iocom user guide the google play or amazon store and search for: iocom visimeet 2. open the entry...

IOCOM User Guide

Copyright © 2016-2017 IOCOM UK Ltd.

Table of Contents

Introduction to IOCOM ................................................................................................................................. 4

Installing the IOCOM Client

System Requirements ............................................................................................................................... 5Audio and Video Requirements .............................................................................................................. 6Installing the IOCOM Software ............................................................................................................... 8Upgrading the IOCOM Software ............................................................................................................. 10Checking for Updates................................................................................................................................ 12Connecting IOCOM to a specific server ................................................................................................. 13

IOCOM Client Configuration

Setting up IOCOM using the Setup Wizard .......................................................................................... 14

IOCOM Options

Audio Options ....................................................................................................................................... 16Video Options........................................................................................................................................ 18

Setting up Multiple PTZ cameras................................................................................................... 23Network Cameras............................................................................................................................. 24

Video Layout Options........................................................................................................................... 26Meeting Options.................................................................................................................................... 28Messaging Options ............................................................................................................................... 30Dialer Options ....................................................................................................................................... 31General Options .................................................................................................................................... 32Stormboard Options............................................................................................................................. 34

Managing Contacts

The Basics

Contact List Overview .......................................................................................................................... 36Contact List Preferences....................................................................................................................... 38Adding a New Contact ......................................................................................................................... 39Adding an Existing Account................................................................................................................ 41Deleting a Contact ................................................................................................................................ 43Hide Offline Contacts ........................................................................................................................... 44Changing your status ........................................................................................................................... 45

Managing Communities

Communities Manager ......................................................................................................................... 47Adding Communities ........................................................................................................................... 48Renaming a Community...................................................................................................................... 49Deleting a Community ......................................................................................................................... 50Adding user to a Community ............................................................................................................. 51Deleting user from a Community....................................................................................................... 52

Managing Groups ...................................................................................................................................... 54Adding Groups...................................................................................................................................... 55Renaming a Group ............................................................................................................................... 57Deleting a Group................................................................................................................................... 58Adding user to a Group....................................................................................................................... 59Deleting user from a Group ................................................................................................................ 60

Joining Meetings

Joining a New Meeting ............................................................................................................................. 61

1

Joining Last Meeting ................................................................................................................................. 62Joining a Meeting by ID ........................................................................................................................... 63Meeting Mode Options.............................................................................................................................. 65Exit a Meeting............................................................................................................................................. 66

Joining Rooms

Joining a Room.......................................................................................................................................... 67

Managing Meetings

Invite

Invite to Meeting................................................................................................................................... 68Rejecting Meeting Invite Messages .................................................................................................... 71

Scheduling Meetings

Scheduling a New Meeting .................................................................................................................. 73Meeting Scheduler Options ................................................................................................................. 76Meeting Scheduler Video Layout ........................................................................................................ 79Sending an Email invitation ................................................................................................................ 81Adding Meetings to Calendar.............................................................................................................. 84

Meeting Tools Management

Controlling Meeting Audio

Changing your Audio Input ................................................................................................................ 86Changing your Audio Ouput............................................................................................................... 88Controlling Participant Audio.............................................................................................................. 90

Controlling Meeting Video

Changing your Video Output.............................................................................................................. 91Controlling PTZ Cameras .................................................................................................................... 93

Sharing Desktops and Applications ........................................................................................................ 96Sharing your Desktop and Applications............................................................................................ 97Sending Pictures of Applications and Desktops (Pix) ..................................................................... 100Sharing a PowerPoint Presentation.................................................................................................... 102

Sending Messages

Instant Messaging a Contact ............................................................................................................... 103Messaging in a Meeting........................................................................................................................ 105Sharing URLs......................................................................................................................................... 107

Using the Dialer

Place an H.323 call ............................................................................................................................... 109Place a SIP call ...................................................................................................................................... 111Place a phone call ................................................................................................................................. 113Saving Endpoints .................................................................................................................................. 115

Sharing Files

Sharing Files .......................................................................................................................................... 116Downloading Files ................................................................................................................................ 118

Using the Recorder

Recording Meetings .............................................................................................................................. 119Playing a Recording.............................................................................................................................. 121Sharing Recordings .............................................................................................................................. 123Deleting Recordings ............................................................................................................................. 125

Using Stormboard ..................................................................................................................................... 126

2

Stormboard in a Meeting..................................................................................................................... 127

Moderator

Meeting Moderation.............................................................................................................................. 129

Account Management

Account User Manager.............................................................................................................................. 136Inviting New Users.................................................................................................................................... 137Setting UserSubscription evel .................................................................................................................. 139Removing User from Account ................................................................................................................. 141Changing your Account Password.......................................................................................................... 143Forgot My Password.................................................................................................................................. 144

Support Resources

Online Resources....................................................................................................................................... 146

3

Introduction to IOCOM

IOCOM is a multi-point collaboration platform delivering a rich visual communication environment complemented by a full-featured and compact user interface. The platform is highly scalable and can range from a desktop/laptop system with a USB camera and headset to a full room system with multiple cameras and professional grade audio and video components.

This guide will describe how to use the IOCOM client which is the core interface for initiating and managing your meetings, as well as controlling your meeting experience. From the IOCOM client window, you have access to all your conference creation and scheduling functions, as well as the ability to create instant encrypted meetings with other IOCOM endpoints.

Let's get started with the install of the IOCOM client.

4

System Requirements

Minimum hardware specifications are:· OS: Windows 7+, Mac OS X 10.9+ or any recent 64-bit Linux distribution· One or more USB, PTZ or built-in cameras up to HD resolutions· High-speed Internet connection· High quality audio device*

For updated listings of other recommended equipment including audio-visual components, please visit the IOCOM Support Center.

*Audio device selection greatly affects the quality of meeting audio. Built-in microphone and speakers can be used, but a headset or audio conferencing speakerphone is recommended for the best experience.

5

Audio and Video Requirements

Before setting up the IOCOM client, you need to make sure you have the appropriate Audio and Video equipment.

The IOCOM client software runs on your computer system with a variety of off the shelf hardware audio and video input/output devices. There is no proprietary IOCOM hardware required to run the software and it is possible to integrate a wide variety of audio and video devices with the system.Important note: IOCOM functions properly on most laptops but their audio hardware often offer poor acoustics and are not recommended. Please use the devices mentioned in the list below.For more information on recommended hardware audio and video devices, please visit the IOCOM support website http://support.iocom.com.

Audio Devices

You will most likely use one of the following audio devices:

1. Using Headsets with boom microphones

Using a headset or ear piece is the easiest way to ensure a optimal audio environment. For best results, position the microphone off to the side or inline with the base of your chin. You can also shorten the boom on some models and place the microphone tip near but not in front of the mouth. Many headset models include a volume control on the cord and/or a switch which can be used to mute/unmute the microphone input. When joining a meeting, remember that in addition to the IOCOM client and system controls, you may need to adjust these headset controls as well.

2. Using Tabletop microphones

If you do not wish to use a headset and prefer the use of a tabletop microphone, bear in mind that your speakers will pass audio back through the microphone and generate an effect called echo which is extremely disruptive to a conference. For best audio results, you have two options to use tabletop microphones without creating an echo effect: - Turn off the microphone in the IOCOM client when you are not speaking. You will still generate echo effects if someone interrupts you or you engage in an active 2-way conversation. - Enable echo cancellation by going to Tools > Options > Audio and check "Enable Echo

Cancellation."

We recommend using the following Echo Canceling Microphone and Speakers devices:· Phoenix Duet MT202-PCS· Phoenix Spider MT503· Revolab FLX UC500

3. Using Desktop speakers

Desktop speakers should only be used in conjunction with echo cancellation. Even in conjunction with a headset microphone, desktop speakers will tend to generate a signal loud enough to pass back through the microphone as echo. For best results, keep the speaker volume low and place them further away from the microphone.

4. Using Built in Audio

Many laptops come with built in microphones and speakers. This hardware can be used and functions well when echo cancellation is enabled (just go to Tools > Options > Audio and check "Enable Echo

Cancellation." )

Note : Before using your audio device in IOCOM, be sure you have installed any software drivers that came with your audio device. Follow the instructions included with your audio device for installing the drivers.

6

http://support.iocom.com

Note : Before using your audio device in IOCOM, be sure you have installed any software drivers that came with your audio device. Follow the instructions included with your audio device for installing the drivers.

Video Devices

You will most likely use cameras.Webcams or PTZ cameras should be placed as close as possible to the center of the display area and inline with eye level. The objective is to approximate eye contact as well as possible when in a conference. If you have a license that allows multiple cameras, you should position the extra cameras to view other participants in the room to capture the best experience for your meetings.

Note : Before adding any new video hardware to your system, visit the IOCOM support website http://support.iocom.com to check for any known incompatibilities.

Video Displays

For optimal use of IOCOM software, the following adjustments should be made in your display control panel: 1. Disable screen savers and monitor power standby. When you are not using your keyboard and mouse, these will cause the monitor to blank out. If you are in a conference with someone at the time, this can be very disruptive.2. Do not show window contents when dragging. This is extremely processor intensive, and can impact the performance of your conference.3. We recommend a desktop resolution of 1440x900 or higher. Some systems may experience problems displaying video streams at less than 24-bit color.

