Group Telepresence User Guide

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About Group Telepresence

StarLeaf provides a number of different telepresence systems for meeting rooms. There are two Group Telepresence codecs:

Group Telepresence 3351 Group Telepresence 3330 (GT Mini)

Introducing the touchscreen controller

Every Group Telepresence system comes with a touchscreen controller: the StarLeaf Touch 2035. You will use the touchscreen controller as the means for making, and

controlling video calls with Group Telepresence. Through the touchscreen controller, you will access the directory and contacts. You will use the touchscreen controller to create ad hoc conferences and to add and remove participants. For information about other StarLeaf touchscreen controllers, refer toAbout StarLeaf touchscreen controllers (p27).

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About Group Telepresence

The figure below shows the features on the front of the StarLeaf Touch 2035.

Table 1: Front panel features and controls

Button Description

Audio volume up

Press during a call to increase audio volume or, if you are not in a call, press to increase the loudness of the ringer

Audio volume down

Press during a call to decrease audio volume or, if you are not in a call, press to decrease the loudness of the ringer

Audio mute Toggle the microphone on and off. The button lights when the microphone is off. When you are in a call and your audio mute is on, nobody will hear what you are saying

Video mute _{Toggle the camera on and off. The button is an LED that lights when the} camera is off. When you are in a video call and the video mute is on, nobody in the call can see you

Home Press to display the home screen of the touchscreen controller from any screen in the interface. Double-press to access the touchscreen

controller’s settings

Hang up Press to end the current call Answer/Make

call

Press to answer an incoming call. At other times, press to access the dial screen and the directory

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The home screen

Connected devices indicators

Favorites

Call acceptance slider

Camera Control

Recent calls

Recent calls indicator

Messages Contacts

New message indicator

Invite

Meeting room name and dialing details

To display the home screen of the touchscreen controller from any other of its other screens, press the Home button. In the picture above, this system is assigned to the London Meeting Room and its extension is 1109.

To access the settings, double-press the Home button.

Forwarding calls and Do not disturb

To forward calls either to voice mail or to another phone number, use the Call

acceptance slider.

To set the status of the Group Telepresence system to 'do not disturb', and have all calls forwarded immediately to voice mail, move the Call acceptance slider todo not disturb. If other users have the meeting room set as a favorite, they will notice that the room is busy because the meeting room name will be displayed on their home screen with a 'busy' icon. If the Group Telepresence system does not have voicemail, then setting the touchscreen controller todo not disturbwill cause a 'busy' tone for anyone attempting to call this system.

To forward calls to voice mail or to another phone number, move the Call acceptance

slider toforward calls. Choosing to forward calls means that anyone who has this system

as a favorite will see that you have forwarded the calls. When you choose to forward calls, you see the following controls:

Note: Connection from your StarLeaf endpoints to the public telephone network is an

optional extra. For more information, contact your StarLeaf representative.

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The home screen

Chooseforward to:and enter the telephone number if you want calls to be forwarded to another phone (for example to a mobile number).

Near end camera control

The Camera Control tab on the home screen provides you with controls for the Group Telepresence camera.

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Making a call

On the touchscreen controller, you can make a call in a number of different ways:

n You can dial a number: Simply dial the number

n You can call one of your favorites: Press the speed dial for the favorite that you want to

call

n You can return a call: Go tohome screen > recentsand select the call you want to

return

n You can call someone in the company's directory: Go tohome screen > contacts >

company directoryand choose someone to call

n You can call someone from your own personal contact list: Go tohome screen >

contacts > personal contacts

Dialing a number

You can simply dial a number.

Note: You may have been given a prefix to use when you want to dial out onto the public

telephone network. For example, in some companies you are told to "dial 9 for an outside line". Connection from your StarLeaf endpoints to the public telephone network is an optional extra. For more information, contact your StarLeaf representative.

When you start to dial a number, your screen will look something like this:

Redialing a recent call

To redial a call that you received recently:

1. Select recent calls. The screen displays the recent calls' list. 2. Select the name of the person whom you want to call.

