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Oct 31, 2020 07:45

Wizyconf Videoconference - User Guide



Wizyconf is the first professional easy-to-use video conference.

Min supported version: WMS 5

Created: June 2020

Permalink: https://confluence.wildix.com/x/j4CEB


Requirements

Browser

  • Google Chrome

  • Chromium

  • Safari 12.1.X and higher

  • Microsoft Edge 79.0.309 and higher

  • Firefox

For Screen Sharing

  • Chrome v. 72
  • Firefox v. 66+

Wildix licenses:

Ports to open on firewall

Check here: Ports used by Wildix services.

Bandwidth requirements

The bandwidth used by Wildix Videoconference is adaptive and varies to provide the best experience on participants’ network. 

Minimum bandwidth required:

  • Outbound from the participant: 300 kbps

  • Inbound to the participant: 300 kbps

Ideal bandwidth:

  • Two-person video calls:

    • Outbound from the participant: 2.6 mbps

    • Inbound to the participant: 2.6 mbps

  • Group video calls:

    • Outbound from the participant in all situations: 2.6 mbps

    • Inbound to the participant with 5 participants: 3.2 mbps

    • Inbound to the participant with 10 participants: 4.0 mbps

It is possible to decrease bandwidth consumption by selecting a lower video quality level in options, see the chapter Video quality.

Number of participants in a conference

  • Audio: Tested scenarios with up to 60 participants  

  • Video: Currently the number of users who can share their videos is not limited–it's possible to see all the users who are sharing their videos in Tiles view, however for the optimal performance we do not recommend to exceed 25 users in case all of them share their videos 


You can also consider live streaming option--in this way you can create a conference only with those users who need to speak and stream their video, while others can watch and comment.  

Limitations compared to Wizyconf web interface for WMS versions lower than 5

  • Impossible to invite users directly from the Video conference web interface (it is possible to copy the link and send the invitation via email, but not via chat)
  • No audio invitations (previously it was possible to call invited users right from the conference room)
  • Impossible to start a screen sharing without entering a conference (currently impossible to start screen sharing to Wizyconf conference station without entering the conference)
  • Options to start live streaming and conference recording are now restricted to conference moderator only (as well as the possibility to view the recordings)
  • No link sharing option
  • Audio/ video Settings dialog is no longer displayed when accessing a conference 

Wizyconf additional equipment

To ensure efficient collaboration during videoconferencing in small and large meeting rooms, Wildix offers some additional equipment:

Create a conference room

To be able to create a conference room, you need to be Wildix PBX user with a UC-Business or UC-Premium licence assigned. 

Conference rooms can be created only from Collaboration interface.

To create a new conference room:

  1. Access Wildix Collaboration
  2. Click on the blue Video Conference icon in the top menu 


  3. Video Conference dialog opens, click NEW CONFERENCE + in the lower right-hand side of the screen


  4. Fill out the following fields:

    • 1 - Title: enter conference title 
    • 2 - Invite participants (optional): start typing a name into the search field to invite a user / a contact or enter the email address to invite any external user via email 

    • 3 - Description (optional): add a description of your event (if filled out, the description field will be present in the email invitation sent to participants)
    • 4 - Conference scheduling (optional): tick off the Calendar icon, then select the date and the time of your conference, timezone and set up recurring video conferences (see the chapter Schedule a conference)

    • 5 - Language (optional): change the language of an invitation email and separately select dial-in numbers (you can select 2 countries)


  5. (After you have filled in the fields): Click Tick icon to save the room

  6. The conference is added to the list and you can find it by its title: 


Now you can click on the conference to join it. 

Conference room is deleted automatically after 30 days of inactivity.

Schedule a conference 

It is possible to schedule the conference or set it up as a recurring event the moment when you create a new conference room, or any time by editing an existing conference room:

  1. Open the conference dialog from Collaboration
  2. Tick off the Calendar icon (Schedule) in the bottom of the dialog
  3. Select the date and the time of your conference, select the timezone
  4. (If you wish to set up a recurrent event): click Does not repeat and set up the recurrence:  

        

  5. Click Tick icon in the lower right-hand side of the Video Conference dialog to save changes.

Scheduled/ recurrent event is automatically added to your calendar with the link to the conference.

Access a conference room

It is possible to access a conference room via web (via a link), or in audio-only mode (by calling the provided phone number. 

Access from email invitation

All invited users receive an invitation via email:


  • 1 - Scheduled event is automatically added to your calendar

  • 2 - You can access the conference via the link provided in the email 

  • 3 - You can also access the conference in the audio-only mode by calling the local number for your country. Click Find a local number to view the full list

  • 4 - This is the ID number (PIN) of the conference 

Access for external users

When an external user clicks on the provided link, they need to enter their name and (optionally) their email or sign in via social networks:


Conference room is locked for external users unless there is at least one PBX user inside. 

