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Oct 19, 2021 21:18

Wizyconf Videoconference - User Guide



Wizyconf is the first professional easy-to-use video conference.

Min supported version: WMS 5

Created: June 2020

Updated: October 2021

Permalink: https://confluence.wildix.com/x/j4CEB

Temporal limitation for macOS users:

for the Wizyconf to work on Safari web browser, please follow the steps below:

  1. Open Safari web browser -> Preferences -> Privacy tab
  2. Make sure the option Website tracking: Prevent cross-site tracking is unchecked

This limitation concerns only PBX users. External participants using Safari web browser are not affected.


Requirements

Browser

  • Google Chrome

  • Chromium

  • Safari 12.1.X and higher

  • Microsoft Edge 79.0.309 and higher

  • Firefox

For Screen Sharing

  • Chrome v. 72
  • Firefox v. 66+

Wildix licenses:

Ports to open on firewall

Check here: Ports used by Wildix services.

Bandwidth requirements

The bandwidth used by Wildix Videoconference is adaptive and varies to provide the best experience on participants’ network. 

Minimum bandwidth required:

  • Outbound from the participant: 300 kbps

  • Inbound to the participant: 300 kbps

Ideal bandwidth:

  • Two-person video calls:

    • Outbound from the participant: 2.6 mbps

    • Inbound to the participant: 2.6 mbps

  • Group video calls:

    • Outbound from the participant in all situations: 2.6 mbps

    • Inbound to the participant with 5 participants: 3.2 mbps

    • Inbound to the participant with 10 participants: 4.0 mbps

It is possible to decrease bandwidth consumption by selecting a lower video quality level in options, see the chapter Video quality.

Number of participants in a conference

  • Video: Currently the number of users who can share their videos is not limited – it's possible to see all the users who are sharing their videos in Tiles view, however for the optimal performance we do not recommend to exceed 25 users in case all of them share their videos 


You can also consider live streaming option--in this way you can create a conference only with those users who need to speak and stream their video, while others can watch and comment. 

Limitations compared to Wizyconf web interface for WMS versions lower than 5

  • Impossible to invite users directly from the Video conference web interface (it is possible to copy the link and send the invitation via email, but not via chat)
  • No audio invitations (previously it was possible to call invited users right from the conference room)
  • Impossible to start a screen sharing without entering a conference (currently impossible to start screen sharing to Wizyconf conference station without entering the conference)
  • Options to start live streaming and conference recording are now restricted to conference moderator only (as well as the possibility to view the recordings)
  • No link sharing option
  • Audio/ video Settings dialog is no longer displayed when accessing a conference 

Wizyconf additional equipment

To ensure efficient collaboration during videoconferencing in small and large meeting rooms, Wildix offers some additional equipment:

Create a conference room

To be able to create a conference room, you need to be Wildix PBX user with a UC-Business or UC-Premium licence assigned. 

Conference rooms can be created only from Collaboration interface.

To create a new conference room:

  1. Access Wildix Collaboration
  2. Click on the blue Video Conference icon (Screen icon) in the top menu:



  3. Video Conference dialog opens, click + New conference in the lower right-hand side of the screen:


  4. Fill out the following fields:

    • 1 - Title: enter conference title 
    • 2 - Invite participants (optional): start typing a name into the search field to invite a user / a contact or enter the email address to invite any external user via email 

    • 3 - Description (optional): add a description of your event (if filled out, the description field will be present in the email invitation sent to participants)
    • 4 - Conference scheduling (optional): tick off the Calendar icon, then select the date and the time of your conference, timezone and set up recurring video conferences (see the chapter Schedule a conference)

    • 5 - Language (optional): change the language of an invitation email and separately select dial-in numbers (you can select 2 countries)

    • 6 - Set conference password (optional, available starting from WMS v. 5.02.20201023.2): protect a conference with a password, 2 passwords are generated automatically: 1 - for a web conference (can be changed), 2 - for dial-in numbers and Wizyconf Station (cannot be changed). For a web conference access, a password length is from 6 to 10 symbols, including numbers, upper and lower case letters; for dial-in and Wizyconf Station access, password consists of 6 numbers



      (After you have filled in the fields): Click Tick icon to save the room

  5. The conference is added to the list and you can find it by its title: 


Now you can click on the conference to join it. 

