sweden +46 (0) 8 446 835 71 Switzerland +41 31 528 09 91 United Kingdom +44 (0) 330 828 0796 Americas Country Number Brazil +55 11 4950 8569 Canada +1 204 515 2525 Chile +56 (0)2 2938 2055 Colombia +57 (0)1 508 8155 Mexico +52 55 4162 2966 United States +1 669 777 3072 Asia Pacific (APAC) Country Number Australia (Central East) +61 (0)2 8880 5544 Australia (South East) +61 (0)3 8400 4316 Australia (North East) +61 (0)7 3067 7874 Australia (Central and West) +61 (0)8 7150 1750 China +86 400 653 5499 Hong Kong +852 580 32851 India +91 22 71279144 Japan +81 (0)345 789 338 Conferencing and Recording, 03 July 2018 Page 11 of 25
About global telephone dial-in numbers Malaysia +60 (0)3 9212 5505 New Zealand +64 (0)9 925 0337 Singapore +65 3158 0277 South Korea +82 (0)2 6022 2487 Conferencing and Recording, 03 July 2018 Page 12 of 25
Dialing instructions sent to a conference meeting Dialing instructions sent to a conference meeting When you schedule a meeting, your participants each receive an email invitation that explains how they can join the meeting, be that using a StarLeaf system, a third-party video conferencing system, a phone, or by using their browser. Below is an example of the invitation: When the participant chooses the How to join link, they will see more options for joining the meeting. The options are to join from a StarLeaf system, to join from a computer or tablet (either Click-to Call using a browser or download a software client), join using Skype for Business, join by dialing a phone number (audio only), or use a third-party videoconferencing system such as Lifesize, Cisco, Polycom, Tandberg etc. All the supported third-party standards-based video equipment information can be found in the Video conferencing room system tab. Dialing instructions for each are available from the relevant dropdown menus. Conferencing and Recording, 03 July 2018 Page 13 of 25
Dialing instructions sent to a conference meeting Conferencing and Recording, 03 July 2018 Page 14 of 25
In-call conference control and icons In-call conference controls In-call conference control and icons When in a meeting, the StarLeaf touchscreen controller and StarLeaf app show conference controls on the in-call control panel. You will have access to these controls if you are: the meeting organizer in an ad hoc meeting a participant in a scheduled meeting These controls are not available to participants who have dialed into a meeting from outside an organization. Participant controls You can individually control (mute or remove) every participant in a meeting. Participants who have been individually muted using these controls see a 'you are muted' notification. When there are five or more participants, the participant list becomes horizontally scrollable. To mute yourself (and the room you are in), use the microphone mute control on the touchscreen controller. Layout control Controls on the layout tab allow you to choose a different video layout. Conferencing and Recording, 03 July 2018 Page 15 of 25
In-call conference control and icons Conference control The conference control provides in-call controls. Lock meeting: This prevents any more participants from joining this meeting. Those that attempt to do so instead see a splashscreen telling them that the meeting is locked Mute all: This control mutes all other participants in the meeting. Participants muted in this way see a 'you are muted' notification End meeting: This control causes the meeting to end and all participants to be disconnected from it. There is a confirmation dialog before the meeting is ended Conferencing and Recording, 03 July 2018 Page 16 of 25
In-call conference control and icons In-conference icons and counters Audio-only and video-muted participants do not occupy a video pane in the video layout. Instead, they are listed by name (or telephone number, or URI) with an icon indicating status. If a meeting is being recorded, participants will see an icon indicating that recording is taking place. Conference icons This is an audio-only participant This participant has muted video This is a video participant, but there are insufficient panes in the conference layout to display everyone in the conference Meeting participants who are being recorded are able to see a 'recording in process indicator'. This is a red dot in the top right corner of the conference view The image below show the speaker-only layout. You can see the current speaker's name at the bottom of the main pane with other participants listed by name in the top right with their status icons. The 'recording in process indicator' is also present. Where content is shared, the name of the participant or meeting room that is sharing is shown. Conferencing and Recording, 03 July 2018 Page 17 of 25
Joining a scheduled meeting with Skype for Business Joining a scheduled meeting with Skype for Business StarLeaf users can invite Skype for Business users to scheduled meetings. To do so, schedule a meeting in the usual way (refer to How to schedule a meeting). When you are invited to a StarLeaf meeting, you receive an email explaining how to join the meeting. If you are a Skype for Business or Lync user, choose Skype for Business in the invite to launch Skype for Business/Lync and join the meeting. If Skype for Business does not open automatically, open it manually and dial the meeting address in the search bar. The meeting address is in a format such as 1234567@companyname.call.sl Skype for Business support StarLeaf Cloud supports the following Skype for Business/Lync infrastructure: Skype for Business Server Lync 2013 Server Skype for Business for Office 365 Lync Online StarLeaf Cloud supports audio and video with the following Skype for Business/Lync clients: Conferencing and Recording, 03 July 2018 Page 18 of 25
Joining a scheduled meeting with Skype for Business Lync 2013 for Windows Lync 2013 for ios Lync 2013 for Android Skype for Business 2015 for Windows Skype for Business 2015 for ios Skype for Business 2015 for Android StarLeaf Cloud supports audio only with Lync for Mac 2011. StarLeaf Cloud does not support: Lync Server 2010 Lync 2010 for Office 365 Conferencing and Recording, 03 July 2018 Page 19 of 25