Searching in the company directory

Some companies have a lot of entries in the directory. In this case, you might find it easier to use the search facility. To do so:

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Making a call

Note: As soon as you start typing, the search will start looking. You might only need to type

the first letter of someone's name to find them. The search keyboard looks like this:

Dialing addresses that include letters or symbols

You might need to dial someone who has a video address that includes letters or numbers and symbols. This might be known as a URI or it might be an IP address. If you need to do this, press * on the keypad (press the star key). Your display will look like this:

Note: If you are dialing an IP address, you can do so by using the keypad of the

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Using in-call features

When you are in an audio call

When you are in an audio call, you can see in-call options:

n create conference: you can add other people into your call

n hold call: put the other person on hold

n transfer call: transfer the call to another person

When you are in an audio call, the display will be something like this:

When you are in a video call

If you are in a video call, you will see some or all of the following in-call options on the display, in addition to the options listed above for audio-only calls:

n share my PC screen: you can show your screen to other person (or people) in your video

call.

n Display tab: provides you with options for the screen layout. Note that this tab also

provides a button to switch self view on and off

n FECC tab: if you are in a video call and the device at the other end of the call allows it,

you can control that device's camera (for zooming and panning). FECC means Far End Camera Control

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Changing what you see in a video call

Press the Display tab to change what you can see in a video call. The Display tab looks like this:

The Display tab gives you these options:

n video: select to view the other people in your video call. This is the default setting for a

video call until someone shares a PC screen and then you will see the shared PC screen, in which case, you may prefer to press this button to return to the video view

n my PC: press to view your own PC's display (if you have attached your computer to the

codec). Remember that other people in the video call may still be able to see you

n shared PC: press to view a PC screen that someone else in the video call is sharing with

you

n self-view: use the self-view slider to either see yourself or not. Self view allows you to see

the view of you that other people see when you are in a video call. Switching it off does not prevent them from seeing you. To prevent people from seeing you in a video call, press the Video mute button on the touchscreen controller

n PiP: The PiP is the Picture-in-Picture view. For example, if you have self-view on, you will

see yourself in a PiP view. Use the PiP control on the Display tab to move the PiP around the screen. Note that if you are in a call where there is shared content (or you have pressed my PC) then the PiP control allows you to remove the PiP view; to do so, use the cross in the corner of the PiP control to close the PiP view. If you have closed the PiP view, you can make it reappear by pressing the plus sign on the PiP control

Note: On a GT Mini or a Group Telepresence 3351, with two screens attached, the screen

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Depending on the other device in the video call, you might be able to remotely operate the pan and zoom on the camera at the other end of the call. When you can remotely control the camera at the other end of the call, this is called FECC (Far End Camera Control). You can only use FECC in a point-to-point call (that is, FECC is not available in a conference call).

If FECC is allowed you will be able press the FECC tab which looks like this:

The FECC control allows you to pan and zoom the camera at the far end of the call.

Layouts for dual screen room systems

Room systems with two screens attached (screen A and screen B), will show full-screen self view under the following circumstances:

n in a call, with self view enabled, and no computer connected, screen B shows self view n off hook, but not in a call, and no computer connected, screen B shows self view n off hook, but not in a call, with a computer connected, screen A shows self view

The table below shows what will be displayed and when in a dual-screen room system.

Room system state Screen A Screen B

Not in a call Leaf icon Local PC or Leaf icon

In a call Remote video Local PC or self view or Leaf icon Receiving content Remote video Shared PC

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About conferencing

There are three types of conference:

n ad hoc conferences: ad hoc conferences start immediately. You create an ad hoc

conference when you are in a call; simply presscreate conferenceon your control panel:

n scheduled conferences: a scheduled conference begins at a particular time.

Participants receive invites and instructions on how to join. Scheduled conferences are described below

n permanent conferences: This is the same as a scheduled conference but without a

date and time. A permanent conference is a virtual meeting room that anyone can dial into at any time (sometimes known as a meet-me). Permanent conferences have the same features as scheduled conferences (invites, interoperability, PSTN dial-in, etc.). The dialing details never change and the conference is always joinable

Create a scheduled conference

To create a scheduled conference, log in to the StarLeaf portal. You will choose when your conference will take place and who will attend. Your attendees will receive email invites to your conference.

To create a scheduled conference:

1. Go toportal.starleaf.comand log in (using your email address and the password you created when you activated your StarLeaf account).

2. Go toMy conferences > New conference. You will see theAdd conferencepage:

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About conferencing

conference from any other standards-based video conferencing equipment and includes PSTN (telephone) numbers for audio-only participants.

6. If there areMeeting roomsin your organization, you can add one or more, these do not receive invites, but your participants will know which meeting rooms will be in the conference if they want to walk along to the nearest one.

7. Advancedsettings:

l Keep people on hold until: Use this setting to determine whether people will be

able to talk to each other before you join the conference

l Time zone: If you are in a different time zone to the one displayed here, correct it.

