Polycom ReadiManager SE200 Software Manual

Brand: Polycom

Model: ReadiManager SE200

Type: Software Manual

This manual is also suitable for

ReadiManagerSE200

Polycom ReadiManager SE200 is a powerful tool that simplifies the scheduling and management of videoconferences. With its intuitive interface, you can easily create, edit, and manage conferences, invite participants, and track RSVPs. It integrates with Microsoft Outlook and Exchange, allowing you to schedule conferences directly from your Outlook calendar. Advanced features like templates and recurring conferences streamline the scheduling process, while the ability to add guests and make changes on the fly ensures flexibility.

Polycom ReadiManager Web

Scheduling Guide

PN: DOC2130A

Polycom ReadiManager Web Scheduling Guide

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installation.

iii

Contents

About this Guide

1 Getting Started with Scheduling

Logging On . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–1

Downloading the Polycom Plugin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–3

Getting Help When You Need It . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–4

2 Scheduling Videoconferences

Creating a Videoconference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–2

Differences in Conference Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–6

Other Scheduling Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–6

Editing Dial Options for a Video Endpoint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–7

Creating Recurring Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–9

Adding a Guest to a Videoconference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–10

Making Changes to a Scheduled Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–11

3 Using Advanced Settings When Scheduling

Selecting a Template in Advanced Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–2

Specifying Dial Options for the Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–3

Forcing MCU Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–3

Setting the Video Mode for Multipoint Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–4

Setting the Connection Speed for a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–5

Using People + Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–5

Using T.120 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–6

Chair Person Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3–7

Polycom ReadiManager Web Scheduling Guide

About this Guide

This document, the Polycom ReadiManager Web Scheduling Guide, includes

information about using the web scheduling capabilities in Polycom

ReadiManager

™ to schedule videoconferences.

Web scheduling is part of the larger ReadiManager application that is used to

configure and manage video communications within an enterprise.

An HTML version of the information in this guide is available to you as online

help while you work with ReadiManager. To access the online help, click the

question mark icon in the upper-right corner of the ReadiManager page.

The following additional documentation about ReadiManager is available:

• Polycom ReadiManager Outlook Scheduling Guide

• Polycom ReadiManager Operator’s Guide

• Polycom ReadiManager Administrator’s Guide

Polycom ReadiManager Web Scheduling Guide

1–1

Getting Started with Scheduling

This chapter tells you how to get started with ReadiManager, including how

to access it through a browser, how to use help, and how to download the

required Microsoft .Net controls.

If you are already logged in and ready to schedule, turn to Chapter 2,

“Scheduling Videoconferences.”

Logging On

Polycom ReadiManager is installed on a server and is accessed through

Microsoft Internet Explorer.

What you need:

• The IP address of the ReadiManager server.

• Your user name and password.

If you have a ReadiManager-only surname and password, your

ReadiManager administrator can provide you with them. Otherwise, use

your regular company network login.

To access ReadiManager from a PC

Launch Internet Explorer and type your ReadiManager server IP address

in the address line of your browser.

Example: http://ReadiManager Appliance IP Address

Polycom ReadiManager Web Scheduling Guide

1–2

To log in to ReadiManager

Log into ReadiManager by entering your user name, password, and

domain, and then clicking the Login button.

Please note: The password is case-sensitive.

For most users, the appropriate domain will be the same as the domain

you use to log into your main company network. For some users, the

domain is “Local.” If you are uncertain what domain to use, contact your

ReadiManager administrator.

Figure 1-1 Login Screen

The My Conferences page appears.

To log out of ReadiManager

When you are finished working in ReadiManager click the Log Out link at

the top right corner of the screen.

Figure 1-2 Log Out Link

If you are assigned a ReadiM anager role other than S cheduler, you will see a

different screen. If so, click the My Conferences link at the top of the page to get to

S cheduling.

Getting Started with Scheduling

1–3

Downloading the Polycom Plugin

The ReadiManager Scheduling interface uses special Microsoft.NET controls

and ActiveX controls that run in your Internet Explorer browser window. The

first time that you access ReadiManager Scheduling on a given computer, you

will be prompted to download and install a Polycom plugin, and may also be

prompted to download and install the .NET framework, if it is not already on

your computer system.

When you return to the ReadiManager Operator View, you may see a “Wait...”

prompt for a few seconds as the control loads, but you will not have to install

it again on this computer.

To install the ReadiManager plugin

1 Click the link to download the plugin.

2 If an Internet Explorer Security Warning appears, click Run to confirm

that it is ok to download and run the plugin.

3 In the Download message box, click Open.

4 When the installer window appears, click Next to start the installation

process.

5 Respond to the screens in the Installer Wizard, to install the plugin.

6 If another Internet Explorer Security Warning appears, click OK to

confirm that it is ok to run the control.

The control will load and display in the page.

