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Visimeet Web Conferencing

Setting up and running Visimeet Conferences from a classroom or conference room at MDCHS

Setting up and running Visimeet Conferences from your computer or from a non-MDCHS classroom

About Visimeet

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.

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, and it displays the video and audio from the other participants in the meeting. There is a method of using Visimeet without downloading and installing the client, discussed here (anchor to Web Client, below).

Managing Visimeet Contacts

Visimeet uses email addresses to identify meeting participants. You make new Contacts by inviting people with their email addresses.  If you already have the Visimeet client installed, open Visimeet and click on the Contacts Tab. From the Contacts menu, choose Add Contact. In the Add Contact box, enter the email address of the person you wish to add. Visimeet will check to see if they are already Visimeet users. If they aren’t, enter their name and tell them why you are asking them to join. Click Invite and they will receive your invitation by email. If they accept, they can download the Visimeet client and allow it to install. Then they will show up in your Contacts and will be ready to join your meetings.  There is also a new feature called Web Client that does not require a download, but is better to use it only when the user has a fast internet connection.

visimeet contacts and presence reference

 

 

Capability↓    Our “room” reservation numbers→ (Room 1) (Conf 1-4) Free (no #) Web RTC (no #)
Requires reservation from Administrator Yes Yes No No
Meeting size limit 99  8 2 2
Meeting Recorder Yes Yes Playback only No
Number of windows transmitted Unlimited Unlimited 1 1
Can connect with traditional web conferencing equipment like Cisco/Tandberg, Polycom, LIfeSize, etc via H.323/SIP connection Yes No No No
Participants can join meeting by phone Yes Yes No No
Number of cameras/video inputs 4 1 1 1
File transfer Yes Yes No No
Chat Yes Yes Yes Yes
Desktop, presentation, and application sharing Yes Yes Yes No

 Setting up and running Visimeet conferences from a classroom or conference room at MDCHS:

Choosing and Scheduling a Meeting Room

MBC has several different kinds of web conferencing available for use beside Visimeet. Here is a comparison of Visimeet and the other systems we have available and their strengths and weaknesses. insert link to comparison of conferencing systems

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

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 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:    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.

Contact the MBC Visimeet administrator for a user “email” and password for the room you have reserved.

To start a meeting from one of the MBC paid meeting rooms

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 or not. If it is, click on it, then click on Iocom Visimeet underneath to launch the client. If there is no Iocom Video Collaboration folder, go to https://account.iocom.com/signup.php and download the client. The Iocom signup process will give you a free license and the client. In order to use one of the paid MBC rooms, you will change the User from your name to the name of the room you reserved.

On the Vismeet login screen, in the User box, type Multimedia+Room1@mbc.edu, Multimedia+Conf1@mbc.edu, Multimedia+Conf2@mbc.edu, Multimedia+Conf3@mbc.edu or Multimedia+Conf4@mbc.edu, depending on which room you have reserved with the Administrator. The administrator will give you a password for the room to type in to the password box.

Now you can choose who will be invited to the meeting from the Contacts you have already established.

From the People tab, the available Contacts are listed. (You may gather your Contacts into Groups for easier management.) Click on the Contacts you wish to invite to the meeting. Their status (Available, Away, In Another Meeting, Offline, and Pending) allows you to see who is available to meet. Click on the Contacts (or Groups) you would like to invite, then click the Invite button at the bottom.

 

Visimeet Sharing screen

This is what you see when you click the Sharing tab after you have started a meeting. Since Visimeet allows each user to determine what windows on his or her screen to share with others, check the boxes marked Share of the items on your desktop and your input devices, like Webcams, that you wish to share with others. This feature of Visimeet allows participants to see only what you want them to see.

When you are in the meeting, you will see the windows that the other participants have shared with you. You are free to arrange, expand, and close the windows that have been shared by others.

Windows are available in their original screen resolution. Very detailed images can be viewed simply by expanding that window to the size you want.

For most purposes, keep the Capture Quality dropdown at the bottom of the window at the Low Screen Capture setting so that participants who do not have good internet speed can still see your picture. This reduces the number of pictures per second that Visimeet captures and transmits. Use higher Screen Capture settings for transmitting smooth video.