After making sure you have the right audio and video equipment, you will need to configure your Audio and Video settings to be up and running to join meetings. See next sections to proceed with the set up.

7

http://support.iocom.com

Installing the IOCOM Software

Prerequisites1. Sign up for the IOCOM service at http://www.iocom.com. If your organization is rolling out a Premise-based IOCOM service, you may need to speak to your organization's IT department to obtain the software download. 2. The software download link will be sent to the email address you used to register. 3. Download the IOCOM software and see the next section for the installation instructions.

Installation Instructions for Windows

1. Log onto your Windows accountNote: Administrator privileges are not required. 2. Run the installer that you previously downloaded, view the IOCOM User Agreement and click "Accept and Install" as shown below:

3. The Updating System screen will load with a progress bar, and the IOCOM client will be installed. 4. Once the installation is complete. The IOCOM client will start, enter your login credentials when prompted. After installing the IOCOM software, you may now configure your system and your audio/video devices.Please see Setting up IOCOM using the Setup Wizard to get started.

Installation Instructions for Mac

1. Log onto an administrator-enabled account. 2. Run the installer that you previously downloaded. In the Introduction screen, click Continue.

8

3. In the next "Installation Type" screen, click Install. You will be prompt to enter the Administrator's

password. 4. Click Close to finish. 5. Launch IOCOM and enter your log in credentials

After installing the IOCOM software, you may now configure your system and your audio/video devices.Please see Setting up IOCOM using the Setup Wizard to get started.

Installation Instructions for Linux

1. Log onto with a sudo capable account. 2. Run the installer that you previously downloaded.

3. Launch IOCOM and enter your log in credentials.

After installing the IOCOM software, you may now configure your system and your audio/video devices.Please see Setting up IOCOM using the Setup Wizard to get started.

Installation Instructions for Android

1. Visit the Google Play or Amazon Store and search for: IOCOM Visimeet2. Open the entry and tap the Install button

Installation Instructions for iOS

1. Visit the Apple AppStore and search for: IOCOM Visimeet2. Open the entry and tap the Install button

9

Upgrading the IOCOM Software

PrerequisitesYou may have be prompted to upgrade to a newer version of the IOCOM client.

You can directly click on Run Installer and follow the steps belowBy clicking on Save and Exit you can save the new installer and install it after by following the steps below.Or by clicking on Cancel and Exit, you will cancel the upgrade.

Important Note about Connectivity If the upgrading process fails, make sure that port 80 is opened. This is required for automated upgrades of the IOCOM client. Otherwise, the client upgrade has to be downloaded manually on a machine with port 80 access and manually installed.

Upgrade Instructions for WindowsThe following steps will guide you to perform a IOCOM software upgrade on Windows.

1. Log on to your account.

2. On a system with a non-current version of IOCOM already installed, make a note of the various settings, as these should be preserved after the upgrade.

3. Run the installer that you previously downloaded and answer No to, "An install of IOCOM version <OLD_VERSION> has been detected. Would you like to perform an express upgrade to <NEW_VERSION>?" 4. View the IOCOM User agreement and click "Accept and Install". 5. After the installation is complete, IOCOM will automatically launch on Windows systems. Please note that all your previous configuration have been saved during the upgrade.

Upgrade Instructions for MacThe following steps will guide you to perform a IOCOM software upgrade on Mac.

1. Log on to an administrator-enabled account.

2. On a system with a non-current version of IOCOM already installed, make a note of the various settings, as these should be preserved after the upgrade.

10

3. Run the installer that you previously downloaded. In the Introduction screen, click Continue. 4. In the next "Installation Type" screen, click Install. You will be prompt to enter the Administrator's password. Files will be installed. 5. Click Close to finish.

6. Launch IOCOM

Please note that your previous configuration has been saved during the upgrade.

11

Checking for Updates

In this section, learn how to check if you received an update of the software.

1. Each client will be notified if an updated version of IOCOM is available. An "Update Available" will appear:

Note: if the Update menu option is not listed, no new updates are available.

2. Click the Update Available banner. A new dialog will appear and give you information about the available version.

3. Click Not Now if you do not want to upgrade or click Update to proceed.This will download the latest version and upgrade your client.

Note: all previous settings will be saved when performing an upgrade.

12

Connecting IOCOM to a specific server

In this section, learn how to connect IOCOM to a specific server. This is typically done for customers with their own, private, IOCOM server.

1. If you are already running IOCOM, Go to Meeting > Log Out. The Log In screen will appear.

2. Specify a valid UCS/UCG host name or IP address in the Server (UCS) field as shown below:

3. Confirm that valid login credentials are specified in the appropriate fields and click Log In.

A progress bar will be visible while it's connecting to the server.

You should now be able to join meetings or invite other users connected to this same UCS/UCG to instant meetings.

13

Setting up IOCOM using the Setup Wizard

In this section, learn how to set up IOCOM for a Meeting. The following steps will help you configuring your Audio Input/Output and Video input that you would like to use during your meetings.

1. Click on the icon in the lower left of the client and select Setup Wizard

Alternatively, in the IOCOM client menu, go to Tools > Options > Setup Wizard

2. The Setup Wizard page will load and you will see sections for Audio and Video devices.

3. Select your desired Input Device (Microphone) from the drop down menu.Note: Recommended devices are represented by an * and are typically echo canceling devices or headsets.

4. Click Test Audio Input to test your microphone. As you speak, the audio level indicator will move

5. You can adjust the input volume slider up or down until when you are speaking reaches the half-way point.

6. Click Stop Audio Test when you are done configuring your input volume.

7. Select your desired Output Device (Speaker) from the drop down menuNote: Recommended devices are represented by an * and are typically echo canceling devices or headsets.

14

8. Click Test Audio Output. You will hear a recorded prompt.

9. You can adjust the output volume using the volume slider and click Stop Audio Test when you are done.

10. The final step is to configure your camera. As shown above, select the camera(s) you would like to automatically send when joining a meeting. Desktops can also be set to automatically send on meeting join as well.

11. When you select a camera, you will see a preview of your video device.

12. When you select a desktop, a small preview of your desktop will be displayed. Note that when joining a meeting, remote viewers will see the video in your desktops native resolution.

13. When you are satisfied with your changes, click Save

Important Notes :

· If your camera is not listed here, make sure the camera is connected to your system. You may need to install the camera drivers, or restart your system.

· If you do not have a camera yet, click Save. You can install and configure a camera at a later time.· Please note that you have the option to change your Audio or Video settings again. For more

information about configuring them, read sections Audio Options and Video Options.

After running the setup Wizard, you are now ready to join meetings. Please read the section Managing Meetings to learn how to Invite a contact to a meeting and how to configure your meeting options.

15

Audio Options

In this section, learn how to configure your Audio settings, including microphone, speaker and notification tones.

1. Click on the icon in the lower left of the client and select Options

Alternatively, in the IOCOM client menu, go to Tools > Options

2. General

· Default Codec: The default audio encoding codec to be used in a meeting. Note: Options may be limited by your user level or server restrictions.

· Echo Cancellation: Toggle IOCOM's built in echo cancellation. · Highlight Active Speaker: Active speakers will be underlined in the Meeting Participant tab.· Enable Audio Tones: Toggle audio prompts that will play when specific events occur

· Invitations: Audio prompt played when receiving a meeting invitation· Repeat Invitation Tones: Audio prompt will continue to play when receiving a meeting

invitation· Group Chat Messages: Audio prompt played when a group chat message is received· Chat Messages: Audio prompt played when a Meeting Content message is received· Instant Messages: Audio prompt played when a private Instant Message (IM) is received· Files: Audio prompt played when a file has been shared in Meeting Content

16

· Enter/Exit: Audio prompt played when a user joins or exists a meeting

3. Input Device

· Microphone: Select the microphone you wish to use when joining meetings.· Volume Slider: Slide the meter to the left to decrease microphone sensitivity and to the right to

increase microphone sensitivityNote: Recommended devices are represented by an * and are typically echo canceling devices or headsets.

4. Output Device

· Speakers: Select the speaker you wish to use when joining meetings.· Volume Slider: Slide the meter to the left to decrease volume and to the right to increase the

volume of your speakerNote: Recommended devices are represented by an * and are typically echo canceling devices or headsets.

5. Click the Save button to save changes or Cancel to exit the Options page without saving.

17

Video Options

In this section, learn how to configure your Video settings, including transmitted cameras, resolutions and video window behavior.



2. Click on the Video tab

3. General· Warn about Untransmitted Cameras: Display a notification if you are not transmitting a camera

when joining a meeting· Snap Resized Video Windows to Native Aspect Ratio: When resizing the video, enabling this

option maintains the aspect ratio of the incoming video stream, which can result in "letterbox" style videos

4. Desktop Sharing & Recordings· Fit to Window: Automatically fit videos and shares to the video window· Unshare Closed Windows: Automatically stop sharing an application when the application is

closed or minimized

18

· Display Desktop Sharing Videos Independently: When enabled, desktop shares are displayed in their native resolution. When disabled, desktop shares show up as a standard size video window

· Notify Me When a Meeting is Being Recorded: Receive a pop-up notification when a meeting is being recorded

· Default Capture Quality: This sets the default capture quality when creating a meeting recording in the cloud

· Local Recording Quality: This sets the default capture quality when creating a meeting recording on your local system

· Local Recording Location: Specify a directory to save meeting recordings in. Additionally, any compatible video files in this directory (.AVI, .MPG, .MP4, .WEBM, etc) will be displayed in the IOCOM client in the "Recorder" tab

5. Controllable Cameras· Detect Cameras: Clicking this button will query your system for any serial PTZ cameras.

Detected devices will be listed here, and can then be matched to cameras in the Video Devices section, described below. USB PTZ cameras are not displayed here, but will appear in the "PTZ

Camera" drop down menu.

