VScene V-Room Instruction manual

V-Room
QUICK USER GUIDE

CAPS: Turns Caps Lock on and off.
FN: Turns the Function Keys on and off.
NOTE: Press the CAPS or FN button once to enable the desired mode.
Press the same button again to disable the mode.
TV: Turns supported televisions on and off.
SEARCH: Puts the cursor in the Search field on the Pre-Call menu.
SETTINGS: Turns the Settings menu on. Press Back to return to the Pre-
Call menu.
SHARE: Not applicable.
TOGGLE: Not applicable.
MUTE: Mutes the sound level when showing a video using Projection mode.
LAYOUT: Not applicable.
PRE-CALL MENU: Turns the Pre-Call menu off and on. Displays connected
content Shares in Projection Mode.
SELF-VIEW: Turns your own video on and off. When on, allows you to
control supported cameras using the Zoom and Arrow keys.
CONNECT: Not applicable.
BACK: Takes you to the previous field or menu.
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.
VOLUME: Adjusts the sound level.
MUTE MICROPHONE: Not applicable.
PRIVACY: Not applicable.
ZOOM: Zooms in and out for supported cameras after hiding menus or
when using self-view.
ALPHANUMERIC KEYPAD: Use the keys to enter field values on menus.
A: Swaps your displays when running dual screens.
B: Not applicable.
C: Turns Caps Lock on and off.
D: Not applicable.
DELETE: Acts as a backspace when typing in a field.
TV: Turns supported televisions on and off.
SEARCH: Not applicable.
SETTINGS: Press once to show the In-Call menu. Press twice to shown the
Pre-Call Settings menu.
SHARE: Turns connected Share sources on and off.
TOGGLE: Cycles through your shared sources, including none.
MUTE: Mutes the audio source.
LAYOUT: Turns Preferred mode (showing the speaker in the main tile) on
and off (known as Non-Preferred mode).
IN-CALL MENU: Turns the In-Call menu on and off.
SELF-VIEW: Turns your own video on and off. When on, enables you to
control supported cameras using the Zoom and Arrow keys.
CONNECT: Not applicable.
BACK: Takes you to the previous field or menu.
DISCONNECT: Ends the meeting.
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 sound level.
MUTE MICROPHONE: Turns your microphone on and off.
PRIVACY: Turns your video feed off and on.
ZOOM: Zooms in and out for supported cameras.
ALPHANUMERIC KEYPAD: Use the keys to enter field values on menus.
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.
DELETE: Acts as a backspace when typing in a field.
Pre-Call Functions
QWERTY Keyboard CAPS and Function Keys
In-Call Functions
The V-Room Remote Control

Configuring System Settings
The Settings menu enables the V-Room system administrator to configure the system and can be accessed anytime (pre-call or
in-call).
1. Press SETTINGS on your remote control (press twice if you are in a call).
2. Select any of the following icons on the Settings menu to access the settings for that screen:
Displays the Vidyo V-Room 6 version being used, the Vidyo company description, and the copyright statement.
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 V-Room 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 and provide values for IPAddress, 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, allow remote users to control your camera, and turn the Lucky Clover keypad ON or OFF.
You can also set your Room’s PIN, configure your system with an access code to PIN-protect your V-Room settings, upload
background images for display on the Settings menu, and set the language and time zone.
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Pre Call
Viewing the Pre-Call Menu
1. The name and extension of your V-Room is based on the information stored in the Vscene VidyoPortal to which you are
connected. The current V-Room system time and date also displays.
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 display.
3. The three most recent appointments from a calendar (if your system administrator has synchronized your V-Room system
with a Microsoft Exchange™ calendar, a Google Calendar™, or another supported calendar).
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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 remote control.
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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.
3. Select OK.
Joining a Contact’s Room or Calling a Contact Directly
To join a contact’s room or call a contact directly:
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.
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1. Enter the address of the contact that is on an H.323/SIP endpoint
The calendar integration feature enables the V-Room to display upcoming scheduled meetings from a Google Calendar, a
Microsoft Exchange calendar, or another supported 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.
2. Use the arrow keys on your remote control to move down from the search box and highlight your contact.
3. Select Call.
Calling a user on an H.323/SIP Endpoint
Using the V-Room Calendar
To call a user on a different VidyoPortal or an H.323/SIP endpoint:
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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:
The time of the upcoming scheduled meeting.
Note: Only appointments scheduled up to three hours in the future display on the screen.
The number of minutes that 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.
If you are in a meeting, this icon shows that the next scheduled meeting has begun.
The meeting has taken place in the past.
Note: Only Vscene-enabled meetings remain on the screen for an hour after the scheduled start time and display 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.
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:
Vscene-enabled meetings display as green tiles; they remain on the screen as gray tiles for an hour after the scheduled
start time.
Non-Vscene-enabled meetings display as blue tiles; they disappear from the screen right after the scheduled start time.
4. The meeting status indicator:
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Viewing Meeting Details
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1. Use the arrow keys on your remote control to move down from the search box and highlight the desired meeting tile.
2. Select Details.
The meeting details dialog box displays showing the following details:
Joining Vscene-Enabled Meetings
Five minutes before the scheduled Vscene-enabled meeting begins, a dialog box displays reminding you of the upcoming
meeting. You can join the meeting directly from this dialog box, or alternatively, you can manually join a meeting.
The name of the meeting organizer.
The meeting start time.
The meeting end time.
The meeting attendees.
Required attendee names display with a regular font, while optional attendees are italicised.
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To view appointment details:

If a dialog box displays reminding you of an upcoming meeting, select Yes if you want to join the meeting or select No if
you do not want to join the meeting.
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 Vscene-enabled meeting or until acknowledged.
2. Select Join.
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.
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To join a Vscene-enabled meeting:

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 room is available and PIN-protected. If you attempt to join the room, you will be asked to enter a PIN.
The contact is connected to another VidyoPortal or is an H.323/SIP endpoint.
The room is available and empty, so you can enter the room.
The room is locked, so you cannot enter it.
The room is full, so you cannot enter it.
The room is occupied but available to enter.
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Understanding the Status Icons
Contact Status
Room Status
The following tables provide status icons and explanations as they display in your system.

1. Connect a compatible content-sharing device to your laptop and your V-Room system. The system does the following:
a. If you are using more than a single display, your Share automatically displays on your second display.
b. If you are using a single display, press MANAGE on your handheld infrared remote control or press PRE-CALL MENU
on your radio frequency remote control to project your Share on your single display.
Viewing the In-Call Menu
Projecting Content in Your System
To project content on your local system when you are not in a call:
In-Call
To view the In-Call menu:
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1. Press MANAGE on your handheld infrared remote control or press PRE-CALL MENU on your radio frequency
remote control.
2. Select any of the following:
Toggle your self-view preference.
Signal the meeting moderator that you have raised your hand when participating in conferences that
are using the Presenter Mode feature.
Mute, unmute, and control your microphone volume.
Show or hide the video feed from your camera.
Mute and unmute your speakerphone volume.
Control your speakerphone volume.
Lock and unlock your meeting room.
Pan, tilt, and zoom your camera.

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Enter a name in this text box to search for a contact. As soon as you begin typing, search results display.
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 displays when you’re the moderator of the room.
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.
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 highlight a desired Share available for viewing in
the conference.
Select your desired Recording Profile for recording the session. If no Recording Profiles are configured, contact
your system administrator.
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.
The recording is paused. Pausing while recording results in a single recording file stored in the .mp4
format on your Vscene video library.
The recording is stopped. Stopping while recording results in separate recorded files stored in
the .flv format on your VidyoPortal.
Note: This recording feature is only enabled if your organisation has recording enabled on your Vscene service
and when you’re the moderator of the room. For more information, contact your Vscene account manager.
The video conference is being recorded.
Note: The Start Sharing My Content button only displays when using compatible content-sharing devices with your
V-Room system. The shared content source should be selected automatically, but you can manually select it from
the Configuring System Settings menu.

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.
The following viewing methods are also available:
In-Call Viewing Modes
Pinning Participants to Specific Screens
To pin participants to specific screens:
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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.
1. Press the MANAGE button on your handheld remote control.
The In-Call menu displays.
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 V-Room.
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.

The participant is now pinned to the selected screen and remains there regardless of loudest speaker settings.
To move a participant to a different screen, repeat steps 3 through 6 but select a different screen.
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. Pinning participants to specific viewing screens.
Sharing Content to a Conference
To share content to a conference while in a call:
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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.
The corresponding screen number now displays on the icon shown to the left of the conference participant’s name,
and the screen checkbox is selected.
1. Connect a compatible content-sharing device to your laptop and your VidyoRoom system. While your content now
displays on the video screen of your VidyoRoom system, it is not shared to the participants in your conference. This is
called Projection Mode.
The Content Share Encode Status icon displays 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.
3. Press the Share button.