Welcome to OnSync University 1 Last update: 2016/04/23 Digital Samba, SL

Transcription

1 Welcome to OnSync University 1 Last update: 2016/04/23 Digital Samba, SL

2 Table of Contents Getting Started... 2 Logging in... 3 The OnSync Dashboard... 4 Managing your account... 6 Changing service plans... 8 Setting up a scheduled meeting Start an on-demand meeting Dial-in settings System Check Quick start video walk through Advanced meeting options Controlling Access Meeting Registration Customizing invitation s Sharing Using your camera and audio Adjusting your video and audio preferences Sharing your screen Adding and Downloading Files from the Media Library Recording Sessions The OnSync File Converter User Roles Branding Inside the Session The OnSync Workspace Workspace Views Workspace Toolbar Control your audience Requesting to Speak Whiteboard Chat Break-out rooms Testing the quality of your connection Inviting additional people during a session Record your Sessions with the MP4 Recorder... 63

3 After Session Tasks Share, edit and download recordings Editing Sharing Downloading Viewing your usage statistics Opening a support ticket Admin accounts Creating new users Managing existing users Managing service plans Admin usage statistics... 80

4 Getting Started Welcome to OnSync! If you have already registered for an OnSync account, you should have received a welcome containing your logon credentials making you ready to live the OnSync experience! If you have yet to register, you can register here its simple, quick and fuss free. OnSync is here to help get you running your online meetings, webinars and virtual classrooms in no time! In this section, we ll walk you through some account basics: Logging in Dashboard Managing your account Changing service plans Creating a new scheduled meeting Start an on-demand meeting Dial-in settings System Check Page 2 of 81

5 Logging in Having registered an OnSync account, you should have received an from us containing your login information: To launch the application, you can click the link the in your registration or launch your favorite browser and click here and login using the username and password noted in your sign up . Page 3 of 81

6 The OnSync Dashboard THE ACCOUNT CENTER There are two primary components to OnSync: The Account Center and the Virtual Room itself. The Account Center is where you will go to create rooms, schedule your and manage your meetings or events, invite participants in advance, pull usage reports, retrieve recordings as well as manage all eventrelated logistics. EXPLORING THE DASHBOARD: A Quick Overview of Everything Think of the DASHBOARD as the Home Page of your Account Center. This will provide you with a quick listing of your current and future session, messages, address book as well as one-click buttons to setup a new meeting. Page 4 of 81

7 NEW MEETING: should be used for sessions involving larger groups of people or sessions where you re not quite sure how many participants you ll have. NEW MEETING provides you with all of the options you re looking for in regards to setting up a scheduled session, scheduled web event (webinar) as well as more advanced settings to customize each meeting or event to suit your needs. You can learn more about this here MEET NOW: is designed for 1-on-1 on-demand sessions or smaller, known groups. When clicking on MEET NOW, OnSync will instantly create a virtual meeting room and log you into it. You can learn more about this here SCHEDULE: will provide you with a list of past, current and future sessions (based on the day/time you defined when setting up the room). This is where you will go to edit the settings of your rooms as well. RECORDINGS: will provide you a list of all of your recorded sessions as well as provide you with a means of editing (trimming) your recordings. MESSAGES: allows you send and receive messages, similar to web-based . ADDRESS BOOK: allows you to easily manage your contacts in order to easily invite them into sessions or to send them a message. STATISTICS: will provide you with a graph of your usage statistics. Each dot on the graph can be clicked on to view the specifics of your event. All stats can be exported via CSV file. Page 5 of 81

8 Managing your account Once logged in, you re ready to update your details or complete your profile information. To do so, please click on the button placed on the upper right corner of your Account Center. A Drop down menu should appear as follows. Once you click on My Profile, another screen will open up. Once there, you ll be ready to fill in all the fields as needed, you may upload a photograph, change your username, contact details, country, timezone, etc. Page 6 of 81

9 You can also change your account settings and create a room link that you may use to personalize your meetings and recordings. Here you can also change your password, dial-in pin code and choose which OnSync server to host your sessions in. Page 7 of 81

10 Changing service plans You can change your service plan preferences (upgrade or change back to a more basic plan) by accessing your account settings. Once there, look on the upper left corner for the link, as below: Page 8 of 81