This will ensure that everyone to whom you send an invite will know the correct time for you conference

l Layout: You can choose a layout for the conference.

o _{Equal panes: This is the default layout and it gives every participant equal}

prominence. The number of panes is determined by the number of participants in the conference

o _{Large speaker: In this layout the current speaker is given prominence in the}

largest pane. The size of that pane is determined by the number of other people in the conference. Every participant remains visible at all times

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Who can you call?

You can call:

n anyone in your company who has a StarLeaf endpoint (either the Breeze software or a

hardware enpoint). These people are all in your contacts

n anyone outside your company who has a StarLeaf endpoint; just dial their email address

from your StarLeaf hardware video endpoint or from Breeze

n anyone else. If someone has not got a StarLeaf endpoint, you can still have a video call

with them. There are two ways of doing this:

l Send them an invite to install Breeze (the StarLeaf software endpoint)

l If they already have video conferencing equipment, they can call you using that (or

you can call them if you know their video address or URI) These two methods are described below.

Inviting a guest to use Breeze

Guest invites allow you to invite guests to install Breeze (the StarLeaf software endpoint). In this way, you can have a video call with anyone. You may invite as many guests as you want.

To send an invite:

1. To send a guest invite, choose Invite from the home screen of your StarLeaf endpoint or Breeze. The picture below shows the location of the invite button and the invite screen:

2. Type in the email address of the person to whom you want to send an invite. This is your guest.

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Who can you call?

5. You will receive an email notification when your guest has signed up and logged in successfully.

Dialing from third-party endpoints

If the person you want to call does not have StarLeaf equipment, but does have some other video-conferencing equipment, you can still call them and they can call you. This will work if the other person's equipment is connected to the Internet. The way that person will dial you will depend on the manufacturer of their endpoint, for example Cisco uses a different dialing convention to Sony.

All the details that someone needs in order to be able to call you are linked from the guest invite. So, simply send the person an invite and tell them to call you. The picture below shows the invite email and the link to the instructions which are unique for each StarLeaf user:

Note: You can call people who have third-party endpoints. Ask them for their "URI dialing

details". You can dial a URI from your StarLeaf hardware endpoint or from Breeze. If they do not know their "URI dialing details", ask them to call you using the information in the guest email. After the call, you can add them to your personal contacts using the information from your recent calls. For information on how to dial a URI, refer toDialing addresses that include letters and numbers.

Default settings for a guest

n Guests can video call and screen-share in HD with StarLeaf users n Guests can join video conferences created by StarLeaf users

n Guests cannot call or be called from non-StarLeaf users (H.323 or SIP) n Guests cannot create a video conference

n Guests do not have access to the company directory or presence information n Guests cannot send invitations to other people

n _{Guests cannot call [email protected], instead they must raise any issues using our}

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Contacts

About contacts

Contacts are the people you want to call. Their contact details are available either because they are in the company directory or because you have added them as personal contacts.

Favorites are the contacts that you call most often. You decide who are your favorites. Favorites appear on your home screen as speed dials. You can see the 'presence' of your favorites (described below inPresence and other speed dial icons (p19).

To access contacts, go tohome screen > contacts.

About personal contacts

In addition to the global directory (to which everyone in your company will have access), you can add your own, personal, contacts.

Adding personal contacts

For each contact that you want to add:

1. Go tohome screen > contacts > personal contacts.

2. Select add and enter your contact's details (shown below).

The add button

Deleting personal contacts

To delete a personal contact:

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Contacts

Creating favorites

To create a favorite from the company directory (or from your personal contacts): 1. Go tohome screen > contacts > company directory(orhome screen > contacts >

personal contacts).

2. Find the person whom you would like to add as a favorite (either by using the search or by scrolling).

3. Select add to favorites (as shown below).

The add to favorites button

Each favorite will appear as a speed dial on your home screen.

Deleting favorites

To delete a favorite:

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Contacts

Presence and other speed dial icons

Speed dials are displayed on the home screen with icons.

StarLeaf users in your organization will have an icon indicating presence as follows: This favorite is available (that is, they are not in a call, have not set their StarLeaf device todo not disturb, and have not forwarded calls)

This favorite's calls are being forwarded to another device

This favorite has set his StarLeaf device todo not disturb

This favorite is in a call at the moment

This favorite is not currently connected to the StarLeaf Cloud service

This favorite is an iPad user and the iPad is asleep. You can call this user and when that user next looks at the ipad, there will be a notification indicating that you have called

Contacts using other systems (for example, they are not within your organization or they have phones made by manufacturers other than StarLeaf) will have icons as follows:

This is a guest user

This is the contact's home number

This is the contact's mobile number

This is the contact's 'other' number

This is the contact's work number

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Using the Conference Phone 2220

The Conference Phone 2220 is an optional accessory for the Group Telepresence system. It is a powerful and highly sensitive speakerphone and microphone.