6. Scroll down to Video Devices this section is broken down to Cameras and Desktops

19

Cameras:· Display Name: Custom camera names can be entered here. All users in a meeting will see this

camera name· Video Source: Click to open any camera configuration software installed on your system· Resolution: Set the default resolution at which to transmit this camera· PTZ Camera: If this is a PTZ camera, associate it with the correct PTZ control device· Send Automatically On Join: When checked, this camera will automatically be transmitted when

joining a meeting· Focus Camera for Voice Activation: When checked, this camera will be used when you are the

active speaking in a Voice Activation meeting

Desktops:· Display Name: Custom desktop names can be entered here. All users in a meeting will see this

desktop name· Send Automatically On Join: When checked, this desktop will automatically be transmitted when

joining a meeting

7. Scroll down to see the Network Video Device section.

Network Video Devices:· Add Network Video Device: Click to add a network camera:

21

· URL: Enter the URL to the network camera, including either rtsp://, rtmp://, etc· Display Name: Custom camera names can be entered here. All users in a meeting will see this

camera name· Resolution: Set the default resolution at which to transmit this camera· Send Automatically On Join: When checked, this camera will automatically be transmitted when

joining a meeting.· Remove Click to remove the selected network camera

Click the Save button to save your new settings or Cancel to exit the Options page.

22

Setting up Multiple Serial PTZ cameras

In this section, learn how to set up multiple PTZ cameras. IOCOM is compatible with Sony and Canon Pan Tilt Zoom cameras.

How to set up multiple PTZ cameras using COM ports

1. Turn on your PTZ camera and connect the serial port to your system.



3. Go to the Video tab and the Controllable Cameras section

4. Click the Detect Cameras button and the COM ports on your system will be queried to find controllable PTZ cameras.

5. Once detected, scroll down to the Video Devices section. Assign the PTZ controls to the correct device via the PTZ Camera drop-down menu.

6. After configuring your Video inputs with your PTZs, learn how to control your PTZ camera while in a meeting, please read the 'Controlling PTZ Cameras ' section.

7. Click the Save button to save your new settings or Cancel to exit the Options page.

Please see section Controlling PTZ Cameras for details on how to control local and remote cameras in a meeting.

23

Setting up Network cameras

In this section, learn how to set up network cameras. IOCOM supports standard RTSP, RTMP

How to set up network cameras

1. Turn on your network camera.

2. Click on the icon in the lower left of the IOCOM client and select Options


3. Go to the Video tab and scroll to the the Network Video Devies section

4. Click the Add Network Video Device button

5. Enter the URL to the network camera, including either rtsp://, rtmp://, etc

6. Enter a Display Name for the camera. All users in a meeting will see this camera name

24

7. Specify the default Resolution at which to transmit this camera

8. Click Send Automatically On Join and this camera will automatically be transmitted when joining a meeting.

9. To transmit network cameras, join a meeting and click the camera split menu drop down icon

Configured network cameras will be displayed in the list of available devices. Click the "Transmit" box to send the camera to all meeting participants.

25

Video Layout Options

In this section, learn how to configure multiple displays and Meeting Video Layout. This defines the default behavior of where video windows will appear on your system and what size those videos will be. These settings can be changed prior to joining a meeting and while in a meeting.

Note: Video Layout sections can be overridden when joining a scheduled meeting where the meeting owner has defined a specific layout format for all users that join the meeting.



2. Click the Video Layout tab

2. Video Layout

· Layout Mode: Set the default layout of video windows when joining a meetingTiled: In this mode, all video windows are sequentially laid out over the selected displaysSingle Big: One video will occupy a extra-large position of the display, with other video windows tiled. With "Voice Activated" mode enabled, the active speaker will be moved in to this video position (1)Dual Big: Two videos will occupy the extra-large positions of the display, with other video windows tiled. With "Voice Activated" mode enabled, the two most recent active speaker will be moved in to video position (1) and position (2)

26

Quad Big: Two videos will occupy the extra-large positions of the display, with other video windows tiled. With "Voice Activated" mode enabled, the four most recent active speaker will be moved in to video position (1) and positions (2), (3) and (4)Presentation: In this mode, shared data takes up video position (1), with other videos tiled around the sides and below. With "Voice Activated" mode enabled, active speakers will be moved to positions (2), (3) and (4)

· Tiled Video Size: This defines the default size to display tiled video windows· Video Windows Behavior

Together: When the IOCOM client is brought is made the active window, all video windows are brought to the frontIndependent: The IOCOM client and video windows can independently be put in front of other windowsAlways on Top: All video window will default to appearing on top of all other open windows

· Voice Activated: Available for all modes except Tiled. When active, users that have recently spoken will occupy the "Big" video windows

· Avoid the User Interface: Available for all modes. When active, video windows will not open on top of the IOCOM client interface

· Display Selection: Here, all system displays are represented. In the example above, the system has 3 monitors laid out horizontally. Monitors can be enabled and disabled by clicking. Enabled monitors, indicated by a Green background, will have video windows open on them when in a meeting. Grey monitors will be excluded from having video windows automatically opening on them

Note: This only controls where videos open automatically. Videos can be manually moved to any monitor

3. Click the Save button to save your new settings or Cancel to exit the Options page

Pro User Tip: Video Layout settings can be applied while in a meeting. Option this Options page, select your desired layout and click Apply to Current Meeting

27

Meeting Options

In this section, learn how to configure your Meeting Options. Items like idle timeouts, Mini UI mode and automatic meeting handling can be set here.



2. Click on the Meeting tab

2. Check options to :· Default Join Mode: Set the default meeting join mode, see "Meeting Mode Options" for details· Enable Mini UI on Meeting Join: When enabled, automatically switch to the reduced "Mini UI"

mode when joining a meeting· Set status to "Idle" after ## minute(s): When enabled, the IOCOM client will automatically

change your account to an "Idle" status when no keyboard nor mouse activity is detected during the specified time period

· Set status to "Away" after a meeting invitation is missed: When enabled, the IOCOM client will automatically change your account to an "Away" status when an incoming meeting invitation is missed

28

· Set status to "Away" after a meeting invitation is missed: When enabled, the IOCOM client will automatically change your account to an "Away" status when an incoming meeting invitation is missed

· Automatically accept scheduled meeting invitations: When enabled, the IOCOM client will automatically accept any scheduled meeting invitations received

· Notify me ## minute(s) before a scheduled meeting starts: When enabled, a pop up notification will be displayed prior to the start time of any scheduled meeting

· Automatically join scheduled meetings: When enabled, automatically join any scheduled meeting· Automatically accept meeting invitations: When enabled, automatically accept and join any

incoming meeting request· Automatically exit empty meetings: When enabled, if a meeting has no other participants, the

client will automatically exit the meeting after five minutes· Automatically extend active meetings: When enabled, meetings will automatically extend for an

extra hour· Prompt before invite: When enabled, the IOCOM client will display a confirmation dialog before

sending a meeting invitation to another user· Prompt before exiting meeting: When enabled, the IOCOM client will display a confirmation

dialog before exiting a meeting· Confirm moderator device changes: When enabled, you will receive a confirmation prompt when

a meeting moderator wants to change your microphone, speaker or video shares· Share PowerPoint presentation automatically: (Windows Only) When enabled, the IOCOM client

will automatically transmit PowerPoint slides when the slide show is viewed in Presentation Mode


29

Rejecting Meeting Invite Messages

In this section, learn how to reject a Meeting Invite and how to create custom Invitation Replies.



2. Click on the Messaging tab

Invitation Replies· Enter Your Reply/Add Button: Enter custom messages to use when rejecting a meeting

invitation. See section Rejecting a Meeting Invitation for details.· Remove Button: Click an existing Invitation Replies and click the Remove Button to delete the

reply.

Meeting Notes & Instant Messaging· Use System Notifications for IM Messages: Enable to use your systems default notification

routines in addition to the IM audio tone. On Windows this results in a system tray pop-up message.

· Save IM History For: Select the length of time sent and receive IM messages will be saved.


30

Saving Endpoints

The IOCOM Dialer directory will help you dial faster. In this section, learn how to add or remove an endpoint from the Speed Dial tool



2. Click on the Dialer tab

3. Enter your endpoint you wish to save and click the Add button.

4. To remove an endpoint from Speed Dial, select the endpoint and click the Remove button.


31

General Options

In this section, learn how to configure the General Options of the IOCOM client.Here, settings like Idle timeouts, Mini UI mode and automatic meeting handling can be set.



