Joining a Videoconference via an Invitation

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Gwendolyn Hudson
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evisit (Videoconference) Joining a Videoconference via an Email Invitation ios Device Guide Your email invitation and the Vidyo app enable you to join a videoconference using your ios device (e.g., ipad or iphone) and a mobile broadband or Wi-Fi connection.

The videoconference organizer might also give you a PIN for additional security, as only those with the PIN can join the conference.

Technical Requirements Table of Contents Technical Requirements...1 Tips for Quality Videoconferencing...1 Testing Your Device s Connection...2 Installing the App...4 Joining a Videoconference.

1 evisit (Videoconference) Joining a Videoconference via an Invitation ios Device Guide Your invitation and the Vidyo app enable you to join a videoconference using your ios device (e.g., ipad or iphone) and a mobile broadband or Wi-Fi connection. Your invitation contains a link, which is your key to gaining special access to the videoconference. It is a unique and secure link. The videoconference organizer might also give you a PIN for additional security, as only those with the PIN can join the conference. To help ensure your privacy and security, be sure to understand the risks and follow the best practices described in Videoconferencing via an Invitation: Privacy and Security. Technical Requirements Table of Contents Technical Requirements...1 Tips for Quality Videoconferencing...1 Testing Your Device s Connection...2 Installing the App...4 Joining a Videoconference...5 Checking Your Video Image (Self Test)...6 Reconnecting to a Videoconference...7 Using the Video Window...8 Removing the VidyoMobile App...9 Equipment & Connection ios version 7.1 or higher Wi-Fi or 4G-LTE service Minimum Internet speeds Upload: 768 Kbps - 1 Mbps per call Download: 5 Mbps Testing Your Internet Speed Call your internet service provider and ask for a test, or Use the Test Your Device feature accessible from your invitation Tips for Quality Videoconferencing Use your front-facing camera and center yourself in the video. If you have a stand for your device, use it. The camera should broadcast you straight on, so that you appear to be making direct eye contact. Make sure there is enough light. More light equals better details. If your area looks a little dark, either turn on more lights or set up a lamp that can add some light. Avoid sitting in front of a window. Close all programs on your device except those necessary for your videoconference, to free-up its resources.? Need Help? Contact OTN Technical Support: University Avenue, Suite 200, Toronto, ON, M5G 2K8 1

Testing Your Device s Connection Your email invitation contains a Test Connection link that enables you to test your device

This test will help you determine the quality of your internet connection and how well it will work for videoconferencing.

An OTN test for success screen appears. 2. Tap under Good internet connection.

A successful test appears with a green check mark ( ).

If the test resulted with a warning, one or more of the test components failed or had marginal results.

2 Testing Your Device s Connection Your invitation contains a Test Connection link that enables you to test your device and its internet connection. This test will help you determine the quality of your internet connection and how well it will work for videoconferencing. It measures various components including latency, jitter and speed. 1. Open your invitation and tap. An OTN test for success screen appears. 2. Tap under Good internet connection. The test begins and a progress indicator appears. 3. Review the test results. A successful test appears with a green check mark ( ). If a problem was found, an orange exclamation ( ) or a red X ( ) appears. If the test resulted with a warning, one or more of the test components failed or had marginal results. Try the test a few more times to see if the conditions are constant or if it was a temporary problem. Contact your Internet Service Provider or network support staff to investigate improving the quality of your network connection. To view more information about the test results, tap the details link in the warning message. For information about what kind of tests are done, see Network Test Descriptions on page 3. Test in progress Success Warning Failure 2

Network Test Descriptions Test Type Bandwidth Download Speed Bandwidth Upload Speed Latency Jitter Packet Loss Ports Description and Success Criteria To estimate the connection speed, small binary