Once you have your meeting underway, you can make the Visimeet user interface window smaller by clicking the Mini UI (User Interface) button on the sidebar. You can expand the interface window back to its full size by clicking on the two arrows pointing diagonally opposite each other in the tiny Mini UI window.

When you are ready to exit the meeting, click on the Exit button at the top left of the full-size user window. All participants must exit–don’t just minimize the window at the end of the meeting, or the meeting will continue with no participants and no one else will be able to meet in that “room.” If the room you have scheduled is occupied, contact the Administrator so they can check on the room’s status.

 

Web Client

If the person on the other end of your conference does not wish to, or cannot install the Visimeet client on the computer he or she is using, you can suggest that they use Visimeet’s web client, called Web RTC. It is currently in development and the Beta version is available for use, but not guaranteed to work in all situations. In order to use it, he or she must still be a Visimeet license holder, even if the license is a free one. Web RTC has less capability than the installed Visimeet client, and currently only runs on the Chrome browser. It will give better results with a fast internet connection.

To use the Visimeet Web Client:

1. Visit www.iocom.com or https://account.iocom.com/

2. Click “My Account”

3. You will be asked to log in, use your Visimeet credentials to log into the portal

4. Click the Web Client tab

5. You may be asked to enter your credentials again

6. Once you log into the web client you will see the Visimeet client, it will look similar to the
Visimeet Mac and Windows applications.

The Visimeet web client is similar to the Visimeet Mac and Windows clients. Follow the same
instructions found on the IOCOM Support page to learn more about the features.
While the client is very similar there are some differences:
Web client users cannot
1. Utilize the data sharing capabilities. Web users cannot share their desktop or
applications but can receive data shared by other users.
2. Send pictures but may receive pictures.
3. Choose the audio output device. (This can be set using Google Chrome’s settings menu.)
a. The input device can be changed through the Visimeet web client.
4. Use the local record feature, because all recordings are saved to the cloud.
5. View network stats.
6. Use camera control on PTZ cameras and attendees cannot control a web client user’s
PTZ camera.
The Visimeet web client does not limit the number of videos the client receives; it is limited by
space and network. Like the Visimeet Mac and Windows clients, the web client’s video windows
can be rearranged and closed according to your needs. Some capabilities may be limited in
accordance to your subscription level.

 

 

Setting up and running Visimeet Conferences from your computer or from a non-MDCHS classroom

Choosing and Scheduling a Meeting Room

MBC has several different kinds of web conferencing available for use beside Visimeet. Here is a comparison of the systems we have available and their strengths and weaknesses. insert link to comparison of conferencing systems

At Mary Baldwin College, Visimeet’s uplevel conferencing services are a shared resources and must be scheduled in advance with a Visimeet Administrator. We have five paidVisimeet “meeting rooms” with two levels of capability.

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:    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.

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.

Conference 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.

Both room types are able to connect participants who are using Visimeet on their computers and participants who have joined the audio portion of the meeting using their telephones.  Both room types allow the moderator to upload a computer file for participants to download on their own computers.

Contact the MBC Visimeet administrator for a user “email” and password for the room you have reserved.

 Setting up input sources

If you have never used Visimeet before, take a moment before the meeting starts to set up the computer you are using (if you are using your own laptop), or have plugged in a webcam or external microphone or headphones. Click on the gear icon at the bottom left corner of the window:

Visimeet gear icon red circle

 

Click on the Setup Wizard button in the box that pops up.  If you are using a laptop with no other mic plugged in, choose Microphone Array. If you have a mic plugged in, try to identify it by the manufacturer. Choose the sound input device you are using. Speak at a normal tone of voice, click the Start Audio Test button, and adjust the Input Volume slider by clicking and dragging it right or left to make the Input Level  bars stay green but as big as possible. Drag left if the bar is consistently yellow or red.  Click Next.

visimeet audio wizard 1

 

Make sure you have any external speaker or headphones plugged in. Choose the Speakers if you don’t have any external devices; select the external device by the manufacturer. Click Start Audio Test and adjust the slider for a good level. Click Next.

visimeet audio setup wizard 3

 

Plug in an external webcam if you are using one, and Select a video input device in the Video Settings dropdown menu, finding it by manufacturer if it is external. Devices inside the computer often say something like “integrated.” You should see a small window with the image from your webcam at this point. Adjust it so you can see yourself. Click Save. You’re all set to participate.

