Adding Participants to the Conference Reservation | Polycom 8

MGC WebCommander User’s Guide

The reservation properties are the same as those described in the Conference template definition. For details, see Chapter 9 (Partial View) and Chapter 10 (Full View).

Adding Participants to the Conference Reservation

Users with the View Mode - Basic permission can add participants by selecting participants from the Participants Lists or by clicking the New Participant button. For details on selecting participants from the Participants Lists, see Chapter 4, “Scheduling a Conference” on page 4-23. For details on defining a new participant from the Meeting Window, see “Defining a New Participant from the New Meeting Window” on page 4-19.

Users with the View Mode - Administrator permission can add new or existing participants to the conference reservation from the Reservation Properties window. For details on adding Participant templates, see Chapter 5, “Adding Participants to the Conference” on page 5-41.

Changing Conference Parameters

Users with the View Mode - Basic permission can modify the reservation parameters from the New Meeting window. For more details, see “Scheduling a Conference” on page 4-23.

Users with the View Mode - Administrator permission can modify the reservation parameters from the Reservation Properties window. For more details, see “Modifying a Conference Template” on page 10-81.

E-mail Update after a Reservation Change

Based on the user permission, Partial Parameters View or Full Parameters View when you change the properties of an existing reservation and recurring reservation you can update participants by sending them an e-mail.

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Polycom 8 manual Adding Participants to the Conference Reservation, Changing Conference Parameters

