What is a Conference Session?


A conference is a virtual format to communicate and interact with other participants of the event. Here, you can participate in the conference with video and audio.

A Confernce session suits for an interactive session within small groups. Another option is a Livestream Session, which does not Allow Video/Audio but scales to tenthousands of participants.


Start a Conference


Open Room


If you want to start the conference for you to get started, enter the session administration on the right navigation bar and click on "Open Room". Only the speaker(s) are in the conference then. 




Start for attendees


If you want to start the conference for all other participants, click on "Start for attendeees". The participants can then enter the conference. 




Summon Participants


You can summon participants by clicking on "Summon participants". The participants will then receive a request to enter the respective room and you will receive a notification that confirms your invitation.




Stop a Conference


Once you have started the conference for participants, you can stop the session again by clicking on "Stop session". A panel will then open on which you have to confirm closing the session.



Reset Session/ Permanently deactivate session


After you have stopped the session and confirmed that you can either reset the session ("Reset Session") or permanently deactivate it (permanently deleted). Be aware, that you only have to confirm resetting. If you click on "Permanently deactivate session" it will directly be deactivated.




Once you have resetted the session, you will be redircted back to the point, where you can open the room.

 




Your Features as Speaker


During a conference, you as a speaker have many functions that you can perform. If certain icons/functions do not appear, this is intended by the administrator of the session and has been configured in the backstage (concerns microphone, video, screen sharing).



Mute/Unmute

You can mute yourself during a conference by clicking on the icon with the microphone at the bottom of the bar. Muting means that other participants in the conference cannot hear you.

You can automatically be muted when you enter the conference, depending on the configuration in the backstage. You then have to actively unmute yourself. You can also mute all other participants during a conference. This is a function only possible for you as a speaker.


Description of symbols:

  • Icon with microphone crossed out = mute activated - other participants cannot hear you.
  • Icon with microphone not crossed out = mute deactivated (unmute) - other participants can hear you

      



You can edit the microphone settings by clicking on the check mark and decide which microphone and speaker to use. Here, the default setting is usually selected for you.



If you want to mute all participants (including yourself) except one person or switch off the cameras of all other participants, click on the three dots on the corresponding video field of the person and select "Mute everyone" or accordingly "Disable everyone's camera". 

You can also mute and/or disable the camera of this specific person by clicking on "Mute" and "Disable Camera". If the person is already muted and the camera is disabled, this function does not work.




   


As soon as the participants are muted or your cameras are switched off, you yourself can no longer unmute the participants or reactivate the cameras. These participants must then actively unmute and switch on your video on their own.



Furthermore, you can adjust the volume of the other participants in the conference for yourself by clicking on the three dots at the top right of the corresponding video field. This setting then only affects the sound you hear and does not affect what other participants hear.


 



Turn your camera on/off

You can turn your camera on or off during a conference by clicking the camera icon, making your video visible or invisible to other participants.

Sometimes your video is automatically turned off when you enter the conference. In this case, you must actively turn on your video.

In the other case, you have the choice before entering the conference whether to enter the conference with or without video.

On the selection box you will see the preview of your video and the camera setting. It will show which camera will be used. Most often the integrated camera is used, but an external camera can also be connected.



Description of symbols:

  • Icon with camera crossed out = video off - other participants can't see you
  • Icon with camera not crossed out = video on - other participants can see you





Before you start your video, you can get a preview of your video by clicking the arrow on the camera icon. Only by clicking on the camera icon you (de)activate the camera During the conference you will see your own video in a small field at the bottom right of the screen. To enlarge it, click on the field with your video.

To stop seeing your video, you can hide the field with your video by clicking on the triangle.



Flip your own Video

Your video is mirrored by default, this corresponds the view when you look in a mirror and is suitable for controlling your own camera image.
Im case you like to share content with your webcam, this could be distorting. In any case the other participants always see a non mirrored image.


If you right-click with the mouse on your own video field, a field with "Flip" appears. If you press "Flip", your video will be mirrored. This is also visible for other participants.