11 Please click on Upgrade your account. By doing so, you ll be redirected to a page with our standard packages, as follows: You may now choose the plan that better suits your needs. Once you choose your ideal plan, please click on choose plan accordingly. Once you do it, you ll be redirected to a page where you may submit your billing information. This includes the following fields: Address City Country Prefix (also known as country code) Postcode State Company Name Once completed, you may click on the Upgrade Now button. Please be reminded that by switching to an annual plan you save 15%. Should you wish to do so, only click to select the option Save 15% before clicking on Upgrade now. To process the payment, you may use your existing PayPal account or create a new one by filling in the required fields, inserting your credit card details directly on the fields shown. Please remember to double check if the Billing information and shipping address are correct. If all the details have been loaded correctly, please click on Agree and Pay. Your payment will be safely processed by PayPal. Page 9 of 81

12 If you have an existing upgraded account, the option to switch it back to basic is active once you click Change your Account from your account settings. If you already own a paid plan and want to downgrade back to a free plan, we strongly recommend you to follow the next steps in order to cancel the automatic billing: 1. After logging into your OnSync account, please go to Account Settings : 2. Click on Downgrade to Free Account. 3. Lastly, click on the Update button located at the bottom of the screen. Page 10 of 81

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14 Setting up a scheduled meeting To create a new meeting, please click on the New Meeting button located on the OnSync Account Center screen. By doing so, another screen will open and allow you to enter the meeting details. This means you will be able to add specific information for each meeting to make it easy to identify. You can include a meeting topic, start date, time, estimated duration and password (not mandatory). You can also customize the friendly URL link that you will provide to your attendees. Page 12 of 81

15 Please note that once you ve created a meeting session, you can send invitations to your contacts by clicking on Invite participants, and the following options should appear. Here you can type in the name to be displayed inside the session for each participant as well as determine their role [insert link to user roles explanation]. Once you re done adding new participants, click on the Save button. Immediately after you click on Save a pop-up confirmation message will show up, asking whether you want to send invitation s or not. If you want to do so, click on the corresponding radio button and save. Page 13 of 81

16 Please note that once you have started your session you can also add new participant using the meeting bottom on the upper right corner of the screen. Page 14 of 81

17 Start an on-demand meeting You can also start an ad-hoc meeting session simply by clicking the Meet Now button in your OnSync account center. Once you have started your session you can invite people using the meeting button on the upper right corner of the screen. Page 15 of 81

18 Dial-in settings The dial-in feature is available only on PRO-HI-DEF and EVENTS plans. The dial-in feature must be activated when your scheduling your session in OnSync. To do that when scheduling your meeting, please follow these next steps: Go to the Advanced Options button, located at the bottom of the screen and click on it: Please click on the Audio and Video tab that will show up at the top. Then, click on the Use Teleconference box in order to activate it. You will notice the dial-in numbers that will be available for participants to join the session using a phone line, as well as the access code they will need to input in order to join the meeting. Page 16 of 81

19 Remember to click on Save to activate these changes. Once you join the OnSync meeting through a browser, the telephone icon will show up. This means that the dial-in option has been activated successfully. You can click on the telephone icon listed on the OnSync room in order to obtain the dial-in information (telephone number and personal access number). Page 17 of 81

20 Lastly, your invitees will receive an automated invitation from our system which will include this dial-in information. Page 18 of 81

21 System Check You can run a brief online system check to ensure your bandwidth and device is ready to support OnSync, you can do so by visiting here Page 19 of 81

22 Quick start video walk through Page 20 of 81

23 Advanced meeting options Our PRO, HI-DEF, EVENTS and POWER subscribers have access to a series of more advanced options that they can make use of when scheduling your online OnSync meeting or event. To access these options click on the Advanced options button in the create meeting screen. Some of these options are described in the articles linked below: Meeting Registration Customizing invitation s Controlling Access Page 21 of 81

24 Controlling Access With the Access tab having enabled Advanced meeting options, there are several settings which are used to control access to your meeting and control access to what functionality your meeting participants can avail of. These various options are described in the following text and shown in the graphic below: 1. You can make your meeting public or pivate. A private meeting means only invited or registered users can join the meeting or view recordings of it. The default is a public meeting where anyone with the meeting URL can enter the meetings. You can also set which User Role your meeting guests will default to here, 2. You can choose to enable Break-out rooms, a lobby where non-moderators wait until moderators are ready to allow them into the main session and enable the showing of the recording embed widget which allows participants to put a recording of the meeting onto their website. 3. Here you can choose which buttons to make available on the Workspace Toolbar during the session. Page 22 of 81

