1. An Overview of the Interface


Let's take a look around.

Welcome to the home and scheduling feed of TeleConnect, here you are able to see a comprehensive overview of recently past and present conference appointments. Read this section to find out how to interpret your feed and the ways in which you can control and access your video appointments.

Video Conference Feed

The TeleConnect home screen is your personalised video conference feed, here you are able to view all your sent and received conference invitations. You are able to toggle between the All, Received and Sent tabs to view each type of invitation. The scheduling feed also acts as a central point for you to edit your sent invitations and to attend all conferences. Below is an example of a feed, the pink invitations represent conference you have scheduled, the orange entries represent those that you have received and grey invitations indicate expired appointments that can no longer be accessed.

Figure 1.1. The TeleConnect Video Conference Feed.

Notifications

Sent & Received Invitations

A video appointment that has been sent to you will appear orange and be listed under the Received Invitations tab. Alternatively appointments that you have created will appear pink and will be displayed underneath the Sent Invitations tab. As the oringal creator of these appointments you are automatically appointed as the host for these sessions, giving you the authorization to reschedule or cancel the session. These changes can made by using the update page which can be accessed with the button, located at the end of an appointment entry.

Expired notifications

A notification that is grey in colour indicates that the scheduled time for this appointment has passed or has been cancelled therefore deeming the session no longer accessible. Shown below is an example of an expired notification.

Figure 1.2. Expired appointments appear gray in colour.

Accessing Appointments

You are able to join a video conference by pressing the video camera button located at the end of the entry. This will give you access to the waiting room of the appointment and allow you to enter the call once the host of the session has started the conference. Shown below is an example of how to join a conference.

Figure 1.3. Use the video camera button to attend that particular conference.

Participant Quick Access

There are additional ways to enter a conference, Quick Access codes provide one way of doing so. This method of joining is useful to users who may not be able to log into TeleConnect, or locate their emailed invitation. To enter a conference using Quick Access participants only need to type in their Access Code and PIN to jump straight into the appointment. It is the moderator's responsibility to distribute the participant access codes as they require. To view each participant’s access codes simply click any user listed under a conference entry within a sent invitation. For more on how to enter using Quick Access please see section six, 'Attending a Conference'.

Figure 1.4. Click on participants to view their quick access codes (only available for conferences you have sent).

Participant Status Monitoring

You are also able to see the statuses of your fellow participants at a glance within your feed. Participants will change colour depending on their status as they enter the conference. Offline users who have yet to click the link to enter will be shown in a white or grey, users whom are in the waiting room ready to join the conference will be orange and those whom are in the conference will appear green.

Figure 1.5. Different colours indicate the status of each participant.

Contact List and Chat

Your contact list includes all participants with whom you have attended previous conferences with along with their contact details. From here you are able to chat to each contact and instantly set up a test or regular conference with them by using the button icons next to each name.

Figure 1.6. Use your contact list to chat to your contacts.


2. Sending Invitations


Sent in just three steps.

Sending an invitation to anyone can be done in a simple three-step process. It's as easy as simply adding your participants, selecting a time and reviewing the details of your conference. This section covers a break down into the protocols of organising a conference and how to update the details of your invitation.

Step 1: Inviting your participants

Firstly, specify who you wish to invite to the conference by entering their email address and if known the participant's title, name and their role in the conference. A short personalised message can also be included exclusively for each participant to be placed within their emailed invitation. After entering each participant's details, press the button to include them in your Participant List. To remove any unwanted participants simply click on the icon next to their name. The figure below illustrates the process of adding a new participant.

Figure 2.1. Adding your participants.

Who can I send invitations to?

The short answer is anyone with an email address. To attend a conference using TeleConnect, participants simply require any network connected device and video/audio hardware. Given this flexible nature, you are able to request appointments with both registered TeleConnect users as well as those that do not have access to their own account. This means that even though non-registered users are unable to create their own conference appointments, they are still able to attend them.

Step 2: Arranging a time

Starting Now

The default time set for each conference appointment is now. This will mean that as soon as your invitation has been sent, the link to the conference room for you and your participants will be available to enter. Once sent, the conference room will immediately be open for all participants to join. Once the duration of the appointment has taken place the conference will automatically expire. Therefore if you think there may be a delay in your participants joining the conference, you should specify a later scheduling time using the Scheduled Date option.

