Video Collaboration User Guide

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1 Video Collaboration User Guide Fonality Video Collaboration is an easy to use, cost effective, and professional tool for meetings that get results. With Fonality Video Collaboration powered by Zoom, you can schedule HD interactive video meetings in advance or on the fly and even share your screen from the comfort of Heads Up Display TM (HUD). We double dog dare you to find a better way to keep travel costs in check, help remote workers connect, or hold virtual meetings from here to Teaneck (New Jersey, that is).

2 Table of Contents Table of Contents... 2 Getting Started... 2 Schedule a Meeting... 2 Add to Calendar... 2 Join a Meeting... 2 Start a Meeting... 2 Join Audio... 2 Manage an Active Meeting... 2 Meetings Tab... 2 Click to Screen Share... 2 History... 2 Resources... 2 Revised February Fonality Video Collaboration User Guide

3 Getting Started Fonality Video Collaboration is an optional module that adds features to HUD Web, so an assigned license is all you need to use it. Your administrator might have opted for individual licenses or chosen Fonality Ultimate Edition, which includes Video Collaboration and so much more. Once you ve logged into HUD Web, look for the Video Collaboration camera icon at the top of your HUD Web dashboard. Just click to get started. Main Functions From the Video Collaboration Home tab of your HUD Web dashboard, you ll find three main functions: 1. Schedule a meeting 2. Join a meeting 3. Start a meeting Fonality Video Collaboration User Guide

4 No Video Collaboration camera icon? Don t have Video Collaboration but like what you see in this User Guide? Contact your sales representative to get it! Know you have Video Collaboration but don t see the handy camera icon? Your Admin or Fonality Support may need to apply licenses to your users in your Control Panel. 4 Fonality Video Collaboration User Guide

5 Schedule a Meeting From your Video Collaboration Home tab, click Schedule A Meeting to open the scheduling pop up. This is where the magic happens (Shown to the right). Once the scheduler window opens, fill in the meeting details (A): o Give your meeting a fancy name in the Meeting Topic field. o Set the date and start time next to When. o Add the Duration by increments of an hour (hr) and/or 15 minutes (min). o Choose the Time Zone for your meeting. Next, set your Meeting Options (B), if you want em: o Check Require meeting password to require a meeting password. Enter your password in the text field. (Remember to document/save your password somewhere safe and accessible) o Check Enable join before host to allow meeting members to join the meeting prior to your (host) arrival. Bring it on home: A o Click Schedule Meeting to schedule your new meeting. Your meeting is now scheduled. Once you click Schedule Meeting, the Add to Calendar window will open. See next page o Click Cancel to drop this meeting like a bad habit. (Note: None of your changes will be saved.) B 5 Fonality Video Collaboration User Guide

6 Add to Calendar Once you ve completed the steps under Schedule a Meeting, you ll see a confirmation that it s been scheduled in an Add to Calendar window like the one below. This step makes it easy to provide attendees the information they ll need to join your meeting. The Add to Calendar pop up interface allows you to edit and copy the details of your Video Collaboration meeting to a calendar invitation or anywhere else you choose. Editing Meeting Invitation Text On the right side of the box above, you ll see sample invitation meeting text. Edit this information to your heart s content. IMPORTANT! When using Fonality Conferencing, be sure to swap your conference bridge number and password in place of the default dial-in before finalizing. Once you re happy with your invite, highlight the text and hit Ctrl+C (Win) or Cmd+C (Mac) and paste it in to your Calendar invitation. o Note: If you have used Ctrl+C (Win) or Cmd+C (Mac), your computer s clipboard will always save whatever you copied last. We suggest keeping this window open until you re sure you ve got what you need over in your calendar invite. Because computers are sneaky. Click Close Window to close the Add to Calendar pop up. 6 Fonality Video Collaboration User Guide

7 Join a Meeting To join a meeting started by someone else: Navigate to Join A Meeting on the Video Collaboration Home tab and enter the Meeting ID you were provided (probably via HUD chat, , or calendar invite). Click the Join Now button to enter the meeting. Tada! 7 Fonality Video Collaboration User Guide

8 Start a Meeting Navigate to Start A Meeting from the Video Collaboration Home tab to start an instant meeting. Note: To Add Someone, just start typing a teammate s name to search and select each contact you want to add. HUD will send them a link to join automatically To create a new Video Collaboration session, select the type of session you'd like to start: o Click Start Without Video to start with Screen-share. o Click Start With Video to start with video conferencing. TIP: Whether you start with screen share or video conferencing, you can always toggle back and forth to either with Fonality Video Collaboration. Note: Wait seconds for the video to initiate and connect. If your guests click on the Meeting Link prior to the meeting initiating, they will receive a wait for host message. 8 Fonality Video Collaboration User Guide

