Getting Started
How do I start a VuRoom call?
Please follow the steps below to start a VuRoom call:
- Select participants from Lync contacts list by holding the 'Ctrl' key. Right click on any of the selected participants and select 'VuRoom Conference' to start the call.
- The VuRoom window will open initiating your multiparty videoconference.
Who can host VuRoom calls?
- Anyone who has an active VuRoom subscription and VuRoom application installed can host a VuRoom conference.
How do the participants join VuRoom Conference?
When the host starts a VuRoom Conference in Lync, participants need to click on "Accept".
- Participants with active VuRoom installed will get a window with the conference, when they answer the Lync call.
- Participants without an active VuRoom plugin will receive a hyperlink to join the VuRoom conference in Lync chat window from host on answering the Lync call. When participants click on this link, a web-based version of the VuRoom conference opens up in their default web browser.
We recommend that participants install VuRoom
Do my Lync contacts need to subscribe to VuRoom to join the call?
- No, your contacts need not subscribe to VuRoom to join the call.
How do I add participants to the videoconference?
- To add a participant to the call, click on the 'People Option' button in the Lync chat window and choose the 'Invite by Name or Phone Number' option. Select the participant from the list of contacts.
One of the participants got dropped out of the call. How do they join back in the conference?
-
Only the host can add the participant back into the call. Invite the dropped participant back into the call.
How many participants can I have in the VuRoom call?
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You can have up to 8 participants at a time. Technically, we don't place any limit on the number of participants in VuRoom call. The number of videos you watch is based on your bandwidth.
Why is VuRoom not working?
If the VuRoom icon is red in color 
, it indicates that VuRoom is currently inactive. This may be due to any one of the following:
- No network connection - Please make sure that you are connected to the internet
- Lync is inactive - Please make sure that you are logged into Lync
How do I update VuRoom to the latest version?
-
VuRoom updates automatically. To manually check for updates, click on VuRoom icon in your system tray, and select 'Update'.
Video
How do I set up my camera?
Please follow the below steps to set up camera and microphone:
- Click on "SETUP"
- Click on "Allow"
- Click on "Remember"
- Click on "Close"
Camera Settings:
- Click on "next"
- Click on "Change Camera" to set camera
- Select the desired camera (USB Class video 2.0 for MAC inbuilt camera)
- Click on "Close"
How do I selectively focus on a video when multiple videos are displayed?
To focus on a particular video, click on the video in video console player.
To revert back, click on the video which is in focus currently.
Why can't I see my video preview?
Please check if your camera is setup.If you still don't see the preview, please stop video in any other applications using the camera.
Now close all your browsers and restart the event.
Why can't some participants see my video?
These participants maybe experiencing poor network connection (low bandwidth). As a host, you have the option to reduce your video bit-rate to enable viewing by low bandwidth participants.
To do this, please follow the steps below:
- Click on "SETTINGS" in the video console
- In the "SETTINGS" window, select "Low Quality". By default, the Low Quality is set to 128kbps. You can further reduce the bit rate lower to 67kbps. (We do not recommend going below 67kbps).
How do I stop streaming my video but continue with the audio?
Click on the "PRIVACY" icon displayed right under the video. To continue with video streaming, click on the "PRIVACY" icon again.
Can I minimize the video console?
Click on the "VIDEO" icon displayed towards bottom left in the event page, to minimize the video console. To revert back, i.e., display the video console, click on the "VIDEO" icon again.
Audio
Where can I set-up and control my audio devices (microphones and speakers) ?
Lync audio is being used, so all the audio devices need to be configured in lync.
Why can some participants only hear the audio?
These participants maybe experiencing poor network connection (low bandwidth). As a host, you have the option to reduce your video bit-rate to enable viewing by low bandwidth participants. To do this, please follow the steps below:
- Click on "SETTINGS" in the video console
- In the "SETTINGS" window, select "Low Quality". By default, the Low Quality is set to 128kbps. You can further reduce the bit rate lower to 67kbps. (We do not recommend going below 67kbps).
Slides
How to add presentations during the event?