Contents

MGC WebCommander User’s Guide Catalog No. DOC2136B Version Table of Contents Monitoring an On Going Conference Iii Reservation Calendar Meeting Rooms List Conference Templates Partial View Mode Vii Viii Introduction Prerequisites About MGC WebCommander User’s Guide Meeting Rooms List Monitoring On Going ConferencesReservation Calendar Conference Types Conventions System Requirements Internet Options General window opens To enable cookies in Internet ExplorerCookies Enabling Cookies in Microsoft Internet Explorer Security Settings window opens Connecting to WebCommander Enter Network Password dialog box opens MGC WebCommander User’s Guide WebCommander Login window opens MGC WebCommander User’s Guide Connecting to WebCommander Web Site using a WebPortal Main Menu Main Menu Links Reservation On GoingConferences Calendar Database LoginLanguage Selection To change the configuration Configuration Main Menu To select the database Database Selection Language Selection Welcome/Language Selection window opens Resizing the Window Panes New Meeting Window New Meeting Window Participants Lists Area Participant Templates List To access the Directory ListDirectory Participants List PathNavigator and Polycom Datastore Templates List To access the PathNavigator or Polycom Datastore Directory Recent Participant List To access the Recent List To select from a list of favorites Favorites Participant List Participant Actions Area Conference Details Area Conference Launch Options Area To start a new meeting with undefined dial-in participants Starting a New Meeting Using a Default Conference TemplateStarting a New Meeting Click the Start Immediately button MGC WebCommander User’s Guide Sending an E-mail to Conference Participants To send an E-mail MGC WebCommander User’s Guide Duplicate Booking Connection type Required criteria for a match Field/Option Description To resolve participant conflicts To define a new participant from the New Meeting window Defining a New Participant from the New Meeting Window Option Description Participant Dialog Page opens Or no video will be used SIP Sip user name@domain . Note that the SIP MGC WebCommander User’s Guide To schedule a conference from the New Meeting window Scheduling a Conference MGC WebCommander User’s Guide Define the following parameters Conference when it is saved on the MCU Option Description MGC WebCommander User’s Guide To create a recurrent reservation Creating a Recurrent Reservation Field Description Reservation Recurrence pane opens Field Description MGC WebCommander User’s Guide New Meeting Window MGC WebCommander User’s Guide Mail Update after Reservation Change Conference Reservation window opens New Meeting Window Defined Isdn Participants Dial-in Dialing into the Conference Main Menu pane, click the On Going Conferences link To display the list of On Going conferences SIP Connections Defined H.323 Participants Dial-in For example, EQ1sales12345 Dial-in Scenario-SIP Environment Dial-out Scenario-SIP Environment Direct Dial-in Scenario-SIP Environment SIP Mixed Environment Mixed Environments Conference Scenario Monitoring an On Going Conference General Monitoring Meeting Director Module Meeting Director Pane To access the Meeting Director from the WebCommander site MGC WebCommander User’s Guide Monitoring an On Going Conference MGC WebCommander User’s Guide Lock/Unlock Conference Indicates whether Conference Icons and IndicationsToolbar Buttons and Icons Button Description Indication Modify Conference General Information Opens To select the Presentation Mode or None Conference duration Participant Icons and Indications Participant Icons Recording Port Disconnected grey Audio Only conferences Icon Description Status Icon Description Button Connection Status Icons Connection is problematic Audio Connection Status Icons Participant and the MCU Video Status Icons Video connection status icons Button Menu Function Description Buttons Status Icon Description Status Icon Description Sorting Participant Properties To sort the Participant Properties Secure Conference Mode ToolTips Monitoring an On Going Conference ToolTip Indicates Status Field Description General Conference InformationTo view the conference status from the Information icon Or Software Continuous Presence Video Layout Pane Hide/Show Video Layout Pane To show the Video Layout pane To hide the Video Layout pane Operations performed during Audio and Video conferences Operations Performed during On Going Conferences Operations performed during Video conferences Operations performed during Audio conferences Selecting Options MGC WebCommander User’s Guide Viewing Conference Numeric ID To connect the participant Connecting Dial-out Participants To disconnect the participant Disconnecting Participants To reconnect a disconnected participant Reconnecting Participants To add a participant to the On Going conference Adding Participants to the Conference MGC WebCommander User’s Guide Option Description MGC WebCommander User’s Guide To define a new participant during an On Going conference Defining a New Participant During an On Going Conference Window opens Monitoring an On Going Conference Participant Properties Advanced window opens Monitoring an On Going Conference MGC WebCommander User’s Guide Participant Properties Advanced window opens To view the participant properties Viewing the Participant Properties To modify the name of a participant Modifying the Participant Properties Participant Dialog Page opens To view the Participant Properties Designating Participant as VIP To designate a participant as VIP Monitoring VIP Participants