CONFERTEL OMNIPRESENT User manual

User Guide

CONFERTEL
OmniPresent User Guide
Table of Contents
Getting Started.............................................................................................................................................4
Sharing.........................................................................................................................................................5
Using your Camera ..................................................................................................................................6
Adjusting Your Video Preferences............................................................................................................7
Sharing Your Screen................................................................................................................................8
Adding and Downloading Files to the Media Library ............................................................................... 10
Recording Sessions................................................................................................................................12
The OmniPresent File Converter............................................................................................................13
User Roles .............................................................................................................................................14
Phone Only Audio...................................................................................................................................15
Inside the Session..................................................................................................................................16
The Workspace.................................................................................................................................17
Workspace Views........................................................................................................................19
Control Your Audience......................................................................................................................20
Request to Speak..............................................................................................................................21
Whiteboard .......................................................................................................................................22
Chat..................................................................................................................................................25
Testing Your Connection...................................................................................................................27
Frequently Asked Questions.....................................................................................................................28
Can guests take control over the Moderator’s (host) computer screen?.................................................. 28
Which files can I open natively, without converting them first?................................................................ 28
The URLs in my PowerPoint presentation are not clickable, I need my viewers to be able to click on links,
what can I do?........................................................................................................................................29
How do I change the default language?..................................................................................................29
After a poll, can I see the option that each participant selected during the poll……………………………….30
Are there any keyboard shortcuts for forward and backward navigation?.................................................30
Can anybody besides the account holder be appointed the Moderator of a meeting? Can a Moderator set
up a meeting? ........................................................................................................................................30
Can screen-sharing or content-sharing be made private? .......................................................................31
Do you encrypt data transmission? Do you use RTMP or RTMPE? Do you use https?.............................31
Do you support application sharing and screen sharing on Linux? Do you have a linux version of the
screen sharing driver?............................................................................................................................31
Does OmniPresent have any support for Mobile Devices or Tablets?.....................................................32
Does OmniPresent support Polling functions and, Surveys?................................................................... 32
How can I disable the Pepper Flash plugin in Google Chrome?.............................................................. 34

CONFERTEL
OmniPresent User Guide
How can I load YouTube videos in an OmniPresent session?................................................................. 35
How can I show the “Registered Users” tab on session login page by default?........................................ 35
How do I improve the video and audio quality?.......................................................................................35
How many attendees can use their camera at the same time? Are there any limitations?........................ 36
How does the “Ban User” feature work?.................................................................................................36
How to create folders in the Media Library?............................................................................................36
I am not able to access a webinar from outside our network. ................................................................... 36
I’m having trouble getting my file to convert, it seems the conversion fails, what can I do?......................37
In Linux, every time I try to launch the video or audio. …………………………………………………………..37
Is it possible to kick a participant out of a meeting room?......................................................................... 37
Is it possible to limit the broadcast of cameras and microphones to broadcast to moderators only?.......... 37
Is it possible to remove all participants except moderators from a room with a single click?..................... 38
Is it possible to work from more than one PC using the same login/account? ..........................................38
Is there any option to stop auto chat scrolling?.......................................................................................38
OmniPresent does not load my webcam. ................................................................................................38
Suggestions to have a seamless session even with bandwidth problems................................................ 39
The URLs in my PowerPoint presentation are not clickable......................................................................39
The webcam image is mirrored when switching in full screen mode........................................................39
There seems to be a problem with the time zones. When I select GMT+1, it thinks as if we were in
GMT+2...................................................................................................................................................39
Troubleshooting the Application Sharing Plugin......................................................................................40
We are facing connectivity issues, particularly in establishing the connection and loading Synclets ......... 41
We have a lot of audio problems. The audio cuts and falls away a lot......................................................41
We require a feature which allows us to add a background image to the whiteboard? ..............................41
What is the file size limit for documents in the Media Library?................................................................. 42
What is the meaning for each granular permission described on the User Guide? ...................................42
What is the reason for this error: “You are no longer connected please refresh”?..................................... 42
Why do I get an error message indicating: “We have not detected any activity from you in a while. Do
you wish to remain connected to this session”?...................................................................................... 43
System Check............................................................................................................................................44
System Requirements ...............................................................................................................................45

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OmniPresent User Guide
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Getting Started
Welcome to OmniPresent powered by ConferTel
OmniPresent is a highly interactive web conferencing platform which gives users full control of their meetings
from start to finish. Follow this guide to learn the basics on setting up and hosting live meetings.
To begin using OmniPresent it is recommended that you review our System Requirements and System
Check to ensure proper compatibility.

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Sharing
OmniPresent allows people in your meeting to share various types of content with each other – such as
audio and video, computer files in almost any format, and even a whiteboard to aid online collaboration.
In this section, we’ll teach you all about presenting and sharing content inside OmniPresent sessions

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

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Adjusting Your Video Preferences
OmniPresent allows you to modify your 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 and video quality by going into “Preferences”

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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.

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Once the screen sharing plugin has been successfully installed, you will be able to select from various
options:
• 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 it 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).
If you want to stop sharing your screen, you can click on the “Stop” button:

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Adding and Downloading Files to the
Media Library
You can add files 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”).

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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

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Recording Sessions
To begin recording your session, click on the Record icon from the main toolbar
From there you will be prompted to name the recording
You can pause your recordings directly from the toolbar.

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The OmniPresent File Converter
OmniPresent’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.

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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 session. They can activate other participant’s 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 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 session, go to “Control Your Audience”.

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Phone Only Audio
Phone only sessions require that all participants dial into a conference bridge, using a toll free number and
conference passcode.

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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.

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The Workspace
The Workspace is divided into interactive windows that perform a specific function. These are some of the
most commonly used windows and buttons:
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.

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Corner buttons area: For Moderators it includes the “Start my Camera”, “Show Media Library”, “Invite
Participants”, “Start Screen Sharing”, “Start Recording” and “Notification” buttons.
For Participants it will include only the “Show Media Library”, “Raise Your Hand” and “Notification” buttons.
The “Raise Your Hand” button allow participants to request permission to start their broadcasts.

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Workspace Views
The WORKSPACE menu allows a moderator to change the look and feel of the Workspace layout. Here, you
can select one of the 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.

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Control Your Audience
As an organizer or moderator you can view who has joined your session, as well as manage their ‘User
Role’ i.e. their permissions within 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: