Vidyo Room 600 Instruction manual

© 2015 Vidyo, Inc. All rights reserved. Vidyo’s technology is covered by one or more issued or pending United States patents, as more
fully detailed on the Patent Notice page of Vidyo's website http://www.vidyo.com/about/patent-notices/, as well as issued and pending
international patents. The VIDYO logotype is a registered trademark of Vidyo, Inc. in the United States and certain other countries, and
is a trademark of Vidyo, Inc. throughout the world. VIDYO and the Vidyo family of marks are trademarks of Vidyo, Inc. in the United
States and throughout the world.
Product Version 3.3
Document Version A
January, 2015
VidyoRoom™ and
VidyoPanorama™ 600
Quick User Guide

2
VidyoRoom™ and VidyoPanorama™ 600
Quick User Guide
VidyoRoom and VidyoPanorama 600 software allows you to use your VidyoRoom and
VidyoPanorama 600 hardware to join Vidyo conference calls, make point-to-point calls, display
appointments from a connected calendar account, invite others to appointments, and control your
Vidyo conferencing experience all from a single application with an intuitive user interface.
Controlling the System
You can control the VidyoRoom using the handheld infrared remote control that was shipped with
your VidyoRoom system. Alternatively, you can control your system using VidyoRemote for
Android™, or VidyoRemote for iOS. You can use any of these in conjunction with the handheld
remote control or use them instead of the handheld remote control.
VidyoRemote is a free app for Android tablets or iPads® that you can download from the Google
Play™ store or the Apple® App Store.
If you have a Logitech CC3000e, many of the handheld remote functions also work with controls
on the CC3000e base console and remote control. For more information, refer to
Using the
Logitech CC3000e with VidyoRoom Systems Technical Note
.

3
Using the Infrared Remote Control
ARROWS: Use the arrow keys to navigate and
highlight options for selection. Supported cameras
may be
controlled after using the Self-View button as
follows: left and right buttons pan; up and down
buttons tilt.
OK
: Press to select a highlighted option.
VOLUME: Adjusts the speaker sound level.
ZOOM:
Zooms in and out for supported cameras.
ALPHANUMERIC KEYPAD: Use the keys to enter field
values on menus.
BACK: Takes you to the previous field or menu.
MANAGE:
Turns the In-Call menu on and off.
HOME:
Press to reset supported cameras to the initial
(home) position.
DELETE:
Acts as a backspace when typing in a field.
A: Swaps your displays when running dual screens.
B:
Enables DTMF dialing.
C:
Turns Caps Lock on and off.
D:
Depending on your display size, turns the remote
participant layout from stretch to letterbox.
CONNNECT: Not applicable.
DISCONNECT:
Ends the meeting.
A: Swaps your displays when running dual screens.
B:
Not applicable.
C:
Turns Caps Lock on and off.
D:
Not applicable.
CONNECT: Not applicable.
DISCONNECT: Not applicable.
ARROWS: Use the arrow keys to navigate and highlight
options for selection. After hiding the Pre
-Call menu,
supported cameras may be controlled as follows: left
and right buttons pan; up and down buttons tilt.
OK
: Press to select a highlighted option.
SELF-VIEW: Turns your own video on and off. When
on, allows you to control supported cameras
using the
Zoom a
nd Arrow keys.
MUTE:
Not applicable.
ALPHANUMERIC KEYPAD: Use the keys to enter field
values on menus.
BACK: Takes you to the previous field or menu.
MANAGE:
Turns the Pre-Call menu off and on.
HOME:
Shows the Pre-Call menu.
DELETE:
Acts as a backspace when typing in a field.
PRIVACY: Not applicable.
SETTINGS:
Turns the Settings menu on. Press Back to
return to the Pre
-Call menu.
SHARE:
Not applicable.
TOGGLE:
Not applicable.
SELF-VIEW: Turns your own video on and off. When
on, allows you to control supported cameras
using the
Zoom and
Arrow keys.
MUTE:
Mutes the audio source.
PRIVACY: Turns your video feed off and on.
SETTINGS:
Press once to show the In-Call menu.
Press twice to show the Pre
-Call Settings menu.
SHARE:
Turns connected Share sources on and off.
TOGGLE:
Cycles through your shared sources,
including none.
VOLUME: Adjusts the speaker sound level.
ZOOM:
After hiding the Pre-Call menu, zooms in and
out for supported cameras.
Pre
-Call Functions
In
-Call Functions