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26 Meeting Registration There is the ability to incorporate a registration process when setting up your scheduled online event. You access these configurations by selecting on the Registration tab after clicking the Advanced Options button when creating your meeting. Let s have a look at some of these options in a little more detail: 1. You can make registration mandatory, optional or not require it all (registration is turned off by default). 2. We have a list of pre-defined commonly used fields you can make use of these by selecting the appropriate the check boxes to the right of each field. Show render the field on the registration form, you can make a field mandatory by checking the Required check box. 3. You can also add your own custom form fields and again decide if you want to make any of these fields mandatory during the registration process. 4. You can customize your registration URL rather than use the randomly generated characters that OnSync uses to identify your event registration page. 5. You can optionally require a password before someone can complete registration. 6. You may want to cap the amount of people who can register for your event. 7. Once someone has completed the registration process you can modify the message that is shown or redirect them to a webpage of your choice. 8. You can optionally set a time limit after which people will no longer be allowed to register for your event. Page 24 of 81

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29 Customizing invitation s To customize the invitations that go out to your guests click on the Send Invitations tab and click check-box that says Send a customized invitation This enables the showing on a text field with a built in text editor. Here you can edit the text of the default template that is sent out to invitee your guests to your meeting. In this text field you can make use placeholders such as {start} and {finish} which are variables for the start and finish time of your event respectively. The range of available placeholders are shown under the field. Page 27 of 81

30 You can also enable first and second reminder s, decide when they will be sent and customize them in the same way: Page 28 of 81

31 Optionally, you can also attach files to the invitation and remainder and also get copies of these mails sent to yourself. Page 29 of 81

32 Sharing OnSync allows people in your meeting to share various types of content with each other such as audio and video using their mic and video cam, computer files in almost any format, there is even a whiteboard to aid online collaboration. You will almost feel like you are standing in the same room as each other! In this section, we ll teach you all about presenting and sharing content inside OnSync sessions. Using your camera and audio Adjusting your video and audio preferences. Sharing your screen Adding and Downloading Files from the Media Library Recording Sessions OnSync s File Converter User Roles Branding Page 30 of 81

33 Using your camera and audio When first entering a session, you may be asked to approve access to your camera and microphone, once approved you should see your camera s and microphone s input in the video conference content window. You can change your video and audio settings and change the output volumes for each participant separately to create the best possible experience. Page 31 of 81

34 Adjusting your video and audio preferences. OnSync allows you to modify your audio and video configuration during a session. This can become important when adjusting to available bandwidth capacity or changing the video aspect ratio to allow for alternative uses of your webcam and those of your audience. You can adjust your camera as well as your microphone source and video quality by going into Preferences the configuration options for both video and audio are shown in the following images: Page 32 of 81

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36 Sharing your screen Once you ve entered a meeting room as a moderator or host, you are able to share your screen by clicking on either of the two highlighted buttons shown below. If you don t have the Screen Sharing plugin installed, a download option will show up. You must install the Screen Sharing plugin to be able to share your screen with other participants in the meeting. Once the Screen Share plugin has been successfully installed, you will be able to select from various options: Page 34 of 81

37 The Entire Desktop option allows you to share literally everything that s showing on your desktop The Computer Programs option allows you select a specific program and share its ui with everyone else. The Selected Windows option will allow you to select only one window from the ones you have already opened in your computer, so you can share only that window with the rest of attendees. (For example: you have a Word document open, your browser window and a notepad window active at the moment. You click on the Selected Windows option and then select the Notepad window in order to start sharing it. The only thing that the rest of participants will be able to see during that time on the meeting will be your Notepad window. All the other applications that were not selected will show up in black). Page 35 of 81

38 If you want to stop sharing your screen, you can click on the Stop button: Page 36 of 81

39 Adding and Downloading Files from the Media Library You can add files to the OnSync room by clicking on the Media Library button: Once you click on the Media Library button, an additional bar will show up on the right side of the screen. This bar contains the files that you uploaded ( Media Library ) and the files that were shared for download ( Shared Files ). Page 37 of 81