If you need assistance setting up your com puter system and brow ser to work

correctly with R eadiM anager, please contact your R eadiM anager adm inistrator.

Polycom ReadiManager Web Scheduling Guide

1–4

Getting Help When You Need It

Online help is available throughout ReadiManager. On any page, you can click

the Help button in the upper right corner to get information about the current

page.

Figure 1-3 The Help button launches the online help

The online help automatically displays a topic associated with the page you

were on in ReadiManager.

From any help page, you can access the full help system. To display the Table

of Contents, Index, and Search panel, click the TOC button at the top of the

Help window, as shown below.

Figure 1-4 A ccessing the Table of Contents

Accessing PDFs of the Documentation

PDFs of the documentation are available for download from the online help

system.

From any page in the Help, click the PDF link.

Figure 1-5 PDF Link

2–1

Scheduling Videoconferences

The My Conferences page is your starting point for working with your

videoconferences using a web browser.

From this page you can create new videoconferences and make changes to

existing videoconferences.

If you are assigned a ReadiManager role of Scheduler, this page appears

automatically when you log in. It lists all the conferences you have scheduled.

If you are assigned a ReadiManager role that includes access to other views,

you may start at a different page. Click the My Conferences link at the top of

the page to access this page.

Figure 2-1 My Conferences Page

Polycom ReadiManager Web Scheduling Guide

2–2

Creating a Videoconference

Creating a videoconference is fast and easy. You step through a three-page

wizard to select the date and time and then select the participants.

Start at the My Conferences page

1 Log into ReadiManager.

2 On the My Conferences page, click Create New (Start with Time)

Schedule Conference: Step 1 of 3

After you click Create New on the My Conferences page, the first page of the

Schedule Conference wizard appears.

Figure 2-2 S chedule Conference P age 1

1 Enter a name for the conference.

2 Select the date and start time for the conference.

3 In the Duration field, select how long the conference will last (the default

is 30 minutes).

4 If you want this to be an audio-only conference, change the Conference

Type to “Audio.”

5 Click Next.

Scheduling Videoconferences

2–3

Schedule Conference: Step 2 of 3

On this page you select rooms and people to be included in the conference.

1 Select one or more rooms to be used in the conference.

In the list on the left, highlight the rooms you want to use and click Add

Selected Rooms to move them to the Conference Participants list.

All the rooms that are listed have video devices associated with them.

Figure 2-3 S chedule Conference P age 2

2 Add individual users you want to invite.

For each person, do the following:

— Click Add Users.

— In the User Search box, enter some or all of the first user’s name and

click search. If you type the first few characters of either first or last

name, ReadiManager will find all users that match.

ReadiManager lists the matching people.

— Select the person in the list box and click Add.

Polycom ReadiManager Web Scheduling Guide

2–4

To add a guest (a person not in your company’s ReadiManager video

network), see “Adding a Guest to a Videoconference” on page 2-10.

3 Review the video endpoints to be used in this conference.

Users who have video endpoints associated with them have the box in the

“Use Video/Audio” column checked. If the person will attend, but

doesn’t need their own device, uncheck the box.

Figure 2-4 Selecting Video E ndpoints to Use in the C onference

You can also view settings for the equipment and make adjustments to it.

For details see “Editing Dial Options for a Video Endpoint” on page 2-7.

4 Click Next to go to the next screen.

Scheduling Videoconferences

2–5

Schedule Conference: Step 3 of 3

1 Review the conference information to make sure it is correct.

If you need to make a change, click Previous to go back to a previous page

and make a change.

2Add any relevant notes.

3 Enter the email address of anyone you want to notify of the conference.

Figure 2-5 S chedule Conference P age 3

4 Click Finish.

A series of messages appears, as ReadiManager reserves resources,

schedules participants and sends emails related to the conference.

That’s it! Your videoconference is scheduled and you return to the My

Conferences View page.

How time is reserved for a videoconference. In addition to the meeting duration,

additional time is scheduled before and after the m eeting, depending on the

requirem ents for the particular room .

When R eadiM anager defines your video network resources, each r

oom is assigned

Setup Minutes and Breakdow n Minutes that are needed before and after a

conference. These are autom atically added to the conference duration time w hen

the conference is scheduled., so that adjacent conferences do not conflict with one

another. However, t

hey do not appear in the scheduled conference times; they are

handled behind the scenes.

Polycom ReadiManager Web Scheduling Guide

2–6

Differences in Conference Type

When you select an Audio versus a Video conference, ReadiManager reserves

different resources.

Video. Creating a video conference allows you to use a combination of video

and audio connections in the conference, and to reserve the required

bandwidth and equipment associated with resources, as well as the rooms.

The conference can use a combination of both Dial-In and Dial-Out. If you

have Advanced Scheduling capability, you can also specify that a conference

should be Dial In only, if you want all connections to be made through one

bridge.

