Boldly Baldwin word mark

Visimeet Web Conferencing

Introduction:

Visimeet is an unusually powerful tool for conducting meetings and remote lectures. Unlike traditional conferencing methods that share whatever appears on the computer screen, Visimeet allows each user to determine what windows on his or her screen to share with others, and to arrange, expand, and close the windows that have been shared with that user. This means that you can share a desktop, an application screen, or multiple screens. You can use the audio and video devices of your choice along with the ability to chat in real time. Room level subscriptions may also record all audio, video, and data shares.

In the realm of education you can use Visimeet to conduct distance learning, allowing the students to see you and you to see the students. You may raise your hand and share documents with others. Incorporate the use of handouts, whiteboards, and class participation into your lectures. Allow students to collaborate with each other even after class is over. They can instant message each other, host their own meetings to discuss assignments and work on group projects. Additionally, classes can be recorded allowing for review during study sessions or absences.

Visimeet uses a small application, called a Client that runs on the user’s computer. The first time you are invited to a meeting on Visimeet, you will be asked to download and install this client on your computer. A client is available for PC and Mac. The client collects the video and audio from your computer and sends it to Visimeet when you are in a meeting, it also displays the video and audio from the other participants in the meeting.

At Mary Baldwin College, We have five Visimeet “meeting rooms” with two levels of capability. These rooms are a shared resource and must be scheduled in advance with a Visimeet Administrator.

Room 1 has all the features available in Visimeet. It can capture images from two classroom video cameras plus the document camera, plus the two computer desktops. It is able to record the meeting if necessary, and it can connect to up to 99 participants who have Visimeet installed on their computers. It can interface with traditional teleconferencing systems like Polycom and Tandberg/Cisco. Since there is only one license of this capability available, please reserve Room 1 ONLY if the other room types will not meet your needs.

Conference Room 1, 2, 3, and 4 have some, but not all, Visimeet features. They cannot record sessions, can only capture images from one room camera or document camera, and can connect with up to eight participants.

You may also download the client and set up your own free Visimeet account, which has more limited functionality than the paid licenses listed above at:    https://account.iocom.com/signup.php   A Free account is useful as your endpoint for a conference initiated by someone using one of the paid licenses, or as a one-to-one video calling service like Skype. The free accounts do not need to be reserved and can be accessed at anytime by you. In order to use one of the upgraded levels, you must register for your free account first.

The following chart gives a general list of features:

Features

System Recommendations:

The number of video streams and their quality is limited only by your CPU and network capabilities.

  • Desktop:
    • Requires Windows 7+, Mac OS X 10.7+, or any recent Linux distribution
    • High-speed Internet connection
    • One or more USB, PTZ, or built-in cameras up to HD resolutions
    • High quality audio device *
  • iOS:
    • Requires iOS 5.1 or later. Compatible with iPhone 4S and +, iPad 2 and +.
    • Audio and video are allowed on WiFi. Only audio is permitted on 3G/4G.
  • Android:
    • Requires Android OS 2.3 or later and supports ARMv7. Compatible with any dual core CPU Android devices.
    • Audio and video are allowed on WiFi/3G/4G.
    • A headset must be used when meeting via phone and is highly recommended when using a tablet.

* Audio device selection greatly affects the quality of the audio. Built-in microphone and speakers can be used, but a headset or audio conferencing speakerphone is recommended for the best experience.

To Sign up for an Account:

To sign up for a free Visimeet account visit HERE.

Fill out the information and select the SIGN UP button. MBC students and faculty should use their MBC email address.

You will receive a message directing you to check your email to confirm your account.

Once your account is confirmed, you will be shown links to download the client – OR –

You may log into your account and download the client software from HERE.

** See below for newly added Guest Account feature **

Installing the Free Client:

Before Installing the software make sure your camera is connected and working.

Log into your account and select Download Latest Client.

Select Save file and open the file after the download completes.

Visimeet03

Select Run then Accept and Install client.

Visimeet05Visimeet07

Logging into Visimeet:

If you don’t see a Visimeet window open when you start up the computer you want to use, Open the Start menu from the Windows start button in the lower left corner of the screen. Click on All Programs, and scroll to check whether the Iocom Video Collaboration folder is there. If it is, click on it, then click on Iocom Visimeet underneath to launch the client. If it is not, you will need to create an account and download the setup software. See the above instructions.

Once at the log in screen, fill in your newly created account information.

The first time you log in, you will need to run through a quick program configuration. You may skip the following steps if you have already configured the software.

Leave the default server as is then select Log In.

Visimeet08

You will be prompted to configure your microphone, speakers, and camera for use in Visimeet.

Once finished select SAVE.

Visimeet16Visimeet17Visimeet18

This will bring you to the Visimeet main screen.