Conference room is deleted automatically after 30 days of inactivity.

Schedule a conference 

It is possible to schedule the conference or set it up as a recurring event the moment when you create a new conference room, or any time by editing an existing conference room:

  1. Open the conference dialog from Collaboration
  2. Tick off the Calendar icon (Schedule) in the bottom of the dialog
  3. Select the date and the time of your conference, select the timezone
  4. (If you wish to set up a recurrent event): click Does not repeat and set up the recurrence:  


           

  5. Click Tick icon in the lower right-hand side of the Video Conference dialog to save changes

Scheduled/ recurrent event is automatically added to your calendar with the link to the conference.

Access a conference room

It is possible to access a conference room via web (via a link), or in audio-only mode (by calling the provided phone number). If a conference is protected with a password (available starting from WMS v. 5.02.20210201.4), a participant is required to enter it before joining the room.

Access from email invitation

All invited users receive an invitation via email:



  • 1 - Scheduled event is automatically added to your calendar 

    Note: According to the new Google settings, you need to turn on specific options in order to guarantee that scheduled events are automatically added to you calendar.

    Follow these instructions:

    1. Go to Gmail Settings -> See all settings

    2. Go to General tab and scroll to Smart features and personalization

    3. Turn on Smart features and personalization if you use Gmail email client or Smart features and personalization in other Google products if you use other mail clients, (Outlook, Apple Mail etc) under Gmail account

    More information is available here: https://support.google.com/mail/answer/10079371?hl=en&ref_topic=3394219.

  • 2 - You can access the conference via the link provided in the email 

  • 3 - You can also access the conference in the audio-only mode, by using dial-in numbers. This is the option for mobile phones, which allows you to join the conference without manually entering the conference ID (as it is already included in the click-to-call dial-in number) 
  • 4 - This option is not restricted to mobile phones. It also lets you access the conference in the audio-only mode by calling the local number for your country. Click Find a local number to view the full list
  • 5 - This is the ID number of the conference

  • 6 - Use conference passwords to access the conference: conference password is designed for web conference, conference PIN - for dial-in numbers and Wizyconf Station

Access for external users

When an external user clicks on the provided link, they need to enter their name and (optionally) their email or sign in via social networks:


Conference room is locked for external users unless there is at least one PBX user inside. 

A conference room can be unlocked by any PBX user:

  • by joining via the web
  • by joining in audio-only mode 

Access from Collaboration

Video Conference dialog

PBX users can access any conference created previously by them and the ones to which they were invited, from the Video Conference dialog:

  1. Click on the blue Video Conference icon in the top menu:


  2. Find the conference by its title and click on it to join: 


  3. If the conference is protected with a password, you need to enter a conference password (check the password in an invitation or ask a conference moderator for it) and click Join


Conferences are sorted in the following order in Collaboration:

  1. conferences created in the last hour (unscheduled)
  2. scheduled conferences (starting from the ones scheduled for the nearest future)
  3. unscheduled conferences
  4. conferences scheduled in the past

Chat invitation

A PBX user invited to a conference receives an invitation via chat and can access it by clicking on the link (or by calling the indicated phone number from their Wildix device to access in audio-only mode):


A PBX user can access a conference room by clicking on the link received via chat, from:

  • Collaboration
  • Vision/ SuperVision desk phones
  • iOS/ Android app 

Access from smartphone

You cannot create a conference room from smartphone app, but you can access conference rooms to which you were invited.

More details on how to join a video conference from Wildix Collaboration smart phone apps can be found in:

PBX user

When a PBX user is invited to a conference, they receive an invitation via email/ chat with a link to join the conference via web and a phone number, allowing them to join the conference in audio-only mode from their Wildix device. 

