Polycom ReadiManagerSE200 Quick start guide

Polycom ReadiManager Web
Scheduling Guide
PN: DOC2130A

Polycom ReadiManager Web Scheduling Guide
Copyright
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iii
Contents
About this Guide
1 Getting Started with Scheduling
Logging On . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–1
Downloading the Polycom Plugin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–3
Getting Help When You Need It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–4
2 Scheduling Videoconferences
Creating a Videoconference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–2
Differences in Conference Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–6
Other Scheduling Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–6
Editing Dial Options for a Video Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–7
Creating Recurring Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–9
Adding a Guest to a Videoconference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–10
Making Changes to a Scheduled Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–11
3 Using Advanced Settings When Scheduling
Selecting a Template in Advanced Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–2
Specifying Dial Options for the Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–3
Forcing MCU Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–3
Setting the Video Mode for Multipoint Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–4
Setting the Connection Speed for a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–5
Using People + Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–5
Using T.120 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–6
Chair Person Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–7

Polycom ReadiManager Web Scheduling Guide
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v
About this Guide
This document, the Polycom ReadiManager Web Scheduling Guide, includes
information about using the web scheduling capabilities in Polycom®
ReadiManager™ to schedule videoconferences.
Web scheduling is part of the larger ReadiManager application that is used to
configure and manage video communications within an enterprise.
An HTML version of the information in this guide is available to you as online
help while you work with ReadiManager. To access the online help, click the
question mark icon in the upper-right corner of the ReadiManager page.
The following additional documentation about ReadiManager is available:
•Polycom ReadiManager Outlook Scheduling Guide
•Polycom ReadiManager Operator’s Guide
•Polycom ReadiManager Administrator’s Guide

Polycom ReadiManager Web Scheduling Guide
vi

1–1
1
Getting Started with Scheduling
This chapter tells you how to get started with ReadiManager, including how
to access it through a browser, how to use help, and how to download the
required Microsoft .Net controls.
If you are already logged in and ready to schedule, turn to Chapter 2,
“Scheduling Videoconferences.”
Logging On
Polycom ReadiManager is installed on a server and is accessed through
Microsoft Internet Explorer.
What you need:
•The IP address of the ReadiManager server.
•Your user name and password.
If you have a ReadiManager-only surname and password, your
ReadiManager administrator can provide you with them. Otherwise, use
your regular company network login.
To access ReadiManager from a PC
>> Launch Internet Explorer and type your ReadiManager server IP address
in the address line of your browser.
Example: http://ReadiManager Appliance IP Address

Polycom ReadiManager Web Scheduling Guide
1–2
To log in to ReadiManager
>> Log into ReadiManager by entering your user name, password, and
domain, and then clicking the Login button.
Please note: The password is case-sensitive.
For most users, the appropriate domain will be the same as the domain
you use to log into your main company network. For some users, the
domain is “Local.” If you are uncertain what domain to use, contact your
ReadiManager administrator.
Figure 1-1Login Screen
The My Conferences page appears.
To log out of ReadiManager
>> When you are finished working in ReadiManager click the Log Out link at
the top right corner of the screen.
Figure 1-2Log OutLink
Ifyou are assigned a ReadiM anagerrole otherthan S cheduler,you willsee a
differentscreen.Ifso,click the MyConferences link atthe top ofthe page to getto
S cheduling.

Getting Started with Scheduling
1–3
Downloading the Polycom Plugin
The ReadiManager Scheduling interface uses special Microsoft.NET controls
and ActiveX controls that run in your Internet Explorer browser window. The
first time that you access ReadiManager Scheduling on a given computer, you
will be prompted to download and install a Polycom plugin, and may also be
prompted to download and install the .NET framework, if it is not already on
your computer system.
When you return to the ReadiManager Operator View, you may see a “Wait...”
prompt for a few seconds as the control loads, but you will not have to install
it again on this computer.
To install the ReadiManager plugin
1 Click the link to download the plugin.
2 If an Internet Explorer Security Warning appears, click Run to confirm
that it is ok to download and run the plugin.
3 In the Download message box, click Open.
4 When the installer window appears, click Next to start the installation
process.
5 Respond to the screens in the Installer Wizard, to install the plugin.
6 If another Internet Explorer Security Warning appears, click OK to
confirm that it is ok to run the control.
The control will load and display in the page.
Ifyou need assistance setting up your com putersystem and brow serto work
correctly with R eadiM anager,please contactyour R eadiM anageradm inistrator.