during an On Going conference Designating a Participant as the Chairperson Using Dtmf Code during the On Going conference To delete a participant from the On Going conference Deleting a Participant from an On Going Conference To mute/unmute the participant’s audio channel Muting/Unmuting a Participant To Mute/Unmute the participant’s video channel Broadcasting Listening VolumeVolume Spin Arrows To lock a conference Locking and Unlocking a Conference for Dial-in Participants To unlock a conference Monitoring an On Going Conference 11Conference Additional Information Properties Conference Additional Information window opens Company name, the contact person name, MGC WebCommander User’s Guide To change the conference duration Changing the Duration of a Conference MGC WebCommander User’s Guide To extend the conference duration To terminate a conference Terminating a Conference Selecting the Conference Layout Selecting the Video LayoutTo select a different video layout for the conference MGC WebCommander User’s Guide 12 Video layout options Number Video Available Layouts Windows Auto Layout To enable the Auto Layout mode Selecting a Personal Layout To select a participant’s Personal Layout in WebCommander Monitoring an On Going Conference Video Forcing Video Forcing at the Conference Level To video force To set a window to appear as a black screen To cancel the video forcing Video Forcing at the Participant Level To force a participant’s layoutViewed by list, select the participants name Select the pin to unforce the participant Event Icon Text Indication Endpoint’s Visual Conference Indications Enabling Visual Indications To modify the Visual Effects during an On Going conference Visual Effects To modify the Layout Border color Set Visual Effects dialog box opens To modify the Speaker Indication color To Chat Using Chat Messaging Moderator Chat Board Message box Clear Enabling the Chat option Presentation Mode guidelines Controlling the Lecture Mode To select the lecturing option during an On Going conference Monitoring an On Going Conference To disable the Lecture Mode or Presentation Mode To block/unblock the participant’s audio transmission Blocking/Unblocking the Audio Transmission Exclusive Speaker window opens Exclusive SpeakerTo set a Participant as an Exclusive Speaker 100 101 Placing the Conference On HoldTo place a conference On Hold To release a conference placed On Hold 102 Managing a Q&A SessionEnabling Q&A Options Controlling Q&A Queues with the Q&A list buttons 103 Adding a Participant to the Q&A QueueChanging the participant’s position in the Q&A queue Viewing the Q&A List 104 105 Letting the participant ask a questionClearing all participants from the Q&A queue 106 To setup a Voting sessionManaging a Voting/Polling Session Field 107 108 To start a Voting session 109 To cancel the voting sessionTo conclude the voting session 110 To send voting results by E-mailSending the Voting Results Via E-mail 111 Mute Meet Me PartiesTo mute Meet Me Parties 112 Participant/Chairperson Operations via Dtmf Codes 113 114 115 116 Request Dtmf Help Menu 117 Dialing out to Invite Participants to Join the Conference User Action IVR Message Changing the Conference Password118 119 Chairperson Initiated Blast Dial-out 120 Securing the Conference 121 Operation Default Description Dtmf CodeRoll Call 122 Reservation Calendar To access the Reservation Calendar Reservation Calendar Click the Reservation name link Viewing the Reservation PropertiesTo view the Properties of a Calendar Reservation Saves changes Changing Conference Parameters Mail Update after a Reservation ChangeAdding Participants to the Conference Reservation Click the Send E-maillink MGC WebCommander User’s Guide Send E-maildialog box opens To view the properties of a protected conference Viewing the Properties of a Protected Reservation Viewing a Specific Conference Reservation To view a specific conference reservation To change the view of the reservation calendar Additional Calendar Views Week Start Day Customizing Background View ColorsTo select the week start day Calendar Preferences window opens Conference Types Scheduled from a Reservation Templates Conference Scheduling MethodsScheduled Conferences Ad Hoc Conferencing On-demand Conferences Reservation-less Conferencing Meeting Rooms Conferences may be defined as one of the following types Conference Types Entry Queue Participant Roles Dial-In Participants Participant Connection to the ConferenceDial-out Participants Entry Queue Conference Access for Dial-in ParticipantsConference IVR Entry Queue Access IVR 5 1 2 2 Conference IVR Access Entry Queue Access can be defined for Direct Dialing and Access Direct Conference Access Attended/Unattended Conferences Dial-out Participants Access Operator Assisted Conference Participants Queue Unattended Conference Greet and Guide conference Welcome Queue Media Conf Type Network Video Session Conference Media Settings T1-CAS Audio Only Conference Types Video Conference Types Highest Common Mechanism Conference On Port COP Additional Video Conference Settings Lecture Mode Cascading LSD Fecc Far End Camera Control Chair Control FECC/LSD Guidelines Greet and Guide Conferences Large Video Switching ConferencesWelcome No Wait conference Attended Wait conference Dual Stream Modes Conferences 239/People+Content H.239/P+C Options Polycom Visual Concert PC Limitations Possible configuration using Visual Concert PC Polycom Visual Concert FX Vcfx Configuration Media Conf Type Network Session Type Duo VideoMedia Options for Video Session Type Conference Types According to the MCU Configuration MCU