Organising For Later

If you wish to organise a video conference with your participants at a future date and time please select the Scheduled Date alternative to view additional time fields. The conference will then begin automatically when the scheduled time arrives, although if required the conference can be started earlier if the host manually enters and starts the conference. If this happens, the session will simply begin timing the conference from the manually started time and will expire once the previously specified duration of the call has finished.

Including an .ics File

If you wish to organise attach an iCalender (.ics) reminder simply mark the checkbox labelled Attach iCalender Reminder. Doing so will automatically enter a conference reminder within the receiving participants calender. This means that when the time comes, the users calender can alert them to the approaching conference.

Figure 2.2. Selecting a specific date for a conference.

Step 3: Review and send

The third step to sending an invitation is reviewing the details of your appointment. If all are set correctly complete the process by pressing .

Once you have done so, all participants will be notified through their conference feeds and receive an emailed invitation. This invitation will also be sent to you as the host of the conference and will include the link to your video appointment that is to be accessed at the scheduled start time. It is therefore recommended that you hold onto this email as it can act as the entry point to your conference.

Updating an Invitation

It is possible to make alterations to the scheduled time and participant list of any upcoming invitation you have sent. Navigate to your video conference feed to view entries that have an edit button available. Locate the entry you wish to update and press the button to update the details of this conference. From here you can select the new date or time and confirm this change with . This will update the conference and generate a new email invitation notifying all relevant participants of the altered time. The figure below illustrates the process of accessing the update conference section via the scheduling feed.

Figure 2.3. Using the edit button to access Activity Details.

Cancelling an Invitation

To close an appointment permanently, change the conference status from Active to Cancel VC and press to confirm. Once you have done so, an email will be sent out to all invited participants with a notification that the appointment has been cancelled.

Figure 2.4. Cancelling a sent invitation within the Activity Details Menu.


3. Receiving Invitations


Always stay updated.

Read this section for an overview on what to expect when receiving a TeleConnect conference invitation. Apart from acting as an alert to indicate when someone has requested a video appointment with you, the other predominant role of a notification is to allow access into the conference when the appointment is due to start. Notifications come in two forms; as an entry within your TeleConnect scheduling feed or via the emailed invitation.

Receiving Notifications

It is important to know that there are two ways in which you will receive an invitation for a video conference. The first is through our internal notification system which can be accessed via your conference feed and the second is generated via email.

Scheduling feed

Your scheduling feed is a constantly updated page that acts as a history for future and expired invitations. As soon as you are sent a video request from a TeleConnect user this activity will appear within your feed. Your entries are all ordered from closest to furthest away in starting time.

Figure 3.1. Received Invitation notifications appear orange under your Received tab.

Email

Whenever a TeleConnect user sends you an invitation, a CCN notification will appear in your inbox, alerting you to the details of the video request.

Figure 3.2. A conference email invitation.

Who can I get an invitation from?

Only registered TeleConnect users can send invitations. As account holders they have access to our web invitation generator. This means that you will only receive video conference invitations from those whom are registered with our service. It should be noted however, that anyone with an email address, regardless of their involvement with TeleConnect can receive an invitation.

TeleConnect Invitations & Your Calender

If your emailed invitation has an included .ics file, a conference reminder will automatically be integrated into your calender. This file will attempt to be stored within your calendar, acting as a reminder for when your conference is due to start.

Figure 3.3. Calendar files can be integrated into Outlook.


4. Types of Users


Your role in the conference.

This section covers the differences and responsibilites between the moderator of a conference and its participants.

Hosts vs. Participants

When attending a video conference session two kinds of participants exist. The first is classified as the moderator, also referred to as the host. The moderator acts as the primary controller of the session, and is required to both start and terminate the call. They also have the ability to cancel the session entirely and add/remove other participants before and during a conference. The second type of user is the invited participant, whom does not have the same elements of control over the conference as a host does.

How are hosts determined?

The host of a conference is determined by the participant that scheduled the video appointment. By default there is only one host appointed when an invitation is sent, however locally appointed administrators have the ability to assign other participants or IT support members as hosts in order to give dual control to a room.

Functionality Differences

Hosts in Conference

As each participant has varying roles and responsibilities within a call, the interface features vary between the host and the participants. The host is required to use the button to officially begin the conference, and subsequently terminate the conference by selecting .

The host also has the ability to reschedule or cancel the session entirely and to add and remove participants until the conference has finished. Below is an example of the conference room view shown to the host user.

Figure 4.1. Host have access to additional functions within the conference room.