2. Click on the General tab

IOCOM Settings:· Launch on system start: Enable to automatically launch the IOCOM client when you log on to your

system· Always start minimized to tray: Enable to have the IOCOM client start minimized to your system

tray whenever the client is opened· Hide offline users: When enabled, in the IOCOM Contacts tab, users who are offline will not be

displayed· Display device change dialog: Enable to display a device configuration dialog whenever an

audio or video device is added or removed from your system32

· Display device change dialog: Enable to display a device configuration dialog whenever an audio or video device is added or removed from your system

· Keyboard Shortcut Modifier Key: Set to your preferred keyboard modifier when using keyboard shortcuts in the IOCOM client

· Language: Set to your preferred language to display in the IOCOM client interface

Appearance:· Large icons and labels: When enabled, text and icons will be displayed on the IOCOM client

sidebar. Unchecked, only the icons will be displayed· Light Sidebar: Enable to change the IOCOM client sidebar to display text in black and the

sidebar background in gray· Zoom Interface: Adjust the slider to increase the IOCOM client interface, useful for large format

displays. Default is 100%

Mini UI:· Tools Always On Top: Enable to cause all popped out tools to appear on top of other windows· Mini UI Location: Select which side your display(s) the Mini UI will appear


33

General Options

In this section, learn how to configure integrating the IOCOM client with StormboardHere, settings like Idle timeouts, Mini UI mode and automatic meeting handling can be set.



2. Click on the Stormboard tab

3. Enter your Stormboard API Key to start integration with Stormboard. Follow the steps displayed on the Options page to retrieve your API key.

4. Once your valid API Key is entered, the IOCOM Options page will update to show all available Stormboards on your account:

34

https://www.stormboard.com/

5. Click Refresh to reload the list of available Stormboards

6. Click New Stormboard to create a new Stormboard

7. Click Open to open the selected Stormboard

8. Click Add to Meeting to publish the selected Stormboard to your current meetingNote: You must be in an IOCOM meeting for this option to be enabled


For tips on how to use Stormboards in an IOCOM meeting see the

35

Contact List Overview

The Contact List displays all of your contacts along with their status. Here you can add and remove contacts, organize them in to local groups or global communities.

Clicking the icon at the end of any line or right clicking a line will provide a context menu from which you can invite a contact to a meeting, send a private message, be notified when the contact is available, add a user to a community or group, delete a contact, etc.

The symbols to the left of each contact's name represents their current status

36

· When your contact is currently busy or away, he or she may not respond to your meeting invitations or instant messages. Invitations will be received. If a meeting invitation has been missed, you can check the list of recent meetings in Meeting > Recent Meetings...

· When your contact is currently in a meeting, if you attempt to invite that user to a meeting they will receive the invitation and have the option to leave their meeting and join you or invite you to their meeting.

While in a meeting they can also receive instant messages. However, they may be sharing their desktop and your message will appear on their screen.

· When your contact is offline, you will be unable to send a meeting invitation or instant message to that user.

Learn how to change your list preferences, add or delete a contact in the next sections.

37

Contact List Preferences

The Contact List displays all of your contacts. You can change your preferences and sort your contacts or create organizational Groups or Communities.

1. Right-click on Contacts or click the in-line icon. A context menu will appear as shown below:

2. Click on: · Hide Offline Users : offline contacts will be hidden from your list.· Sort List By : your contacts list can be sort by Name, ID (email address) or Status.· Expand All : will expand your Contact list· Collapse All: will collapse your Contact list· Add Community: create a server Community that allows all members of the community to have

presence with one another· Add Group: create a local Group to organize your contacts. This is only visible to you· Add Contact: add an existing user or invite a new user to be a contact on the IOCOM system· Add Speed Dial: add an H.323, PSTN (telephone) or SIP endpoint to easily call them in to a

meeting.

38

Adding a New Contact

In this section, learn how to add a new contact to your Contact List.

1. Click on "+Add Contact..." or in the menu "Contacts > Add Contact"

2. Type in the email address of a user how does not have an IOCOM account that you want to add as a contact.

39

3. Fill out the 'Add a Contact' dialog and click 'Invite' to send them an invitation to the system.

4. The invited user will receive an email invitation and a URL to click on to sign for an account. 5. Once the user completes the sign-up process, they will automatically be added as a contact.

Note : The user will not show up in the Contacts list until the new user creates their account.

40

Adding an Existing Account

In this section, learn how to add an existing IOCOM user as a contact to your Contact List.

1. Click on "+Add Contact..." or in the menu "Contacts > Add Contact"

2. Type in the email address or a user that already has an account in the "Contact's email address" field. 3. The user will appear in the Contacts list with a question mark next to his name, until the remote user approves the request.

4. Meanwhile, the invited contact will receive a contact request in the IOCOM client:

41

5. Pending requests will appear at the top of your list.The invited contact can either accept or reject the request.To accept all request, click "Accept". You will now be able to send and receive meeting invitations from those IOCOM users.

To reject a request, click the icon and select "Reject Contact Request". The pending request will then be removed from the inviting user.

42

Deleting a Contact

In this section, learn how to delete a Contact from your Contact List.

1. In the IOCOM contacts window, right-click on an existing user or click the in-line icon .

2. Select "Delete Contact"

3. Click "Yes" on the confirm dialog to remove the selected user from your contact list.

Note : - When the contact is removed from the list of contacts, neither user will be able to invite the other to meetings nor exchange instant messages- If the removed contact is part of one of your Communities, you would still see their presence in the Community list.

43

Hide Offline Contacts

In this section, learn how to hide offline contacts.



2. Click on the General tab

3. Check the box as shown above to hide offline users.

Note: You can also right-click on the “Contacts’, Communities’ or Groups’ bar and pick Hide Offline Users.

44

Changing your Status

In this section, learn how to change your status.

1. Click on the Status icon next to your name in the IOCOM client window as shown below:

2. Select Available, Away, Do Not Disturb from the list. Your status displayed to all contacts will change accordingly

3. In Do Not Disturb mode, all incoming meeting invitations will automatically be rejected. Missed meeting invites will display instead.

4. You can also set a Custom Away status by clicking Custom... from the list.

45

5. Enter a new custom away status in the text entry field and click the Add button to type a new status and then Press Enter.

6. Click Set to save your settings and it will automatically populate your Status list.

46

Communities Manager

The UCS Communities Manager is a utility that lists all the communities attached to your account. You will have the ability to change the community name, the owner, number of members or delete the community.

The UCS Communities Manager is accessed from the IOCOM client menu.

1. Click on the icon in the lower left of the client and select Help > Account Settings

Alternatively, in the IOCOM client menu, go to Help > Account Settings

2. A web page will open where you will be prompted for the user name and password to your account.

3. Click on My Communities and the Communities Management page will load:

Here you can create, delete and modify existing communities.Click the "Edit Communities" to add and remove users from the community.

47

Adding Communities

In this section, learn how to add a new community to your account.





3. Click on My Communities and the Communities Management page will load

4. Enter a name in the text entry box and click "Create New Community" to create a new Community.

The Community will be added to the list.

48

Renaming a Community

In this section, learn how to rename a community.





3. Click on My Communities and the Communities Management page will load:

4. Find the row of the Community you want to edit in the list and click "Rename". 5. In the message box, enter the new Community name. 6. Click OK.

49

Deleting a Community

In this section, learn how to delete a community.






4. Find the row of the Community you want to delete in the list and click "Delete".

5. In the message box "Are you sure you want to delete [Community Name]", click OK.

50

Adding a User to Community

In this section, learn how to add a User to a community.






4. Find the row of your Community in the list and click on the Community Name or click on Edit

Members. This will bring you to a page allowing you to view the users in the community, user statuses, delete users, and add users.

4. At the bottom of the list, enter a valid email of the user you want to add and click "Add User" or import a group of users using the "important users from file."

5. The pending member request status will be set to "INVITED"The owner of the email address must have an IOCOM account and will see the community invitation when they sign into the IOCOM client.When the invitation is accepted, the member status will change from "INVITED" to "MEMBER".If a user rejects a community invitation, the member status will change to "REJECTED"

51

Deleting a User from Community

In this section, learn how to delete a User from a community.






4. Find the row of your Community in the list and click on the Community Name. The list of members of the selected Community will appear.

4. Find the user to delete:· You may use the filter fields to search through the list of community members, this is ideal for

communities with a large number of members. Search by a user's email or portion of the email address. Searching by user makes it easier to view that user's status in a community and delete a user.

· You may optionally filter by status. The status options are: member, invited, and rejected. A member is a user who accepted the community invitation and is part of the community. Invited users are still pending; an invitation to join the community has been sent but the user has neither accepted nor rejected the invitation. A rejected user has declined the invitation to join the community, you may resend the invitation.

52

5. Click "Delete" as shown above.

Important notes: · You cannot alter a status of a user beyond deleting them. If a user has rejected an invitation to a

community, you cannot change their status to "member." · Users who join a community are part of the community's presence; anyone who is part of the

community can see one another's presence. Deleting a user removes that user from the community and they will no longer have presence with community members unless they added any members as a direct contact.

53

Adding Groups

You can create custom groups to organize your contacts. In this section, learn how to add a new group.

1. In the IOCOM client, on the Contacts Tab, right click (or select the in-line icon) and click the "Add

Group..." link

1a. Alternate methods to Add a Group can be found by clicking the "Contacts" menu and selecting "Add

Group..." or by right-clicking on an existing contact and selecting "Add to Group"

2. When prompted with a dialog, enter the name of the new group and click OK.

You will then see a group called "Test Group" under Groups.

55

Renaming a Group

In this section, learn how to rename a group.

1. In the IOCOM client, on the Contacts Tab, right click (or select the in-line icon) the Group to rename

2. Click Rename [Group Name].

3. When prompted with a Rename Group dialog, enter the new name for the group.

4. Click OK to rename the group.

57

Deleting a Group

In this section, learn how to delete a group.