External user

All invited users receive an invitation via email with a link to join the conference via web and a local phone number that they can dial to join the conference in audio-only mode. 

Access from Vision/ SuperVision phones

You cannot create a conference room from Vision/ SuperVision phones, but you can access conference rooms to which you were invited.

More details on how to join a video conference from Vision/ SuperVision can be found in:

Access from Wizyconf Conference Room (Wizyconf station)

You cannot create a conference room from Wizyconf Conference Room, but you can access conference rooms to which the Wizyconf user was invited.

More information in Wizyconf Station Quick Start Guide.

Access in audio-only mode

PBX users can access the conference in the audio-only mode by calling the number 98XXXXXXX, where 98 is the Feature code Conference (by default) and XXXXXXX is the conference ID number (Conference ID is provided in the email invitation). 

Note: you can set an alternative code/ prefix instead of Feature code "Conference" 98. After it is changed, it is also displayed in email / chat invitations.

External users can access the conference in the audio-only mode by calling the local phone number provided in the email invitation: use the option Dial-in number or Dial-in number (for mobile users only).

To access the conference:

  • Call the provided phone number

  • External users are requested to enter the conference ID number (Conference ID number is provided in the invitation email).

    Note: Mobile phone users can choose the option Dial-in number (for mobile users only) and join the conference without entering the conference ID.

  • All users are requested to say their name, after which they access the conference (other participants present in the conference are notified when audio-only users are connected and disconnected)

Current limitation: no visual indication for muted users who access a conference in audio-only mode.

Conference controls 

Users start with mic/ cam off

This option is reserved for the conference moderator only.


By default all users access the conference with their microphones enabled and cameras disabled.

Note: In case you change mic or camera settings, they are preserved upon the next time you enter the same conference room.

The option to decide whether users should access the conference with their webcams enabled/ microphones disabled is reserved to the conference moderator:

  1. Click three dots in the lower right-hand side of the screen
  2. Click Settings
  3. Click on More tab; here are the options available only for the Moderator:

    • Everyone starts with mic off (cam on): users join the conference with their webcams enabled and microphones disabled
    • Everyone starts with cam off (mic on): users join the conference with their microphones enabled and webcams disabled
    • Everyone follows me: users see on the screen what the moderator shows (tiles view/ sidebar view with selected user)
  4. Tick off the the options and click on OK to apply


 

Tick off both Everyone starts with mic off and Everyone starts with cam off if you would like users to access the conference with both their webcams and microphones disabled.

Microphone, Speakers and Camera settings

  • 1 - Click to Mute/ Unmute your microphone or click the small Arrow down icon to access your microphone and speakers settings:



  • 2 - Click to Start/ Stop camera or click the small Arrow down icon to access your webcam settings: 


You can locally flip your video, for other conference participants your video remains regular. To achieve this, right-click on your video preview (both Sidebar and Tiles views) and select Flip:


  • 3 - Access Microphone/ Speakers/ Camera settings
    1. Click three dots (More actions) in the lower right-hand side of the screen 
    2. Click Settings: in this dialog you can choose your devices as well as play a test sound


       

  • Manage sound settings

By default, you hear a system sound whenever a user joins or leaves the conference, etc. You can manage these sounds in Settings:

  1. Click three dots (More actions) in the lower right-hand side of the screen and click Settings
  2. On the Settings screen, navigate to the Sounds tab and choose which occasions you want the sound to be played on:
    1. Incoming message
    2. Participant joined
    3. Participant left
    4. Talk while muted 
  3. Click OK.



The sound settings are saved and used for your future conferences. 

Set a background picture

Additionally, you can set a virtual background picture:

  1. Click three dots (More actions) in the lower right-hand side of the screen 
  2. Click Select background

  3. Select a picture from the list or upload your own background and click Apply


 


Push-to-talk

In case you prefer to keep your microphone muted and unmute only when you speak, you can use Push-to-talk option:

  1. (When you are muted)  Make sure your mouse cursor is on browser tab in which the web conference is running       
  2. Press Space on your keyboard 
  3. Your microphone is unmuted and you can now speak
  4. Release the Space button as soon as you finish speaking to mute your microphone again

Otherwise you can use M shortcut to Mute/ Unmute your microphone:

  • Press M to toggle between mute/ unmute

Read more in the chapter Keyboard shortcuts.

