Scheduled Video Meeting - Portal Guide

Scheduled Video Meeting - Portal Guide

Table of Contents 1. Scheduled Video Meeting... 2 1.1 User Roles:... 2 2. Jamvee Conferencing HelpDesk... 3 3. Portal Access... 4 4. Account Management... 5 4.1 Menu Bar Features... 5 4.2 Modifying Self Profile... 6 4.2.1 Change Profile Details:... 6 4.2.2 Change Password:... 6 4.3 My Dashboard... 7 4.4 My Resources... 7 5. Managing Users... 8 5.1 New Users... 8 5.1.1 Sequential User Creation... 8 5.1.2 Bulk Upload of Users... 9 5.2 Existing Users... 13 5.2.1 Modifying User Profile... 14 6. Managing Meetings... 15 6.1 Managing Own Meetings... 15 6.1.1 New Scheduled Meeting... 16 6.1.2 View/Modify Single Meeting... 21 6.1.3 View/Modify a Recurring Meeting... 22 6.2 Managing Meetings for Others... 24 6.2.1 For a Specific User... 24 6.2.2 For a Specific Meeting... 25 7. Calendar View... 26 7.1 View and edit your meetings straight from the calendar tool... 28 8. Support... 29 1

1. Scheduled Video Meeting (Via the jamvee portal) The jamvee portal hosts the Scheduled Video Meeting service which will enable customers to book network resources in advance for video/audio meetings. Users can book a scheduled video meeting on the portal either as a dial in or a dial out. They may also opt to book resources only for a self-launched or ad-hoc meeting. Scheduled AutoAuto Launch: This video meeting is launched by the reservations teamteam. This can be used by any managed services customer to select Tata Communications managed or certified roomsrooms. Jamvee Clients cannot be included in a scheduled dial out conference. At the scheduled time the meeting is automatically launchedto the rooms that were scheduled. The user need to be present in the room and accept the call (if the system is not in the auto answer mode). Scheduled Dial In: Such video meetings can be used by a jamvee Conference Service user to schedule a dial-in conference service (Scheduled Dial-In) on the jamvee Conferencing Platform. It allows the customer to schedule a jamvee call instead of just using the existing on-demand dial-in capabilities. This capability is not available for all customers and is available only for those who have subscribed for this service in the order form. At the scheduled time the user dials into the bridge and enters the PIN to participate in the conference. Self-launch: Users may also participate in ad hoc or unmanaged meetings which can involve two or more parties within or outside their Enterprise (including Public Rooms). If you wish to book resources for such meetings, you can opt for the Self-launch conference option. This is not a managed conference and thus will only block the room resources without reserving any bridge capacity. The organiser should then circulate their own bridge details. 1.1 User Roles: This portal supports the User Administration functions at several levels. Based on the role the available access features are as mentioned below; Business Hierarchy Roles: Partner Admin: Have access to their level plus any user below their level (i.e. Enterprise / Individual users) Enterprise Admin: Can only access their particular business entity and all individual users associated with it. Thus, they can create and manage other Enterprise Admins and Individual users. Normal User: Can manage their individual account information through this portal. Conferencing functionalities: Conference Scheduler: Can create scheduled meetings, modify and delete them. The visibility of what meetings this user edit is limited by the position of this user in the business hierarchy level mentioned above Conference Reader: Can only view scheduled meetings. The visibility of what meetings this user can view is limited by the position of this user in the business hierarchy level mentioned above Room Admin: Can only view meetings scheduled using a particular room. Such users will have very limited visibility of how much meeting related information is visible to them. Exchange ID Reader: Can schedule meetings on partner hosting exchange. Please note, this will involve incremental charges. 2