9 Join Audio A picture may be worth a thousand words, but sound is kind of important when it comes to two-way communication. Once a Video Collaboration session starts, you will be prompted to Join Audio. Choose from one of 3 audio options: 1. On the Join by Computer tab (default view), click Join Audio by Computer to join the meeting using your computer audio tools. 2. Click the Join by Phone tab to see the dial-in details. Call one of the provided numbers and follow the prompts to enter our meeting and participant ID s. 3. Close the pop up window and call into the Fonality Conference Bridge provided in your calendar invite. 9 Fonality Video Collaboration User Guide

10 Manage an Active Meeting During every Video Collaboration session, the Meeting Management Toolbar gives you access to eight options for managing the conference. You ll find those running across the bottom of the screen when viewing full screen. Each of option is detailed below Audio. Click to Mute or unmute your audio. 2. Video. Click to Start or stop your video. 3. Invite Other. Click to expose the Invite people window that displays the many options to send an invite to another party. Note: This is an easy way to invite a non-hud user if your Video Collaboration meeting has already started. 10 Fonality Video Collaboration User Guide

11 4. Manage Participants. Click allows you to: This pop-up View individual participant audio and video status Mute individual participants audio and video Mute and Unmute All participant audio And More, to mute participants, play chime and lock meeting 5. Share Your Screen Click to select the screen you want to share with all participants. You can share: Desktop(s) Individual application windows A whiteboard application to collaborate with your participants Any iphone and/or ipad connected to your computer 11 Fonality Video Collaboration User Guide

12 6. Chat Click to chat with individual participants or with everyone (all participants). 7. Record your meeting Click to start or stop recording the session. The recorded file will be automatically converted to mp4 when the meeting ends. 8. End Meeting Click to find options for leaving the meeting or ending it for everyone. 12 Fonality Video Collaboration User Guide

13 Meetings Tab Located next to your Video Collaboration Home Tab, the Meetings Tab holds the keys to: Your Personal Meeting ID. (It s yours, all yours!) All of your Scheduled Meetings 1 2 Personal Meeting ID (1) Your Personal Meeting ID is unique to you and enables you to: Click Start to start an instant screen share meeting Click Copy as another way to schedule a meeting. Follow the instructions in the Add to Calendar window. Refer to Add to Calendar page in this guide for more details. 13 Fonality Video Collaboration User Guide

14 My Meetings (2) This area displays all Scheduled Meetings. You can view the following information for each meeting: o Day and Date o Start and End Time o Topic o Meeting ID o Timezone Click Start to initiate this meeting immediately Click Copy to get your meeting details, including Meeting ID. Click Edit to change any details about this meeting. Edit Meeting Info Edit meeting details. Click Update to save the meeting with the changes you ve made. Click Cancel to cancel the edit process. After meeting is updated, Click Copy to get your meeting details, including the Meeting ID. Go to Add to Calendar for more details on adding this edited meeting to a calendar invite. 14 Fonality Video Collaboration User Guide

15 Click to Screen Share You can click to Screen Share with any other employee! Hover over the HUD avatar of the person you want to share with. Click Screen Share. This will: Automatically send this member a HUD notification with meeting URL Launch your instant Screen Share session 15 Fonality Video Collaboration User Guide

16 History View and search your meeting history in your HUD Web Calls & Recordings menu Video Collaboration Tab (1) Click the Calls & Recordings icon in the HUD application bar, and then click the Video Collaboration tab to see your meeting history. 2. Search (2) Click Search to filter the meeting history based on alphanumeric search. 3. Meeting History List (3) This area will display a list of meeting history with the following information: Topic Meeting ID Date Start time Note: You can sort based on any column. 16 Fonality Video Collaboration User Guide

17 Resources User Guides are great, but sometimes we all need a little hands-on help. Here are two additional resources to help you get the most out of Video Collaboration and all the benefits of HUD: Fonality Academy Click here to explore and register for live online training including FA101 New User Training and FA201 Advanced User Training as well as on-demand training. These trainings include features like Video Collaboration and always include time for Q&A at the end. Training isn t just for users. We ve got training for Admins and Partners, too! Get Support Visit fonality.com/support for additional resources, including our Assign User Licenses how-to video, or to start a chat with a Support team member. For 24/7 phone support, call 866-FONALITY ( ). TIP: Have your Server ID and User ID handy. 17 Fonality Video Collaboration User Guide

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