Video Collaboration User Guide

Video Collaboration User Guide

Fonality Video Collaboration is an easy to use, cost effective, and professional tool for meetings that get results.

With Fonality Video Collaboration powered by Zoom, you can schedule HD interactive video meetings in advance or on the fly – and even share your screen – from the comfort of Heads Up DisplayTM _(HUD).

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Manage an Active Meeting... 2

Meetings Tab ... 2

Click to Screen Share ... 2

History ... 2

Resources ... 2

Revised February 2016

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Fonality Video Collaboration is an optional module that adds features to HUD Web, so an assigned license is all you need to use it. Your administrator might have opted for individual licenses or chosen Fonality Ultimate Edition, which includes Video Collaboration and so much more.

Once you’ve logged into HUD Web, look for the Video Collaboration camera icon at the top of your HUD Web dashboard. Just click to get started.

Main Functions

From the Video Collaboration Home tab of your HUD Web dashboard, you’ll find three main functions:

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No Video Collaboration camera icon?

• Don’t have Video Collaboration but like what you see in this User Guide? Contact your sales representative to get it!

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Collaboration Home tab, click Schedule A

Meeting to open the

scheduling pop up. This is where the magic happens (Shown to the right).

• Once the scheduler window opens, fill in the meeting details (A): o Give your meeting a fancy name in the Meeting Topic field. o Set the date and start time next to When.

o Add the Duration by increments of an hour (hr) and/or 15 minutes (min). o Choose the Time Zone for your meeting.

• Next, set your Meeting Options (B), if you want ‘em:

o Check “Require meeting password” to require a meeting password. Enter your password in the text field. (Remember to document/save your

password somewhere safe and accessible)

o Check “Enable join before host” to allow meeting members to join the meeting prior to your (host) arrival.

• Bring it on home:

o Click Schedule Meeting to schedule your new meeting. Your meeting is now scheduled. Once you click Schedule Meeting, the Add to Calendar window will open. See next page

o Click Cancel to drop this meeting like a bad habit. (Note: None of your changes will be saved.)

Schedule a Meeting

A

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Once you’ve completed the steps under Schedule a Meeting, you’ll see a confirmation that it’s been scheduled in an Add to Calendar window like the one below. This step makes it easy to provide attendees the information they’ll need to join your meeting.

The Add to Calendar pop up interface allows you to edit and copy the details of your Video Collaboration meeting to a calendar invitation or anywhere else you choose.

Editing Meeting Invitation Text

• On the right side of the box above, you’ll see sample invitation meeting text. Edit this information to your heart’s content.

• IMPORTANT! When using Fonality Conferencing, be sure to swap your conference bridge number and password in place of the default dial-in before finalizing.

• Once you’re happy with your invite, highlight the text and hit Ctrl+C (Win) or Cmd+C (Mac) and paste it in to your Calendar invitation.

o Note: If you have used Ctrl+C (Win) or Cmd+C (Mac), your computer’s clipboard will always save whatever you copied last. We suggest keeping this window open until you’re sure you’ve got what you need over in your calendar invite. Because computers are sneaky.

• Click Close Window to close the Add to Calendar pop up.

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• Navigate to Join A Meeting on the Video Collaboration Home tab and enter the Meeting ID you were provided (probably via HUD chat, email, or

calendar invite).

• Click the Join Now button to enter the meeting. • Tada!

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Navigate to Start A Meeting from the Video Collaboration Home tab to start an instant meeting.

Note: To Add Someone, just start typing a teammate’s name to search and select each contact you want to add. HUD will send them a link to join automatically

• To create a new Video Collaboration session, select the type of session you'd like to start:

o Click Start Without Video to start with Screen-share. o Click Start With Video to start with video conferencing.

TIP: Whether you start with screen share or video conferencing, you can always toggle back and forth to either with Fonality Video Collaboration.

Note: 


• Wait 15-30 seconds for the video to initiate and connect. 


• If your guests click on the Meeting Link prior to the meeting initiating, they will receive a wait for host message. 



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A picture may be worth a thousand words, but sound is kind of important when it comes to two-way communication.

Once a Video Collaboration session starts, you will be prompted to Join Audio. Choose from one of 3 audio options:

1. On the Join by Computer tab (default view), click Join Audio by Computer to join the meeting using your computer audio tools.

2. Click the Join by Phone tab to see the dial-in details. Call one of the provided numbers and follow the prompts to enter our meeting and participant ID’s.

3. Close the pop up window and call into the Fonality Conference Bridge provided in your calendar invite.

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During every Video Collaboration session, the Meeting Management Toolbar gives you access to eight options for managing the conference. You’ll find those running across the bottom of the screen when viewing full screen.

Each of option is detailed below.

1. Audio.

2. Video.

3. Invite Other.

Click to expose the Invite people window that displays the many options to send an invite to another party.

Note: This is an easy way to

invite a non-HUD user if your Video Collaboration

meeting has already started.

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4. Manage Participants.

Click This pop-up

allows you to:

• View individual participant audio and video status • Mute individual participants

audio and video • Mute and Unmute All

participant audio • And More, to mute

participants, play chime and lock meeting

5. Share Your Screen

Click to select the screen you want to share with all

participants. You can share: • Desktop(s) • Individual application windows • A whiteboard application to

collaborate with your participants

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6. Chat

Click to chat with individual participants or with everyone (all participants).

7. Record your meeting

Click to start or stop recording the session. The recorded file will be

automatically converted to mp4 when the meeting ends. 


8. End Meeting

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Located next to your Video Collaboration Home Tab, the Meetings Tab holds the keys to:

• Your Personal Meeting ID. (It’s yours, all yours!) • All of your Scheduled Meetings

Personal Meeting ID (1)

Your Personal Meeting ID is unique to you and enables you to: • Click Start to start an instant screen share meeting

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instructions in the Add to Calendar window. Refer to Add to Calendar page in this guide for more details.

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My Meetings (2)

This area displays all Scheduled Meetings.

• You can view the following information for each meeting: o Day and Date

o Start and End Time o Topic

o Meeting ID o Timezone

• Click Start to initiate this meeting immediately

• Click Copy to get your meeting details, including Meeting ID. • Click Edit to change any details about this meeting.

Edit Meeting Info

details.

• Click Update to save the meeting with the changes you’ve made. • Click Cancel to

cancel the edit process.

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You can click to Screen Share with any other employee!

• Hover over the HUD avatar of the person you want to share with. • Click Screen Share. This will:

• Automatically send this member a HUD notification with meeting URL • Launch your instant Screen Share session

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View and search your meeting history in your HUD Web Calls & Recordings menu.

1. Video Collaboration Tab (1)

Click the Calls & Recordings icon in the HUD application bar, and then click the Video Collaboration tab to see your meeting history.

2. Search (2)

Click Search to filter the meeting history based on alphanumeric search.

3. Meeting History List (3)

This area will display a list of meeting history with the following information: • Topic

• Meeting ID • Date

• Start time

Note: You can sort based on any column.

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User Guides are great, but sometimes we all need a little hands-on help. Here are two additional resources to help you get the most out of Video Collaboration and all the benefits of HUD:

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Click here to explore and register for live online training including FA101 New User Training and FA201

Advanced User Training as well as on-demand training. These trainings include features like Video Collaboration and always include time for Q&A at the end.

Training isn’t just for users. We’ve got training for Admins and Partners, too!

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Visit fonality.com/support for additional resources, including our “Assign User Licenses” how-to video, or to start a chat with a Support team member. For 24/7 phone support, call 866-FONALITY (866-366-2548).

TIP: Have your Server ID and User ID handy.