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Getting Help When You Need It
Online help is available throughout ReadiManager. On any page, you can click
the Help button in the upper right corner to get information about the current
page.
Figure 1-3The Help button launches the online help
The online help automatically displays a topic associated with the page you
were on in ReadiManager.
From any help page, you can access the full help system. To display the Table
of Contents, Index, and Search panel, click the TOC button at the top of the
Help window, as shown below.
Figure 1-4A ccessing the Table ofContents
Accessing PDFs of the Documentation
PDFs of the documentation are available for download from the online help
system.
From any page in the Help, click the PDF link.
Figure 1-5PDF Link

2–1
2
Scheduling Videoconferences
The My Conferences page is your starting point for working with your
videoconferences using a web browser.
From this page you can create new videoconferences and make changes to
existing videoconferences.
If you are assigned a ReadiManager role of Scheduler, this page appears
automatically when you log in. It lists all the conferences you have scheduled.
If you are assigned a ReadiManager role that includes access to other views,
you may start at a different page. Click the My Conferences link at the top of
the page to access this page.
Figure 2-1MyConferences Page

Polycom ReadiManager Web Scheduling Guide
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Creating a Videoconference
Creating a videoconference is fast and easy. You step through a three-page
wizard to select the date and time and then select the participants.
Start at the My Conferences page
1 Log into ReadiManager.
2 On the My Conferences page, click Create New (Start with Time)
Schedule Conference: Step 1 of 3
After you click Create New on the My Conferences page, the first page of the
Schedule Conference wizard appears.
Figure 2-2S chedule Conference P age 1
1 Enter a name for the conference.
2 Select the date and start time for the conference.
3 In the Duration field, select how long the conference will last (the default
is 30 minutes).
4 If you want this to be an audio-only conference, change the Conference
Type to “Audio.”
5 Click Next.

Scheduling Videoconferences
2–3
Schedule Conference: Step 2 of 3
On this page you select rooms and people to be included in the conference.
1 Select one or more rooms to be used in the conference.
In the list on the left, highlight the rooms you want to use and click Add
Selected Rooms to move them to the Conference Participants list.
All the rooms that are listed have video devices associated with them.
Figure 2-3S chedule Conference P age 2
2 Add individual users you want to invite.
For each person, do the following:
—Click Add Users.
—In the User Search box, enter some or all of the first user’s name and
click search. If you type the first few characters of either first or last
name, ReadiManager will find all users that match.
ReadiManager lists the matching people.
—Select the person in the list box and click Add.

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To add a guest (a person not in your company’s ReadiManager video
network), see “Adding a Guest to a Videoconference” on page 2-10.
3 Review the video endpoints to be used in this conference.
Users who have video endpoints associated with them have the box in the
“Use Video/Audio” column checked. If the person will attend, but
doesn’t need their own device, uncheck the box.
Figure 2-4Selecting Video E ndpoints to Use in the C onference
You can also view settings for the equipment and make adjustments to it.
For details see “Editing Dial Options for a Video Endpoint” on page 2-7.
4 Click Next to go to the next screen.

Scheduling Videoconferences
2–5
Schedule Conference: Step 3 of 3
1 Review the conference information to make sure it is correct.
If you need to make a change, click Previous to go back to a previous page
and make a change.
2Addanyrelevantnotes.
3 Enter the email address of anyone you want to notify of the conference.
Figure 2-5S chedule Conference P age 3
4 Click Finish.
A series of messages appears, as ReadiManager reserves resources,
schedules participants and sends emails related to the conference.
That’s it! Your videoconference is scheduled and you return to the My
Conferences View page.
How timeis reserved fora videoconference.In addition to the meeting duration,
additionaltimeis scheduled before and afterthe m eeting,depending on the
requirem ents forthe particularroom .
WhenR eadiM anagerdefines yourvideo network resources,each r
oom is assigned
Setup Minutes and Breakdow n Minutes thatare needed before and aftera
conference.These are autom atically added to the conference duration timew hen
the conference is scheduled.,so thatadjacentconferences do notconflictwith one
another.However,t
hey do notappearin the scheduled conference times;they are
handled behind the scenes.