A udio Only. When you create an audio-only conference, the bridge is reserved

as an audio-only media, with no video media. Choosing this conference type

automatically makes the conference be “Dial In Only” and requires that an

MCU be used. This means that an MCU's resources will be reserved and used

to create a dial-in conference. After you create the conference, the conference

confirmation email you receive will include the dial-in number and pin code

required to access it.

With this type of conference, no bandwidth is reserved except the MCU. The

rooms associated with the audio devices are reserved, so any other devices in

those rooms will not be available to other people. This also does not reserve

precious video resources on the MCU that would otherwise be reserved for a

mixed audio/video call.

Other Scheduling Features

The ReadiManager web scheduling wizard includes a number of features that

help make videoconferencing more efficient and customized for your needs.

These are described in the remainder of this chapter. They include:

• Editing Dial Options for a Video Endpoint

• Creating Recurring Conferences

• Adding a Guest to a Videoconference

Only regular PO TS audio phones can be used— not ISDN endpoints. Attem pting to

mimic an audio call using a 64K dial speed through an audio/video endpoint may

result in the call being dropped, or in very poor audio quality, due to the network

overhead when converti

ng a digital signal to/from an analog signal.

Scheduling Videoconferences

2–7

Editing Dial Options for a Video Endpoint

You can check the dial options to be used for video endpoints in rooms or at

people’s desks and change them if required to make a video conference call

work smoothly. These changes are only in effect for this conference.

If the room or user has more than one video endpoint associated with them,

you can also use this process to select the endpoint to be used.

To edit dial options

1 On the second page of the Schedule Conference wizard, locate the room

or person associated with the equipment in the Conference Participants

list.

Figure 2-6 A ccessing Dial Options for Video Endpoints

2 Click the Edit button in the Setting column.

The Edit Dial Options window appears.

Figure 2-7 Edit Dial Options Dialog Box

Polycom ReadiManager Web Scheduling Guide

2–8

3 Make sure the Device field shows the name of the device that should be

used in the conference.

4 Make the appropriate changes to the dial options. (For details see, the

table below.)

5 Click OK.

Table2-1 Edit Dial Options

Field D escription

Dial Type Specifies how this video endpoint will be accessed: through IP

or ISDN.

Device If there is more than one device associated with the room or

person, you can select the correct one from the dropdow n list.

Dial Options If you select

Dial-In for one or more video endpoints in a call, a

dial-in num ber and pass code will be created and sent to you in

the reservation confirmation em ail. You can then provide it to

people w ho will attend.

The available dial opt

ions are based on the dial option selected

in the A dvanced Settings. If Dial-In is selected in the Advanced

Settings, then Dial-In is the only option available, and Dial-Out

is grayed out. On the other hand, if the Dial-I

n+D ial Out option is

selected in the A dvanced Settings, then both Dial in and Dial

Out are enabled.

If you do not have access to Advanced Settings, then this option

are already preset.

Bit RateThis specifies what connection speed the device will use

for the

scheduled conference.

Scheduling Videoconferences

2–9

Creating Recurring Conferences

If you exceed the maximum of 100, you will receive a message to that effect,

asking you to reduce the number of recurrences.

To create a recurring conference

1 On the first page of the Schedule Conference wizard, click Recurrence.

The Appointment Recurrence window appears.

Figure 2-8 A ppointment Recurrence Window

2 Complete the Appointment Recurrence dialog box, to specify how often

the conference should recur, and click OK.

3 Finish creating the conference, as you normally would.

When you click Create Schedule, ReadiManager checks availability and

bandwidth as it normally does, and reserves the resources for all recurring

meeting times, if there are no conflicts.

Once a recurring conference is created, any changes to be m ade must be applied

to each meeting separately.

ReadiM anager does not support creation of annual recurring conferences, but

does support Daily, Weekly, and Monthly meetings.

Polycom ReadiManager Web Scheduling Guide

2–10

Adding a Guest to a Videoconference

Guests are people who are outside the ReadiManager network. Their

equipment capability is unknown to ReadiManager and must be manually

entered in order to connect to them.

To add a guest to a videoconference

1 On the second page of the Schedule Conference wizard, click Add Guest.

The Add Guest dialog box appears.

Figure 2-9 Add Guest Dialog Box

2 Enter the guest’s connection information.

For details, see the table below.

3 When finished, click OK.

If the guest will not use video to participate in this conference, uncheck the

“Use Video” box.

Table2-2 Add Guest Options

Field D escription

N am e The nam e of the guest.

Em ail The em ail address of the guest.

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Polycom ReadiManager SE200 Software Manual

Brand: Polycom

Model: ReadiManager SE200

Type: Software Manual

This manual is also suitable for

ReadiManagerSE200

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Polycom ReadiManager SE200 Software Manual

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Polycom ReadiManager SE200 Software Manual

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