Conference layouts Conference layouts The following video layouts are available for all meetings. Video layout In this layout, the current speaker is given prominence with the largest pane. Other participants are displayed in a strip below the current speaker. A maximum of five participants appear in the strip. Counters display the numbers of additional audio and video participants in the meeting In this layout, every participant is given equal prominence in equal-sized panes. The number of panes is determined by the number of participants in the meeting. Up to 25 participants are shown. Counters display the numbers of additional audio and video participants in the meeting In this layout, only the current speaker is seen in a large pane. This layout is sometimes known as 'speaker-only'. Counters display the numbers of additional audio and video participants in the meeting In this layout, the current speaker is given prominence in the largest pane. The size of that pane is determined by the number of other people in the meeting. Every participant remains visible at all times up to a maximum of 10 participants. Counters display the numbers of additional audio and video participants in the meeting The image below show a conference using the equal panes layout: The image below shows a speaker only layout: Conferencing and Recording, 03 July 2018 Page 20 of 25
Conference layouts The image below shows the speaker with strip layout: Default layouts Every organization has a default video layout for meetings. This is set in the StarLeaf Portal in My organization > Edit organization > Advanced settings: This is the default video layout for new ad hoc and scheduled meetings. However, individual users can override this: For ad hoc meetings, users can choose a different layout for all their ad hoc meetings in the StarLeaf Portal > My profile For scheduled meetings, user can choose a different layout when they schedule a meeting (refer to How to schedule a meeting) During a meeting, StarLeaf endpoint users can override the video layout and choose a different layout just for their own view Conferencing and Recording, 03 July 2018 Page 21 of 25
Conference licenses Conference licenses A Conference License allows you to have, at the same time: one QuickMeet (ad hoc) conference AND one in-use scheduled OR permanent conference An in-use permanent conference means that one or more participants are currently dialed in. This means that you can create any number of conferences, either scheduled or permanent. Those conferences can overlap in time, but with only one Conference License, only one scheduled or permanent conference can have participants at any time. A Conference License also allows you to have one QuickMeet conference, and this can be in use at the same time as the scheduled conference. Also available: A QuickMeet License which only allows one QuickMeet conference and no scheduled conferences. There are two types of Conference License which determine the maximum number of participants that you can have in a scheduled or permanent conference at any one time: Standard Conference License: allows up to 20 participants Premium Conference License: allows up to 50 participants Conferencing features The Conferencing License also includes: StarLeaf app (software endpoint) for everyone in your organization Everyone in your organization can schedule their own conferences All scheduled meetings have global audio dial-in numbers Interoperability with standards-based video conferencing equipment. Scheduled meeting invitations provide details of how to join from third-party equipment (Cisco, Polycom, Lifesize, Skype for Business, etc.) Click-to-Call browser video calling is available for all scheduled meetings Scheduling using StarLeaf Add-in for Microsoft Outlook Additional option: Recording Conferencing and Recording, 03 July 2018 Page 22 of 25
StarLeaf Encore recording service StarLeaf Encore recording service Encore recording is an enhancement to the StarLeaf Cloud conferencing service. Scheduled meetings can be recorded: You can choose whether or not a meeting is recorded from the StarLeaf Portal. In this case, the recording starts when the meeting starts, and ends when the meeting ends You can also choose to record a meeting directly from a StarLeaf endpoint. If you are using a StarLeaf endpoint, you can also start and stop the recording from the StarLeaf endpoint and this is regardless of whether or not the meeting was selected to be recorded in the StarLeaf Portal Participants who are being recorded are able to see a 'recording in process indicator'. This is a red dot in the top right corner of the conference view. Recordings can be downloaded from the StarLeaf Portal and distributed as mp4 files (audio codec: AAC, video codec: H.264). The estimated compression rate is 500 MB per hour or 1.1 Mbps (both after post processing) but bear in mind that this is subject to video motion. Note that the time out for long recordings is 12 hours. Only the conference owner can download the recording. In an organization that has purchased the StarLeaf Encore solution, recording is available to all users. Users can only see their own recordings in the Portal (go to: Recordings). Admins are able to see all recordings. The image below shows the start/stop recording option on the Touch 2035. Note: Any participant using a StarLeaf endpoint can start or stop a recording, but only the conference owner can download the recording. Only the conference owner and admin user can view the recording. The image below shows the Record conference option on the StarLeaf Portal. Conferencing and Recording, 03 July 2018 Page 23 of 25
StarLeaf Encore recording service Conferencing and Recording, 03 July 2018 Page 24 of 25
Legal information 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. Conferencing and Recording, 03 July 2018 Page 25 of 25