Wizyconf Videoconference - User Guide

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:

• UC-Business or UC-Premium for each user who needs to be able to create a conference room (more information: https://www.wildix.com/licensing/)

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

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 70 users in case all of them share their videos 

  
  

Wizyconf additional equipment

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

Wizyconf Conference Room - the first professional easy-to-use web conference – a fully equipped conference room: Wizyconf Conference Room - Documentation

Create a conference room

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. 

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

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, 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:

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
   
   
   

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

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

Access from Wizyconf Conference Room (Wizyconf station)

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). 

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 and say their name (Conference ID number is provided in the invitation email), after which they access the conference (other participants present in the conference are notified when audio-only users are connected and disconnected).
  

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

Tutorials and updates 

The basics tutorial

The basics tutorial is a great way for new users to explore Wizyconf functionality in a convenient and interactive way. When reaching the tutorial for the first time, a yellow dot appears next to More options in the bottom menu and you can see Tutorials and updates, highlighted in yellow.

1. Click on the More options (1) button (three dots) and proceed to Tutorials and updates (2):
   
   
   
2. Next to The basics tutorial, press Play tutorial:
   
   
   
3. The tutorial opens up and guides you through the main features of Wizyconf. Click Next to proceed to another feature or back arrow to return to the previous one:
   
   
   
   

If you close the tutorial, you can continue from the moment you stopped. Go to More options -> Tutorials and updates -> click Continue watching:

New features

When there are new features available, a yellow dot appears next to More options (1) and the Tutorials and updates (2) in the More options list is highlighted in yellow:

When you click on Tutorials and updates the following pop-up screen appears, which includes The basics tutorial and the list of latest features: 

When you click Show, a pop-up screen appears demonstrating how the new feature works:

Click Next feature to move further or X to close the pop-up screen.

Conference controls 

Users start with mic/ cam off

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

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 next to the Leave the meeting button at the bottom of the screen
2. Click Settings

3. Click on Moderator 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)
   • Mute reaction sounds for everyone: users do not hear reaction sounds inside the conference
4. Tick off the the options and click on OK to apply

Microphone, Speakers, and Video settings

• 1 - Click to Mute/ Unmute your microphone or click the small Arrow up icon to access your microphone and speakers settings:
  
  
  
  
• 2 - Access Microphone/ Speakers/ Camera settings
  1. Click three dots (More actions) in the lower central side of the screen 

  2. Click Settings: on the settings screen, you can navigate between the necessary tabs (Audio, Video, Virtual backgrounds) 

     1. On the Audio tab you can choose your devices as well as play a test sound and enable noise suppression
        
        
        

     2. On the Video tab you can select camera, whether you want to mirror your video, and choose desktop sharing frame rate:
        
        
        
     3. On the Virtual backgrounds tab, you can select a virtual background from the list of available ones or add your own background:
        
         

You can locally flip your video or hide your video preview, for other conference participants your video remains regular. To achieve this, hover the mouse cursor over three dots in the upper right-hand side of your video preview (both Sidebar and Tiles views) and select Flip or Hide self-view (you can manage this option in Settings -> More):

Set a background picture

Additionally, you can set a virtual background picture:

1. Click three dots (More actions) in the lower central side of the screen 

2. Proceed to the Virtual backgrounds tab

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

To upload your own backgrounds, click Add background.

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.

Noise suppression

The feature reduces background noise and echo. Ideal for cases when several participants are in the same meeting room.

1. Click three dots (More actions) button 
2. Click Noise suppression:

You can also access manage Noise suppression via Settings:

1. Click three dots (More actions) -> choose Settings
2. Proceed to the tab Noise suppression, where you can enable/ disable the feature and choose type of noise suppression 

Noise suppression settings are also easily accessible via the corresponding icon at the top panel, next to Performance settings:

Video quality

You can adjust the quality for your video streaming. 

1. Click three dots (More actions) in the lower central side of the screen 

2. Click Performance settings
   
   
   

Or click on the icon in the upper central side of the screen:

Performance settings chosen for the current conference are saved and automatically applied for future conferences. 