Video quality

You can adjust the quality for your video streaming. 

  1. Click three dots (More actions) in the lower right-hand side of the screen 
  2. Click Manage video quality


    


The video quality of the user who is shown on the main screen is displayed in the upper right-hand part of the screen (only for Sidebar view):




Language settings

To change the language of the interface: 

  1. Click three dots (More actions) in the lower right-hand side of the screen 
  2. Click Settings
  3. Settings dialog opens, click on the tab More 

  4. Select the language from the drop-down list and click Ok to apply


       

From within the conference

  1. Click Invite people icon in the lower right-hand side of the screen

  2. Copy the meeting link and send it to people who you wish to invite, or click Share meeting invitation to send the invitation link via email. You can also view the local Dial-in phone numbers to enter the conference in audio-only mode (click More numbers):


          

From Collaboration

  1. Open the Video Conference dialog
  2. Find your conference room in the list and hover the mouse cursor over it
  3. Click the Pencil with three dots icon (Edit) next to it
  4. Start typing a name into the search field to invite a user / a contact or enter the email address to invite any external user via email:


       

  5. Click Tick icon in the lower right-hand side of the Video Conference dialog to save changes

Toggle between Tiles view and Sidebar view 

Tiles view (on the left) and Sidebar view (on the right):


  


  •  Click Toggle tile view (Tiles icon) in the lower right-hand side of the screen to switch between Tiles view and Sidebar view:


Pin a user

To have a particular participant visible at all times, regardless of who is speaking, you can pin a user. For this, just click on the relevant user during the conference.

To unpin a user, simply click on them a second time.

Chat, private messages, and polls

To enter group chat (with all the users):

  • Click on the Chat icon (Bubble icon) in the lower left-hand side of the screen

You can use emoticons and attach files (also via Drag&Drop):



To send a private message:

  1. Find the user who you want to send a private message to
  2. Hover the mouse cursor over three dots in the lower left-hand side of the user's preview (upper right-hand side of the screen in Tiles view)
  3. Click Send private message

Private message is sent only to the selected user and can be viewed in the chat only by you and that user. Private messages are labeled as "Private message to" (in the bottom of the message):


     

To create a poll:

  1. In Chat and Polls, go to the Polls tab
  2. Click Create a poll:



  3. Type your question into the field Poll Question, and answer options – in the fields Poll option 1 and Poll option 2. If you need more options, click Add option:


    You can perform the following actions with poll options:
    1) Reorder options. For this, click on the three-line button next to the necessary option and move it to the preferred place in the list. 

    2) Remove options. If there are more than 2 options, the Remove option button appears. Click on it if you want to delete the option.


  4. Once you’ve finished editing the poll, click Send:


    The poll gets available for all members of the conference on the Polls tab of Chats and polls. To vote, select the necessary option(s) and click Submit

    To change your decision, click Change vote. All users can view details of the poll by clicking the Show details button.


Adjust microphone volume of certain participants 

You can decrease mic volume for separate users or completely mute them (for yourself):

  1. Find the user whose microphone volume you wish to adjust
  2. However the mouse cursor over three dots in the lower left-hand side of the user's preview (upper right-hand side of the screen in Tiles view)
  3. Move the yellow indicator to the left to decrease the volume / to the right to increase the volume:


Screen sharing 

Supported browsers:

  • Chrome v. 72+
  • Firefox v. 66+


To share your screen:

  1. Click on the Screen icon (Share your screen) in the lower left-hand side of the screen


  2. Select the content you want to share: the entire screen, separate application windows or your browser's tab and click Share button


Screen icon in the lower left-hand side of the screen turns yellow for the person who is sharing the screen.