1. In the IOCOM client, on the Contacts Tab, right click (or select the in-line icon) the Group to rename

2. Click Delete [Group Name] as shown above.

3. Click Yes to remove the group when prompted.

58

Adding a User to a Group

In this section, learn how to add a User to a group.

1. In the IOCOM client, on the Contacts Tab, right click (or select the in-line icon) the user you wish to add to a Group.

2. Select the user you want to add to a group and right-click. The context menu will show as below:

3. Simply select the group within the list. The selected user is now a member of that group.

Note : if a group is not listed, you can create a new group and the user will automatically be added.

59

Deleting a User from a Group

In this section, learn how to delete a User from a group.

1. In the IOCOM client, on the Contacts Tab, right click (or select the in-line icon) the user you wish to remove from a Group.

2. Select the user you want to remove from a group and right-click. The context menu will show as below:

3. In Remove from Group, simply click the group within the list. The selected user will be removed from the group.

60

Joining a New Meeting

In this section, learn how to join a new meeting without another participant.

1. On the IOCOM menu, click "Meeting > Join New Meeting" and you will join a new meeting

Note: To join a conference with H.323 or SIP systems, see section Place an H.323 call or Place a SIP call.

61

Joining Last Meeting

In this section, learn how to rejoin the last meeting you were in.

1. On the IOCOM menu, click "Meeting > Join Last Meeting" and you will attend the most recent meeting you were in, if it is still a valid meeting.

62

Joining a Meeting by ID

In this section, learn how to join a meeting by ID via the IOCOM client.

1. If you have a meeting number, click "Meeting > Join Meeting by ID..." in the IOCOM client menu.

2. On the dialog that appears enter a valid meeting ID and click "Join Meeting"

3. Meeting tools will load, your status will change to "In a Meeting". The IOCOM interface will change to an in-meeting mode.

63

You can verified that you joined the right meeting by looking at the Meeting # on the top right of the IOCOM client.

64

Meeting Mode Options

In this section, learn how to select the mode you wish to use when joining meetings.



2. Click on the Meeting tab

3. In the Default Join Mode menu, select your desire meeting join mode:

Default: All video, audio, and data is sent and received. Users typically join meetings in this mode.

Selective Video: Your video is sent to other sites, but you only receive what video streams you select from each participant in the meeting. Audio is sent and received normally. This setting is typically used by clients with low downstream network bandwidth.

View Only: All video, voice, and data is received, but your audio and video are not transmitting. You can still manually transmit audio by clicking the microphone icon, and transmit video by clicking on the camera icon. This mode is typically used by clients who wish to view the meeting, but not actively participate.

Audio Only: Audio and data collaboration are supported in this mode; video is neither sent nor received. This mode is used by clients with limited network bandwidth.

65

Exit a Meeting

In this section, learn how to exit a meeting.

1. Join a new meeting. See section "Joining a Meeting"

2. While in a meeting, just click on the 'Exit' icon as shown below:

You will exit the IOCOM meeting. All video windows will close and the user interface will return to the Contacts window.

Notes: You can also exit a meeting from two other ways:

Via the Meeting menu

Click "Meeting > Exit Meeting" in the main IOCOM window.

Via right-click on the IOCOM system tray icon

You can also exit the meeting via a right-lick on the IOCOM icon in the SysTray as show below:

66

Joining a Room

In this section, learn how to join an IOCOM meeting room.

1. Click the Meeting tab in the IOCOM client.

2. Available rooms for your user account will be displayed in the Rooms section.

3. In this case, the user has access to a meeting room named welcome test. Click the meeting room and the click the Join button to enter the room.

67

Invite to Meeting

In this section, learn how to invite a contact to a meeting.

1. Click on a user in the Contacts list that you wish to invite to a meeting. Note: The user must be online to be invited to a meeting, offline contacts cannot be invited to meetings.Pro User Tip: Control-Click to highlight multiple users to invite to a meeting, or select a Group/Community name to invite the entire Group/Community to a meeting.

2. With the desired user(s) selected, click the "Invite" button in the lower right of the client and meeting invitations will be sent.

68

3. Meanwhile, the invited contact will receive the following invitation:

· If the user accepts, the meeting will be joined. · If the user does not wish to join the meeting, they can reject the meeting invitation. See section

"Rejecting meeting invite messages"· If the invitation is missed, the invited contact will be notified with a missed invitation banner and

have their status set to "Away". The missed meeting will show up in the users "Recent Meetings" section of the "Meeting Tab"

69

Rejecting Meeting Invite Messages

In this section, learn how to reject a Meeting Invite and how to create custom Invitation Replies.



2. Click on the Messaging tab

3. To create a custom Invitation Reply status, enter you desired text and then click the Add button.

4. Click the Save button to save your new settings.

5. Next time you receive a meeting invite and that you are unable to accept, select the new rejection reply and click the Reply button as shown below:

71

The remote user will see the new reply as the reason for the meeting being rejected.

72

Scheduling a New Meeting

In this section, learn how to schedule a new meeting with no advanced options changed.

1. In the main IOCOM window, click the Meetings tab.

2. Click + Add Meeting... or click the Meeting menu and select + Add Meeting... and the IOCOM Meeting Scheduler will open.

73

· Subject: Enter a descriptive name for the meeting. Users will see this meeting name in invitations· Start: Select a date and a time for this meeting to start. Meetings can be joined up to 15 minutes

before the scheduled start time· Duration: Select the default length of the meeting. If users are still in the meeting after this time, it

can be extended by a moderator.· Repeat: Make this meeting recur daily, weekly or monthly.

End On: Optionally set a date on which the scheduled meeting will stop recurring.Days: For Weekly recurring meetings, select the days the meeting occurs.

· Contacts: Invite existing IOCOM users to this meeting. Optionally you can specify other users that can act as moderators for this meeting. See the Moderators section for details.

3. Save or send the meeting

To Save: Click the Save button to save the meeting and automatically send the meeting to any invited users. To Email: Click "Save & Send" to invite existing users and open a dialog that allows the meeting to be emailed to others.

74

The Invite dialog shows a summary of the meeting, including the number of participants that can join the meeting as well as any Guest or Webcast viewers allowed.Click "Copy" to copy the text of the meeting invitation to your clipboard.Click "Calendar" to create a calendar .ICS file.Click "Email" to open the email invitation in your default mail program.

Note: If your user level supports Webcast, you can change the "Invitation Type" to "Webcast", causing all users who join via the included link to join as Webcast viewers.

Note : you can edit or delete a scheduled meeting by clicking the in-line icon and then click on the Edit or Delete button.

75

Meeting Scheduler Options

In this section, learn about the advanced options available in a scheduled meeting.


3. Go to the Options tab

76

General: Set default meeting behavior and optionally restrict meeting to only invited IOCOM users· Meeting Mode: Select Normal or Presentation. In Presentation mode, non-moderators will

only see moderators in their meeting participant list and default Presentation Options will be applied

· Meeting Encryption: Selelect the level of encryption to apply to the meeting. Note: Encryption levels are controlled by your user level

· Restrict to Invitees: Enable to only allow users invited via the Details tab to be able to join this meeting

· Allow Dial-In: Enable to allow PSTN, H.323 and SIP dial-in to this meeting. Note: Dial-in options are controlled by your user level

· Allow Meeting Extension: Enable to allow the meeting to be extended if it exceeds the scheduled time specified on the Details tab

· Allow Guests: Enable to allow anonymous guests to join the meeting without requiring an IOCOM account. Note: Guest options are controlled by your user level

· Allow Web Clients: Enable to allow users to join this meeting with WebRTC clients. Note: WebRTC options are controlled by your use levels

77

· Allow Web Clients: Enable to allow users to join this meeting with WebRTC clients. Note: WebRTC options are controlled by your use levels

Audio: Define default audio behavior for users that join this meeting· Allow Audio Send: Enable to allow all non-moderators to send audio to this meeting.

Disable this option and only moderators will be able to transmit audio to this meeting· Audio Send Startup: Enable to allow all non-moderators to join this meeting sending

audio. Disable and non-moderators will join the meeting muted· Allow Wideband Audio: Enable to allow wideband audio from all users. Disable to force

lowband audio from all usersVideo: Define default video behavior for users that join this meeting

· Allow Video Send: Enable to allow all non-moderators to send video to this meeting. Disable this option and only moderators will be able to transmit video to this meeting

· Video Send Startup: Enable to allow all non-moderators to join this meeting sending video. Disable and non-moderators will join the meeting with video muted

· FPS Mode: Select the desired FPS mode:· Normal FPS: Video is treated normally, with no alterations to FPS enforced· Voice FPS: Video for the active speaker will transmit at 30 FPS while all other

participants will transmit at 1 FPS· Selective FPS: Videos manually selected by a moderator will transmit at 30 FPS,

all other video will transmit at 1 FPS· Video Codec Restrictions: Force all meeting participants to use the specified video

codec. Note: Available codecs are controlled by your user level· Video Send Streams: Specify the maximum number of video streams that meeting

participants can send. Note: Maximum video streams is restricted by user level· Video Receive Streams: Specify the maximum number of video streams that meeting

participants can receive. Note: Maximum video streams is restricted by user levelTools: Uncheck items in this section to disable their use in the meetingMisc: Define a welcome message to display to all users as well as web pages to automatically open on meeting join and exit

· Welcome Message: Enter a text message to display to all users when joining this meeting · Join URL: Enter a website URL that all users will open when joining this meeting.