40 Please click on the Plus sign so you can start uploading files. Once they are converted, they will show up on the Media Library bar. If you want to allow participants in a session to download a document, please select the file within your media library and drag it downwards to the Shared Files. This will make a button appear on the bottom of the content share synclet with a download link for anyone to use. Page 38 of 81

41 Recording Sessions In order to start recording your session, please click on the Red button located at the top of the screen: Next you will have to type in name for the recording. After you ve filled in the Recording name bar, please click on OK : You will notice that a timer and pause button showed up next to the record button, also a new red circle will appear next to the webcam button. This indicates that the meeting is being recorded. The pause button will allow you pause the recording and then continue it; this will allow you to record only the most important parts of a meeting to make rewatching easier. However, you can also do this by slicing an existing recording. To stop recording click on the record button again. This will automatically save the recorded parts of the session into a file and store that in your account center. Page 39 of 81

42 In order to access your recorded sessions, please log into your account and click on the Recordings menu: To learn more about editing, sharing and downloading your recordings, refer to our Share, edit and download recordings articles. Page 40 of 81

43 The OnSync File Converter OnSync s file converter allows users to upload their files and add them to their Media Library so they can be shared with the rest of the participants. When uploading a file, you will see a loading bar that tracks the conversion progress. This means that the file you selected is being uploaded and converted so that all participants can look at it, regardless of which device they are using to join the session. Once the progress bar disappears, you re ready to share your file with the rest of attendees. You can simply drag it to the center of the screen for the rest of participants to see it, or you can drag it to the Shared Files area, so other participants can download it to their devices.! Pro Tip: File conversion is usually quick but if you want to convert lots of files for sharing during your meeting or if they are quite large it is recommended to prepare your media library in advance of the meeting e.g. join a few minutes early and begin uploading your files then. Page 41 of 81

44 User Roles As the organizer of a session or if you have been granted Moderator privileges to the session, you will be able to change your participant s role. Each of the roles are described below: Moderator: Grants all-access privileges inside a OnSync room. They can activate other participants ability to share their video & audio, ban users, share files, record sessions, etc. They also have the Workspace menu available at the top of the window, so they can personalize the workspace and bring in new synclets. Participants: They have more limited privileges inside a session. They must request permission to broadcast their audio and video and to share files. They do not have the Workspace menu available at the top of the OnSync session window. They just have the Options and Help menus available. Observers: This is the most limited type of access with even less privileges than that of participants they are able to watch and listen to the meeting but not much else. To learn more on how to change user roles within your OnSync session, go to Control your audience. Page 42 of 81

45 Branding Our Branding feature allows our users to change our OnSync default logo. The Branding feature is available for our PRO, HI-DEF, EVENTS and POWER plans. If you have any of these plans, you will be able to replace the OnSync logo for your own and customize the look of your virtual rooms by following the next steps: 1. Log into your account 2. Click on the Welcome button, located at the upper right corner of the Dashboard screen. Then, click on Branding. 3. On the Branding screen you will see options to change each one of the different OnSync logos that appear in our platform. Each logo contains the dimensions needed and the maximum file size supported, so you can have it as a reference. You simply need to click on Choose File, choose the corresponding file from your computer and then click on Upload. Page 43 of 81

46 4. Lastly, go to the bottom of the page and click on Update to save your changes. Page 44 of 81

47 Inside the Session The following articles describe some of the features that can give your webinars and online meetings a connected media rich experience, just as if everyone was in the same place. The Workspace Workspace Views Workspace Toolbar Control your audience Requesting to Speak Whiteboard Chat Break-out rooms Testing the quality of your connection Page 45 of 81

48 Inviting additional people during a session Record your sessions with the MP4 recorder Page 46 of 81

49 The OnSync Workspace The OnSync workspace is divided into interactive windows that perform a specific function. These are some of the most commonly used windows and buttons in OnSync: The workspace Video Conference window: It shows the participants audio and/or video broadcasts. Participants window: Contains the name of every connected user. Chat window: Will contain both public chat and private messages, divided into separate tabs. Content sharing area: Files that have been uploaded to you Media Library must be dragged to this area so that the rest of participants can access them. It also contains the Share My Screen, My Documents and Whiteboard options for Moderators. Only the My Documents option is available for Participants. Top menu bar: Options, Workspace and Help for Moderators and only Options and Workspace for Participants. They allow you to configure different areas on the platform. Corner buttons area: For Moderators it includes the Start my Camera, Start my Microphone, Show my Media Library, Invite Participants, Start Sharing My Screen, Start Recording and Notification buttons. Page 47 of 81

