Jamvee Scheduled Video Meeting User Guide

Jamvee Scheduled Video Meeting User Guide

Table of Contents 1. Introduction... 3 2. Scheduled Video Meeting Scenario... 3 2.1 Intra Company on Tata Communications Network (GMX)... 3 2.1.1 Dial Out / Auto Launch... 3 2.1.2 Dial In... 4 2.2 Inter Company (B2B Meetings)... 5 2.2.1 On Tata Communications Network (GMX)... 5 2.2.1.1 Public Room - Billing Process... 5 2.2.2 On a Partner Hosting Exchange... 6 2.2.3 User Defined... 8 3. Un-Managed/On-Demand Meeting (Intra/Inter Company)... 8 3.1 Example 1: Standard Self-launch Conference... 8 3.2 Example 2: Point-to-Point (Intra Company)... 8 4. Reservation Methods... 9 4.1 Assisted Booking... 9 4.1.1 Telephone... 9 4.1.2 Email... 11 4.2 Self-Booking... 13 4.2.1 Portal Log-in / Access... 13 4.2.2 Managing Meetings... 13 5. Support... 13 2

1. Introduction This guide will help you identify and select the best available resources for your next scheduled video meeting. If you wish to set up a self-managed/on demand video meeting using the jamvee service, please refer to section Un-Managed/On-Demand Meeting (Intra/Inter Company) 2. Scheduled Video Meeting Scenario 2.1 Intra Company on Tata Communications Network (GMX) As a meeting host or organiser, you can leverage all our existing video conferencing resources to efficiently conduct an internal (intra-company) meeting through two methods: Dial-Out/Auto-launch Meetings and Dial-In Meetings. 2.1.1 Dial Out / Auto Launch This service can be used for any scheduled meeting including Tata Communications managed or certified rooms. Meeting is automatically launched at the scheduled time The attendees only need to be present in the room and accept the call (if the system is not in the auto answer mode). Available Resources: Only Tata Communications managed or certified rooms i.e. Private Rooms & Public Rooms Reservation Methods: You can use any one of our available scheduling methods to book and manage your meeting. For further details please refer Section 4 EMAIL TELEPHONE JAMVEE CONFERENCING PORTAL 3

2.1.2 Dial In Scheduled dial-in video meetings are more flexible as they allow non-tata communications managed endpoints/ rooms to participate into the conference-. The host or organiser circulates the meeting bridge and PIN details to all attendees. At the scheduled time all the attendees dial into the bridge and enter the PIN to participate in the meeting. Apart from available Private and Public Rooms, user defined endpoints can also be used to attend the meeting. Reservation Methods: You can use any one of our available scheduling methods to book and manage your meeting. For further details please refer Section 4 EMAIL TELEPHONE JAMVEE CONFERENCING PORTAL 4

2.2 Inter Company (B2B Meetings) As a host / organiser for inter-company (B2B) meetings involving participants spread across different organisations, you may either schedule the meeting on the Tata Communications Network (GMX) or use one of our partner hosting exchange. 2.2.1 On Tata Communications Network (GMX) You can leverage all our existing video conferencing resources to either schedule a Dial In or a Dial Out / Auto Launch meeting. Dial-Out / Auto-Launch Meeting Dial-In Meeting User Experience Available Resources At the scheduled time the call is automatically launched to the rooms that were confirmed in the meeting booking. The attendees only need to be present in the room and accept the call (if the system is not in the auto answer mode) Private rooms Public rooms At the scheduled time all the attendees dial into the bridge and enter the PIN to participate in the meeting Private Rooms, Public Rooms, User-Defined End Points, Inter-Exchange Rooms Reservation Methods: You can use any one of our available scheduling methods to book and manage your meeting. For further details please refer Section 4 EMAIL TELEPHONE JAMVEE CONFERENCING PORTAL 2.2.1.1 Public Room - Billing Process If you have booked any Public Room(s) for your meeting, the meeting will not be confirmed until payment is completed with our partner, TPEX international. Once you have successfully scheduled the meeting, a booking request is sent to TPEX International who will then send you a proposal document with estimate, via email. After reviewing the document, kindly sign and proceed with payment through any of the following methods: A. Credit Card: Provide your credit card details to TPEX International B. Online Payment: Click on the payment portal link provided in the email from TPEX International C. Existing pre-paid account holders with Tata Communications: You will be able to use the account until it expires/ ends. This is only valid for Tata Communications Telepresence rooms. 5