visimeet video wizard 1

 

 

Managing Visimeet Contacts

Visimeet uses email addresses to identify participants. You make new Contacts by inviting people with their email addresses.  If you already have the Visimeet client installed, open Visimeet and click on the Contacts Tab. From the Contacts menu, choose Add Contact. In the Add Contact box, enter the email address of the person you wish to add. Visimeet will check to see if they are already Visimeet users. If they aren’t, enter their name and tell them why you are asking them to join. Click Invite and they will receive your invitation by email. If they accept, they can download the Visimeet client and allow it to install. Then they will show up in your Contacts and will be ready to join meetings you invite them to.  There is also a new feature called Web Client that does not require a download, but is better to use it only when the user has a fast internet connection.

visimeet contacts and presence reference

 

Holding a meeting

If you need to use one of the MBC meeting “rooms,” reserve one by contacting the MBC room reservation Administrator.

From the Meeting tab, the available Contacts are listed. (You may gather your Contacts into Groups for easier management.) Click on the Contacts you wish to invite to the meeting. Their status (Available, Away, In Another Meeting, Offline, and Pending) allows you to see who is available to meet. Click on the Contacts (or Groups) you would like to invite, then click the Invite button at the bottom.

 

Visimeet Sharing screen

This is what you see when you click the Sharing tab after you have started a meeting. Since Visimeet allows each user to determine what windows on his or her screen to share with others, check the boxes marked Share of the items on your desktop and your input devices, like Webcams, that you wish to share with others. This feature of Visimeet allows participants to see only what you want them to see.

When you are in the meeting, you will see the windows that the other participants have shared with you. You are free to arrange, expand, and close the windows that have been shared by others.

Windows are available in their original screen resolution. Very detailed images can be viewed simply by expanding that window to the size you want.

For most purposes, keep the Capture Quality dropdown at the bottom of the window at the Low Screen Capture setting so that participants who do not have good internet speed can still see your picture. This reduces the number of pictures per second that Visimeet captures and transmits. Use higher Screen Capture settings for transmitting smooth video.

Once you have your meeting underway, you can make the Visimeet user interface window smaller by clicking the Mini UI (User Interface) button on the sidebar. You can expand the interface window back to its full size by clicking on the two arrows pointing diagonally opposite each other in the tiny Mini UI window.

When you are ready to exit the meeting, click on the Exit button at the top left of the full-size user window. All participants must exit–don’t just minimize the window at the end of the meeting, or the meeting will continue with no participants and no one else will be able to meet in that “room.” If the room you have scheduled is occupied, contact the Administrator so they can check on the room’s status.

 

Web Client

If you do not wish to, or cannot install the Visimeet client on the computer you are using, you can try Visimeet’s web client, called Web RTC. It is currently in development and the Beta version is available for use, but not guaranteed to work in all situations. In order to use it, you must still be a Visimeet license holder, even if it is a free one. It has less capability than the installed client, and currently only runs on the Chrome browser. It will give better results if the internet connection you are using is fast.

To use the Visimeet Web Client:

1. Visit www.iocom.com or https://account.iocom.com/

2. Click “My Account”

3. You will be asked to log in, use your Visimeet credentials to log into the portal

4. Click the Web Client tab

5. You may be asked to enter your credentials again

6. Once you log into the web client you will see the Visimeet client, it will look similar to the
Visimeet Mac and Windows applications.

The Visimeet web client is similar to the Visimeet Mac and Windows clients. Follow the same
instructions found on the IOCOM Support page to learn more about the features.
While the client is very similar there are some differences:
Web client users cannot
1. Utilize the data sharing capabilities. Web users cannot share their desktop or
applications but can receive data shared by other users.
2. Send pictures but may receive pictures.
3. Choose the audio output device. (This can be set using Google Chrome’s settings menu.)
a. The input device can be changed through the Visimeet web client.
4. Use the local record feature, because all recordings are saved to the cloud.
5. View network stats.
6. Use camera control on PTZ cameras and attendees cannot control a web client user’s
PTZ camera.
The Visimeet web client does not limit the number of videos the client receives; it is limited by
space and network. Like the Visimeet Mac and Windows clients, the web client’s video windows
can be rearranged and closed according to your needs. Some capabilities may be limited in
accordance to your subscription level.