3 Network Test Descriptions Test Type Bandwidth Download Speed Bandwidth Upload Speed Latency Jitter Packet Loss Ports Description and Success Criteria To estimate the connection speed, small binary files are downloaded from OTN s server to your personal computer. To estimate the connection speed, a small amount of random data is generated from your personal computer and sent to OTN s server. Latency is an expression of how much time it takes for data (such as a video signal) to get from one point to another point on a network. Latency is also called lag or delay. Latency and jitter can cause video signals to flicker or introduce clicks or other undesired effects in audio signals. Jitter is the variation in the time for data to arrive; it can be thought of as shaky pulses. This test measures the round trip time for sample data sent from your personal computer to OTN s server. Good test results are a low latency and minimum jitter. Packet loss is often caused when a network device is overloaded and cannot accept additional data at a given moment. Packet loss can cause broken-up images, unintelligible speech, or even the complete absence of a received signal. A network port is a number that identifies one side of a connection between two computers. Computers use a port number to determine where to deliver a message. As network addresses are like street addresses, port numbers are like suite or room numbers.* This test checks that your computer is able to access specific ports required by the videoconference plugin. Detailed test results * Definition from simple.wikipedia.org. 3

Installing the App Your email invitation contains the link you need to install the Vidyo app,

Open your email invitation and tap the Install Software link (it might appear as a button or as a

An App Store VidyoMobile screen appears. 3.

For example, Install > Open > OK Notifications > Accept License 4.

4 Installing the App Your invitation contains the link you need to install the Vidyo app, which is available free from the Apple App store. 1. Open your invitation and tap the Install Software link (it might appear as a button or as a text link). A Vidyo screen appears Tap the Click here to download link. An App Store VidyoMobile screen appears. 3. Tap the Install button to download/install the app and follow the on-screen prompts. For example, Install > Open > OK Notifications > Accept License 4. If a Vidyo Portal page appears, close it and return to your invitation . You do not need to open the app simply return to your invitation when you are ready to start your evisit. Download link 2 3 Ignore the Vidyo Portal & return to your invitation

Joining a Videoconference Your email invitation contains the link you need to join the videoconference.

1 1. Open your email invitation and tap the Start evisit link (it might appear as a button or as a text link). A Vidyo screen appears. 2. Tap the Join Conference link ( ).

Type the PIN given to you by the videoconference organizer and then tap OK.

5 Joining a Videoconference Your invitation contains the link you need to join the videoconference. The person who sent you the invitation might also supply you with a Personal Identification Number (PIN), for privacy and security reasons. When you log in, you also need to provide your name Open your invitation and tap the Start evisit link (it might appear as a button or as a text link). A Vidyo screen appears. 2. Tap the Join Conference link ( ). A Vidyo Login screen appears. 3. Type your name in the Display Name field and then tap Join. If no PIN is required, skip to step #5. If a PIN is required, a PIN dialog box appears. Join link 2 4. Type the PIN given to you by the videoconference organizer and then tap OK. Note: If at any time a Vidyo Portal screen appears, close the screen, return to your invitation and tap the Start evisit link. 5. When connected, a video window appears. If you are the first participant to join, you will see only yourself. (See Checking Your Video Image (Self Test) on the next page.) If the other participant has already joined, you will see both them and your self-view. To end the conference, first tap anywhere in the video image to view the control bar and then tap the End Call icon ( ). When the Vidyo Login screen appears, tap the Exit button 3 4 Notes: (1) If the videoconference is full (that is, the maximum number of participants have already joined), you will receive an error message, Error contacting VidyoPortal. Contact the event organizer and tell them the event is full. (2) If you receive a message that the videoconference is locked. Contact the event organizer, ask them to unlock the event, and then try to reconnect. 5 5

Checking Your Video Image (Self Test) Before the scheduled date and time of the videoconference, you can use a link in your invitation email to test the quality of your video broadcast.

Tap under Self test. A Vidyo screen appears. 3. Tap the Join Conference link ( ). A Vidyo Login screen appears. 4. Type your name in the Name field and then tap Join.