Participants in Conference

In contrast, a participant's video interface does not permit the same controlled functionality, as demonstrated by the omittance of functionality access such as a Stop or Extend buttons. If the host has yet to start the session all other invited participants will remain in the waiting room as shown below. Once the moderator has started a conference all participants will be automatically transferred into the conference once they enter the waiting room.

Figure 4.2. Participants must remain in the waiting room until the host has started the conference.


5. Test Conferences


Test before you start.

The video test function allows a user to assess the technical compatibility of their own machine in conjunction with another user. This is a precautionary tool, where passing the test is an indication of a successful connection and compatible equipment and software. This function is primarily used to ensure things will run smoothly when the time comes to begin the conference.

What Does a Test Check?

During a test video session, a number of conditions are assessed to determine whether or not each computer is adequately equipped for a conference. The tests are designed to evaluate whether:

  1. The user has suitable video software installed.
  2. The user has a suitable network connection.
  3. The user's video camera is working.
  4. The user's microphone and speaker are working.

Testing with a Contact

Firstly navigate to the VC Test page available from the menu, there you can gain access to the two different tests. To test with a contact simply enter the email of the user you wish to have a video test with. Once both participants have joined the conference they will now have five minutes to assess the video conference quality to determine whether it is adequate or not.

Figure 5.2. Type in the user you wish to hold a test conference with.

Your test partner will be sent an emailed invitation to notify them of the test. Upon accessing the link they will be automatically placed within the testing call where both parties will have five minutes to assess the sound/image quality and to install the required plugin for first time users.


Figure 5.3. A test invitation will be sent to your test partner.

Setting-up a Test

Testing with Jean the Parrot

Jean is a virtual parrot that will test your video, sounds and connection through an automated test. Jean will mimic the words or sentences you say to him to test your connection, microphone and camera.

Figure 5.1. Jean is a virtual parrot that will test your video, sound and connection through an automated test.

Do I have to test before a conference?

Our tests act as precautionary tools to ensure a good conference connection. Testing before you conduct is not an essential step but is recommended to help ensure a problem free start to your call.


6. How to Attend a Conference


The time has arrived!

When the time has arrived for you to attend your video appointment, there are a few ways you can access the conference. Read this section to find out about the ways in which you can attend and how a conference is started and finished.

Entering a Conference

When the conferences start time arrives there are multiple ways in which you can join. You may either login to your newsfeed, locate to your original emailed invitation or have previously noted down your Quick Access credentials or your dial-in codes. All of these access points are generated and sent to all participants at the time the conference was created.

In summary, the steps to enter the conference are:

By Scheduling Feed

  1. Locate the conference notification within your feed.
  2. Press the enter conference button at the end of the appointment entry.

Figure 6.1. Entering a conference via your conference feed.

By Email

  1. Locate your original emailed invitation.
  2. Press the Join Conference button.

Note: Hold onto your email!
It is important to hold onto your original emailed invitation within your inbox for later retrieval. Even if the session is scheduled for a long time in the future, you will not receive another invitation, so make sure you keep that one!

Figure 6.2. Entering a conference via email.

By Quick Connect Code

  1. Locate your Access Code and PIN. If you are not the moderator of this conference you will need to contact the moderator of the session to retrieve these details.
  2. Navigate to the login page and use the left blue login panel to enter your Access Code and PIN to directly join the conference.

Figure 6.3. Entering a conference via Quick Connect Codes.

By Dial-in

  1. Locate your original emailed invitation.
  2. Call the number under the "Dial-in" section and follow the voice prompts to join the conferece. You will need both your VCID and PIN number.

Figure 6.4. Entering a conference via Dial-in number.

The Waiting Room

The Waiting Room acts as the control point to start and end a conference. Depending on a users role as a moderator or a participant they will have different controls and responsibilities during a session. It is here that the moderator is in charge of starting and ending a conference.
The Waiting Room also allows new users to be added during the call and supports participant file sharing, chat functionality, real time support and a live interface tour. It also includes a panel to indicate the status of each invited participant. A user can be in one of three status types:

  • Participant in Conference Room: The participant is currently participating in the video conference.
  • Participant in Waiting Room: The participant is currently in the waiting room but has not entered the conference.
  • Offline Participants: The participant has not yet clicked to enter the conference and is therefore offline.

Figure 6.5. An overview of the waiting room interface.

Participant Status: The participant status panel allows you to see the statuses of your fellow participant’s at a glance. Participants will change colour and move panels depending on their status as they enter the conference.

Conference Chat: Use this panel to chat with all or individual participants within the room. Chat can be used prior to the conference starting.