50 For Participants it will include only the Show my Media Library, Raise Your Hand and Notification buttons. The Raise Your Hand button allow participants request permission to start their broadcasts. Page 48 of 81

51 Workspace Views The WORKSPACE menu allows a moderator to change the look and feel of the workspace layout. Here, you can select one of our predefined views ( Conference View, Presentation View or Discussion View ) or create your own custom layout by selecting which content is visible, moving and resizing the content windows to their desired position and then selecting SAVE CURRENT VIEW. Page 49 of 81

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53 Workspace Toolbar In the upper right corner of the session window there is toolbar which gives quick access to some of OnSync s more commonly used options. Below is a complete list of the various available options that can appear on this toolbar. p(banner tip). Some of these options can be hidden as they are dependent on the user s role or what functionality is enabled in the the session. 1: Camera ON/OFF 2: MIC Volume 3: TALK Button: Must be blue for mic to record audio. If you re causing echoes, click the TALK button one time so it turns gray, and then either click/hold to speak or press/hold CTRL key on your keyboard while talking. 4: LOCK Button: While blue, you are in full-deplex VOIP mode, meaning you can speak and listen at the same time. When gray, you must click/hold the TALK button. 5: SHOW/HIDE Media Library 6: Breakout Rooms Panel 7: Lobby Panel 8: Invite Users 9: Screenshare Shortcut 10: Record Session 11: Notifications 12: Connection Quality Indicator Page 51 of 81

54 Control your audience As an organiser or moderator you can view who has joined your session, as well as manage their User role i.e. their permissions with in the session. You can also invite someone to share their video or even ban them out of the meeting room. All these options can be managed through the Participants synclet, which is shown and described in the image below: Page 52 of 81

55 Requesting to Speak If you have been invited to a session and haven t been assigned the Moderator role, you may need to request permission to start your webcam and audio device from a room moderator. You can do this by clicking on the Request to Speak icon in the top right of the session window. This will generate a dialog on the session Moderators side where they can allow you to start your webcam and mic. Page 53 of 81

56 Whiteboard To activate the whiteboard you will need an empty Content Share Synclet, you should have one by default whenever you start a session. If you don t have an empty content share space, open a new one and click on Start Whiteboard. The whiteboard will show up, along with drawing tools at the top of the screen. Participants will only see the whiteboard and what others draw and write on it, but they won t be able to see the drawing tools. Moderators will have full access. It should look like this: Page 54 of 81

57 After you and the rest of the moderators are done making changes to the whiteboard, you can save the drawings you make on the whiteboard as a.png image. Simply click on the X corner sign located on the Whiteboard tab. A pop-up message will show up asking you if you would like to save your changes. Please click on Save. Page 55 of 81

58 You can also open a PDF, MS Office file or an image and activate the whiteboard to draw on top of it. To do so, start by opening the desired file on a content share synclet using your media library. The Whiteboard button will be located at the lower right corner of the screen. Once you click on it, the drawing tools will show up at the top of the image or PDF file, just like they do when you start the whiteboard. Page 56 of 81

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60 Chat Another means of communicating with meeting participants beside using audio and video is the live chat feature. This option allows you send messages to all of the participants at once or individually in a private chat. You can choose your font color. These options are shown in the graphic below: You can also choose to clear the entire chat history or send the chat log to your . The image below shows all the advanced chat options: Page 58 of 81

61 Break-out rooms The Break-out rooms feature is available for our PRO, HI-DEF, EVENTS and POWER plans. If you are subscribed to one of these, you can activate the break-out rooms by following these steps: 1. When creating your meeting and running through the initial setup configurations as described earlier, click on the Advanced Options button: 2. The Advanced Options will now show. Click on the Access tab. Then, select the checkbox that says Enable break-out rooms! Please note that the Break-Out rooms won t be available if you select the teleconference option. Finally, click on Add to Schedule for all changes to be saved. Page 59 of 81