A conference room can be unlocked by any PBX user:

  • by joining via the web
  • by joining in audio-only mode 

Access from Collaboration

Video Conference dialog

PBX users can access any conference created previously by them and the ones to which they were invited, from the Video Conference dialog:

  1. Click on the blue Video Conference icon (Screen icon) in the top menu 


  2. Find the conference by its title and click on it to join it: 


Conferences are sorted in the following order in Collaboration:

  1. conferences created in the last hour (unscheduled)
  2. scheduled conferences (starting from the ones scheduled for the nearest future)
  3. unscheduled conferences
  4. conferences scheduled in the past

Chat invitation

A PBX user invited to a conference receives an invitation via chat and can access it by clicking on the link (or by calling the indicated phone number from their Wildix device to access in audio-only mode):


A PBX user can access a conference room by clicking on the link received via chat, from:

  • Collaboration
  • Vision/ SuperVision desk phones
  • iOS/ Android app 

Access from smartphone

You cannot create a conference room from smartphone app, but you can access conference rooms to which you were invited.

More details on how to join a video conference from Wildix Collaboration smart phone apps can be found in:

PBX user

When a PBX user is invited to a conference, they receive an invitation via email/ chat with a link to join the conference via web and a phone number, allowing them to join the conference in audio-only mode from their Wildix device. 

To participate in a video conference via web from iOS: make sure you have installed Wizyconf iOS App

External user

All invited users receive an invitation via email with a link to join the conference via web and a local phone number that they can dial to join the conference in audio-only mode. 

Access from Vision/ SuperVision phones

You cannot create a conference room from Vision/ SuperVision phones, but you can access conference rooms to which you were invited.

More details on how to join a video conference from Vision/ SuperVision can be found in:

Access from Wizyconf Conference Room (Wizyconf station)

You cannot create a conference room from Wizyconf Conference Room, but you can access conference rooms to which the Wizyconf user was invited.

More information in Wizyconf Station Quick Start Guide.

Access in audio-only mode

PBX users can access the conference in the audio-only mode by calling the number 98XXXXXXX, where 98 is the Feature code Conference (by default) and XXXXXXX is the conference ID number (Conference ID is provided in the email invitation). 

Note: you can set an alternative code/ prefix instead of Feature code "Conference" 98. After it is changed, it is also displayed in email / chat invitations.

External users can access the conference in the audio-only mode by calling the local phone number provided in the email invitation.

To access the conference:

  • Call the provided phone number

  • External users are requested to enter the conference ID number (Conference ID number is provided in the invitation email)

  • All users are requested to say their name, after which they access the conference (other participants present in the conference are notified when audio-only users are connected and disconnected)

Conference controls 

Users start with mic/ cam off

This option is reserved for the conference moderator only.


By default all users access the conference with their microphones enabled and cameras disabled.

Note: In case you change mic or camera settings, they are preserved upon the next time you enter the same conference room.

The option to decide whether users should access the conference with their webcams enabled/ microphones disabled is reserved to the conference moderator:

  1. Click three dots in the lower right-hand side of the screen
  2. Click Settings
  3. Click on More tab; here are the options available only for the Moderator:

    • Everyone starts with mic off (cam on): users join the conference with their webcams enabled and microphones disabled
    • Everyone starts with cam off (mic on): users join the conference with their microphones enabled and webcams disabled
    • Everyone follows me: users see on the screen what the moderator shows (tiles view/ sidebar view with selected user)
  4. Tick off the the options and click on OK to apply


       

Tick off both Everyone starts with mic off and Everyone starts with cam off if you would like users to access the conference with both their webcams and microphones disabled.

Microphone, Speakers and Camera settings

  • 1 - Click to Mute/ Unmute your microphone or click the small Arrow down icon to access your microphone and speakers settings:


  • 2 - Click to Start/ Stop camera or click the small Arrow down icon to access your webcam settings: 


  • 3 - Access Microphone/ Speakers/ Camera settings
    1. Click three dots (More actions) in the lower right-hand side of the screen 
    2. Click Settings: in this dialog you choose your devices as well as play a test sound


        

Push-to-talk

In case you prefer to keep your microphone muted and unmute only when you speak, you can use Push-to-talk option:

  1. (When you are muted)  Make sure your mouse cursor is on browser tab in which the web conference is running       
  2. Press Space on your keyboard 
  3. Your microphone is unmuted and you can now speak
  4. Release the Space button as soon as you finish speaking to mute your microphone again

Otherwise you can use M shortcut to Mmute/ Unmute your microphone:

  • Press M to toggle between mute/ ummute

Read more in the chapter Keyboard shortcuts.