2. Jamvee Conferencing HelpDesk The Managed Video - 24x7 Scheduling & Support Desk, sits at the centre of our customer support structure, serving as the Managed Telepresence and Video Conference (VC) Help Desk. Our primary aim is to provide a premier customer service and support experience at every level and interaction to ensure you have everything you require to make your Telepresence and VC meetings successful each time, with the ease and simplicity you expect from a managed service. You can contact the support staff for all requests via phone, email or online web portal. The support desk services your end-to-end meeting needs by assisting with: 1. Reservations Our reservations team is on hand to support all of your Telepresence and VC scheduling needs, including meeting creation, updates or cancellation, Room Conflict Management, site certification, and meeting confirmation requests. To contact the Reservations Team, please email ucc.booking@tatacommunications.com or call at any of the numbers listed here. 2. Customer Service Support Each of our Customer Service Representatives are available to you 24/7, 365 days of the year to provide Level 1 (L1) support by answering any of your managed Telepresence and VC service questions, from scheduling (as above), account information, incident ticket reporting, or directing your call to the appropriate member of staff (such as technical support). To contact the Customer Service Team, please email ucc.support@tatacommunications.com or call at any of the numbers listed here. 3. Technical Support Our VNOC Helpdesk provides Level 2 (L2) technical support for the active management of all live scheduled Telepresence and VC meetings. When required, they will coordinate with hardware vendors and system integrators to repair or replace faulty component parts for all managed equipment, or resolve any room integration issues. The Helpdesk is also responsible for coordinating remote software updates, ticket escalation, resolution and closure, preventative maintenance and proactive network monitoring. To contact the Helpdesk Team, please email enterprise.support@tatacommunications.com or call at any of the numbers listed here. 4. Reporting Key reports and metrics will be sent to you via email on a monthly basis that will include, but not be limited to, network and room service level availability, usage statistics and root cause analysis with any corresponding corrective action plan for each in-room system, associated network and support levels we manage. 3

For more information on reporting, please contact your Tata Communications Service Manager directly. 5. Training We believe that in order to enable your workforce with pervasive video meetings across your organisation, you need the resources and support to make initial adoption and continued, consistent utilisation an everyday reality. We will work with you to create a bespoke training strategy unique to you and your business requirements, including hosted training sessions, open houses and supplemental periodic training updates to an agreed schedule or ad hoc request. To contact the Enablement Team, please email: ucc.enablement@tatacommunications.com 3. Portal Access When you access the jamvee portal for the first time, you will need to create your password. First time users will land on the Create Password page (This link is provided in the email with subject line Welcome to jamvee - Set your password ) Please create an appropriate password as per the strength requirements. Next click the Create button and you should see a Success Message window Close the success message window and this will take you to the Account Login page described below. For all later visits, please enter your email address and the password that you have set up, in order to log into the site. Forgot Password: In case you do not remember your password then please click on Forgot? and this will guide you through the password reset process. 4

4. Account Management Once you have successfully logged into your account, you will see a similar screen as shown below. 4.1 4.1 Menu Bar Features 4.2.1 Brings you back to your My Account homepage 4.3 4.4 Redirects you to the page to Download the jamvee Apps Enables you to manage Users (section 5), Conferences (section 6) & Rooms (section 7) Drop down menu enlists all available support features (section 8) Redirects you to the FAQ page Exit from the portal 4.2.2 You can jump straight from the initial account management to booking a meeting using the button next to the My Scheduled Video Meeting option in the My dashboard. 5

4.2 Modifying Self Profile You can modify all the profile information associated with your account except the Conferencing Username and Company details. 4.2.1 Change Profile Details: If you wish to make any updates to your user profile, type in the relevant fields and then hit Enter key. Alternatively, after you type in the changes, you will see a new button Save Changes. Click on this button to save the modifications. Note: Timezone: This will be used as the default timezone for all the meetings. If you update your email details then you may need to logout and again log in in order to manage the other details of your account. 4.2.2 Change Password: To change your account password, click on the Change button present below Password. You will have to enter your existing and new password details. Click Change Password button as highlighted below to save the new password. 6

4.3 My Dashboard To access your scheduled video meeting details, click on the Manage button for My Scheduled Video Meetings under My Dashboard Note: If you have been provisioned for more than one type of services you will see all the other services under My Dashboard. E.g. the image above depicts three services. For managing the jamvee scheduled video meeting service details, please select the My Scheduled Video Meetings option as depicted above. You can jump straight from the initial account management to booking a meeting using the button next to the My Scheduled Video Meeting option in the My dashboard. 4.4 My Resources To view the availability of the rooms for the desired meeting time, click on the View button for Rooms and Calendars as depicted below. Further details on room availability look-up have been mentioned in section 7. 7