62 3. Now when you start this OnSync session. You will notice that the Break-Out rooms button. You will find it at the top corner of your screen. 4. Click on the Break-Out rooms button for the Break-Out rooms bar to show up. Then, click on Start breakout to activate new rooms. 5. You can now drag your participants names to other rooms, in order to divide them into smaller collaboration groups. Page 60 of 81

63 Testing the quality of your connection Once in an OnSync session, you can check if you have an acceptable internet connection for a media rich online meeting by simply moving your mouse cursor to the upper right corner of the user interface. You will see a brightly-colored box next to the Notifications button. Hover your mouse over the color box to obtain some technical details that will help you identify how good your Internet connection is. If the color box is green, your Internet connection should be enough to ensure a great collaboration experience. If the box is colored in yellow, then your connection may cause video and audio streams to lag or stutter. Page 61 of 81

64 Inviting additional people during a session If you re already in the OnSync room, you can click on the Invite Participants button to invite new people to join. A pop-up box will show up. You can simply copy-paste the link of the session, or you can send an invitation using the corresponding field: Page 62 of 81

65 Record your Sessions with the MP4 Recorder This is a quick overview of the new MP4 recording feature in OnSync. Record all your webinars, web conferences or online training sessions directly to your hard drive as an MP4 file. Page 63 of 81

66 After Session Tasks Share, edit and download recordings Viewing your usage statistics Opening a support ticket Page 64 of 81

67 Share, edit and download recordings You have already learned how to record your sessions now lets have a look at how you can make use of those recordings. Our account center has built-in functions where you can edit your recordings, as well as share them by obtaining a direct link or by downloading a file. Editing Sharing Downloading Page 65 of 81

68 Editing Once in the Recordings section in the Account Center you can edit any of the recordings that you have saved. To do so, just click the edit button that appears next to the recording s title when you hover your mouse over it. After you click on edit you will be able to rename the recording, as well as modify any password settings and add a description for viewers to read before they start watching. Lastly, you can trim the file and choose not to show certain parts of the recording by sliding the Hide start and Hide end in the time bars as shown below. In this case everything between 1: and 13: will not be shown when playing the recording. You can click on the +, buttons to make extra cuts to your recording. Page 66 of 81

69 Sharing OnSync allows you to automatically send invitation s to view a recording in much the same way as inviting people to a new meeting. To make use this feature, check the Invite viewers box after you click the edit button for a specific recording. Furthermore, you can also distribute your recordings using a direct link that you can copy into your clipboard by clicking on the settings menu when watching the recording. If you don t know how to access your recordings, read our article on Recording Sessions. Page 67 of 81

70 Downloading We recently introduced a feature that allows users to download recordings as.swf files. To make use of this, go to your recordings menu in the Account center and click on the Prepare download button that should appear next to the recording title when you hover your mouse over it. This will retrieve and prepare your recording from our servers and after a few seconds you will receive an with the direct download link to your recording. You can now save as many OnSync recordings as you want using any hard drive or online storage service. Page 68 of 81

71 Viewing your usage statistics OnSync allows you to access statistical details of amount of times the platform has been used and accessed by you and or your participants. To access this section, click on the Usage Statistics tab: Once you do it, another screen will be displayed specifying the amount of people that logged in to your sessions every day for the last 30, 60, 90 or 180 days. If you d like to see the details for a single day or session, you can click on the dot for each day. Another screen will show each person that accessed your meetings on that date. If your invitees accessed using Page 69 of 81

72 their address, this will be displayed on the list. If they accessed as guests, you ll see only their name or nickname. Page 70 of 81

73 Opening a support ticket Before you submit a support ticket, we recommend you have a look to see if your problem has previously been adressed in our knowledgebase. If you can t find your problem in our knowledgebase the easiest way to submit a support ticket is by accessing our Support website directly from any browser. You can also do this from within a session by clicking on the Help menu at the top of the interface. Next, click on the Help option. You will be redirected to our Support site where you will be able to submit a ticket, by simply clicking on the Submit a Ticket option: Page 71 of 81