Language settings

To change the language of the interface: 

1. Click three dots (More actions) in the lower central side of the screen 
2. Click Settings

3. Settings dialog opens, click on the tab General 

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

Invite more participants / share the conference link

From within the conference

1. Click the Participants icon in the lower central side of the screen
   
   
   

2. On the panel that opens at the right side of the screen, click Invite Someone:
   
   
   
   

3. 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 central side of the screen to switch between Tiles view and Sidebar view:
  
  
  

If required, you can change size of Sidebar view by dragging its border to the right/left:

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. Pinned user is displayed with the following icon:

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

To choose how many participants can be pinned on the main screen:

1. Go to More actions -> Settings
2. Proceed to the General tab and set the max number of participants to be pinned:
   
   

Chat and private messages

To enter group chat (with all the users):

• Click on the Chat icon (Bubble icon) in the lower central side of the screen 
  
  

  
  

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 upper right-hand side of the user's preview
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):

Polls

To create a poll:

1. Open Chat, 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 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 upper right-hand side of the user's preview 

3. Move the blue indicator to the left to decrease the volume / to the right to increase the volume:

   
   

Screen sharing 

To share your screen:

1. Click on the Screen icon (Share your screen) in the lower central 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
   
   

Note: When sharing Chrome tab with a muted mic, there may be an issue with unmuting. To avoid it, make sure to disable the option “Share tab audio” (enabled by default) before you start the screen sharing.

When user shares the screen, the screen shared is displayed as a separate participant with the name "User's screen". 

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).

Remote control

During screen sharing, it is possible to request or provide remote control of the shared screen. 

Give remote control 

To give remote control of the screen you’re sharing:

1. Hover the mouse cursor over three dots in the upper right-hand side of the user's preview 
2. Click Give remote control: 

User, whom you are giving remote control to receives the following notification:

Once user clicks Ok, remote control gets enabled and the user can manage the mouse cursor on the screen shared. 

Request remote control

a) Via Participants panel:

To request remote control:

1. Find the necessary participant
2. Hover the mouse cursor over three dots in the upper right-hand side of the user's preview 
3. Click Request remote control:

User, from whom you are requesting remote control receives the following notification:

To accept the request and give control, click Ok. If you are not sharing your screen yet, you are suggested to start screen sharing now. Once you've enabled screen sharing, user can manage the mouse cursor of the screen you’ve shared. 

b) Via More actions:

1. Click on the More actions (three dots) button and select Remote control: 

2. A window with the list of participants pops up. Choose the user you want request remote control from and click Request remote control button in front of the necessary user:

To easily find the necessary participant, you can enter the participant name in the Search field:

Disable remote control 

Remote control can be disabled either by the user who is sharing the screen, or by the user who has control. To disable remote control, hover the mouse cursor over three dots of the preview of user and click Disable remote control:

You can also disable remote control via More actions -> Remote control -> click Disable remote control next to the relevant user:

Share a YouTube video

To start sharing a YouTube video: 

1. Click three dots (More actions) in the lower central side of the screen 
2. Click Share a 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 central side of the screen
2. Click Stop video, the video sharing is stopped
   
   
   

Raise your hand/ Send reactions/gifs

To raise your hand:

• Click on the Hand icon (Raise/ Lower your hand) in the lower central 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).  

To view all users who raised their hands:

• Click on the Yellow Hand icon in the upper central side of the screen:

To send a reaction:

• Click on the Arrow up icon (Open reactions menu) and click on a reaction

To send a gif:

• Click on the Arrow up icon (Open reactions menu) -> click on a GIPHY icon -> choose a gif:

The gif you sent is displayed in the conference chat:

Use Whiteboard

Whiteboard feature includes a set of tools to draw different shapes, elements, add text, which allows to share your ideas with other participants in a visual way.

1. To use the feature, click three dots (More actions) -> Show whiteboard:
   
   
   2.  Use the available tools to visualize your ideas (draw line, rectangle, diamond, ellipse, arrow, add text, etc.)
   
   

On the Whiteboard, at the top of the screen, you can choose the tool you want to work with (1), modify the selected tool on the left-side panel (2), zoom in/ zoom out, turn the Whiteboard or use eraser at the bottom (3):

The Whiteboard can be used by any participant simultaneously. 

3. If needed, you can save the Whiteboard image in png or svg format:

1) Click on the Save as image button in the top left corner:

2) Choose the desired format:

3) Enter name of the file, where to save to and click Save. 

4. To hide Whiteboard, click three dots (More actions) -> Hide whiteboard:
 

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 or ask them to unmute
• Mute all users except for one
• Disable camera of separate users
• Disable camera of all users except for one
• Remove users from the conference
• End meeting for all
• Conference recording
• Live streaming

Moderator has the "M" icon displayed next to their name: