Main Features of UC Portal Video Conferencing

Please see below for a brief description of each core feature available in the UC Portal.

Accessible Video Conferences
Your phone system and video combined under one Unified Communications umbrella. Simplify collaboration with Video Conferencing on the UC Portal. A meeting owner can also assign moderator rights to other meeting participants if they do not wish to chair the meeting themselves.

Screenshare
Share your screen during the Video Conference and get instant feedback via chat.

ad una chat integrata.
Video Conferencing allows users to follow along without audio and talk in hard copy. Transcripts are exportable after the conference.

Mobile and Audio-Only (AO) Dial-In
Camera-ready mobile devices can be video participants of the video conference. No camera? No problem! Use callflows to allow AO Dial-in.

In-Conference Admin
Adjust the conference host, attendees, camera layout, presenters and more with intuitive video conferencing tools.

Real-Time Alerts
Never miss another conference. Organisers can set notification triggers to let people know when the video conference has started.

How to Setup a Video Conference

To setup a video conference, follow these steps.
Login to the UC Portal
Select [The UC Features] section from the left sidebar
Go to [Phones], then select [Video Conferencing].
(Note: You can also select the [Camera Icon] on the top right side of all pages for an
instant conference).

La Upcoming Conferences page will appear. If the user wants to add a new
conference, they should select the [Create New Conference] button.
La Create a Conference page allows the video conference owner to specify their
conference details, including the time of the conference, who will attend it, and to set notification settings.
Video Conferencing Page

The Video Conferencing page consists of the following elements.

1. Current time – The time from your device.
2. Schedule (button) – Drives the user to the new scheduling page.
3. Start a new conference (button) – Starts a video conference instantly. It creates a
conference using the current time as a start time, with a default meeting duration of 2 hours. The user can invite attendees inside the conference call (using the Add Attendees option).
4. Conferences – This table displays any upcoming conferences that your user has been invited to or that your user has created. When a conference is included for the next 7 days, you will see:
–Icon showing it is a recurring meeting.
–Start date and time
–Conference name
–Organiser’s name
–Number of attendees
–More options icon (3 dots) and you can:
Edit the Conference
Delete the Conference
5. History – This table displays past video conferences that you have created or been invited to in the past 7 days. Users will be able to see:
–Icon showing it is a recurring meeting
–Start date and time
–Conference name
–Organiser’s name
–Number of attendees
–Status
–More options icon (3 dots) and you can
i. Delete the conference



Schedule conference page

When click on the [Schedule] button from the new video conferencing page, the user will land on the new [Schedule Conference] page.

The user can then simply set up the start date and time, add participants and click on [Schedule Conference].



 
The user can also use the following additional settings:

1. Conference Name – This field automatically populates with <User first name>’s In Conferenza. This field can be updated as required.
2. Start Date – Select the date, time zone and time of the conference.
3. Expected Duration – Defaulted to 2 hours, this field is adjustable. The conferences
can run for a longer period than the one selected but have in mind that new
attendees cannot be invited after the conference end time has expired.
4. Recurring – User can set up a recurring meeting for:
-Daily
-Daily on weekdays
-Weekly
-Monthly
5. Participants – Participants can be added by email or username.
6. Bulk Email Invite – Allows user to add multiple email addresses and send a bulk invitation.
7. Advanced Settings
a. Add a custom invitation message.
b. Send an Automatic Reminder.
c. Mute participants on entry (if the host).
d. Turn off participants’ video on entry (if the host).

Entering Conference Details

1. Enter a Conference Name to identify the conference, such as ‘weekly team meeting.’
2. Pick a Start Date and time for the conference.
3. Select the Expected Duration for your video conference.
4. Select the time zone to display on the invite.
5. In the Conference settings, set Notification Alerts. Here users can decide how invitees will be notified, and when they should receive a reminder email.

Invite Attendees

A video conference owner can invite both internal users already set up in the UC Portal, groups and external users by selecting the available options. The owner can also choose the attendees they want as a moderator of the video conference.



Once you are happy with these settings, select the [Schedule Conference] button, or click [Cancel] to abort the setup process. Once the [Schedule Conference] is pressed, selected guests will receive an email notification. Here is an example of the email that an invitee will receive when invited to a conference.



The video conference can be accessed up to one hour before the scheduled start time and all conference attendees will be notified by email. Reminders can also be sent.

External users need the contact email to access a video conference (more specifically, they need the link and pin in this email). Internal users can access conferences through email or the UC Portal.

Bulk Email Invite

Users can paste a list of emails when inviting multiple attendees to a Video Conference.
1. On the Schedule Conference page, select [Bulk Email Invite].
2. A text box will appear, type in or paste your email addresses separated by commas.
3. Click on [Add Attendees].

Invite an Attendee as a Moderator During the Meeting

When scheduling a video conference on the UC portal, the host can see an attendee as a moderator or set an attendee as a moderator when inviting them during the meeting by ticking the [Moderator] button next to the relevant user.




Blur Video Conferencing Background

To allow privacy for a user, users can blur their Video Conferencing background. To blur the background, the steps are as follows:

1. Click on [Settings] while on the Ready to Join screen or within the In Conferenza itself.
2. Toggle the Blur Background Option to Yes.
3. Once set to Si, everything outside the silhouette will appear blurred.



‘Mute All’ and ‘Disable All Video’ Functionality

Moderators within a Video Conference can Mute All Attendees e Disable Video for all Attendees with the following steps:

1. Click on the [People] icon to view attendees.
2. Click on [Actions], which will open a dropdown screen.
3. Choose one or both of the following options:
a. Mute Mic for all attendees.
b. Disable Video for all attendees.
4. The action will execute immediately.
5. Attendees, however, can opt to unmute themselves or reactivate their video.