D. TPEX International prepaid account: You can also opt for a prepaid account with TPEX international. It will allow you to pay for all your public room bookings (including non-tata Communications Public TP rooms). Please click here to access the complete rules and conditions. 2.2.2 On a Partner Hosting Exchange All our partner hosting exchanges can be used for scheduling inter-exchange video meetings. Please note that only the Dial-In video meeting option is available for inter-exchange meetings (all participants need to manually dial into the meeting using the conference details bridge number and pin details circulated by the host/ organiser). Reservation Methods: You can use any one of our available scheduling methods to book and manage your meeting. For further details please refer Section 4 EMAIL TELEPHONE JAMVEE CONFERENCING PORTAL Notes: While booking using the jamvee portal, you will need to specifically select the required hosting exchange and associated rooms as depicted in following images. 6

1. Meeting Information Screen Step 1: Select Dial-In under Conference Type Step 2: Select the hosting Exchange. Default (blank), is set to Tata Communications. If you wish you can add a hosting exchange from the drop down menu. Step 3: If other hosting exchange is selected then: Hosting Exchange Dial-in number & Dial-in PIN fields will appear. We recommend to add those details once communicated by the host to be reflected on the meeting invitation. 2. Room Selection Screen Enter the details of the Inter-Exchange endpoint you wish to add and click on the Add to List button. Room 1 Once added, the room always appears at the bottom of the page 7

2.2.3 User Defined All scheduled dial-in video meetings allow the organiser to include user-defined endpoints/devices (rooms or devices which have not been certified). Such rooms/devices can be included in the meeting even after the booking confirmation. The organiser will circulate the PIN and bridge details to the attendees enabling them to join through their own equipment. However, Tata Communications cannot guarantee the ability of these endpoints to join the conference. Reservation Methods: You can use any one of our available scheduling methods to book and manage your meeting. For further details please refer Section 4 EMAIL TELEPHONE JAMVEE CONFERENCING PORTAL 3. Un-Managed/On-Demand Meeting (Intra/Inter Company) Users may also participate in ad hoc or unmanaged meetings which can involve two or more parties within or outside your 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. 3.1 Example 1: Standard Self-launch Conference This implies one host and one or more attendee endpoints (room systems, desktop, tablet, smartphone, interexchange devices, etc.). Such conferences should be held on the jamvee bridge. The organiser will circulate their own conference bridge details to the participants. Recommendation: Add the bridge details and participant codes in the comments section while booking the resources. Few scenarios are described below. 3.2 Example 2: Point-to-Point (Intra Company) These are the ad hoc Point-Point meetings between one host room and one attendee room/endpoint. It is recommended that such meetings should always be hosted through the jamvee Video Conferencing service (On-Demand Video). However, these can be conducted between two TP rooms as well by direct dialing. 8

4. Reservation Methods You can schedule and manage your meetings through the jamvee Conferencing Portal or leverage our Scheduled Video Meeting Reservations team through phone/email. Further details for each access method has been captured in the following sections. 4.1 Assisted Booking (Via Scheduled Video Meeting Reservation Team) 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. You can contact them through the following two methods. 4.1.1 Telephone To contact the Reservations Team, please use the below contact numbers Universal International Freephone Numbers (UIFN): Finland, France, Germany, Singapore, +800 8001 8190 South Africa, United Kingdom 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 complete list please refer to the Managed Video Scheduling & Support Desk Process Details: Step 1: Kindly ensure that you have the below information handy. Attribute Field Description or Notes / Optional Meeting Title Desired title of the meeting Meeting Date & Time Time Zone, Date (DD/MM/YYYY) and Time (HH:MM) in the formats specified 9