5. Managing Users To manage users select Manage -> Users from the menu bar as shown here. At this stage, you can either manage existing users or create new users. This applies only for users who have been set up either as ENTERPRISE_ADMIN or PARTNER_ADMIN 5.1 New Users There are two ways in which an enterprise admin/normal user can be created 1. Creating each user sequentially 2. Bulk upload process 5.1.1 Sequential User Creation 1. On clicking Manage -> Users you will land on the following screen 2. Select Create User button, which will then take you on to the following page 3. Choose the Single User radio button as shown in the image above. 4. Fill in the first name, last name, email and phone details 5. In the Role field select the required role. (for details on each available role type, please refer (section 1.1) a. If you select role as Enterprise Admin/Normal User you will need to fill in the Enterprise details. b. You MUST select one of the business hierarchy roles (enterprise admin, normal user) for the users along with the conferencing functionality. 8

6. Click on Create User Account button. This will land on the following page John Doe John.doe@xyz.com 12345678 The user is now created and an e-mail would be sent to the user with a link to set the password 5.1.2 Bulk Upload of Users Using bulk upload, Enterprise Admins can create multiple users across their level and below levels. 1. On log in click on the Manage -> Users which will take you to the below page. 2. Clicking on the Create User button will land on the following page. Select Bulk Users. 9

3. On clicking on Bulk Users the following screen appears. 4. If the CSV template exists already then one can browse the file and upload the CSV files. In case the user does not have a CSV template, it can be downloaded by clicking on the Download CSV Template button. Fill in the following fields in the CSV template; 1. First Name :- First Name of the User 2. Last Name:- Last name of the user 3. Email:- Email id of the user 4. Country Code:- Ensure to enter the country code within quotes +<country code> 5. Phone:- Phone number of the user 6. Role:- any combination of the following: NORMAL_USER, ENTERPRISE_ADMIN, CONFERENCE_READER, CONFERENCE_SCHEDULER, ROOM_ADMIN, EXCHANGE_ID_READER Note: - The fields under role are case sensitive. 7. Department:- Optional Information about user s department 8. Timezone:- Optional. Enter the value as Continent/City 10

5. Browse and choose the template, choose the enterprise and click on Continue 6. This will lead to the next page which displays the uploaded profile data. 7. Select the type of jamvee Service as jamvee OnDemand Video Conferencing Note: At this stage the profile is not yet created. The following screen only displays the uploaded data. At this stage if there are any errors in the uploaded profile, the profiles with errors appear in red under the Cannot be imported section. All the profiles without any error appear in Successfully imported section. 11

8. Clicking on continue will create the profiles for the users. An e-mail will be sent to the corresponding users asking them to set their passwords on the portal. 9. The following screen displays the successfully created profiles. 10. Clicking on Continue will successfully create the users and finishes the bulk upload process as shown below 11. Click on the Finish button to complete the bulk upload process for the profile creation. To know more about managing existing users please refer section 5.2. 12

5.2 Existing Users Once a user profile has been created, it can be individually managed to update profile information. If you are an Enterprise Admin then you can manage individual accounts for all associated Enterprise Admins and Normal Users. 1. On log in, click on Manage -> Users. This will take you to the following screen 2. Type the name of the user and click on Search. This will retrieve all the associated user accounts and display it as shown in the following pic. You can also search by email option as well as by Enterprise/partner. 3. Clicking on the Manage button displays the profile of the user. 13

5.2.1 Modifying User Profile As an enterprise admin, you can modify all the profile information associated with any of the user accounts across all levels. Modification: Once the required changes have been done, click on the Update User Account button to save the changes. Deletion: To delete the user click on Delete User button present on the profile page Account Reset: To reset the account password for the user, click on the Reset button. By doing so, an email with the link to reset the password will be sent to the registered email-id of the user. 14

6. Managing Meetings End portal users with specific roles can view, create, modify and delete (cancel) scheduled meetings. It should however be noted that users with administrative privileges (Partner/Enterprise Admin) can create, modify, delete and view meetings on behalf of other portal users. 6.1 Managing Own Meetings Any user who has CONFERENCE_SCHEDULER role assigned, will be able to create and modify scheduled meetings. Users having CONFERENCE_READER role will still see the My Scheduled Video Meeting option in their dashboard, but can only view the meeting details. 1. To access your scheduled meetings follow the path: My Account -> My Dashboard -> My Scheduled Video Meetings (as depicted below) Click on the Manage option beside My Scheduled Video Meetings 2. This will take you to the following screen: If you have scheduling permissions then you will see the New Scheduled Meeting button. If you have only viewing permissions then you can use the search fields to look up the desired meeting and view its details. 15