To toggle the microphone on and off (audio mute), touch the lights on the Conference Phone 2220.

Note: StarLeaf recommends a distance of 50cm (20") between the Conference Phone

2220 and the Touch 2035.

For information about installing the Conference Phone 2220, refer to

support.starleaf.com/documentation.

LED behavior

The table below explains the behavior of the lights on the Conference Phone 2220

LED State

Solid blue The Conference Phone 2220 is on. The audio is not muted. The Group Telepresence system is not currently in a call

Solid red The Conference Phone 2220 is muted (either in a call or not in a call)

Solid green The Conference Phone 2220 is ringing or the Group

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Connecting a laptop

When you are in a video call you can show your laptop's display, for example if you want to share what you are working on. To do so, your laptop must be connected to the Group Telepresence system. Usually, your IT administrator will have left a cable in the meeting room to which you can connect your laptop. If this is not the case, you will have to consult your IT administrator, or refer to the Group Telepresence Installation Guide which is

available from www.starleaf.com/documentation. The Group Telepresence system includes a number of adaptors to suit different PC video outputs (HDMI, VGA, DVI-D).

Sharing the display

To share your laptop's display:

1. Ensure you have connected your laptop to the Group Telepresence codec using the supplied cable.

2. Make a video call.

3. On the touchscreen controller, pressshare my PC screen:

Share my PC screen button

The display will appear in one screen (connected to Video Out HDMI port 1 on the rear of the codec), and the view of the conference will appear in the other screen. If there is only one telepresence screen, the display will be the main view and the video will be in a picture-in-picture view. You can change what you see in a video call using the controls on the touchscreen controller (refer toUsing in-call features (p10)).

Note: If you only have one screen, the main view will be the PC display and the view of

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Connecting a laptop

4. To change the view you see, use the display tab on the touchscreen controller:

The display tab is described in greater detail inUsing in-call features (p10).

Sharing the audio

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Using voice and video mail

About voice and video mail

If your system administrator has set up an account to do so, the Group Telepresence System will have access to a voice mail system.

If you have a voice mail account, you can receive voice mails. Also other StarLeaf video users can leave you video mail messages.

The home screen indicates if you have received new messages. In the picture below, you have received one new message:

When you select the messages button on the home screen, you will see the messages display:

When you use the voice and video mail system, an IVR guides you through the options.

Accessing voice or video mail messages

To access voice or video mail messages: 1. Go tohome screen > messages.

2. Select the listing of the message to which you want to listen.

Note: To skip to the end of an IVR prompt, press # (the pound or hash symbol).

Setting a greeting for your voice and video mail

To set a greeting for your voice and video mail: 1. Go tohome screen > messages.

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Using voice and video mail

Forwarding a message

You can forward a voice or video mail message to another extension number. To do so: 1. Dial the voicemail system. (You can find it in the contacts if you scroll to the end of the

list of contacts in the directory.) 2. Follow the IVR instructions to:

a. Choose to listen to the message that you want to forward. b. Select to forward that message.

Configuring other voice and video mail settings

To ensure the security of your voice and video mail box, you are advised to change your security PIN. To do so, dial the voicemail system. (You can find it in the contacts if you scroll to the end of the list of contacts in the directory) and follow the IVR instructions. Your default security PIN is 0000.

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Customizing your touchscreen controller

There are some customizable options. To accesssettings, double press the Home button.

Choosing a ringtone

You can choose between ten ringtones. To do so: 1. Go tosettings > sound.

2. Selectringtoneand choose the ringtone you want.

Creating favorites

You will find it useful to create speed dials for the people you call most often. Favorites are described inContacts (p17).

Sorting your contacts

Your contacts will appear in alphabetical order. You can choose whether you will see them sorted by first name or by second name. To select a new sorting order:

1. Go tosettings > contacts.

2. Selectpersonal contacts > sort orderand choose the sort order that you require.

Sorting your company directory

Your company directory will appear in alphabetical order. You can choose whether you will see it sorted by first name or by second name. To select a new choosing order:

1. Go tosettings > contacts.

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About StarLeaf touchscreen controllers

Every StarLeaf hardware endpoint is provided with a touchscreen controller. You will use the touchscreen controller as the means for making, and controlling video calls. Through the touchscreen controller, you will access the directory and contacts. You will use the touchscreen controller to create ad hoc conferences and to add and remove

participants.