Please follow the below steps to add presentations:
- Click on "SLIDES" icon
- Click on "ADD SLIDES"
- Select any existing file in the ViVu directory and click "Add to Event"
- To add a new file, click on "My Computer"
- Upload any presentation files( *.ppt, *.pptx, *.pdf), any image files(*.bmp, *.jpg, *.gif, *.png), and flash files(*.swf) from the browse window
- Check the box to "Retain Animation" (Optional)
- Click on "Upload"
What are the different file extensions I can upload?
You can upload any presentation files( *.ppt, *.pptx, *.pdf), any image files(*.bmp, *.jpg, *.gif, *.png), and flash files(*.swf).
Can I delete the files which I uploaded?
Yes, the files can be deleted by clicking on the "close" icon.
Can a participant download files?
No, the participant can not download files.
As a participant, I cannot see the slides shared by presenter.
Your slides window may have been minimized. Click on "SLIDES" icon which is in the bottom left corner to display slides.
I can see the slides changing but participants say they can not see the slides.
Please check if you have clicked on "START BROADCAST". If you are already broadcasting and still the participants cannot see the slides, just click on "End Slideshow" and click again on the slides.
They might have minimized the slides window. Please ask them to click on "SLIDES" icon.
Can I go back and forth between different powerpoint files without ending the current slideshow?
Click on "Back" in the slides console and click on the other file which you want to share with participants.
How do I transfer presentation rights?
Please follow the below steps to change presenter:
- To Transfer rights to participant, he/she needs to be on air.
- Click on the participant icon to put him/her on air.
- Click on "Change Presenter" icon and select a presenter from the dropdown.
To take the control back, Click on "Change Presenter" and select "My self"
Group Chat
How can I send a message to everyone present in the event?
Click on the "Group" icon in bottom left corner. Type the message in the text input area and hit enter. This message will be sent to all the people in the event.
I don't see any group chat window.
Your group chat window may have been minimized. Click on the "Group" icon in bottom left corner to display the window. To hide the window, click on it again.
How can I get the group chat window? I can only see a window for a particular participant.
Can I delete the messages from group chat?
No, you can not delete messages from group chat. But you can block a person from sending messages to group chat.
How do I engage in private chat with a viewer?
To engage in private chat with a viewer, mouse over the viewer's profile picture and click on the "CHAT" icon.
A chat window with viewer's name will open up. Any messages entered in that window will be sent to that viewer.
To go back to group chat window, just click on "GROUP CHAT" icon.
How to block trolls from group chat?
To block a user from posting messages to group chat, click on the user's name in the group chat list and select "KICK".
This will prevent the user from posting messages further.
Desktop Sharing
As the presenter, how do I share my desktop?
Click on "Desktop" icon in the bottom left corner. Next, click on "Yes" to start sharing the desktop. Now you can either share your entire desktop or share a particular region of the desktop by resizing and dragging the rectangle. To stop desktop sharing, click on the stop icon(top right corner) and click on "Yes" to stop sharing the desktop.
As a participant, I can not see the desktop shared by presenter.
Your desktop window may have been minimized. Click on "Desktop" icon on bottom left corner to display the shared desktop.
Record
How do I record my videoconference?
Click on "RECORD" button to start recording and click on the same button to stop recording.
How can I record an event in multiple sessions?
Click on "Record" button which is on video console player, to start recording and click on the same button again to stop recording. This is considered as one session for a event. When you want to record another session, click on "Record" again to start a new session. You'll receive emails for each individual session recordings.
Also you can find all the session recordings in your portal. Please note that when an event is paused, a recording is automatically stopped.
Where do I find the recordings of an event?
Once you click on stop recording, you'll receive an email to your account. When clicked on the link in email, the recording plays back. You can also find the recordings in the portal. To do this, please follow the below steps:
- Go to "Archives" section on home page.
- Click on "List recordings" for the event you are looking for - This will list all the recorded sessions of a particular event.
- Click on "View recording" to view the required session.
Can I save a local copy of the recording?
No, you can only watch it online. You can not save/download the recording.
Can I record the group chat?
Yes, group chat is recorded in the event along with the video and slides. Please see above to know how to record an event.
Are my private conversations recorded?
No, the private conversations are not recorded.
Can a participant record the event?
No, a participant cannot record the event. Only the event host will be able to record an event.
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