Video Conferencing

Detailed instructions available on the Griffith Productivity Hub

Getting Started

Upon entering meeting room, you will see the your Meeting name on the screen.

If the Touch Panel is asleep, touch it to get started.

Join from meeting room

Click Join on touch panel to Join the meeting.

• You cannot join meeting more than 5 minutes before it is due to start.
• You can view other meetings scheduled in the room

The screen will confirm waiting for others to join. You can then see others in the meeting.

Join remotely

Attendees working remotely can join the Teams meeting in the usual way via the Join Teams meeting in their Calendar invite.

Join as an External invitees (guests)

External attendees can join the Teams meeting via the instructions in their Calendar invite.

• Option 1: External attendee can join with Microsoft Teams using the Click here to join the meeting.
• Option 2: External attendee can join with an alternative conferencing device / SIP enabled software (for example another video conferencing room, software such as jabber or a paid version of zoom). To join the meeting external attendee needs to follow the Alternative VTC dialing instructions.

Troubleshooting

See Common Questions in the Productivity Hub for help including:

• Join Button not visible
• Viewing participant list, conversations or emojis?
• Audio feedback.
• Permission to book the room and updating staff access to book.
• What happens if I go past our scheduled meeting time or someone calls while our meeting is on?

Getting Started

Tap the touch panel screen to activate

Microphone and volume control

• Tap the microphone icon to mute the volume (red highlight = mute)
• Control the volume using the (+) and (-) symbols below the microphone icon

Positioning the camera

1. Tap the video camera icon on the top right of the touch panel. If the arrow controls are not showing, tap "show camera controls"
2. Position the camera to face the audience by using the left/right up/down arrows. Zoom in and out using the (+) and (-) buttons.

Place a Call

Using the Contacts list

1. Tap the green Call button.
2. Tap Directory.
3. Scroll down the list to find the entry  to call.
4. Tap the entry to produce the green Call button
5. Tap the green Call button, the call will now be placed.
6. To end the call tap the red End icon.

Using a Name, Number or external SIP URI

1. Tap the green Call button.
2. Tap the Search or Dial field.
3. Key in the name, number or address.
4. When you have located who to call, tap the green Call button to start the call.
5. To end the call tap the red End icon.

Initiate a video conference

1. In a call tap Add.
2. Locate who you would like to call (in one of the ways advised before).
3. Place the call.
4. This new call will add to the existing creating a conference.

Repeat to add more people.

Transfer an ongoing call

1. Tap the Transfer button, this will put the current call on hold and open the contact menu.
2. Search for who you would like to transfer to.
3. Tap the green Call button, confirm that the transfer is ok.
4. Tap Complete Transfer.

Share Content

Content in a Call

1. Tap the touch panel screen to activate.
2. Connect your device to one of the available cords or Proximity (if available).
3. Tap local preview to view content without sharing.
4. Tap X in the upper right corner to return to the previous display.
5. To discontinue tap Stop Preview.
6. Tap Share in call, to share with remote participants.
7. To stop sharing content, tap Stop Sharing as shown.

Outside of a Call

1. Tap the touch panel screen to activate.
2. Connect your device to one of the available cords or Proximity (if available).
3. Tap the Share icon

Using Proximity

1. On your device select Share, this will present what is on your screen

Note: This feature is only available from Laptops and Surface tablets.

End the call and close the system

1. Tap End Call.
2. Tap Confirm to end call.

Getting Started

Tap the small touch panel screen to activate

Microphone and Volume Control

1. Tap the microphone icon to mute the volume (red highlight = mute)
2. Control the volume using the volume symbols next to the microphone icon

Positioning your camera

1. Tap the video camera icon on the top right of the touch panel. If the arrow controls are not showing, tap show camera controls.
2. Position the camera to face the audience using the left/right and up/down arrows, zoom in and out using (+) and (-) buttons or use the camera pre-sets.

Start a video conference call

Using Contacts

1. Tap Contacts on the bottom of the touch panel
2. Tap Directory on the top left of the call screen
3. Find the room in the directory that you wish to call > tap green Call button

Using a 5 digit Griffith extension

1. Tap Call on the bottom left of the touch panel. Tap Keypad
2. Enter the 5 digit Griffith extension
3. Tap the green Call button to make the call

Using an external address

1. Tap Call
2. Tap the keyboard button
3. Use the keyboard to enter the full external address (e.g. 54069@cisco.com)
4. Tap the green Call button to make the call

Add an extra participant

1. Tap Add at the bottom of the touch panel
2. Use one of the Start a video conference call options to dial another participant
3. Press the merge button at the bottom of the touch panel to add the participant (Note: connection may take up to 30 seconds)
4. Repeat the process for each additional participant

Change the layout of participants

1. Tap and hold the highlighted area until the Camera button appears
2. Tap the Camera button
3. Use the up/down arrows to toggle through layout options and select

Presenting

Start presenting

1. Ensure your device is open and switched on
2. Connect your device to one of the available cords
3. Tap Share on the touch panel (bottom or centre of screen)
4. The view from your device will display on the screen

Connecting an Apple laptop

If your Apple laptop does not have a HDMI connection you can use your Mini DisplayPort to HDMI adapter. Plug your Mini DisplayPort connection into a Thunderbolt/Mini DisplayPort in to your laptop and the HDMI connection into the available HDMI cord.

Stop Presenting

1. Tap Share at the bottom of the touch panel
2. Tap the image of your device that appears
3. Tap Stop Sharing
4. Tap the green Power icon on the top left of the touch panel and select Standby to put the video conferencing system into standby .

Troubleshooting

If any part of the system is not working properly (screens, cameras, microphones or speakers), try turning the system off and back on again. This will reset all components and most likely fix the problem.

1. Tap the green Power icon on the top left of the touch panel to put the video conferencing system in to standby
2. Tap the small touch panel screen to turn the system back on.

Further assistance

Contact Audio Visual Support x56464 or press the Call for AV Support button on the touchpad.