Pre-Test Recurring Meeting Meeting Type Organiser Name & Email If you would like a Pre-test to be added to your meeting, please confirm the duration If you would like to create/update/cancel a series of recurring meeting or update a reservation that is part of a series of meetings, please confirm the details Whether the meeting is a Dial-in or a Dial-out / Auto- Launch conference. Contact details of the Owner of the Meeting (vs. meeting requestor) Participating Locations Requested by All endpoints or rooms should be clearly specified. Auto Launch / Dial out : Can only include Private and/or Public Rooms Dial-in: May include any combination of endpoints/rooms including Inter-Exchange rooms and User-defined devices. Person requesting the meeting/conference (vs. the organizer who schedules and owns the reservation) Host Site Host room/ Endpoint in the conference External Location Client/Contact Information Client Name and Contact Information for a nonmanaged or external location that is requested to participate in a conference. Participant(s) Person(s) attending the conference Optional Comments/Notes General Meeting Notes Optional Step 2: The reservation team representative will input the above scheduling information into the jamvee conferencing portal via its user interfaces. Step 3: Provided all information is correct and resources are available, a confirmation email will be generated from the jamvee conferencing portal, and delivered to the reservations desk, the organiser, requestor and any participants that were added to the meeting. You will be able to modify the meeting directly via the portal. Note: If you have booked any Public Rooms for your meeting, then meeting will not be confirmed until payment is completed. Click here to access the complete rules and conditions or contact us. 10

4.1.2 Email To modify or cancel an existing reservation, please make sure to add the Conference ID. Email-ID: ucc.booking@tatacommunications.com Subject Line: o New Meeting: Mention New Meeting and Conference Title o Modify a Meeting: Mention Modify Meeting and Conference-ID o Cancel a Meeting: Mention Cancel Meeting and Conference-ID For more contact details please refer to the Managed Video - 24x7 Scheduling & Support Desk Process Details Step 1: For any correspondence, please mention the below details in the body of the email. Attribute Field Description or Notes / Optional Meeting Title Desired title of the meeting Meeting Date & Time Time Zone, Date (DD/MM/YYYY) and Time (HH:MM) in the formats specified Pre-Test If you would like a Pre-test to be added to your meeting, please confirm the duration Recurring Meeting If you would like to create/update/cancel a series of recurring meeting or update a reservation that is part of a series of meetings, please confirm the details Meeting Type Whether the meeting is a Dial-in or Dial-out / Auto- Launch conference. Organiser Name & Email Contact details of the Owner of the meeting (vs. meeting requestor). Participating Locations All endpoints or rooms should be clearly specified. Auto Launch / Dial out : Can only include Private and/or Public Rooms Dial-in: May include any combination of endpoints/rooms including Inter-Exchange rooms and User-defined devices. 11

Requested by Person requesting the meeting/conference (vs. the organizer who schedules and owns the reservation) Host Site Host room/ Endpoint in the meeting External Location Client/Contact Information Client Name and Contact Information for a nonmanaged or external location that is requested to participate in a conference. Participant(s) Person(s) attending the meeting Optional Comments/Notes General Conference Notes Optional Step 2: The reservation team representative will input the above scheduling information into the jamvee conferencing portal via its user interfaces. Step 3: Provided all information is correct and resources are available, a confirmation email will be generated from the jamvee conferencing portal, and delivered to the reservations desk, the organiser, requestor and any participants that were added to the meeting. You will be able to modify the meeting directly via the portal Note: If you have booked any Public Rooms for your meeting, then meeting will not be confirmed until payment is completed. Click here to access the complete rules and conditions or contact us. 12

4.2 Self-Booking (Via jamvee Conferencing enterprise portal) The jamvee Conferencing portal hosts the Scheduled Video Meeting service which will help you book/manage network resources in advance for your video/audio meetings. Website Link - https://enterprise.jamvee.com Note: This feature is enabled based on the assigned roles/access permissions. For more details kindly refer the portal guide. 4.2.1 Portal Log-in / Access When you access the jamvee Conferencing portal for the first time, you will need to set your password. For all later visits, please enter your email address and the password that you have set up, in order to log into the site. For further details please refer section 3 on page 5 of the portal guide. 4.2.2 Managing Meetings For complete details on managing meetings, kindly refer section 6 on page 15 of the portal guide. 5. Support 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 Special Event Scheduling: We do provide White Glove Concierge Service/Call production services. You can directly reach out to the scheduling desk for further assistance. 13