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Using the Lucky Clover Remote Control Keypad
The Lucky Clover remote control keypad is an alphanumeric character input method for your
VidyoRoom handheld infrared remote control. Enabled by default, the feature can be disabled, if
desired. For more information, see “Configuring System Settings” on page
19
.
To disable the Lucky Clover remote control keypad:
1.
Press the
Settings
button on the remote control.
The Settings menu appears with the Account tab selected by default.
2.
Use the arrow buttons to navigate to the
Advanced
tab.
3.
Press the down arrow key to the Lucky Clover Keypad field, then the right arrow key to turn
it
OFF
.
To use the Lucky Clover remote control keypad:
1.
When in applicable text fields, press any button on the alphanumeric keypad.
The corresponding number is shown in the text field. Alphanumeric options for the selected
number are presented in a surrounding, clockwise clover format starting from the top.
2.
Use the arrow keys to select the options presented from top, right, bottom, or left (where
applicable).
Note
: Characters are automatically selected when either an arrow key is pressed; an
alphanumeric character is pressed again, or is pressed.
Tip
: When available, remote control hints appear on the lower part of the screen.
Logging In
When the VidyoRoom and VidyoPanorama 600 software starts up, you should be automatically
logged in to the system based on information configured by your system administrator.

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Pre-Call
Viewing the Pre-Call Menu
1.
The name and extension of your VidyoRoom or VidyoPanorama 600 is based on the
information stored in the VidyoPortal to which you are connected. The current VidyoRoom
or VidyoPanorama 600 system time and date also appears.
2.
The search box where you can enter a name to search for a contact or room.
As soon as you begin typing in this box, search results appear.
3.
The three most recent appointments from a calendar (if your system administrator has
synchronized your VidyoRoom or VidyoPanorama 600 system with a Microsoft Exchange™
calendar or a Google Calendar™).
1
2
3
4
6
5

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For more information, see “Using the VidyoRoom Calendar” on page
8
.
4.
The list of your contacts.
5.
The number of pages of contacts.
You can navigate through additional pages using your remote control arrow keys.
6.
Hints about how to use your handheld infrared remote control.
Joining a Contact’s Room or Calling a Contact Directly
To join a contact’s room or call a contact directly:
1.
Enter a name to search.
2.
Use the arrow keys on your remote control to move down from the search box and
highlight the desired contact from the search results.

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3.
Select
OK
.
4.
Use the arrow keys on your remote control to navigate to the following options:
Select
Call
to make a direct call.
Select
Add to My Contacts
to add the selected contact to your list.
Select a room to join that contact’s room.
Calling a User on a Different VidyoPortal or an H.323/SIP Endpoint
To call a user on a different VidyoPortal or an H.323/SIP endpoint:
1.
Enter the address of the contact that is on a different VidyoPortal or on an H.323/SIP
endpoint.

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2.
Use the arrow keys on your remote control to move down from the search box and
highlight your contact.
3.
Select
Call.
Understanding the Status Icons
The following tables provide status icons and explanations as they appear in your system.
Contact Status
Icon
Description
The contact is online and available to receive incoming calls.
The contact is online but is currently in a call. You cannot make a direct call to this
contact; however, you can join the contact’s room.
The contact is offline (not logged into the VidyoPortal). You cannot make a direct
call to this contact; however, you can join the contact’s room.
The contact is connected to another VidyoPortal or is an H.323/SIP endpoint.
Room Status
Icon
Description
The room is available and empty, so you can enter the room.
The room is available and PIN-protected. If you attempt to join the room, you will
be asked to enter a PIN.
The room is occupied but available to enter.
The room is locked, so you cannot enter it.
The room is full, so you cannot enter it.