For macOS users:

The first time you try to share your screen, you are prompted to allow sharing your screen. In case you decline it, you need to give access manually. 

Take the following steps:

  1. Go to macOS System Preferences -> Security & Privacy
  2. Open Privacy tab -> Screen Recording and give access to Wildix:



To terminate the screen sharing session:

  • Click Stop or Stop sharing button (depending on the content you are sharing)

Otherwise, you can click again the Screen icon (the icon turns white again when the screen sharing session is terminated).

Share a YouTube video

To start sharing a YouTube video: 

  1. Click three dots (More actions) in the lower right-hand side of the screen 
  2. Click Share YouTube video
  3. A new dialog opens; paste the link to the YouTube video and click on Share


             

To stop sharing the video:

  1. Click again three dots (More actions) in the lower right-hand side of the screen
  2. Click Stop YouTube video, the video sharing is stopped


   


Raise your hand

  • Click on the Hand icon (Raise/ Lower your hand) in the lower left-hand side of the screen

The Hand icon turns yellow for the user who has raised the hand. A yellow Hand icon is displayed in the upper part of the preview of the user who has raised the hand:


     


User who has raised a hand can click the Hand icon once again to lower the hand (in this case the Hand icon will turn white again).  

Note: the Hand is automatically lowered if a participant starts talking.

Moderator control options

In addition to being able to decide whether participants should start with their webcams and microphones enabled/ disabled, there are other options reserved for the conference moderator:

  • Mute separate users
  • Mute all users except for one
  • Disable camera of separate users
  • Disable camera of all users except for one
  • Expel users from the conference
  • Conference recording
  • Live streaming

Mute users

This option is reserved for the conference moderator only.

To mute a user:

  1. Find the user you want to mute
  2. Hover the mouse cursor over three dots in the upper right-hand side of the user's preview (lower left-hand side of the screen in Sidebar view)
  3. Click Mute 
  4. A new dialog opens, click on Mute to confirm

Note: Users who joined in audio-only mode are notified once they are muted.

To mute everyone:

  1. Click three dots (More actions) in the lower right-hand side of the screen 
  2. Click Mute everyone
  3. A new dialog opens, click on Mute to confirm

     

In this way you can mute everyone except yourself. You cannot unmute other users, but they can unmute themselves.

To mute everyone else except for one user:

  1. Hover the mouse cursor over three dots in the upper right-hand side of the user's preview (lower left-hand side of the screen in Sidebar view)
  2. Click Mute everyone else
  3. A new dialog opens, click on Mute to confirm


Disable users' camera

This option is reserved for the conference moderator only.

To disable user's camera:

  1. Find the user you want to disable camera for
  2. Hover the mouse cursor over three dots in the upper right-hand side of the user's preview (lower left-hand side of the screen in Sidebar view)
  3. Click Disable camera 
  4. A new dialog opens, click on Disable camera to confirm


    


To disable everyone's camera:

  1. Click three dots (More actions) in the lower right-hand side of the screen 
  2. Click Disable everyone's camera
  3. A new dialog opens, click on Disable camera to confirm 


    


To disable everyone's camera except for one user:

  1. Hover the mouse cursor over three dots in the upper right-hand side of the user's preview (lower left-hand side of the screen in Sidebar view)
  2. Click Disable camera of everyone else
  3. A new dialog opens, click on Disable camera to confirm

Expel users from a conference

This option is reserved for the conference moderator only.

To expel a user:

  1. Find the user you want to expel
  2. Hover the mouse cursor over three dots in the upper right-hand side of the user's preview (lower left-hand side of the screen in Sidebar view)
  3. Click on Expel

Conference recording

This option is reserved for the conference moderator only.

Limitation: a recording is automatically stopped after reaching 2 hours or if a file size exceeds 2 GB. Once it is stopped, you can start it again.

Live streaming option is disabled when conference recording is running.

To start recording: 

  1. Click on three dots (More actions) in the lower left-hand side of the screen 
  2. Click Start recording 
  3. A new dialog opens, click Start recording to confirm

Recording starts in several seconds. Red REC icon is displayed in the upper right-hand part of the screen when the recording is running.

