StarLeaf Group Telepresence 3351 User manual

Group Telepresence
User Guide
Group Telepresence 3351
Group Telepresence 3330 (GT Mini)
20 May 2015

Contents
About Group Telepresence 4
Introducing the touchscreen controller 4
The home screen 6
Forwarding calls and Do not disturb 6
Near end camera control 7
Making a call 8
Dialing a number 8
Redialing a recent call 8
Searching in the company directory 8
Dialing addresses that include letters or symbols 9
Using in-call features 10
When you are in an audio call 10
When you are in a video call 10
Changing what you see in a video call 11
Layouts for dual screen room systems 12
About conferencing 13
Create a scheduled conference 13
Who can you call? 15
Inviting a guest to use Breeze 15
Dialing from third-party endpoints 16
Default settings for a guest 16
Contacts 17
About contacts 17
About personal contacts 17
Adding personal contacts 17
Deleting personal contacts 17
Creating favorites 18
Deleting favorites 18
Presence and other speed dial icons 19
Using the Conference Phone 2220 21
LED behavior 21
Connecting a laptop 22
Sharing the display 22
Sharing the audio 23
Using voice and video mail 24
About voice and video mail 24
Accessing voice or video mail messages 24
Setting a greeting for your voice and video mail 24
Forwarding a message 25
Configuring other voice and video mail settings 25
Customizing your touchscreen controller 26
Choosing a ringtone 26
Creating favorites 26
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Sorting your contacts 26
Sorting your company directory 26
About StarLeaf touchscreen controllers 27
Touchscreen controller features 29
Legal information 31
Third party software acknowledgments 31
Disclaimers and notices 31
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About Group Telepresence
About Group Telepresence
StarLeaf provides a number of different telepresence systems for meeting rooms. There
are two Group Telepresence codecs:
Group Telepresence 3351 Group Telepresence 3330 (GT
Mini)
Introducing the touchscreen controller
Every Group Telepresence system comes with a touchscreen controller: the StarLeaf
Touch 2035. You will use the touchscreen controller as the means for making, and
controlling video calls with Group Telepresence. Through the touchscreen controller, you
will access the directory and contacts. You will use the touchscreen controller to create
ad hoc conferences and to add and remove participants. For information about other
StarLeaf touchscreen controllers, refer to About StarLeaf touchscreen controllers (p27).
The StarLeaf Touch 2035
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About Group Telepresence
The figure below shows the features on the front of the StarLeaf Touch 2035.
Table 1: Front panel features and controls
Button Description
Audio volume
up
Press during a call to increase audio volume or, if you are not in a call,
press to increase the loudness of the ringer
Audio volume
down
Press during a call to decrease audio volume or, if you are not in a call,
press to decrease the loudness of the ringer
Audio mute Toggle the microphone on and off. The button lights when the
microphone is off. When you are in a call and your audio mute is on,
nobody will hear what you are saying
Video mute Toggle the camera on and off. The button is an LED that lights when the
camera is off. When you are in a video call and the video mute is on,
nobody in the call can see you
Home Press to display the home screen of the touchscreen controller from any
screen in the interface. Double-press to access the touchscreen
controller’s settings
Hang up Press to end the current call
Answer/Make
call
Press to answer an incoming call. At other times, press to access the dial
screen and the directory
For more information about audio, refer to:
nConnecting a laptop (p22)
nUsing the Conference Phone 2220 (p21)
nthe StarLeaf Knowledge Base at support.starleaf.com
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The home screen
The home screen
Connected devices indicators
Favorites
Call acceptance
slider
Camera Control
Recent calls
Recent calls indicator
Messages Contacts
New message indicator
Invite
Meeting room name
and dialing
details
To display the home screen of the touchscreen controller from any other of its other
screens, press the Home button. In the picture above, this system is assigned to the
London Meeting Room and its extension is 1109.
To access the settings, double-press the Home button.
Forwarding calls and Do not disturb
To forward calls either to voice mail or to another phone number, use the Call
acceptance slider.
To set the status of the Group Telepresence system to 'do not disturb', and have all calls
forwarded immediately to voice mail, move the Call acceptance slider to do not disturb.
If other users have the meeting room set as a favorite, they will notice that the room is
busy because the meeting room name will be displayed on their home screen with a
'busy' icon. If the Group Telepresence system does not have voicemail, then setting the
touchscreen controller to do not disturb will cause a 'busy' tone for anyone attempting to
call this system.