74 Admin accounts If you have an Admin account with us, this means that you will have the ability to manage the user accounts within your company. To achieve this, we have created the Admin account center. The following articles explain the administrative tasks that can be performed in this area. Managing existing users Creating new users Managing service plans Admin usage statistics * Are you interested in getting an admin account for multi-room licensing? You can contact our sales team at [email protected] or call us at Page 72 of 81

75 Creating new users An admin account gives you two different ways to create new users. You can either create individual users one by one, or you can import a list of them using a CSV file. To do any of these two tasks, click on the Users tab of your admin account center. To create an individual user account click on Add user button on top of the user list. This will load a new page with empty user information for you to fill in with the new user s name, , location and password. You can also grant this account with a specific service plan or permissions by going to the Service plan tab; otherwise, the account will be given the default plan. If you want to know more about creating and modifying service plans go here. Page 73 of 81

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77 Managing existing users First, go to the users tab on the left side of your Admin Account Center. This is the default tab whenever you log in as an admin. Once you re in that tab you will see a list of all the OnSync users under your license, along with some basic information on them such as , service plan, last login and expiry date among others. You can click on any of the users names and a new page will load showing you all the information available on that specific user. Here you can edit things like Service plan, associated address, tax number, or you can also delete or impersonate the account. Impersonating will allow you to use OnSync from that specific account to test for technical issues or maybe set up things like branding for that user. This is an example of what a profile can look like. Page 75 of 81

78 To find and edit a specific account you can use the search box on the top right corner of the user list. Type in the address or name of the account you are trying to change the settings for and wait for the system to process your query without pressing enter. Page 76 of 81

79 Managing service plans Service plans are an attribute that you can assign to all users under your license to determine the features and limits they will have access through their OnSync account. For example, at Digital Samba we ve designed the PRO service plan, which grants users accounts with: Rooms for up to 50 concurrent users Media library up to 500 MB file space 50 recordings Branding API Dial-in You can create and modify service plans by going to the Service plans tab on the left side of the admin account center. This will make a new page load showing you a list of the current plans on your license. If you recently acquired your admin account, this list will probably be empty for you to create your first service plan. From all of the plans within your license, you will need to choose one to act as your default. All new user accounts that you then create will be granted access to this default service plan unless or until you specify otherwise. In the example below service plans are set up so that all new users get the FREE plan (default). Page 77 of 81

80 Once you have created one or more service plans you will be able to see information like the amount of users subscribed to that service plan and whether or not it is your default service plan. If you want to create a new service plan, click on the Add Service Plan Template button, which will open a form with fields for all the permissions and attributes you can give to your users, just like we previously described for the PRO plan. Start by naming your new service plan and then give it shape by filling out the remaining fields. Below is an example of what a properly filled in template should look like. Page 78 of 81

81 ! Fields for LDAP authentication and FMS application are sometimes configured during your license set up, so if you don t know what to type there just leave them blank. If you have problems with these don t hesitate and send us a request for support. To modify an existing service plan you ll just have to click on it on the service plans list, and the same form with all the information typed in will appear to describe that specific service plan. If you want to make changes just mark/unmark any boxes you wish and restore values as desired. Once you re done just click on save or update. All users on that service plan will then have the updated permissions and storage limits. Page 79 of 81

82 Admin usage statistics As with our previous topics, usage statistics can be accessed by clicking on their tab inside the Admin account center. In this case, the tab for usage statistics is the last one in the list. * Every time you click on the usage statistics tab all the information on your accounts is gathered and presented as a time series plot for the previous thirty days. This means it may take up to a couple minutes for the usage statistics page to load. Changing the data period once you re in will also take some time to load. Once you re in the usage statistics page you should be able to see the plot and change the data period between the last 30, 60 and 90 days by clicking on the desired option on the left corner of the plot area as highlighted below. Depending on what period you choose, the first and last day taken into account to great the plot are going to be shown on top of the time series; this means the example below shows usage data starting on April 4th while the last dot on the plot represents May 3rd. As the example shows, you can choose to get all the information in the time series into a.csv file. This will give you a series of information on every single meeting represented on the plot, including organizer, amount of users, duration and some others. These files are usually quite large and will also take some time Page 80 of 81

83 to load, but are extremely useful when setting up your own server or limiting the amount of plans you can sell before upgrading your OnSync multi-room license. Page 81 of 81