StarLeaf Personal Telepresence systems are usually provided with the StarLeaf Phone 2120. StarLeaf Group Telepresence systems are usually provided with the StarLeaf Touch 2035. The supported combinations are shown in the table below.

Group Telepresence (Mini) 3330 Group Telepresence 3351 Personal Telepresence 3050 PT Mini 3020 Touch 2035 Yes Yes No No Touch 2020

Yes Yes Yes Yes

Phone 2120

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The StarLeaf Touch 2035

The figure below shows the features on the StarLeaf Touch 2035.

The StarLeaf Phone 2120

The figure below shows the features on the front of the StarLeaf Phone 2120.

Audio volume down Audio volume up Headset Speaker Audio mute Video mute Home button Keypad

Message waiting indicator

Microphone location

The StarLeaf Touch 2020

The figure below shows the features on the front of the StarLeaf Touch 2020.

Audio volume down Audio volume up Headset Speaker Audio mute Video mute Home button Keypad

Message waiting indicator

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Touchscreen controller features

Table 2: Front panel features and controls (Phone 2120, Touch 2020, Touch 2035)

Audio volume up

Press during a call to increase audio volume or, if you are not in a call, press to increase the loudness of the ringer

Audio volume down

Press during a call to decrease audio volume or, if you are not in a call, press to decrease the loudness of the ringer

Headset Phone 2120 only. Optionally, press to use a headset that you have

connected to the headset connector on the rear of the phone. The button lights when the headset is in use. For the StarLeaf Touch 2020, the Headset indicator is reserved for future use

Audio mute Toggle the microphone on and off. The button lights when the microphone is off. When you are in a call and your audio mute is on, nobody will hear what you are saying

Video mute _{Toggle the camera on and off. The button is an LED that lights when the} camera is off. When you are in a video call and the video mute is on, nobody in the call can see you

Speaker _{Phone 2120 and Touch 2020 only. Press to use the controller's internal} speakerphone as follows:

n Audio-only call:

Press to use the touchscreen controller as a speakerphone (listening through the built-in speakers of the controller and using the

microphone positioned in the lower right side of the controller)

n Video call using StarLeaf Personal Telepresence 3050:

If you have a StarLeaf Personal Telepresence 3050 system, press to listen through the loudspeakers of the monitor and also to use the microphone inside the StarLeaf Monitor.

n Video call using Group Telepresence

When using the Group Telepresence System, press this button to send audio to the external speakers and to use the external microphone

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Message waiting indicator

Phone 2120 and Touch 2020 only. Flashes when the touchscreen

controller is ringing and lights to indicate that there is a new message

Microphone Phone 2120 and Touch 2020 only. Audio-only calls that use the

controller's internal speaker, rather than the handset, will use a

microphone located in the bottom right of the touchscreen controller casing. Do not obstruct this location

Hang up Touch 2035 only. Press to end the current call

Answer/Make call

Touch 2035 only. Press to answer an incoming call. At other times, press

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Legal information

Third party software acknowledgments

Acknowledgments of third-party software are available at:

www.starleaf.com/support/legal

Disclaimers and notices

This guide may not be copied, photocopied, translated, reproduced, or converted into any electronic or machine-readable form in whole or in part without prior written

approval of StarLeaf Limited.

StarLeaf Limited reserves the right to revise this documentation and to make changes in content from time to time without obligation on the part of StarLeaf Limited to provide notification of such revision or change.

Group Telepresence User Guide

Contents

About Group Telepresence

Introducing the touchscreen controller

The home screen

Forwarding calls and Do not disturb

Near end camera control

Making a call

Dialing a number

Redialing a recent call

Searching in the company directory

Dialing addresses that include letters or symbols

Using in-call features

When you are in an audio call

When you are in a video call

Changing what you see in a video call

Layouts for dual screen room systems

About conferencing

Create a scheduled conference

Who can you call?

Inviting a guest to use Breeze

Dialing from third-party endpoints

Default settings for a guest

Contacts

About contacts

About personal contacts

Adding personal contacts

Deleting personal contacts

Creating favorites

Deleting favorites

Presence and other speed dial icons

Using the Conference Phone 2220

LED behavior

Connecting a laptop

Sharing the display

Sharing the audio

Using voice and video mail

About voice and video mail

Accessing voice or video mail messages

Setting a greeting for your voice and video mail

Forwarding a message

Configuring other voice and video mail settings

Customizing your touchscreen controller

Choosing a ringtone

Creating favorites

Sorting your contacts

Sorting your company directory

About StarLeaf touchscreen controllers

Touchscreen controller features

Legal information

Third party software acknowledgments

Disclaimers and notices