To forward calls to voice mail or to another phone number, move the Call acceptance
slider to forward calls. Choosing to forward calls means that anyone who has this system
as a favorite will see that you have forwarded the calls. When you choose to forward calls,
you see the following controls:
Note: Connection from your StarLeaf endpoints to the public telephone network is an
optional extra. For more information, contact your StarLeaf representative.
Choose forward to voicemail if you want the calls to be forwarded immediately to
voicemail. This option is only available if this system has been set up with voicemail.
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The home screen
Choose forward to: and enter the telephone number if you want calls to be forwarded to
another phone (for example to a mobile number).
Near end camera control
The Camera Control tab on the home screen provides you with controls for the Group
Telepresence camera.
If you have more than one Pan, Tilt, and Zoom camera attached to the Group
Telepresence, the camera selector allows you to select which camera you will use.
The near-end camera control allows you to pan, tilt, and zoom your camera. This control is
available both in a call and before you make a call. In a GT Mini system, these controls
only apply to the Pan,Tilt, and Zoom camera and will not affect a webcam.
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Making a call
Making a call
On the touchscreen controller, you can make a call in a number of different ways:
nYou can dial a number: Simply dial the number
nYou can call one of your favorites: Press the speed dial for the favorite that you want to
call
nYou can return a call: Go to home screen > recents and select the call you want to
return
nYou can call someone in the company's directory: Go to home screen > contacts >
company directory and choose someone to call
nYou can call someone from your own personal contact list: Go to home screen >
contacts > personal contacts
Dialing a number
You can simply dial a number.
Note: You may have been given a prefix to use when you want to dial out onto the public
telephone network. For example, in some companies you are told to "dial 9 for an outside
line". Connection from your StarLeaf endpoints to the public telephone network is an
optional extra. For more information, contact your StarLeaf representative.
When you start to dial a number, your screen will look something like this:
Redialing a recent call
To redial a call that you received recently:
1. Select recent calls. The screen displays the recent calls' list.
2. Select the name of the person whom you want to call.
Searching in the company directory
Some companies have a lot of entries in the directory. In this case, you might find it easier
to use the search facility. To do so:
1. Go to home screen > contacts > company directory and select search.
2. Use the keyboard to type the name of the person you want to find.
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Making a call
Note: As soon as you start typing, the search will start looking. You might only need to type
the first letter of someone's name to find them.
The search keyboard looks like this:
Dialing addresses that include letters or symbols
You might need to dial someone who has a video address that includes letters or numbers
and symbols. This might be known as a URI or it might be an IPaddress. If you need to do
this, press *on the keypad (press the star key). Your display will look like this:
Note: If you are dialing an IP address, you can do so by using the keypad of the
touchscreen controller. Press the star (asterisk) key where you would normally put a dot,
and press the hash (pound) key to cause the system to dial the IP address you have
entered.
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Using in-call features
Using in-call features
When you are in an audio call
When you are in an audio call, you can see in-call options:
ncreate conference: you can add other people into your call
nhold call: put the other person on hold
ntransfer call: transfer the call to another person
When you are in an audio call, the display will be something like this:
When you are in a video call
If you are in a video call, you will see some or all of the following in-call options on the
display, in addition to the options listed above for audio-only calls:
nshare my PC screen: you can show your screen to other person (or people) in your video
call.
nDisplay tab: provides you with options for the screen layout. Note that this tab also
provides a button to switch self view on and off
nFECC tab: if you are in a video call and the device at the other end of the call allows it,
you can control that device's camera (for zooming and panning). FECC means Far End
Camera Control
When you are in a video call, your in-call options panel will be something like this:
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Using in-call features
Changing what you see in a video call
Press the Display tab to change what you can see in a video call. The Display tab looks like
this:
The Display tab gives you these options:
nvideo: select to view the other people in your video call. This is the default setting for a
video call until someone shares a PC screen and then you will see the shared PC screen,
in which case, you may prefer to press this button to return to the video view
nmy PC: press to view your own PC's display (if you have attached your computer to the
codec). Remember that other people in the video call may still be able to see you
nshared PC: press to view a PC screen that someone else in the video call is sharing with
you
nself-view: use the self-view slider to either see yourself or not. Self view allows you to see
the view of you that other people see when you are in a video call. Switching it off does
not prevent them from seeing you. To prevent people from seeing you in a video call,
press the Video mute button on the touchscreen controller
nPiP: The PiP is the Picture-in-Picture view. For example, if you have self-view on, you will
see yourself in a PiP view. Use the PiP control on the Display tab to move the PiP around
the screen. Note that if you are in a call where there is shared content (or you have
pressed my PC) then the PiP control allows you to remove the PiP view; to do so, use the
cross in the corner of the PiP control to close the PiP view. If you have closed the PiP
view, you can make it reappear by pressing the plus sign on the PiP control
Note: On a GT Mini or a Group Telepresence 3351, with two screens attached, the screen
layout behaves differently. For more information, refer to Layouts for dual screen room
systems (p12) below.