File Sharing: You can send and receive files from all participants. Simply drag and drop a file or upload one with the Browse button.

Session Extension: This panel is used to extend the session for another time block. This function is only made available to the host of the conference.

Help Section: Real time support is available for those who run into technical difficulties. You are able to call or chat with a TeleConnect support technician.

Add Participants: This button allows the host of the session to add additional participants to the conference.

Remove Participants: This button allows the host of the session to remove individual participants.

Enable Participant Camera: This button allows the host to disable and enable each participant's camera.

Mute Participant Microphone: This button allows the host to mute and unmute each participant's microphone.

Enter Button: Used by the host to start a conference. Participants cannot enter the conference unless the host has pressed this to start the appointment.

Leave Button: This button allows you to leave the video conference. Participants will no longer remain connected to the video conference but will remain within the waiting room.

Stop Button: Used by the host to permanently close a session. This button can be used to manually end the conference earlier then it's expected expire time.

Reconnect Button: This button allows you to reconnect to the video session if you are having trouble entering the conference.

Access Credentials: This popup allows participants to view all credentials that allow entry into this conference. This includes Quick Access codes, dial in numbers and room ID's for alternate room systems.

Starting the Session

The video appointment begins once the host of the session has started the conference by pressing the button. If they have not done so yet, all other participants will be required to remain in the waiting room until they have done so. Once the host has started the session, all members can successfully enter the video appointment.

Rolling-over a Session

A session will end automatically when the duration time for the conference has finished. If you wish to continue the conference you will be able to extend the conversation for another session block. This feature will become available 5 minutes before the conference is due to end. To manually access this option earlier moderators can use the Extend panel.

Figure 6.6. Extend the length of the conference at any time using the extend panel.

Leaving or Stopping the Session

A session will end automatically when the duration of the conference has finished, or if the moderator of the session formally ends the conference by pressing . If either of these events occur, the link into that particular session will automatically expire and will no longer will accessible.

Alternatively, leaving the conference by pressing will place you in the waiting room and remove you from the conference so that you are no longer participating with video and sound.

Note: Stopping the Session.
Please note that after stopping the session, all participants currently attending the conference will be instantly locked out and will no longer be able to access that specific video session link via their feed or email.

Figure 6.7. To remove yourself from the conference, press the Leave button, you will remain in the waiting room.

Accidently Closing Your Browser Window

If you have accidently closed the browser:

  1. Locate the original emailed invitation or use the enter conference button in your feed. You will be able to re-enter providing the session has not expired in this time.

Accidently Stopping the Session

If you are the host and have stopped the session you must create a new one as the previous one has now expired. To send another invitation:

  1. Go to Invite in the main menu.
  2. Schedule an appointment for now if you wish to re-create a conference immediately.


7. Using the Video Interface


Learn your way around.

When you have successfully entered your appointment, the conference can now officially begin! This section contains all you need to know about how to use the video interface itself. This includes setting up your device, the audio and image control available, and additional conference features such as screen sharing and alternate display views.

Basic Video Controls

During the conference you will be interacting with the following set of controls:

Figure 7.1. Your conference interface.

Screen Arrangement: Toggle between different screen layouts. In order to access this panel you must hover on the bottom of the video frame.

Change Self View: Minimise your own camera display and corresponding menu to maximise conference window size.

Settings: View the settings panel in order to change device configuration, image display and other options.

User Quality: View a user's connection, video and audio quality currently being displayed within the browser.

Camera Control: Disable your camera by clicking on the icon; other participants will no longer see your camera in the conference.

Microphone Control: Mute or unmute your microphone, other participants will no longer hear your microphone.

Speaker Control: Mute or unmute your speaker, you will no longer hear the audio from the conference.

Screen Share: Share your current screen from your desktop to all video participants, screen sharing is indicated by a green outline surrounding your desktop window.

Setting-up Your Device

If your computer has access to one or more installed cameras, microphones or speakers, each device that is recognised and has an available driver will be displayed. To elect a particular camera, push the settings icon and choose particular device. If you have a new device, you must first install the driver in order to use a specific camera or microphone during the conference.

Figure 7.2. You can elect to use a specific device for your microphone, speakers and camera.

Disabling Devices

If you wish to turn off your camera or mute your microphone press the relevant microphone or camera icon to disable each device. A grey icon indicates that the device is turned on and functioning. A red icon specifies that is type of device has been disabled.

Figure 7.3. You can disable/enable a specific device by pressing on its icon.