Available Functionality Configuration Conference Types MCU Conference Types MGC WebCommander User’s Guide Meeting Rooms List Meeting Rooms List To view the list of currently defined Meeting Rooms Viewing the Meeting Rooms List Icon Description Meeting Room Properties window opens Viewing the Properties of a Meeting RoomTo view the properties of a Meeting Room To view the properties of a specific Meeting Room Viewing the Properties of a Specific Meeting Room MGC WebCommander User’s Guide Meeting Rooms List Conference Templates Partial View Mode To define a new video conference template Defining a New Video Conference Template Conference Templates window opens Define the conference basic parameters as detailed in Table Conference Properties Basic window opens MGC WebCommander User’s Guide Advanced Conference Parameters Partial View MGC WebCommander User’s Guide Option Description 711 Option Description CIF Video Stream Out Video Streams Qcif Presence formatting Classic Quad Views CP Video Layouts View ModeConference Properties Video Layout window opens Software IP conferences only 10+ Quad Views mode Default Auto Layout for CP Classic and Quad Modes Conference Templates Partial View Mode Conference Menu Conference Template MenusConference menu To enable the administrator to view and start your Conference Templates Menu Participant Template Menu Participants to reservations from an Ldap personal To define an Audio Only conference template Defining an Audio Only Conference Template List of Conference templates Define the conference basic parameters as described in Table Conference Properties Advanced window opens 10 Audio Only Advanced Conference Parameters Partial View Option Description Conference Templates Partial View Mode 10-1 Defining a New Conference TemplateTo define a new Conference template 10-2 10-3 Icon Description 10-4 Defining a New Video Conference 10-5 10-6 10-7 10-8 Continuous Presence CP a Continuous 10-9 10-10 10-11 Software Continuous Presence the Line Rate is 10-12Transcoding and Continuous Presence the line 10-13 10-14 10-15 10-16 Presentation Mode 10-17 10-18 10-19 10-20 Select either 50 Fields PAL or 60 Fields Ntsc 10-21 10-22 Limitations Polycom Visual Concert PC/FX Available with People and Content V0 Polycom proprietary10-23 10-24 10-25 10-26 10-27 10-28 10-29 10-30 10-31 Define the Advanced parameters as described in Table 10-32 10-33 Conference in which a participant is greeted by an 10-34 10-35 10-36 10-37 Following guidelines apply to encryption 10-38 10-39 Conference Properties Meeting Me Per Conference window opens 10-40 Define the following Meet Me Per Conference parameters 10-41 Classic 10-42 10-43 10-44 10-45 10-46 10-47 10-48 10-49 10-50 Setting in the Default Reservation/ StartConference Properties Recorder window opens 10-51 10-52 Conference MenuConference Template Menus 10-53 Meeting Template and choose 10-54 10-55 Conference Templates Menu 10-56 Participant Template Menu 10-57 Defining a New Audio Only Conference 10-58 To define the parameters of an Audio Only conference 10-59 10-60 10-61 10-62 10-63 10-64 10-65 10-66 10-67 10-68 10-69 Click the Meet Me Per Conf tab 10-70 Conference Properties Meet Me Per Conf window opens 10-71 10-72 10-73 10-74 10-75 To start the conference immediately 10-76 10-77 Adding Participants to Conference TemplatesTo assign participants to the current Conference template 10-78 10-79 Following search criteria can be used 10-80 Conference Templates List window 10-81 Modifying the Properties of a Linked Participant 10-82 Participant Properties Basic window opens 10-83 10-84 Deleting a Participant from a Conference TemplateTo delete a participant 10-85 Click Delete Participant from the Participant Templates menu 10-86 Deleting the Current Conference Template from the DatabaseTo delete the current Conference template 10-87 10-88 Modifying a Conference TemplateTo modify a conference template 10-89 10-90 11-1 Linked ParticipantEmbedded Participant 11-2 Participant Templates 11-3 Participant Templates window opens 11-4 Defining a New Participant 11-5 Defining a Participant Template in the DatabaseTo define a new participant directly in the database 11-6 11-7 11-8 Defining ISDN, ATM, or MPI Video ParticipantsTo define ISDN/ATM/MPI video participants 11-9 11-10 11-11 11-12 11-13 11-14 11-15 YES 11-16 11-17 11-18 Defining H.323 Video and SIP Audio Participants 11-19 11-20 Sip user name@domain. Note that the SIP 11-21 11-22 11-23 11-24 11-25 Quality of Service ParametersTo define the QoS 11-26 From Service recommended Takes the QoS TOS 11-27 To defining an Audio Only participant Saving the Participant TemplateDefining Audio Only Participants To save the Participant template 11-29 11-30 11-31 11-32 Advanced T1-CAS Participant Window 11-33 11-34 Deleting a Participant from the DatabaseTo delete the participant from the database 11-35 Participants Properties window opens 11-36 Modifying the Participant Template in the DatabaseTo modify the participant template in the database Open the Participant Templates window 11-37 11-38 Appendix a Default Templates Basic Default Conference Template Properties DefaultCOPParameter Value General Advanced Parameter Value Meet Me Per Conf Recording Video Layout Default Conference Template Properties DefaultVideo Advanced Meet Me Per Conf Default Conference Template Properties Default-Audio IVR Limited Occurrences Greyed out Number of Occurrences SW CP Default Conference Template Properties Software CP Advanced Meet Me Per Conf Video Layout Default Conference Template Properties Video-Switch Advanced Meet Me Per Conf Video Layout Appendix a Default Templates