Optionally include the user name and/or meeting ID in the URL by checking the appropriate boxes

· Exit URL: Enter a website URL that all users will open when exiting this meeting. Optionally include the user name and/or meeting ID in the URL by checking the appropriate boxes

· Link Button URL: Enter a website URL that all users can open via the IOCOM client sidebar. Optionally include the user name and/or meeting ID in the URL by checking the appropriate boxes

· Link Button Label: Enter the text to display for the Link Button URL· Stormboard ID: Automatically add a Stormboard to this meeting

4. Click the Save button to save the meeting or Cancel to exit the Meeting Scheduler without saving the meeting

78

Meeting Scheduler Options

In this section, learn about the video layout options available in a scheduled meeting.


3. Go to the Video Layout tab

79

4. Settings defined here will be applied to all participants in the scheduled meeting. See section Video Layout Options for details about these settings.

5. Click the Save button to save the meeting or Cancel to exit the Meeting Scheduler without saving the meeting.

80

Sending an Email Invitation

In this section, learn how to create an email invitation for a scheduled meeting.

1. See "Scheduling a New Meeting" to create a new scheduled meeting 2. Click the Meetings tab in the IOCOM client.

3. Select the scheduled meeting to send an invite to and click the icon and then click on the Invite

button

81

4. A preview dialog will open that displays the contents of the email that will be sent. Click the Email

button

Note: If your user level supports Webcast, you can change the Invitation Type from an active Meeting to a Webcast here.

4. Your default email client will open with the contents of a new email already populated

82

The Email body contains:· Meeting Name: The name of the meeting, set when creating the meeting· Date and Time: The date and time, in your time zone, the meeting is set to start· Attend Online Link: Meeting participants click the link to join the meeting, add it to the calendar

and/or sign up for an IOCOM account· Attend by phone: If available to your license level, call in information is provided here

83

Adding Meetings to calendar

In this section, learn how to add a scheduled meeting to your calendar.

1. See "Scheduling a New Meeting" to create a new scheduled meeting 2. Click the Meetings tab in the IOCOM client.

3. Select the scheduled meeting to send an invite to and click the icon and then click on the Invite

button

84

4. A preview dialog will open that displays the details of the meeting. Click the Invite button

5. A save file dialog will open, which allows you to save the meeting .ICS file on your system. Once saved, double click the ICS to add the scheduled meeting to your default calendar.

85

Changing and Controlling your Audio Input

In this section, learn how to adjust your Microphone and levels while in a meeting.

1. Join a new meeting. See section Joining a New Meeting.

2. Click on the split menu button next to the camera icon.

3. Here you can select the microphone you wish to use in the meeting.Note: Recommended devices are represented by an * and are typically echo canceling devices or headsets.

4. You can also mute your microphone, enable Push-to-Talk (PTT) mode or Raise Hand if you are in a presenter forum.Pro User Tip : You can quickly mute and unmute your microphone by clicking the Microphone icon.

5. You can adjust the sensitivity of your microphone with the volume slider to the right of the microphone icon.

· Move the slider to the left to decrease sensitivity and to the right to increase sensitivity.· Microphone usage is indicated by the green/yellow/red level meter that appears beneath the

volume slider 6. The three states your microphone can be in are:

1. Normal mode, all audio picked up by the microphone will be transmitted to the meeting.

86


2. Muted mode, no audio will be transmitted to the meeting.

3. Push-to-Talk mode, no audio will be transmitted to the meeting unless the microphone icon is clicked and the mouse button is held down. When the mouse button is released, the microphone will be muted again.

87

Changing and Controlling your Audio Output

In this section, learn how to adjust your Speaker and levels while in a meeting.

1. Join a new meeting. See section Joining a New Meeting

2. Click on the split menu button next to the speaker icon.

3. Here you can select the speaker you wish to use in the meeting.Note: Recommended devices are represented by an * and are typically echo canceling devices or headsets.

4. You can also mute your speaker, mute and unmute all meeting participants and toggle Echo Cancellation

Pro User Tip : You can quickly mute and unmute your speaker by clicking the Speaker icon.

5. You can adjust the volume of your speaker with the volume slider to the right of the speaker icon.

· Move the slider to the left to decrease volume and to the right to increase volume.· Speaker usage is indicated by the green/yellow/red level meter that appears beneath the volume

sliderNote: Changes to the speaker volume apply to all audio received from meeting participants. For details on how to control individual participant levels see Controlling Participant Audio

6. The two states your speaker can be in are:

88


2. Muted mode, no audio will be transmitted to the meeting.

6. You can adjust the volume of your speaker with the volume slider to the right of the speaker icon.

· Move the slider to the left to decrease volume and to the right to increase volume.· Speaker usage is indicated by the green/yellow/red level meter that appears beneath the volume

sliderNote: Changes to the speaker volume apply to all audio received from meeting participants. For details on how to control individual participant levels see

89

Controlling your Audio received from meeting participants

In this section, learn how to control the audio received from meeting participants


2. With at least one other user in the meeting, tools will be available to control audio received from the remote user

3. Audio sent to the site is indicated by the up arrow to the left of the user name. · Green: Audio is being transmitted from you to the participant· Grey: Your microphone is muted and no audio is being sent from you to the participant

4. Audio received from the site is indicated by the down arrow to the left of the user name.· Green: Audio is being transmitted to you from the participant· Grey: The participant has muted their microphone and no audio is being sent to you

5. Click the speaker icon to the right of the participant name to toggle audio received from the site.· Blue/Active Icon: Audio is being played from that participant· Red/Muted Icon: Audio is being muted from that participant

Note: You can mute an individual site but still receive audio from all other meeting participants

6. Use the audio slider to increase or decrease the volume of the audio received from the participant. Move the slider to the left to decrease the volume and to the right to increase the volume.

Note: This only affects audio received from the selected user, all other participants audio volumes will be unchanged.

Note: Hover you mouse over any icon to display a tool-tip about that icon's function

90

Changing and Controlling your Video Output

In this section, learn how to adjust your Video Output while in a meeting.


2. Click on the split menu button next to the camera icon to display all cameras, network cameras and desktops available.

3. Here you can select the camera(s) or desktop(s) you wish to use in the meeting.Note: The number of devices that can be sent to a meeting may be restricted by your user level or meeting settings

4. Click the Transmit box next to the device you wish to send to the meeting

5. Click the View box next to the device you wish to also have displayed on your system

6. Bring Videos to Front will bring all cameras in front of other open applications on your system

7. Refresh Video Layout will reset all open video windows to your Video Layout setting

8. Video Layout will change the layout for this meeting. See Video Layout for details

9. Tiled Video Layout will change the size of the tiled video windows in this meeting

10. To adjust your send resolution of a camera while in a meeting, right click on the local preview of the video you wish to change. In the menu that opens select Send Resolution. All support formats will be displayed. Select the one you desire and your video will immediately change to that new resolution.Note: This changes sent resolution for this meeting only.

91

Note: Default send video resolution can be changed in IOCOM options. See Configuring your Video Settings for details.

11. Videos can resized to any size you desire. Drag the boarders of any video window, much like any other application, to manually resize the image.Additionally, you can click the Minimize, Maximize and Close buttons on the video window header, which will apply default operating system behavior.

12. Video windows can be placed on any system monitor in any location. Drag the video window by the window title bar, like any other application window, and place the video in your desired location.

92

Controlling PTZ Cameras

In this section, learn how to control Pan-Tilt-Zoom (PTZ) cameras while in a meeting. Local and remote participant PTZ cameras can be controlled from this feature. This feature supports both USB and Serial PTZ cameras.Note: Your user level, meeting restrictions or server limits may disable this functionality.


2. Click on the split menu button next to the camera icon and select Camera Control

3. The Camera Control dialog will open. Your local and remote participant PTZ cameras can be controlled from here

93

Site Settings:· Site: All meeting participants are displayed in this drop-down menu. Select the owner of the

camera you wish to control here.· Camera: All cameras being transmitted by the selected Site are listed here. Select the camera

you wish to control here.· Allow Remote Control: Control access to PTZ functions of your camera with this option.· Password: Restrict access to your PTZ camera with a password, or enter the password required

to control a remote PTZ camera.

Camera Control:· Reset: Pressing the blue arrows icon will reset the camera.· Power On/Off: Pressing the green circle icon will power the camera on or off.· Backlight: Activate this function when the background of the subject is too bright, or when the

subject is too dark. Back Light compensation will make the subject appear clearer.· Reconnect: Pressing this function will reconnect the camera.

Brightness:

· Press the icon to increase brightness.

· Press the icon to decrease brightness.

94

· The Auto function automatically adjusts the exposure and the brightness of the subject.

Focus:

· Press the icon to increase focus

· Press the icon to decrease focus· The Auto function automatically adjusts the focus position to maximize the high frequency content

of the picture, taking in to consideration the brightness and contrast.

Zoom:

· Press the icon to zoom in the PTZ camera.

· Press the icon to zoom out the PTZ camera.· The Slow and Fast sections control the speed at which the zoom level changes.

Pan-Tilt:

· You can control the position of the PTZ camera by using the virtual joystick :

· Click the Blue Circle to re-center the PTZ camera.· You can also invert the controls both horizontally and vertically by checking the boxes as shown

above.