Screen Viewing Control

There are a range of screen viewing configurations available by hovering over the bottom of the video frame. Alternate through these by pressing the Self-view Icon to toggle through each view. Depending on the number of participants attending, your screen will be configured into a different arrangement. The switch between two configurations is shown below:

Figure 7.4. The screenview configuration can be changed by pressing the self-view button.

Screen Sharing

You are able to share the full screen or particular tabs of your computer by pressing the blue Screen Sharing button. You will be asked which participant screen or tab you wish to share. Once you are sharing your screen, your monitor will show a green outline. To stop sharing your screen, press the Stop Sharing button.

Figure 7.5. Share a live preview of your monitor during the conference.


8. Conference Features


A range of handy features.

This section covers the range of features available within the conference waiting room. Learn more about how moderators are able to invite and remove participants, and how to view all access credentials relating to the conference. All participants also have the ability to share files to those within the conference and chat with individual people.

Access Credentials

Click the blue circular key icon next to the Appointment ID to view all access credentials relating to entering the conference. Here participants are able to view the joining details if they wish to connect via room system or dial-in phone connection. The host will also have access to each participant's individual quick connect codes and is responsible for distributing them as they see fit.

Figure 8.1. The access credentials popup shows all details regarding how to enter the conference.

Adding Participants

To add new participants a host must press the button located at the bottom of the Participant Status panel. Add each participant by entering their email address and pressing . Once you have entered all the participants press to send an email inviting the new participants to the conference. Once you have sent the invitations, each new user will receive an email allowing them to join until the session has expired.

Figure 8.2. Hosts are able to add multiple participants.

Removing Participants

Remove participants by navigating to the participant status panel and locating the user you wish to remove. Press the button next to their name and the selected user will be removed from the session, unable to re-enter.

Figure 8.3. Hosts are able to remove individual participants.

Chat Conversation

You are able to hold chat conversations with all or individual members within the waiting room regardless of whether the conference has begun or not. Simply click on the Chat panel and choose the participant you would like to hold a conversation with.

Figure 8.4. Chat to the whole group or individual participants.

File Sharing

To upload a file click on the File option in the side menu and either use the button or simply drag files anywhere onto the screen. All files that have been uploaded by participants will appear under the Available Files tab. To download files simply click on the icon, to delete files you have uploaded press the icon next to the file you want to remove.

Figure 8.5. Upload files by using the Browse button or by dragging and dropping them onto the screen.

Contacting Support

Real-time Chat Support

If you wish to speak to a technician via live chat support please select the Concierge Support option and fill out the support details. Your support window will open up a new tab where you will be assigned a ticket and notified of your place in line.

Figure 8.6. Your support screen will open in a new window where you will be assigned a support technican.

Phone Line Support

If you wish to talk to a real person on the phone, please dial the number underneath the "Call Us" option to talk to a support technician.


9. Generating Audit Reports


Keep track of your costs.

The Report function is designed to allow you to keep track of all your video conference usage history and the associated charge. This includes a comprehensive list of every call you have ever made including session details such as participants involved, start date, call duration, files shared and the charged invoice. You are also able to generate usage reports that total your associated service costs.

Conference Call History

This section acts as your personal conference history. Each entry contained specifies the Session ID, those that attended the call, the time, duration and the cost associated. This tool is beneficial when monitoring both usage and costs of the service, and can be used to determine monthly and yearly usage.

Figure 9.1. A comprehensive list of all past call history.

Filtering the Records

Use the search filter to display all calls made during a certain timeframe.

Figure 9.2. Filter and order call entries with available controls.

Printing Reports

To generate an invoice report containing all calls made during a specific month, select the timeframe you wish to review and press . Once the invoice is created, a printable version of this record will be displayed.

Figure 9.3. Generate a printable invoice with Print Report.


10. Settings Preference


Need change?

The settings page allows you the ability to control and update your preferences on all aspects of your account. From here you are able to adjust personal details and are also given the ability to manage your stored contact list.

Overview of Settings Menu


Figure 10.1.Control and update your preferences on all aspects of your account.

User: Update personal information such as your title, name, organisation and user profile photo.

Account: Update vital account information such as your timezone and whether or not you wish to use Auto-recharge Credit.

Privacy: Allows you to hide your contact details within all contact lists and within a conference.

Password: Used to change your log in password.

Contact: Upon sending an invitation to a new participant, all new users will be added to your participant suggestion list and contact list. This section allows you to remove unwanted user entries.