Video quality

You can adjust the quality for your video streaming. 

  1. Click three dots (More actions) in the lower right-hand side of the screen 
  2. Click Manage video quality


    

The video quality of the user who is shown on the main screen is displayed in the upper right-hand part of the screen (only for Sidebar view):



Language settings

To change the language of the interface: 

  1. Click three dots (More actions) in the lower right-hand side of the screen 
  2. Click Settings
  3. Settings dialog opens, click on the tab More 

  4. Select the language from the drop-down list and click Ok to apply


           

From within the conference

  1. Click Invite people icon in the lower right-hand side of the screen

  2. Copy the meeting link and send it to people who you wish to invite, or click Share meeting invitation to send the invitation link via email. You can also view the local Dial-in phone numbers to enter the conference in audio-only mode (click More numbers):


          

From Collaboration

  1. Open Video Conference dialog
  2. Find your conference room in the list
  3. Click the Pencil icon next to it
  4. Start typing a name into the search field to invite a user / a contact or enter the email address to invite any external user via email:


       

  5. Click Tick icon in the lower right-hand side of the Video Conference dialog to save changes

Toggle between Tiles view and Sidebar view 

Tiles view (on the left) and Sidebar view (on the right):


  

  •  Click Toggle tile view (Tiles icon) in the lower right-hand side of the screen to switch between Tiles view and Sidebar view:


Chat and private messages

To enter group chat (with all the users):

  • Click on the Chat icon (Bubble icon) in the lower left-hand side of the screen

You can use emoticons and attach files (also via Drag&Drop):


\

To send a private message:

  1. Find the user whom you want to send a private message to
  2. Hover the mouse cursor over three dots in the lower left-hand side of the user's preview (upper right-hand side of the screen in Tiles view)
  3. Click Send private message

Private message is sent only to the selected user and can be viewed in the chat only by you and that user. Private messages are labeled as "Private message to" (in the bottom of the message):


     

Adjust microphone volume of certain participants 

You can decrease mic volume for separate users or completely mute them (for yourself):

  1. Find the user whose microphone volume you wish to adjust
  2. However the mouse cursor over three dots in the lower left-hand side of the user's preview (upper right-hand side of the screen in Tiles view)
  3. Move the yellow indicator to the left to decrease the volume / to the right to increase the volume:


Screen sharing 

Supported browsers:

  • Chrome v. 72+
  • Firefox v. 66+


To share your screen:

  1. Click on the Screen icon (Share your screen) in the lower left-hand side of the screen


  2. Select the content you want to share: the entire screen, separate application windows or your browser's tab and click Share button


Screen icon in the lower left-hand side of the screen turns yellow for the person who is sharing the screen.

For macOS users:

The first time you try to share your screen, you are prompted to allow sharing your screen. In case you decline it, you need to give access manually. 

Take the following steps:

  1. Go to macOS System Preferences -> Security & Privacy
  2. Open Privacy tab -> Screen Recording and give access to a browser you (Chrome in the example below) use to share:



To terminate the screen sharing session:

  • Click Stop or Stop sharing button (depending on the content you are sharing)

Otherwise, you can click again the Screen icon (the icon turns white again when the screen sharing session is terminated).

Share a YouTube video

To start sharing a YouTube video: 

  1. Click three dots (More actions) in the lower right-hand side of the screen 
  2. Click Share YouTube video
  3. A new dialog opens; paste the link to the YouTube video and click on Share


               

To stop sharing the video:

  1. Click again three dots (More actions) in the lower right-hand side of the screen
  2. Click Stop YouTube video
  3. A new dialog opens; click Remove to confirm 


    


Raise your hand

  • Click on the Hand icon (Raise/ Lower your hand) in the lower left-hand side of the screen

The Hand icon turns yellow for the user who has raised the hand. A yellow Hand icon is displayed in the upper part of the preview of the user who has raised the hand:


     

User who has raised a hand can click the Hand icon once again to lower the hand (in this case the Hand icon will turn white again).  

Note: the Hand is automatically lowered if a participant starts talking.


Moderator control options

In addition to being able to decide whether participants should start with their webcams and microphones enabled/ disabled, there are other options reserved for the conference moderator:

  • Mute separate users
  • Mute all users except for one
  • Expel users from the conference
  • Conference recording
  • Live streaming

Mute users

This option is reserved for the conference moderator only.