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Using in-call features
Depending on the other device in the video call, you might be able to remotely operate
the pan and zoom on the camera at the other end of the call. When you can remotely
control the camera at the other end of the call, this is called FECC (Far End Camera
Control). You can only use FECC in a point-to-point call (that is, FECC is not available in a
conference call).
If FECCis allowed you will be able press the FECC tab which looks like this:
The FECC control allows you to pan and zoom the camera at the far end of the call.
Layouts for dual screen room systems
Room systems with two screens attached (screen A and screen B), will show full-screen self
view under the following circumstances:
nin a call, with self view enabled, and no computer connected, screen B shows self view
noff hook, but not in a call, and no computer connected, screen B shows self view
noff hook, but not in a call, with a computer connected, screen A shows self view
The table below shows what will be displayed and when in a dual-screen room system.
Room system state Screen A Screen B
Not in a call Leaf icon Local PC or Leaf icon
In a call Remote video Local PC or self view or Leaf icon
Receiving content Remote video Shared PC
Sharing content Remote video Local PC
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About conferencing
About conferencing
There are three types of conference:
nad hoc conferences: ad hoc conferences start immediately. You create an ad hoc
conference when you are in a call; simply press create conference on your control
panel:
nscheduled conferences: a scheduled conference begins at a particular time.
Participants receive invites and instructions on how to join. Scheduled conferences are
described below
npermanent conferences: This is the same as a scheduled conference but without a
date and time. A permanent conference is a virtual meeting room that anyone can
dial into at any time (sometimes known as a meet-me). Permanent conferences have
the same features as scheduled conferences (invites, interoperability, PSTN dial-in,
etc.). The dialing details never change and the conference is always joinable
Create a scheduled conference
To create a scheduled conference, log in to the StarLeaf portal. You will choose when
your conference will take place and who will attend. Your attendees will receive email
invites to your conference.
To create a scheduled conference:
1. Go to portal.starleaf.com and log in (using your email address and the password you
created when you activated your StarLeaf account).
2. Go to My conferences > New conference. You will see the Add conference page:
3. Add the details you require for Title and Description. These will be included in the
conference invites.
4. Set the time and date for your conference.
lSelect a start and end time and date for your conference
lSet a repeat if this meeting will happen on a regular basis
lIf this is a permanent conference, select Permanent. The conference will never
end. It will be a virtual meeting, that anyone can dial into at any time
5. Add Participants by email address. Separate email addresses with commas. You can
include anyone's email address. If participants do not already have StarLeaf, invite
emails describe how to sign up as a guest. The invite also describes how to join your
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About conferencing
conference from any other standards-based video conferencing equipment and
includes PSTN (telephone) numbers for audio-only participants.
6. If there are Meeting rooms in your organization, you can add one or more, these do
not receive invites, but your participants will know which meeting rooms will be in the
conference if they want to walk along to the nearest one.
7. Advanced settings:
lKeep people on hold until: Use this setting to determine whether people will be
able to talk to each other before you join the conference
lTime zone: If you are in a different time zone to the one displayed here, correct it.
This will ensure that everyone to whom you send an invite will know the correct time
for you conference
lLayout : You can choose a layout for the conference.
oEqual panes: This is the default layout and it gives every participant equal
prominence. The number of panes is determined by the number of participants
in the conference
oLarge speaker: In this layout the current speaker is given prominence in the
largest pane. The size of that pane is determined by the number of other people
in the conference. Every participant remains visible at all times
8. Click OK.
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Who can you call?
Who can you call?
You can call:
nanyone in your company who has a StarLeaf endpoint (either the Breeze software or a
hardware enpoint). These people are all in your contacts
nanyone outside your company who has a StarLeaf endpoint; just dial their email address
from your StarLeaf hardware video endpoint or from Breeze
nanyone else. If someone has not got a StarLeaf endpoint, you can still have a video call
with them. There are two ways of doing this:
lSend them an invite to install Breeze (the StarLeaf software endpoint)
lIf they already have video conferencing equipment, they can call you using that (or
you can call them if you know their video address or URI)
These two methods are described below.