6.1.1 New Scheduled Meeting 1. To create a new meeting, click on the New Scheduled Meeting button. This will take you to the following page where you can enter all the required Meeting Information. Note: Pre-Test is set to 15min by default. It is recommended to keep it at 15mins for auto-launch meetings Note: The Encryption field is set to Auto by default. If you select Enforced, then non-encrypted endpoints will not be able to join the meeting Note: Auto-launch cannot be chosen if there are anonymous or interexchange endpoints chosen for the meeting. Select Self-launch. Note: When selecting the hosting Exchange - Default (blank), is set to Tata Communications. If you select a different hosting exchange from the drop down menu, then two new fields appear: Hosting Exchange Dial-in number & Dial-in PIN Note: Use this field when scheduling a meeting on behalf of someone. Note: To set up a recurring meeting, first select the required Repeat option. Then fill in the desired recurrence pattern. 16

Recurrence: Note: To set up a recurring meeting, first select the required Repeat option. Then fill in the desired recurrence pattern. 2. After entering all details, click on Continue. The next screen is Room Selection where you can add private rooms, public rooms, inter-exchange or user defined endpoints/video enabled devices. Note: Auto-Launch Meetings can only be scheduled on Private and Public Rooms. Dial-in and self-launch meetings can be conducted through any combination of endpoints/devices. PRIVATE Rooms ROOM 5 ROOM 5 If you have any Private Rooms, then add them for the meeting. Once added, the room always appears at the bottom of the page 17

PUBLIC Rooms You can use the Filter option to narrow the room search ROOM 2 ROOM 1 Click on the Add button to add the desired public room for your meeting. ROOM 5 ROOM 5 Once added, the room appears at the bottom. The red highlight depicts existing meetings/overlaps in that room. Please Note: Any meeting containing one or more Public rooms, will not be confirmed until the payment has been completed. For payment and scheduling related queries, kindly contact scheduling@tpex.com or call TPEX International at +31881269340. 18

INTER_EXCHANGE Enter the details of the Inter-Exchange endpoint you wish to add and click on the Add to List button. ROOM 5 Once added, the room always appears at the bottom of the page USER DEFINED Enter the details of the endpoint you wish to add and click on the Add to List button. ROOM 5 Once added, the room always appears at the bottom of the page 19

3. Once you have added all the rooms, select the Continue button. This bring up the Participant Invites screen. 4. Enter all the email-ids for participants and select the Continue button. This will lead you to the final screen Meeting Confirmation Note: The meeting invite has not yet been sent. Review all the information on the screen and then click on Finish. You should now see a Success Message Window. 20

5. Once you close the success message window, you will see the details of the newly created meeting. In order to view or modify a single meeting refer the following section 6.1.2. To view or modify a recurring meeting kindly see section 6.1.3 6.1.2 View/Modify Single Meeting On your dashboard, once you select manage for scheduled meeting, you will land in the following page where you can search for the existing meeting wither by Conference ID or by Time range or an External ID (if applicable)) Enter the details and click the Search button. You should see a screen similar to the one below: View Modify Cancel 21

View Modify Cancel A. View Details: Click on the View Details button to display detailed information of the meeting. B. Modify: Selecting the Modify button opens up the edit meeting flow which is similar to new meeting screens. (Refer section 7.1.1). Once you have made the necessary changes an update email will be sent to all participants. Note: If the meeting is currently in process then you cannot modify or delete it. Only the view details button will be available. C. Cancel: Once you click this the meeting will be automatically deleted and you will see a success message window. 6.1.3 View/Modify a Recurring Meeting On your dashboard, once you select manage for scheduled meeting, you will land on the Managed Scheduled Meetings page. When searching for a specific meeting you willyou will see a screen similar to the one below: Show Series (highlighted above): DisplaysDisplays all the instances of the recurring meeting inorder to modify one instance of the series. A. Select the meeting you would like to view/change B. View Details: This displays the detailed information of the meeting. C. Modify: Selecting the Modify button opens up the edit meeting flow which is similar to new meeting screens. (Refer section 6.1.1). 22

To modify a particular instance, first expand the series by selecting Show Series. Then click on the modify button for that meeting. When you enter the modification flow, you will see the options as below. Select as desired. Once you have made the necessary changes an update email will be sent to all participants. Note: If the meeting is currently in process then you cannot modify or delete it. Only the view details button will be available. D. Cancel: YouYou will receive a prompt to either delete the particular instance of the meeting or the entire series. Once selected, meeting/series will be automatically deleted and you will see a success message window. Note: If you click cancel before expanding the series, it automatically deletes the first instance IMPORTANT: IMPORTANT: - When making a modificationa modification at the series level, it overrides all prior changes (this includes the cancellation of one instance, in the middle of the series) 23