To mute a user:

  1. Find the user you want to mute
  2. Hover the mouse cursor over three dots in the upper right-hand side of the user's preview (lower left-hand side of the screen in Sidebar view)
  3. Click Mute 
  4. A new dialog opens, click on Mute to confirm

To mute everyone:

  1. Click three dots (More actions) in the lower right-hand side of the screen 
  2. Click Mute everyone
  3. A new dialog opens, click on Mute to confirm

     

In this way you can mute everyone except yourself. You cannot unmute other users, but they can unmute themselves.

To mute everyone else except for one user:

  1. Hover the mouse cursor over three dots in the upper right-hand side of the user's preview (lower left-hand side of the screen in Sidebar view)
  2. Click Mute everyone else
  3. A new dialog opens, click on Mute to confirm

Expel users from a conference

This option is reserved for the conference moderator only.

To expel a user:

  1. Find the user you want to expel
  2. Hover the mouse cursor over three dots in the upper right-hand side of the user's preview (lower left-hand side of the screen in Sidebar view)
  3. Click on Expel

Conference recording

This option is reserved for the conference moderator only.

Live streaming option is disabled when conference recording is running

To start recording: 

  1. Click on three dots (More actions) in the lower left-hand side of the screen 
  2. Click Start recording 
  3. A new dialog opens, click Start recording to confirm

Recording starts in several seconds. Red REC icon is displayed in the upper right-hand part of the screen when the recording is running.

     

To stop recording: 

  1. Click again on three dots (More actions) in the lower left-hand side of the screen 
  2. Click Stop recording 
  3. A new dialog opens, click Confirm 

     

Download recording files:

  1. Click again on three dots (More actions) in the lower left-hand side of the screen 
  2. Click View recordings 
  3. A new dialog Recordings list opens, click on the file(s) to download 
  4. Click Done to close the dialog

     


Files are automatically deleted after 6 months or in case conference room is deleted. Please take into account that conference room is automatically deleted after 30 days of inactivity. 

Live streaming

This option is reserved for the conference moderator only.

Conference recording option is disabled when live streaming is running

This feature allows you to make live streaming of your conference to YouTube and Facebook.

To start live streaming:

  1. Click on three dots in the lower right-hand side of the screen
  2. Click Start live stream 
  3. New dialog opens; enter the Live stream key and click Start live stream

Blue LIVE icon is displayed in the upper right-hand part of the screen when the live streaming is running.


For information on how to retrieve the Streaming Key for Facebook and YouTube, refer to Live Streaming Guide.

To stop live streaming: 

  1. Click once again on three dots in the lower right-hand side of the screen
  2. Click Stop live stream
  3. New dialog opens; click Stop live stream to confirm 

      

Exit and delete a conference room

Only the conference moderator can delete a conference room. If you are an invited user, you can exit from the room. The room is removed from your list of conferences in Collaboration.

To leave the conference:

  • Click the red X icon (Leave) in the lower central side of the screen to leave the conference:


To leave the conference and remove it from the list of conferences in Collaboration:

  1. Open Video Conference dialog in Collaboration
  2. Find the conference in the list
  3. Click on the x icon (Exit) on the right-hand side of the conference title:
    • (screenshot on the left) If you are a conference moderator: click YES to permanently delete the conference and all its contents (the conference will no longer be available) 
    • (screenshot on the right) If you are an invited user: click YES to exist the conference (the conference will no longer appear in the list of conferences in Collaboration for you)


    

Miscellaneous

Speaker stats 

You can view speaker statistics, to understand how much time each user spoke during the conference:

  1. Click on three dots in the lower right-hand side of the screen
  2. Click Speaker stats
  3. New dialog Speaker Stats opens:


    

The same dialog can be also opened when you click on the number of participants in the top of the conference:


Speaker stats gets reset each time you leave/ access again the conference room or in case you refresh the browser tab. 


Connection quality indication

You can see the current connection quality for each user participating in the conference:

  1. Hover the mouse cursor over the user whose connection status you would like to check
  2. Hover the mouse cursor over the green or yellow Connection quality icon (color depends on the current connection quality) in the upper left-hand corner of the preview
  3. New dialog is displayed with the information on connection, bitrate, packet loss etc 
    • (available only if you hover the mouse cursor over your own preview) Click Show more in that dialog to see more details about your own connection quality


Edit a conference room

You can edit any existing conference rooms: edit the conference title, its description, the list of participants, schedule the conference, resend the email invitation, copy the conference link. 

  1. Open Video Conference dialog from Collaboration
  2. Find your conference in the list
  3. Click on Pencil icon (Edit) on the right-hand side of the conference title:



Keyboard shortcuts

For your convenience you can use keyboard shortcuts.

To view the list of the available keyboard shortcuts:

  1. Click on three dots in the lower right-hand side of the screen
  2. Click View shortcuts
  3. A new dialog Keyboard shortcuts opens:


     



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