Pro User Tip: You can remote control any PTZ by clicking on the video window and dragging the mouse to pan/tilt or scrolling your mouse wheel to zoom in/out

95

Sharing your Desktop and Applications

In this section, learn how to share your desktop(s) and running applications while in a meeting to all participants.


2. There are two ways you can transmit your desktop, via the in-meeting Camera icon or via the Sharing tab.

3. To share via the Camera icon, click the split menu button next to the camera

4. Your available cameras and desktops will be listed here. Click the Transmit box next to the display you wish to send to the meeting.Note: All items on the selected desktop will be transmitted to all participants in the meeting.

5. To share via the Sharing tab, first click the Sharing tab

97

6. Your available applications and desktops will be listed here. Click the Share box next to the desktop you wish to send to the meeting.Note: All items on the selected desktop will be transmitted to all participants in the meeting.

7. Adjust the capture quality sent to your participants by selecting your screen capture frame rates

Note: Depending on your user level, not all FPS options will be available.

Important Notes : · You can view what you are sharing by checking the View check box· To stop sharing your desktop, simply unchecked the Transmit/Share check box· If you do not want to share your entire display, you have the option to share specific application

windows. Like sharing a desktop, simply click the Transmit/Share check box next to the application you wish to send

· Most user levels support sending multiple desktops and applications to a meeting

98

Sending Pictures of Applications and Desktops (Pix)

In this section, learn how to send a picture (pix) or your desktop or an application to all participants.


2. Click the Sharing tab, this will display a list of all desktops and visible (not minimized) applications

3. Your available applications and desktops will be listed here. Click the Camera icon next to the desktop or application you wish to send a picture of to the meeting

Note: The snapshot will be sent to meeting participant and will not be displayed to you

4. To view your Pix or other Pix sent, click the Content tab in the IOCOM client. The most recent Pix from each user will be listed and can be clicked to reopen it.

100

Sharing a PowerPoint Presentation [Windows Only]

In this section, learn how to share a PowerPoint presentation automatically while in a meeting to all participants.


2. Meeting participants will automatically get your PowerPoint presentation when you enter the Slide

Show mode in PowerPoint.

3. Pix will automatically capture the slide images during slide transitions; you do not need to manually update.

To disable this feature, go to Tools >Options > Meeting and un-check "Share PowerPoint presentation

automatically".

Note: Pix only captures still images, so effects such as sounds, video, animations and transitions will not be included. To include video and animations share the presentation via the Sharing tab as a video image.

102

Instant Messaging a Contact

In this section, learn how to send a private message to a contact that is online.

1. To send an instant message (IM), click the user you wish to send a message to.

2. Click the in-line Chat Bubble Icon or the IM Button in the bottom right of the client

3. An Instant Message window will open. From here you can Invite the user to a meeting or Send an instant message

103

Note: Emoji icons are supported. Click the Emoji Picker for a list of available Emojis or manually enter Emojis in the format: :smile:

4. The remote user will receive the message and an accompanying audio notification

104

Messaging in a Meeting

In this section, learn how to use the Meeting notes tool to send a message to all participants while in a meeting.


2. Go to the Content tab. The Meeting Content section will open, showing chat, pix and shared files

3. Type a message in the text entry window and click the Send button to send a message visible to all meeting participants.

Note: You can save meeting chat by clicking the Download button

105

Sharing URLs

In this section, learn how to share a URL to all meeting participants


2. Go to the Content tab

3. Type in a URL (www.iocom.com, for example) and click Send. 4. The URL will be pushed to all participants who will receive a pop-up message. Note: The sending user will not receive the notification.

107

5. Clicks on Open URL and the default web browser will open the URLNote: The URL will also appear in Content and can be reopened by clicking it

108

Place an H.323 Call

The IOCOM Dialer allows telephone participants (PSTN) and traditional IP (H.323/SIP) video conferencing systems to participate in your meetings

In this section, learn how to use the Dialer to place an outbound H.323 callNote: Dialer access is controlled by your user level and meeting settings. You may not have access to all dialer features


2. Click on the Dialer Tab to change to the Dialer

Note: The green check marks or red crosses show what features are available

109

3. Enter a valid H.323 IP or DNS name or endpoints can also be entered in the format: h323:ipadddress 4. Click the 'Call' button. 5. The call will appear in the Dialer Endpoint section and display the connection status.

Note: H.323 video conference endpoints are able to send and receive both audio and video to/fromIOCOM. Right-click on the video window you wish to transmit to the H.323 device. Click on Selective

and choose 1This designation defines which video(s) to send to the H.323 end point.

6. To hangup, simply click the "x" icon on the Dialer Endpoint list and your call will be disconnected.

110

Place a SIP Call


In this section, learn how to use the Dialer to place an outbound SIP callNote: Dialer access is controlled by your user level and meeting settings. You may not have access to all dialer features




111

3. Enter a valid SIP IP or DNS name or endpoints can also be entered in the format: sip:ipadddress 4. Click the 'Call' button. 5. The call will appear in the Dialer Endpoint section and display the connection status.

Note: SIP video conference endpoints are able to send and receive both audio and video to/fromIOCOM. Right-click on the video window you wish to transmit to the SIP device. Click on Selective and choose 1This designation defines which video(s) to send to the SIP end point.


112

Place a Phone Call


In this section, learn how to use the Dialer to place an outbound PSTN callNote: Dialer access is controlled by your user level and meeting settings. You may not have access to all dialer features




113

3. Enter a valid telephone number

4. Click the 'Call' button. 5. The call will appear in the Dialer Endpoint section and display the connection status.

Note: PSTN endpoints are unable to display video, but will receive all audio from the meeting.


Note: IOCOM reserves the right to bill for PSTN usage on our public service. See https://www.iocom.com/terms for the latest terms of service.

114

https://www.iocom.com/terms

Saving Endpoints

The IOCOM Dialer directory will help you dial faster. In this section, learn how to add and save an endpoint.



2. Click the Dialer tab

3. Enter your endpoint and click the Add button. Click Save to keep your changes.

115

Sharing Files

In this section, learn how to upload and share files while in a meeting


2. Go to the Content tab. The Meeting Content section will open, showing chat, pix and shared files

3. Click the Paper Clip button to share a file with all meeting participants

4. A system file browser will open, Select a file that is less than 40 MB to uploadNote: You can also drag a file on to the IOCOM client to share the file

116

5. When the upload is complete, the file will appear in the Content tab. Files will be automatically shared to all participants in the meeting. Participants will receive an audio notification and the Content tab will flash.

6. Files will automatically be deleted when the meeting ends. To remove files sooner, click the in-line X

icon to remove the file immediately.

117

Downloading Files

In this section, learn how to download shared files.

1. While in a meeting, some participants may have shared files. See section Sharing Files to learn how to share files in a meeting. 2. To download a shared file, click the file displayed in the Content tab and save via the Save File dialog that opens.

118

Recording Meetings

In this section, learn how to record a meeting.Note: Some user levels and meeting restrictions can limit the use of the Recorder


2. Click the Recorder tab

3. Click on the Record Button (red circle) as shown above. 4. You will be prompted to enter a name for the recording and to choose a recording type

119

· Save Locally: This type of recording captures all audio and one of your desktops. You will be prompted to choose which desktop to record. This recording will be saved to your local system in a standard WEBM format. It will appear in your Local Recordings section when complete.

· Save to Server: This type of recording is saved to the IOCOM cloud. All video, data and audio streams are independently captured regardless of position on your system. It will appear in your My Cloud Recordings section when complete.

5. All participants of the meeting are notified by a pop-up alert "This meeting is recorded by [Name of the Recorder]"6. All participants will also see a green "Meeting is being recorded" banner at the top of the IOCOM client

7. Click the Stop button (red square) to stop recording and to save the recording

Note: Recording creation stops if you exit the meeting

120

Playing a Recording

In this section, learn how to playback a recordingNote: Some user levels and meeting restrictions can limit the use of the Recorder


2. Click on the recording you wish to playback in the Cloud , Shared , Public or Local recordings section

121

3. Click the Play button (green arrow).

· When playing back a Local Recording, a single video stream will be added to the meetingYou can control the audio level and playback quality once the recording starts playingNote: Click Choose a video to play to browse and play any compatible video on your system

· When playing back a Server Recording, individual audio, data and video streams will be added for every user in the recorded meetingUnlock a Local Recording, users from the recording appear as meeting participants. Their audio and video can be controlled in the same ways as any other meeting participant.

4. Click the Rewind or Fast Forward buttons (blue bar and arrow), to go back or advance the recording playback 15 seconds5. Click the Repeat button (gray arrows) to repeat playback of the video until the Stop button is pressed6. Click the Stop button (red square), to stop playback.

Note: Recording playback stops if you exit the meeting

122

Sharing Recordings

In this section, learn how to share a recording with other IOCOM users


2. To share a Cloud Recording, click the in-line icon for the recording you wish to share

3. Click the Share menu

4. Select at least one user or community to share the recording with and click Save

123

5. Recordings you share will have a shared icon appear after the recording name

6. Repeat step 4 to add or remove users that the recording is shared with

7. Recordings shared with you will show up in the Shared Recordings section and will display the email address of the user that shared the recording 8. To share a Local Recording, browse to the local recording directory on your system. Defined in Options > Video > Local Recording Location.