Inviting a guest to use Breeze
Guest invites allow you to invite guests to install Breeze (the StarLeaf software endpoint). In
this way, you can have a video call with anyone. You may invite as many guests as you
want.
To send an invite:
1. To send a guest invite, choose Invite from the home screen of your StarLeaf endpoint or
Breeze. The picture below shows the location of the invite button and the invite screen:
2. Type in the email address of the person to whom you want to send an invite. This is your
guest.
3. Your guest will immediately receive an email inviting him to sign up as your guest. The
email includes a link to a special web sign up page (shown below):
4. Your guest will appear in your personal contacts. Your guest automatically has a speed
dial for you and can call you straight back.
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Who can you call?
5. You will receive an email notification when your guest has signed up and logged in
successfully.
Dialing from third-party endpoints
If the person you want to call does not have StarLeaf equipment, but does have some
other video-conferencing equipment, you can still call them and they can call you. This
will work if the other person's equipment is connected to the Internet. The way that person
will dial you will depend on the manufacturer of their endpoint, for example Cisco uses a
different dialing convention to Sony.
All the details that someone needs in order to be able to call you are linked from the
guest invite. So, simply send the person an invite and tell them to call you. The picture
below shows the invite email and the link to the instructions which are unique for each
StarLeaf user:
Note: You can call people who have third-party endpoints. Ask them for their "URIdialing
details". You can dial a URIfrom your StarLeaf hardware endpoint or from Breeze. If they
do not know their "URIdialing details", ask them to call you using the information in the
guest email. After the call, you can add them to your personal contacts using the
information from your recent calls. For information on how to dial a URI, refer to Dialing
addresses that include letters and numbers.
Default settings for a guest
nGuests can video call and screen-share in HD with StarLeaf users
nGuests can join video conferences created by StarLeaf users
nGuests cannot call or be called from non-StarLeaf users (H.323 or SIP)
nGuests cannot create a video conference
nGuests do not have access to the company directory or presence information
nGuests cannot send invitations to other people
nGuests cannot call [e-mail], instead they must raise any issues using our
support webform on support.starleaf.com
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Contacts
Contacts
About contacts
Contacts are the people you want to call. Their contact details are available either
because they are in the company directory or because you have added them as
personal contacts.
Favorites are the contacts that you call most often. You decide who are your favorites.
Favorites appear on your home screen as speed dials. You can see the 'presence' of your
favorites (described below in Presence and other speed dial icons (p19).
To access contacts, go to home screen > contacts.
About personal contacts
In addition to the global directory (to which everyone in your company will have access),
you can add your own, personal, contacts.
Adding personal contacts
For each contact that you want to add:
1. Go to home screen > contacts > personal contacts.
2. Select add and enter your contact's details (shown below).
The add button
Deleting personal contacts
To delete a personal contact:
1. Go to home screen > contacts > personal contacts.
2. Select the contact you want to delete and select edit.
3. Scroll down in that view and select delete contact.
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Contacts
Creating favorites
To create a favorite from the company directory (or from your personal contacts):
1. Go to home screen > contacts > company directory (or home screen > contacts >
personal contacts).
2. Find the person whom you would like to add as a favorite (either by using the search or
by scrolling).
3. Select add to favorites (as shown below).
The add to favorites button
Each favorite will appear as a speed dial on your home screen.
Deleting favorites
To delete a favorite:
1. Go to home screen > contacts > favorites > edit.
2. Select the cross next to the favorite and select delete.
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Contacts
Presence and other speed dial icons
Speed dials are displayed on the home screen with icons.
StarLeaf users in your organization will have an icon indicating presence as follows:
This favorite is available (that is, they are not in a call, have not set their StarLeaf
device to do not disturb, and have not forwarded calls)
This favorite's calls are being forwarded to another device
This favorite has set his StarLeaf device to do not disturb
This favorite is in a call at the moment
This favorite is not currently connected to the StarLeaf Cloud service
This favorite is an iPad user and the iPad is asleep. You can call this user and
when that user next looks at the ipad, there will be a notification indicating that
you have called
Contacts using other systems (for example, they are not within your organization or they
have phones made by manufacturers other than StarLeaf) will have icons as follows:
This is a guest user
This is the contact's home number
This is the contact's mobile number
This is the contact's 'other' number
This is the contact's work number
You can see some examples of speed dial icons in the image below:
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Contacts
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