Note: watermark and list of participants are now not included in recordings.


     


To stop recording: 

  1. Click again on three dots (More actions) in the lower left-hand side of the screen 
  2. Click Stop recording 
  3. A new dialog opens, click Confirm 


     


Download recording files:

  1. Click again on three dots (More actions) in the lower left-hand side of the screen 
  2. Click View recordings 
  3. A new dialog Recordings list opens, click on the file(s) to download 
  4. Click Done to close the dialog


     


Files are automatically deleted after 6 months or in case conference room is deleted. Please take into account that conference room is automatically deleted after 30 days of inactivity. 

Live streaming

This option is reserved for the conference moderator only.

Limitation: a live streaming is automatically stopped after reaching 2 hours or if a file size exceeds 2 GB. Once it is stopped, you can start it again.

Conference recording option is disabled when live streaming is running

This feature allows you to make live streaming of your conference to YouTube and Facebook.

To start live streaming:

  1. Click on three dots in the lower right-hand side of the screen
  2. Click Start live stream 
  3. New dialog opens; enter the Live stream key and click Start live stream

Blue LIVE icon is displayed in the upper right-hand part of the screen when the live streaming is running.


    


For information on how to retrieve the Streaming Key for Facebook and YouTube, refer to Live Streaming Guide.

To stop live streaming: 

  1. Click once again on three dots in the lower right-hand side of the screen
  2. Click Stop live stream
  3. New dialog opens; click Stop live stream to confirm 


      

Exit and delete a conference room

Only the conference moderator can delete a conference room. If you are an invited user, you can exit from the room. The room is removed from your list of conferences in Collaboration.

To leave the conference:

  • Click the red X icon (Leave) in the lower central side of the screen to leave the conference:


To leave the conference and remove it from the list of conferences in Collaboration:

  1. Open the Video Conference dialog in Collaboration
  2. Find the conference in the list and hover the mouse cursor over it
  3. Click on the Leave icon (Exit) on the right-hand side of the conference title
  4. Click YES to exit the conference (the conference will no longer appear in the list of conferences in Collaboration for you)


To delete the conference:

To delete:

  1. Open Video Conference dialog in Collaboration
  2. Find the conference in the list and hover the mouse cursor over it
  3. Click on the X icon (Delete) on the right-hand side of the conference title
  4. Click YES to permanently delete the conference and all its contents (the conference will no longer be available) 


Miscellaneous

Speaker stats 

You can view speaker statistics, to understand how much time each user spoke during the conference:

  1. Click on three dots in the lower right-hand side of the screen
  2. Click Speaker stats
  3. New dialog Speaker Stats opens:


    


The same dialog can be also opened when you click on the number of participants in the top of the conference:


Speaker stats gets reset each time you leave/ access again the conference room or in case you refresh the browser tab. 


Connection quality indication

You can see the current connection quality for each user participating in the conference:

  1. Hover the mouse cursor over the user whose connection status you would like to check
  2. Hover the mouse cursor over the green or yellow Connection quality icon (color depends on the current connection quality) in the upper left-hand corner of the preview
  3. New dialog is displayed with the information on connection, bitrate, packet loss etc 
    • (available only if you hover the mouse cursor over your own preview) Click Show more in that dialog to see more details about your own connection quality


Edit a conference room

You can edit any existing conference rooms: edit the conference title, its description, the list of participants, schedule the conference, resend the email invitation, copy the conference link. 

  1. Open the Video Conference dialog from Collaboration
  2. Find your conference in the list and hover the mouse cursor over it
  3. Click on the Pencil with three dots icon (Edit) on the right-hand side of the conference title:



Keyboard shortcuts

For your convenience you can use keyboard shortcuts.

To view the list of the available keyboard shortcuts:

  1. Click on three dots in the lower right-hand side of the screen
  2. Click View shortcuts
  3. A new dialog Keyboard shortcuts opens:


     




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