Local recordings are WEBM files that can be emailed, file transfered or posted to popular video sharing sites like YouTube and Vimeo.

124

Deleting Recordings

In this section, learn how to delete a recording.


2. To delete a Cloud Recording, click the in-line icon for the recording you wish to delete

3. Click the Delete menu

4. A confirmation dialog will appear, click Yes to delete the recording from the cloud

125

Stormboard (Early Access Beta)

In this section, learn how to use Stormboard in an IOCOM meeting.Note: Some user levels and meeting restrictions can limit the use of Stormboard.Note: To learn how to setup Stormboard, see the Stormboard Options section.




3. Click on the Stormboard tab.

4. Click the Add to Meeting button of the Stormboard you would like to add to the IOCOM meeting 5. Click the Save button to return to your IOCOM meeting and publish the Stormboard to all meeting participants.

6. Click the Stormboard icon that now exists in the IOCOM sidebar. This will open the selected Stormboard.

127

Note: You may be prompted to log in to your Stormboard account

Note: This is an Early Access feature and the method to add Stormboards to an IOCOM meeting will change in a future release.

128

Meeting Moderation

In this section, learn how to manage the participants and control a meeting.

The moderator of the meeting can kick, ban, mute the audio or video and change a the devices used by a participant.Moderators can also override the FPS behavior for video from all users.Note: Your user level, meeting settings or server may limit moderator functions

Determining if you have Moderator privileges

1. When in a meeting, the IOCOM client header for a moderator includes additional functions

User Header Moderator Header

2. Click the in-line icon for the user you wish to control and select Moderator Controls

129

How to change participant Audio and Video Devices

Moderators can help users select the correct video and audio devices to use in a meeting.

1. From the Moderator Controls menu select Change Devices.

2. A Change Participant's Devices dialog will open on the moderators system showing all microphones, speakers, cameras and desktops available on the remote users system.

130

3. Moderators can select a microphone for the remote participant to use for audio input.

4. Moderators can select a speaker for the remote participant to use for audio output.

5. Moderators can select a cameras, desktops and network cameras for the remote participant to send to the meeting. .......................................................................................................................................................................... Note: The number of simultaneous streams that can be sent are controlled by the remote participants license level.

6. Click the "Save these as their default devices" check-box to apply these changes to all future meetings and not just the current meeting.

7. Click Save and the remote user will be presented with a confirmation dialog to authorize these changes:

8. The remote participant can then either accept or reject these changes.

How to Mute Audio from a participant

Moderators can change a participant to Push-To-Talk (PTT) mode, which requires the participant to click on the microphone icon to transmit audio.

1. From the Moderator Controls menu select Mute Audio.

131

The selected participant's audio will be changed to PTT and a pop-up alert that "A moderator has muted your audio" will be displayed.

How to Mute Video from a participant

Moderators can change disable video and shares sent to a meeting by a participant.

1. From the Moderator Controls menu select Mute Video.The selected participant's video will stop being transmitted to the meeting and a pop-up alert that "A moderator has muted your video" will be displayed.

How to Mute Chat from a participant

Moderators can change disable a participants ability to comment in Meeting Content. Muted participants can still read and download files from Meeting Content.

1. From the Moderator Controls menu select Mute Chat.The selected participant's ability to chat via the Content tab will be disabled and a pop-up alert that "A moderator has muted your video" will be displayed.

How to Kick a participant out

Moderators can change remove disruptive participants from a meeting via the Kick ability.

1. From the Moderator Controls menu select Kick

The select participant will be immediately removed from the meeting and will receive a banner notification that "A moderator has kicked you out of this meeting"

Note: Kicked users are allowed to rejoin meetings.

132

How to Ban a participant

Moderators can permanently remove disruptive participants from a meeting via the Ban ability.

1. From the Moderator Controls menu select Ban.

2. A confirmation dialog will pop-up. Click Yes to ban the user.The select participant will be immediately removed from the meeting and will receive a banner notification that "A moderator has kicked you out of this meeting"

3. If the user attempts to rejoin the meeting, they will receive a message that "You are denied access to this meeting".

Note: Moderators can re-invite a banned user to the meeting. Invite the banned user and a pop-up confirmation dialog will open. Click the Unban & Invite button to unban the user.

How to Fix Echo coming from a participant

Moderators can help users fix any echo issues they are experiencing.

1. From the Moderator Controls menu select Fix Audio.

2. A Fix Audio dialog will open on the participants system prompting them to change their microphone and speaker devices.

How to report a problem to IOCOM for a meeting participant

133

Moderators can submit a problem report to IOCOM for any participants experiencing an issue.

1. From the Moderator Controls menu select Send Report.

2. A pop-up dialog will open asking you to describe the participants problem. 3. The remote participant will receive a confirmation pop-up dialog, asking them to submit meeting performance data to IOCOM.

How to change the Audio and Video devices of a meeting participant

Moderators can help users fix any device issues they are experiencing by manually setting the microphone, speaker and camera device used.

1. From the Moderator Controls menu select Change Devices.

2. A Change a Participant's Devices dialog will open

3. The Microphone, Speaker and Camera currently in use by the user will be displayed. Click the drop-down menu to display all devices available on the user's system. Click the Save button to apply these changes.Note: These changes will only apply to the current meeting. Check the Save these as their default

devices box to apply these changes to all future meetings.

4. The remote participant will receive a pop-up confirmation dialog stating that the "A moderator wants to configure your audio and video devices. Will you allow this?"

How to display a meeting alert to all users

Moderators can open a pop-up notification for all meeting participants.

1. From the Moderator Header select Meeting Alert.

134

2. Enter the alert message to display to all users and click the OK button

3. All meeting participants will then see the meeting alert on their system

How to change video frames per second (FPS) for all meeting participants

Moderators can change the way video behaves for all users in a meeting. This can help reduce video bandwidth usage in large meetings.

1. From the Moderator Header select the Video drop-down menu.

2. The three video modes available are· Normal FPS: Video is treated normally, with no alterations to FPS enforced.· Voice FPS: Video for the active speaker will transmit at 30 FPS while all other participants will

transmit at 1 FPS· Selective FPS: Videos manually selected by a moderator will transmit at 30 FPS, all other video

will transmit at 1 FPS

135

Account User Manager

The UCS Account User Manager is a utility that lists the quantity of used and available subscriptions for an account.You can use this module to invite a user, assign subscription to a user, change its level permission and remove a user from the account.Note: To setup an account, contact [email protected] for details



2. You will be prompted for the password to the UCS Management section before you reach the page, just sign in using your username and password for entry.

3. On the main menu, go to My Accounts, select an account to access the Account User Management page and click Manage as shown below:Note: If My Accounts is not present, you have a stand alone subscription and are not part of an account.

4. You will find information about your subscriptions, the numbers assigned and the numbers available.

5. Usage of the members of your account can be displayed via the Display Usage button. Reports show the last login date, last meeting attended date, the number of meetings attended and the amount of time spent in meetings for the Reporting Period selected.

6. See next topics to learn how to invite a new user, changing the level of a user or remove a user from an account.

136

mailto:[email protected]?subject=IOCOM%20Account%20Creation%20Question

Inviting New Users

In this section, learn how to invite new users to an account. An account manager can invite existing and new users to join their account.





4. Click the Invite New User button. A form will load and it looks like this:

137

5. Fill out the fields and enter a valid email address.

6. Select the subscription Level at which you want the user to be added to your account.Note: You can only add users if you have Available subscriptions.

7. Add an optional personal message that will appear in the email invitation. 8. Click the Send Invitation button.

9. An invitation email will be sent to user, containing a link that they must click to be added to your account.

10. You can check the status of sent invitations by clicking the Show Invitations button.

138

Setting User Subscription Level

In this section, learn how to change the subscription level or disable an existing user in your account.





3. Enter a user's email address in the search field and click "Search". Additionally, you can just click search with the box blank to view all users of the account. 4. Select from the New Subscription Level drop-down menu which subscription level you would like to a user.

139

5. Click the Set Level button in-line with the user's level you would like to modify. Note : As levels are changed, the number of Available subscription levels changesNote: You can disable user accounts by setting the New Subscription Level to disabled and apply that level to a user

140

Removing a User from Account

In this section, learn how to remove a user from your account.





3. Enter a user's email address in the search field and click "Search". Additionally, you can just click search with the box blank to view all users of the account.

141

4. Click the Remove User button in-line with the user's level you would like to modify. Note : Removing a user from an account will disable that account. To re-active the user, you must invite them back to your account and assign a subscription.

142

Changing your Account Password

In this section, learn how to change your password




3. On the main menu, go to Change Password. A request form for changing your password will load:

4. Complete the required fields and your account password will be changed for your IOCOM account.

5. A notification email will also be sent to your email address, informing you of the password change.

143

Forgot My Password

If you have forgotten your password, you can request a password reset email be sent to you.

1. Launch the IOCOM client.

2. Click the Forgot Password? link

3. Your default web browser will open to a web page where you enter your email address and click the Submit button

144

4. An email will be sent to you, click the link in the email and then enter your new password.

5. Return to the IOCOM client and update your password and the Log In.

145

Online Resources

Stay updated with announcements, get answers from the community and share your feature suggestions with us by visiting our Support website:

https://support.iocom.com

146

https://support.iocom.com

iocom user guide the google play or amazon store and search for: iocom visimeet 2. open the entry...

Documents