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Using the VidyoRoom Calendar
The calendar integration feature enables the VidyoRoom to display upcoming scheduled meetings
from a Google Calendar or a Microsoft Exchange calendar specified by your system administrator.
This feature enables the system to display meetings that are taking place up to three hours in the
future and up to one hour in the past, as well as display or hide meeting details.
Note
: If meeting participants use calendar software other than the one configured for your
VidyoRoom by your system administrator, some tags and notifications may not appear correctly
when viewed in different mail and calendar clients.
Viewing Meeting Details
The On Screen UI displays meetings as tiles below the search box on the Pre-Call screen.
The following information is displayed about each meeting:
1.
The subject of the meeting (unless marked as “Private”).
2.
The name of the meeting organizer (unless marked as “Private”).
3.
Whether the meeting is Vidyo-enabled:
•Vidyo-enabled meetings appear as green tiles; they remain on the screen as gray
tiles for an hour after the scheduled start time.
•Non-Vidyo-enabled meetings appear as blue tiles; they disappear from the screen
right after the scheduled start time.
1
3
4
2

10
4.
The meeting status indicator:
Icon
Description
The time of the upcoming scheduled meeting.
Note
: Only appointments scheduled up to three hours in the future
appear on the screen.
How many minutes remain before the scheduled meeting begins.
Note
: Starting from five minutes before the meeting, the indicator
begins counting down each minute until the meeting begins.
The appointment is occurring now.
The meeting has taken place in the past.
Note
: Only Vidyo-enabled meetings remain on the screen for an
hour after the scheduled start time and appear as a gray tile. Non-
Vidyo-enabled meetings disappear from the screen right after the
scheduled start time.
If you are in a meeting, this icon shows how many minutes remain
before the next scheduled meeting begins.
Note
: Starting from five minutes before the meeting, the indicator
begins counting down each minute until the next meeting begins.
If you are in a meeting, this icon shows that the next scheduled
meeting has begun.
To view appointment details:
1.
Use the arrow keys on your remote control to move down from the search box and
highlight the desired meeting tile.

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2.
Select
Details
.
The meeting details dialog box appears showing the following details:
The name of the meeting organizer.
The meeting start time.
The meeting end time.
The meeting attendees.
Required attendee names appear with a regular font, while optional attendees are
italicized.
Joining Vidyo-Enabled Meetings
Five minutes before the scheduled Vidyo-enabled meeting begins, a dialog box appears
reminding you of the upcoming meeting. You can join the meeting directly from this dialog box, or
alternatively, you can manually join a meeting.
To join a Vidyo-enabled meeting when using the On-Screen UI and the handheld infrared remote
control:

If a dialog box appears reminding you of an upcoming meeting, do the following:
1.
Select
Yes
if you want to join the meeting or select
No
if you do not want to join the
meeting.

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The dialog box remains on the screen indicating “Starts in X minutes” or “Started X
minutes ago” for one hour after the ending time of your Vidyo-enabled meeting or until
acknowledged.

If you want to manually join an upcoming meeting, do the following:
1.
Use the arrow keys on your remote control to move down from the search box and
highlight the desired meeting tile.
2.
Select
Join
.
Projecting Content in Your System
To project content on your local system when you are not in a call:
1.
Connect a compatible content-sharing device to your laptop and your VidyoRoom system.
The content now appears on the screen of your VidyoRoom system. This is called
Projection Mode as the content is only displayed on your local VidyoRoom system.

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For information about sharing to the entire conference while in-call, see “Sharing Content to
a Conference” on page
18
.
In-Call
Viewing the In-Call Menu
To view the In-Call menu:
1.
Select
MANAGE
on your infrared remote control.
2.
Select any of the following:
Icon
Description
•Signals the meeting moderator that you have raised your hand when
participating in conferences that are using the Presenter Mode feature.
For more information, refer to the
VidyoDesktop Quick User Guide .
•Toggle your self-view preference.
•Show or hide the video feed from your camera.
•Mute, unmute, and control your microphone volume.
•Control your speakerphone volume.
•Mute and unmute your speakerphone volume.
•Pan, tilt, and zoom your camera.