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Differences in Conference Type
When you select an Audio versus a Video conference, ReadiManager reserves
different resources.
Video.Creating a video conference allows you to use a combination of video
and audio connections in the conference, and to reserve the required
bandwidth and equipment associated with resources, as well as the rooms.
The conference can use a combination of both Dial-In and Dial-Out. If you
have Advanced Scheduling capability, you can also specify that a conference
should be Dial In only, if you want all connections to be made through one
bridge.
A udio Only.When you create an audio-only conference, the bridge is reserved
as an audio-only media, with no video media. Choosing this conference type
automatically makes the conference be “Dial In Only” and requires that an
MCU be used. This means that an MCU's resources will be reserved and used
to create a dial-in conference. After you create the conference, the conference
confirmation email you receive will include the dial-in number and pin code
required to access it.
With this type of conference, no bandwidth is reserved except the MCU. The
rooms associated with the audio devices are reserved, so any other devices in
those rooms will not be available to other people. This also does not reserve
precious video resources on the MCU that would otherwise be reserved for a
mixed audio/video call.
Other Scheduling Features
The ReadiManager web scheduling wizard includes a number of features that
help make videoconferencing more efficient and customized for your needs.
These are described in the remainder of this chapter. They include:
•Editing Dial Options for a Video Endpoint
•Creating Recurring Conferences
•Adding a Guest to a Videoconference
Only regularPO TS audio phones can be used— notISDN endpoints.Attem pting to
mimic an audio callusing a 64K dialspeed through an audio/video endpointmay
resultin the callbeing dropped,orin very pooraudio quality, due to the network
overhead when converti
ng a digitalsignalto/from an analog signal.

Scheduling Videoconferences
2–7
Editing Dial Options for a Video Endpoint
You can check the dial options to be used for video endpoints in rooms or at
people’s desks and change them if required to make a video conference call
work smoothly. These changes are only in effect for this conference.
If the room or user has more than one video endpoint associated with them,
you can also use this process to select the endpoint to be used.
To edit dial options
1 On the second page of the Schedule Conference wizard, locate the room
or person associated with the equipment in the Conference Participants
list.
Figure 2-6A ccessing DialOptions forVideo Endpoints
2 Click the Edit button in the Setting column.
The Edit Dial Options window appears.
Figure 2-7EditDialOptions Dialog Box

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3 Make sure the Device field shows the name of the device that should be
used in the conference.
4 Make the appropriate changes to the dial options. (For details see, the
table below.)
5 Click OK.
Table2-1EditDialOptions
FieldD escription
DialType Specifies how this video endpointwillbe accessed:through IP
orISDN.
Device Ifthere is more than one device associated with the room or
person,you can selectthe correctone from the dropdow n list.
DialOptions Ifyou select
Dial-In forone ormore video endpoints in a call,a
dial-in num berand pass code willbe created and sentto you in
the reservation confirmation em ail.You can then provide itto
people w ho willattend.
The available dialopt
ions are based on the dialoption selected
in the A dvanced Settings.IfDial-In is selected in the Advanced
Settings,then Dial-In is the only option available,and Dial-Out
is grayed out.Onthe otherhand,ifthe Dial-I
n+D ialOutoption is
selected in the A dvanced Settings,then both Dialin and Dial
Outare enabled.
Ifyou do nothave access to A dvanced Settings,then this option
are already preset.
BitRateThis specifies whatconnection speed the device willuse
forthe
scheduled conference.

Scheduling Videoconferences
2–9
Creating Recurring Conferences
If you exceed the maximum of 100, you will receive a message to that effect,
asking you to reduce the number of recurrences.
To create a recurring conference
1 On the first page of the Schedule Conference wizard, click Recurrence.
The Appointment Recurrence window appears.
Figure 2-8A ppointmentRecurrence Window
2 Complete the Appointment Recurrence dialog box, to specify how often
the conference should recur, and click OK.
3 Finish creating the conference, as you normally would.
When you click Create Schedule, ReadiManager checks availability and
bandwidth as it normally does, and reserves the resources for all recurring
meeting times, if there are no conflicts.
Oncea recurring conference is created,any changes to be m ade mustbe applied
to each meeting separately.
ReadiM anagerdoes notsupportcreation ofannualrecurring conferences,but
does supportDaily, Weekly, and Monthly meetings.

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Adding a Guest to a Videoconference
Guests are people who are outside the ReadiManager network. Their
equipment capability is unknown to ReadiManager and must be manually
entered in order to connect to them.
To add a guest to a videoconference
1 On the second page of the Schedule Conference wizard, click Add Guest.
The Add Guest dialog box appears.
Figure 2-9Add GuestDialog Box
2 Enter the guest’s connection information.
For details, see the table below.
3 When finished, click OK.
Ifthe guestwillnotuse video to participate in this conference,uncheck the
“Use Video”box.
Table2-2Add GuestOptions
FieldD escription
N am e The nam e ofthe guest.
Em ail The em ailaddress ofthe guest.