Art & Drama Meeting rooms
The video conferencing equipment in Art and Drama rooms have been upgraded.
The new solution will not only provide better quality audio and video but will also simplify the meeting room experience in each room.
The important thing to note is that unlike the small meeting rooms which have been set up for Microsoft Teams use only, the large meeting rooms are configured to support any virtual meeting platform but most specifically, Microsoft Teams and Zoom.
Summary of Upgrades and features:
Each room has had new microphones, Small factor PC's, cameras and touch screen pads installed which add much more functionality and much clearer sound and video for all participants, whether in the room or remote.
PTZ cameras have been installed which when linked with the preset zones on the microphones, will pan and track the speaker/presenter across the room based on the zone they are in.
Each room also has a new Quick launch software called MAGO which will display all meetings (regardless of the platform) on the front screen to let you join from a central location. This is linked to a single room calendar.
When a room is invited, the meeting will appear on the screen in seconds, you will no longer have to wait 5-10 minutes to be able to join the meeting.
Simplified touch screen panel to start a meeting.
There are slightly different options on the wall touch panel depending on whether you are using the room in standalone mode or combined Art & Drama.
Locations for Presentations/Documents for events:
If you are planning to use a slide deck or any documents within your meeting in the large meeting rooms, please create a new folder with the event date in the relevant room folder in this link so that it can be loaded on in time for your meeting:
Link for Trust office Meeting Room Presentations
Setting up a Teams meeting in one of the rooms:
1. Book the meeting room:
This is the existing Cloud booking system. Rooms should continue to be booked as you would normally do via the cloud booking portal (https://gdst.cloudbooking.com/SSO/Login.aspx )
Please note that Cloud Booking will be very soon releasing a new feature which will allow you to create Teams meetings when booking out a room so this guide will be updated to reflect this once the update is released.
2. Create the meeting and invite the room:
Please note that the first time you invite each of the meeting rooms, you will have to enter the full email address as they are newly created rooms and will not be in the “history” of people you have called previously. This is the case when using either of the methods below.
The rooms listed above all have the same naming convention which is <room name>TRU@wes.gdst.net so for example when inviting the Council Chamber room for the first time, You should enter: ArtTRU@wes.gdst.net.
a. Via Microsoft Teams:
i. Open Calendar tab and select the time you wish to start the meeting and enter any meeting details you require.
ii. Invite all the required participants including the meeting room (in the below example it is ArtTRU@wes.gdst.net.
iii. Click on send to confirm the meeting. The meeting should appear in the MAGO room calendar within seconds for you to join. This can be done via the desktop touchpad, mouse or the touch screen TV.
b. Via Microsoft Outlook:
i. Click on the Calendar icon in Outlook
ii. Click the Teams Meeting icon on the ribbon at the top of the screen.
iii. Enter all the meeting information and ensure you invite the relevant room to the meeting.
iv. Click on Meeting options and select "everybody" in the who can present option to allow the room and other particpants to be able to share. There is a known Microsoft issue where this is only necessary if creating a teams meeting via outlook.
v. Save
Setting up a Zoom meeting in one of the rooms:
1. Book the meeting room:
This is the existing Cloud booking system. Rooms should continue to be booked as you would normally do via the cloud booking portal (https://gdst.cloudbooking.com/SSO/Login.aspx )
2. Create the meeting and invite the room using Microsoft Outlook:
Please note that the first time you invite each of the meeting rooms, you will have to enter the full email address as they are newly created rooms and will not be in the “history” of people you have called previously. This is the case when using either of the methods below.
The rooms listed above all have the same naming convention which is <room name>TRU@wes.gdst.net so for example when inviting the Art room for the first time, You should enter: ArtTRU@wes.gdst.net.
i. Click on the Calendar icon in Outlook
ii. Click the Schedule a Meeting icon on the zoom section of ribbon at the top of the screen (If you do not have this on your calendar please log a ticket with service desk for it to be added).
iii. Enter all the meeting information and ensure you invite the relevant room to the meeting.
iv. Save.
v. You will now see the meeting appear in the room calendar within a few seconds.
Calling from a meeting room:
You are able to dial out of the room to anyone in the organisation as you would from your laptop.
To do this please follow these steps:
1. On the desktop Pad or using the mouse and keyboard, click on “Video Call”, this will open a new window to ask you to select your video conferencing tool. Please note that only Teams and Zoom have been set up to call out from the meeting room, the other options will allow you to enter a meeting code and ID to join a meeting but not directly dial out from the room.
2. Once you have selected teams, click "New Meeting", this will bring you to a display where it asks to you to enter the name of the person you would like to call.
3. Enter the name of the person(s) you wish to call. Please ensure you enter the full name or wait for the list to populate before clicking on the name to avoid the incorrect person being selected. Please note that anyone you add at this stage will receive an email with the teams invite and the calendar email attached, when finished you end the call the same way as usual.
Sharing your screen:
There are a few options to do this depending on whether you want to share within a meeting or just to display your screen to people in the room, please note that option 1 is the preferred method and any others should be used as alternatives if for some reason there is a problem with option 1:
Sharing into a meeting:
Via MagoLink.com (preferred method):
On the bottom left of the TV screen, you will see a QR code, If you are sharing from a laptop, please visit Magolink.com and enter the timed code on the screen to connect your laptop (look further down for details on using mobile device with the QR code).