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Icon
Description
•Lock and unlock your meeting room.
Note
: This function only appears when you’re the moderator of the room. For
more information, see “Becoming the Moderator” on page
15
.
You can view conference participants, add them to your My Contacts list, pin
them to specific system screens, view a participant’s Share, and pan, tilt, and
zoom their cameras.
Moderators can also Mute, Unmute, Hide Video, Show Video, and Remove a
selected participant or all participants from the conference. For more information,
see “Becoming the Moderator” on page
15
.
Enter a name in this text box to search for a contact.
As soon as you begin typing, search results appear.
Use the arrow keys on your remote control to move down from the search box
and highlight a desired contact from the search results.
Note
: This option only appears when you’re the moderator of the room.
Use the arrow keys on your remote control to move down and highlight a desired
Share available for viewing in the conference.
Note
: The Start Sharing My Content button only appears when using compatible
content-sharing devices with your VidyoRoom system.
The shared content source should be selected automatically, but you can
manually select it from the “Configuring System Settings” menu as described on
page
19
. For information about sharing, see “Sharing Content to a Conference”
on page
18
.
Use the arrow keys on your remote control to move down and highlight a desired
Camera on the lower-left of the screen, and then select Pan, Tilt, and Zoom
preferences.
Use the arrow keys on your remote control to move down and enter the
Moderator PIN and become an additional Moderator of the conference.
Becoming a Moderator allows you to use call control functions including
recording capabilities. For more information, see “Becoming the Moderator” on
page
15
.
Select your desired Recording Profile for recording VidyoRoom or
VidyoPanorama 600 conferences. If no Recording Profiles are configured, contact
your system administrator.
•The Vidyo conference is being recorded.

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Icon
Description
•The recording is paused. Pausing while recording results in a single
recording file stored in the .flv format on your VidyoPortal.
•
The recording is stopped. Stopping while recording results in separate
recorded files stored in the .flv format on your VidyoPortal.
Note
: This option is only enabled if your organization has VidyoReplay and when
you’re the moderator of the room. For more information, contact your Vidyo sales
representative.
Becoming the Moderator
Becoming a moderator allows you to use call control functions, such as muting and unmuting the
conference participants and recording the conference.
If you want to become the conference moderator, you must first enable a Moderator PIN for the
conference room. To do so, you must:
Ask your VidyoPortal Administrator to set up the Moderator PIN on a specific conference
room via the Admin portal
.
Set the Moderator PIN via VidyoDesktop or via the VidyoPortal User portal. For more
information, refer to the
VidyoDesktop Quick User Guide or the VidyoPortal Administrator
Guide.
To become the moderator:
1.
Press the
MANAGE
button on your infrared remote control.
2.
Select
Moderate
.

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3.
Enter the Moderator PIN.
You then become the conference moderator and the conference moderation functions,
such as Mute, Unmute, Hide Video, Show Video, and Remove, appear on the Participants
screen while you are in the call. For more information refer to the “Controlling a Meeting
Room” section in the
VidyoConferencing Administrator Guide .
In-Call Viewing Modes
When in a conference, participants can easily modify the layout for a variety of viewing
experiences. Some of the more popular ones include the following:
Pinning participants to specific viewing screens. For more information, see “Pinning
Participants to Specific Screens” on page
16
.
The following viewing methods are also available:
•Toggle the conference participants from Non-Preferred mode to Preferred mode by
pressing
#
on your remote control.
•Toggle the Share from Preferred mode to Full-Screen mode by pressing
*
on your
remote control.
Note
: This only applies when viewing content Shares on a single display (hybrid
screen) configuration. Otherwise, the Share is shown full-screen on the second
(content) display.
Pinning Participants to Specific Screens
To pin participants to specific screens:
1.
Press the
MANAGE
button on your infrared remote control.
The In-Call menu appears.