Visimeet09

If you don’t want the program to automatically start every time you start Windows then:

Select TOOLS then OPTIONS.

Visimeet17

Select GENERAL, unselect LAUNCH ON SYSTEM START, then SAVE.

Visimeet18

NOTE: You will have to manually start Visimeet if you turn off auto launch feature

Add Contacts:

Visimeet uses email addresses to identify meeting participants. You make new Contacts by inviting people with their email addresses.

To add a contact, go to Contacts and then Add contact.

Visimeet19

A window will appear requesting the email address of the user you would like to add.

Enter the user’s email address and select “OK.”

Visimeet20

This will add the user to your contact list but their presence will not be available and a bubble with a “?” will appear next to their address. You will not be able to see their availability or communicate with them until they have accepted your contact request.

Visimeet21

The contact you request to add receives an invitation on the top of their Contact List. They can either accept or reject the request. Accepting the request will result in both contacts sharing presence and opening the lines of communication. If it is rejected, the request will disappear from their Contact List and their pending invitation will no longer appear on yours and presence will not be shared. If the request was accidently rejected you can send it again.

Visimeet23

If the email you entered is not associated with an active Visimeet user you will see the following:

Visimeet22                   Visimeet23

Verify you have the correct email address of the contact then fill out the form and select INVITE. An email will be sent to the designated email requesting that they download Visimeet. It is best to complete the “Personal Message” section of the form with an explanation of why you are connecting so the recipient understands why they are receiving the request. Once the contact request is accepted, or the invited individual installs Visimeet, they will appear on your contact list and their presence will be shared.

Invite to Meeting:

A scheduled VisiMeeting is ideal for preplanned meetings with multiple participants or for meetings that repeat. The meeting scheduler makes it easy for everyone to join on time or when they are ready. An email with the meeting invitation is sent to all desired participants.

To schedule a meeting:

Select Meeting then Add Meeting..

visimeet30a

The Meeting Scheduler will open where you may set the time, date, duration, and who will be the moderator if necessary. Attendees can be invited through the VisiMeet application; they must be one of your contacts. This can be done by checking the box in-line with the name of the contact you would like to invite. You can also mark them as a moderator so any meeting restrictions are not applied to them.

visimeet32

Participants selected from this list will see the meeting in their Meeting Scheduler and can join from there when the meeting is set to begin.

Refer to the link at the end of this article for details on other options.

Join a Meeting:

When it is time for the Meeting, the meeting creator and those who have been added under Participants can join the meeting by right-clicking the scheduled meeting and selecting “Join” or if the application is open, an alert will appear when it’s time to join. All other attendees will join by clicking the link in the email invitation.

visimeet33

If you get a prompt similar to the following, select the Always Send This Camera option. This can be turned off when you don’t need to send video.

When you join the meeting your camera and audio along with others broadcasting will be shown on your screen. You may rearrange and resize the windows on your screen. You may also rejoin the meeting if necessary just by selecting it in the meetings list.

Guest Account:

Visimeet has added a new feature to make it easier to have guest lecturer’s participate without the need to create an account or install software. This is limited in capability and should only be used if you are a viewer or are only showing your camera. If you are planning on presenting, sharing, or use multiple screens, then you should create a free account and install the client.

Requirements include:

  • A VisiMeet user provides a non-user with a link to join a meeting, when they click this link they have the option to join the meeting via web browser (Chrome or Firefox) without creating an account
  • Guest will only provide a name to be identified by
  • Guest will not need to complete any forms or download any software
  • Chrome or Firefox web browser

Guest Mode can be used by individuals who do not have a VisiMeet account and have not installed the application. Guests will be given a link to a meeting by a user with a Room subscription and will have access to VisiWeb only. When guests join a meeting they will not need to install any software or create an account, they will be asked to provide a name merely for attendees to know who has joined. Guest Mode has limited capabilities for guests and is intended to allow non-users the opportunity to attend a VisiMeeting without registering. We recommend if you are looking to invite a non-user to host or present during a meeting that they create an account and install the client so they have access to the full set of tools including data share. Guest Mode is available on VisiWeb, a WebRTC version of the software VisiMeet, it is only available in Chrome and Firefox

In order to have access to the full set of tools, it is recommended to create a personal Visimeet account and install the Visimeet software.

To join as a guest, open the link that was provided to you to join the meeting via web. This link will provide you with directions on how to join the meeting. Select the last option “Proceed as a limited guest without an account”. If you do not see this option then you must select one of the other options which will require you to create a free account and install the Visimeet software.

To learn about advanced features please visit the Visimeet support site.

Please feel free to contact the MDCHS Helpdesk (x4045) if you have any questions or to reserve a room.