6.2 Managing Meetings for Others To manage meetings on behalf of others the user should have the following role combination. ENTERPRISE_ADMIN, CONFERENCE_READER, In order to access the meeting they can follow one of the below routes: 6.2.1 For a Specific User 1. On the top Menu bar take the path Manage -> Users. This takes you to the following screen. 2. Lookup the user through the search fields. Once you have the list of users, click on the Manage button for the user whose meetings you wish to manage. 3. This displays all the user related details. In User Dashboard, click on the Manage button for Scheduled Meetings. 24

4. You will see a screen similar to the Manage option for your Scheduled Meetings 5. Now you can either create a new meeting or manage existing meeting for this user. a. New Meeting: Follow the steps mentioned in section 6.1.1. Note: In the Meeting Details screen you shall notice that the organiser details are that of the user on behalf of whom you are creating your meeting. b. Modify Meeting: Follow steps in section 6.1.2 (single meeting) or section 6.1.3 (recurring meeting) 6.2.2 For a Specific Meeting On the top Menu bar take the path Manage -> Conferences. This leads to the following screen. Lookup the meeting you wish to manage through the search options and follow the steps mentioned in section 6.1.2 25

7. Calendar View To view the availability of the rooms for the desired meeting time, click on the View button as depicted below. You can access this from My Accounts -> My Resources -> Room and Calendars This takes you to the following page. Click on Search. This displays a list of all rooms. Step 1 Step 2 Select the tick box for the required rooms. This automatically displays the room information as depicted below Step 3 To view the available time slots on the select meeting rooms, click on Room Availability Step 4 26

Step 5: In the Room availability screen, you can look up the room bookings by using any or all of the features described below. 4 1 2 3 1. Time Range: Enter the date and time range you wish to search for and click on the View button. 2. Date Picker: Use the arrow keys to navigate between the different dates within the selected time range. 3. Availability Panel: This panel displays the room s availability for the date selected in the date picker. You can use the scroll bar at the bottom of the panel to view the bookings across various times of the day 4. Time Zone: In case you wish to view the room s availability as per a different time zone, then select the desired value from the drop-down menu. You can use this tool to find out the common meeting time slot across all desired resources. After view the availability, please follow the steps detailed in section 6 to manage your scheduled meetings. 27

7.1 View and edit your meetings straight from the calendar tool If you search the room calendar to find a meeting that you have arranged, then it is now a much simpler task to view and modify details of the meeting directly from the calendar, using the icons enclosed within the slot shown on the calendar. Click the "eye" icon to "view details" of the conference all the information submitted when the meeting was first booked is shown. Click the "pencil" icon to "modify" the conference enabling you to change the date, time, location, encryption options, invitee list and many other meeting parameters if required. "Enterprise admins" can use these functions for all company meetings within their enterprise. This facility is not available to Partner or GMX admins. 28

8. Support The jamvee portal has the following support features. Displays the Customer Service Desk contact details Opens up the online request form Contains all documentation for the service Select Managed Scheduled Conference to enter your trouble ticket request. 29

For any further queries please contact our 24x7 jamvee conferencing support desk: Universal International Freephone Numbers (UIFN): Finland, France, Germany, Singapore, South Africa, United Kingdom +800 8001 8190 International Toll Free Service (ITFS) Number France 0800 915 237 00 800 4569 7646 India 000 800 100 5962 000 800 100 3430 Singapore 800 101 2982 001 800 4569 7646 United States of America 1 855 748 3876 1 844 744 3949 00 866 614 7048 For more contact details please refer to the Managed Video 24x7 Scheduling & Support Desk NOTE: Some of the legacy conference types have been mapped to their new versions as described below: VNOC_UNMANGED = SELF-LAUNCHED (Converted to room reservations ) VC_ONLY, DID_INTEROP = Converted to DIAL_OUT DIAL_IN = Converted to DIAL_IN_SVC with Tata Communications as the hosting exchange DIAL_IN_ON_IXC_BRIDGE = Converted to DIAL_IN_SVC with a non-tata Communications hosting exchange DIAL_OUT = Retained as DIAL_OUT 30