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2.
Use the arrow keys on your remote control to move right and select the
Participants
tab.
3.
Use the arrow keys on your remote control to move down and highlight the conference
participant you wish to pin to a specific screen.
4.
Select
OK
.
The conference participant is then shown along with the list of available screens. The
number of available screens depends on the number of screens you have connected to
your VidyoRoom or VidyoPanorama 600 system.
5.
Use the arrow keys on your remote control to move down and highlight the specific screen
to which you wish to pin the conference participant.
6.
Select
OK
.

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The corresponding screen number now appears on the icon shown to the left of the
conference participant’s name, and the screen check box is selected.
7.
The participant is now pinned to the selected screen and remains there regardless of
loudest speaker settings.
8.
To move a participant to a different screen, repeat steps 3 through 6 but select a different
screen.
9.
To unpin the participant and revert back to automatic layout, repeat steps 3 through 6, but
select the screen to which the participant is pinned and remove the check mark from that
screen.
Sharing Content to a Conference
To share content to a conference while in a call:
1.
Connect a compatible content-sharing device to your laptop and your VidyoRoom system.
While your content now appears on the video screen of your VidyoRoom system, it is not
shared to the participants in your conference. This is called Projection Mode. For more
information, see “Projecting Content in Your System” on page
12
.
The Content Share Encode Status icon appears in gray on the upper-right of the screen.
2.
Select from your available content sources in the Content Source settings under the
Settings > Devices
tab. For more information, see "Configuring System Settings" on page
19
.
3.
Press the
Share
button. For more information, see “Using the Infrared Remote Control” on
page
3
, “Viewing the In-Call Menu” on page
13
, and "Configuring System Settings" on page
19
.

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Adjusting Your Content Source to Avoid Cropping
Some VidyoRoom systems may crop content you share from your computer screen. Other
computers default to a mirrored or duplicated multiple display output setting when connected to a
VidyoRoom system as a shared device. This section describes how to adjust your computer as
needed.
Note
: The following information is not applicable when using an Epiphan device.
Adjusting a Computer that Crops Content
To adjust a computer that crops content:

On a PC
:
1.
Select
Control Panel > Display > Screen Resolution
.
2.
Select 720p in the Resolution drop-down.

On a Mac
:
1.
Select
Display > Preferences
.
2.
Select the Scaled option.
3.
Select
720p
.

On all other platforms
:
1.
Select
Display > Advanced Settings
.
2.
Select the Maintain Display Scaling option.
Adjusting a Computer that Defaults to a Mirrored Display Output Setting
To adjust a computer that defaults to a mirrored or duplicated multiple display output setting:

On all platforms:
1.
Select Extend display in the multiple display field.
2.
Select
720p
for the resolution of your second display.
Configuring System Settings
The Settings menu enables the VidyoRoom or VidyoPanorama 600 system administrator to
configure the system and can be accessed anytime (pre-call or in-call).
To configure the system settings:
1.
Press
Settings
on your remote control (press twice if you are in a call).

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The Settings menu appears.
2.
Select any of the following icons on the Settings menu to access the settings for that
screen:
Icon
Description
Enables you to enter values for the VidyoPortal, username, and password.
Enables you to turn your proxy ON or OFF and specify UDP Range values
as desired.
Your VidyoRoom or VidyoPanorama 600 is set to Use DHCP by default.
This enables it to automatically obtain its IP address.
If you want to change the disabled network settings, turn DHCP OFF.
Then, provide values for IP Address, Subnet, Gateway, and DNS.
Enables you to select a microphone, adjust the microphone level, select
from available speakers, adjust the speaker volume, turn join and exit
sounds or navigation sounds ON or OFF, and turn echo cancellation ON
or OFF.
Enables you to select a camera source, select the video quality, select a
shared content source, turn the backlight ON or OFF, and reset the
camera position.
Enables you to select whether to automatically answer incoming calls,
automatically share connected devices, al
low remote users to control your
camera, and turn the Lucky Clover keypad ON or OFF.
Note
: If your VidyoRoom does not detect an IR remote, it automatically
turns OFF the Lucky Clover keypad.