Conference Scheduling Methods, Scheduled Conferences | Polycom 8

MGC WebCommander User’s Guide

Conference Scheduling Methods

The system supports both scheduled and on-demand conferences. Reservation Templates containing conference parameters can be used to schedule conferences saving the need to define conferences for each time a new conference with the same parameters is defined. Different templates can be defined for different conference settings.

Scheduled Conferences

Scheduled conferences are arranged ahead of time and are assigned a telephone number and password for dial-in meeting participants. The scheduling can be done via the MGC Manager application or using the browser based WebCommander application, or via Microsoft Outlook using the MGC Personal Scheduler Add-On.

On Going Conferences

An On Going conference is a conference that starts immediately or when the scheduled reservation date and time is reached. An On Going conference can be invoked in one of the following ways:

•Started immediately from the New Meeting window

•Started immediately from Reservation Templates

•The scheduled starting date and time of a Calender Reservation is set to the current date and time (for more details, see Chapter 6, “Reservation Calendar”)

Reservations

Reservations are conferences scheduled to start later on that day or in the future. Reservations are defined using the same parameters as On Going conferences with the addition of the conference start date and time.

Reservations can be scheduled in one of the following methods:

•Scheduled from the New Meeting window

•Scheduled from a Reservation Templates

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Polycom 8 manual Conference Scheduling Methods, Scheduled Conferences, Scheduled from a Reservation Templates

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