6 Checking Your Video Image (Self Test) Before the scheduled date and time of the videoconference, you can use a link in your invitation to test the quality of your video broadcast. This test enables you to see your own video signal as it appears when broadcast. 1. Open your invitation and tap the Test Connection link. An OTN test for success screen appears. 2. Tap under Self test. A Vidyo screen appears. 3. Tap the Join Conference link ( ). A Vidyo Login screen appears. 4. Type your name in the Name field and then tap Join. If no PIN is required, skip to step #6. If a PIN is required, a PIN dialog box appears. 5. Type the PIN given to you by the videoconference organizer and then tap OK. Note: If at any time a Vidyo Portal screen appears, close the screen and return to your invitation and tap the Test Connection link. 6. When the video window appears it includes two images: i. Your picture-in-picture self-view image: Video directly from your webcam. It might appear as a picture-in-picture frame or an equal-sized frame, depending on your screen size and orientation (landscpae or portrait). ii. Your broadcast image: Video sent through the Internet. Labeled with the name you entered in the Display Name field of the Vidyo Access screen. Join link 7. Check your broadcast image for both the quality of the video signal and your image. For example: Ensure that your video image is: Centered with your head and shoulders in the frame. Not too zoomed-in or zoomed-out. Well lit lighting should be bright and even. Ensure that the video signal is clear and smooth (that is, not jittery or pixelated). 8. To end the call, tap once anywhere within a video image to view the Video Control bar and then tap the End Call button ( ). Self view Broadcast image 6

Reconnecting to a Videoconference If you get disconnected from the videoconference, you can reconnect and join the

Return to the browser session that displays the Join Videoconference screen (e.g.

The Vidyo Access screen appears. 2. To reconnect, tap. Provide the PIN if requested.

7 Reconnecting to a Videoconference If you get disconnected from the videoconference, you can reconnect and join the videoconference without needing to provide your name again. 1. Return to the browser session that displays the Join Videoconference screen (e.g., go to home screen and then tap the browser icon) and tap the Join Conference button ( ). The Vidyo Access screen appears. 2. To reconnect, tap. Provide the PIN if requested. A progress bar might briefly appear as you are connected to your videoconference. Note: If the videoconference host has locked the event, you will not be able to join. Contact the event organizer, ask them to unlock the event, and then try again to reconnect. 7

8 Using the Video Window When you are in a call, a self-hiding Video Control bar appears at the bottom of the screen. The Video Control bar remains visible for only a couple of seconds and then it hides. 1. To view the Video Control bar when it s hidden, tap once anywhere in the main part of the screen. Call quality statistics 2. Tap an icon to toggle through its functions as listed below. Icon Description More Options: Opens a menu with videoconference controls. To close the Options menu, tap the image panel outside of the menu. Names turns participant names on and off. (Names on is recommended.) Call Quality turns call statistics on and off. These appear in the top-right of a panel. Normally, you do not need these stats, but technical support might ask for your screen resolution or frame rate. Ignore the Dialpad option. It is not used with evisit invitation conferences. Camera: Opens a menu where you can select which camera you want to use for your video broadcast. Front camera Rear camera Camera off (Privacy mode) Microphone: Toggles between turning the microphone on and off. (When muted, the microphone icon appears with a slash.) Participant name Video control bar Video screen with control bar and labels Speakers: Toggles between turning the speakers on and off. (When muted, the speaker icon appears with a slash.) End call: Disconnects the call. Participants: Identifies the number of participants in the videoconference and whether they are minimized/hidden. When both video images are in view, the icon appears greyed-out. If either the other participant s or your video image is minimized, the icon appears dark. 8

Removing the VidyoMobile App You un-install the VidyoMobile app the same way you remove any other app from your ipad or iphone. 1. Start your iphone or ipad and go to the Home screen.

9 Removing the VidyoMobile App You un-install the VidyoMobile app the same way you remove any other app from your ipad or iphone. 1. Start your iphone or ipad and go to the Home screen. (Press the Home button below the screen, or touch all five fingers to the screen and pinch them inwards.) 2. Find the VidyoMobile app icon ( ) and press and hold it for a few seconds. It (and all the other icons of removable apps) will start to jiggle and a small appears at the top left corner of each removable app. 3. Tap the on the VidyoMobile app icon. A confirmation dialog box appears. 4. To confirm that you want to delete the app, tap Delete. 5. After you have deleted the app, to go back to the normal state (without jiggling icons), press the Home button. VidyoMobile app icon with X 9

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