Once connected you will have the option of joining a call by entering a meeting ID and passcode or on the right hand side you will see a screen sharing option. Please note that this allows you to select individual tabs, individual windows or the entire screen to share (If you are planning on showing a video or audio, please note that the individual Windows option does not allow sharing of sound from computer, only the sharing of a specific tab or entire screen allows this.
Once finished simply click the disconnect button from your screen.
Please note that if you click stop sharing and not the disconnect button on the magolink page on the browser, your laptop will still be connected and waiting for you to select the next thing you would like to share. A way of identifying if this is the case is if you cannot see the QR code on the bottom left of the Mago Room screen.
Via HDMI Cable from desktop pad:
Please use the HDMI cable connected to the touchscreen desktop pad to share your screen into an exisiting meeting instantly.
Joining the meeting via your laptop and sharing your screen. Please note that if you have an embedded video/audio file within your presentation or are sharing a video from a web page, when you select the screen to share, you must ensure that you enable the "include computer sound" option so that it shares the sound from the presentation.
Sharing your screen outside of meetings:
Via MagoLink.com (preferred method):
On the bottom left of the TV screen, you will see a QR code,If you are sharing from a laptop, please visit Magolink.com and enter the timed code on the screen to connect your laptop.
Once connected you will have the option of joining a call by entering a meeting ID and passcode or on the right hand side you will see a screensharing option. Please note that this allows you to select individual tabs, individual windows or the entire screen to share.
Once finished simply click the disconnect button from your screen.
Please note that if you click stop sharing and not the disconnect button on the magolink page on the browser, your laptop will still be connected and waiting for you to select the next thing you would like to share. A way of identifying if this is the case is if you cannot see the QR code on the bottom left of the Mago Room screen.
Via HDMI from desktop pad:
Please connect your laptop to the HDMI cable that comes out from the desktop pad. If you are not in an existing meeting at the time of connecting the HDMI cable, it will run a meeting instance in order to share your screen. Please ensure you end the meeting on the touch pad when you have disconnected the HDMI cable and finished sharing.
Standalone Mode
When the divide is up and you are going to be using only one of the rooms, you can go to the wall panel in that room and select standalone mode, you will get a prompt asking if there is a presenter for this meeting, the answer you provide here will determine how the cameras behave for that meeting, as explained below:
Presenter = True (recommended if you have someone standing at the front of the room):
If there is a presenter that will be standing at the front of the room and this option is selected, both front and rear cameras will be activated and the rear camera will track the presenter at the front of the room. The front camera will focus on the audience so if someone asks a question or starts talking in the room, the front camera will focus on the zone where it detects the sound.
Presenter = False (Recommended for normal team meetings where there is no need to track someone at the front of the room):
If this option is selected, as there is no presenter, the rear camera will not be engaged in this mode. The front camera will pick up the zones where it detects sound and if no sound is detected for 6 seconds then the camera will pan out to show the whole room until it detects a sound.
Please note that you do not get this option in combined mode as the assumption is that there is always a presenter when the rooms are being used together.
Combined mode:
When the two rooms are going to be used together, everything is controlled via the ART Room panel.
The cameras and meeting experience will work exactly the same way as the standalone mode but will be displayed on all 4 screens and the cameras will track across both rooms depending on where the microphones are picking up sound from.
To enter combined mode, please go to the touchscreen wall panel in the Art room and from the main menu, select Combined- you will get a prompt to confirm you would like to enter combined mode (to prevent any accidental changes in Drama if an existing meeting is taking place). once you confirm, you will see that all 4 TV's are on in the default extended view.
Additional information:
Default view:
By default, the rooms are set up to be in extended mode for a better meeting experience. This means that the front screen/s will show either the Mago home page (if nothing is being shared) or any shared content. The rear TV's will display the Meeting room app such as Teams or Zoom and show the participants that are in the meeting.
Wall mounted touch screen panel
With the new simplified solution, you will find there is very little need to use this panel.
The only options you will find when you click into it is as follows:
Power button top right
Video Source
<Room Name> PC: This will be the default option and what is required for virtual meetings
<Room Name> Wall plate: Select this option if you would like to use the HDMI cable to share content ONLY with no requirement for a meeting.
Volume control
There is an advanced menu behind a password protected screen that is for ITS Admin team only.
Please also note for Art and Drama, on the bottom left you will be able to see whether you are in split mode (<Room Name>:Standalone) or combined mode Art and Drama.
Teams cropping default
Teams by default will crop videos to make them fit your screen better ("Fill to Frame"). If you find participants are saying part of their view is cut off then they will have to right-click on the video and select "Fit to Frame" to see the entire video.
Camera tracking
All the rooms have been setup with different zones and the cameras will swap to a different view depending on who is talking in the room (for longer than 2 seconds).
Full room only camera mode:
The rooms have been configured to use the upgraded technology to move the cameras depending on where people are and who is talking. If you would like to have the cameras in a static view which shows the room and doesn't move during the meeting, please let Chizo know ahead of time so he can enable this mode for you.