Share your Screen

You can share your screen during a conference which is then visible to all the other participants in the conference. 

By clicking on the "Share your screen" icon on the lower left corner of the screen, a pre-selection window opens.

 


On this you can select what exactly you want to make visible to the other participants.




Either the entire screen, an application window or a Chrome tab can be shared. During sharing, your mouse cursor will be visible on the shared window for the other participants. To do this, you need to click on one of the three tabs on the pre-selection window and then on the corresponding window/tab, etc.





Description of the three sharing options:


- Entire Screen: 

  • The other participants in the conference can see your entire screen. You can switch back and forth between windows and tabs without exiting the "Share" function.


- Application Window:

  • Only a specific open window can be shared with the other participants. If you switch between windows, only the shared window will still be visible to the other participants.


- Chrome Tab

  • Only a specific Chrome Tab can be shared with the other participants. If you switch between tabs or windows, only the shared tab is visible to the other participants.




Share audio


If you want to share your screen with audio (e.g. when sharing a video), you need to check the "Share audio" box in the bottom left corner.

Finally, you need to click on the "Share" button to start sharing the screen. This button can be clicked on only after you have selected the window to be split within a tab.



While you are sharing your screen (no matter which of the three sharing options), there is a red frame around your window so you can see what content you are sharing.

To cancel the sharing function, you can press "Stop sharing" in the selection window which is visible for you while sharing. Your screen will then no longer be visible to other participants. You can also make the selection window disappear by "Hide".




During a conference, there are additional functions that you can set as a speaker.

There are two icons on the lower right side of the screen.




Raise your hand


During a conference, each participant in the conference can raise his or her hand by clicking on the hand symbol "Raise your hand".



A hand symbol then appears in the upper left corner of the participant's own video field. You as the speaker can then see who would like to contribute and can call on them during the conference. 




Each participant lowers his or her hand again by him- or herself by clicking on the hand symbol again ("Lower your hand"). This cannot be done by you. 




Views


A Conference provides you with two video views. 

The default view when entering the room is defined through the organizer, but you can switch them.

To switch the view, klick on thy symbol with the four squares on the lower right side of the screen.




The following views are available:


Tile View

Each participant shows up in a tile which are placed next to each other.





Single View

The currently active speaker is show in a bigger Picture, other participants are placed in a smaller screen in a filmstrip on the bottom





Pin Participants

You can pin another participant for yourself personally. This means that this participant is always visible in the foreground for you and the other participants' videos are small or not visible. 

This setting is only for you for your own view and does not affect the view of other participants. To pin participants as well as to stop pinning, click on the video window of the corresponding person. 



Spotlight

As a speaker you can put yourself in the "spotlight". This means that you are pinned for all participants and you will be seen as the main image, even when you are not speaking. The other participants can then be seen as small windows at the bottom. The function can only be activated and deactivated by you by clicking on the symbol with the human being on your lower right screen border ("Spotlight Me"). 








Conference Settings

By clicking on the "Three dots" a window with the conference settings ("More actions") opens. Here you can see your name and various settings that you can set for yourself.





Manage video quality

Here you can set the video quality of the conference between four levels. Mostly the "High resolution" is set automatically.





View full screen

By clicking on "Full screen mode" the conference appears on your entire screen. This function can be terminated by clicking the ESC key or by clicking on "Exit full screen" in the conference settings.



Mute everyone

As a speaker, you can also mute all participants during a conference. To do this, click on the three dots on your lower right screen and click on "Mute everyone". Here you mute all participants except yourself. After you have clicked on "Mute everyone", a pop-up window appears where you have to confirm the muting.



Disable everyone's camera

You as the presenter can switch off the cameras of all participants in the conference during a conference. To do this, click on the three dots on your lower right screen and click on "Turn off all cameras". Here you switch off the videos of all participants except your own. After you have clicked on "Switch off all cameras", a pop-up window appears where you have to confirm the function.



Select background

You can choose between different backgrounds for your video view. 

For example, you can also select your screen as the background.




Settings

By pressing the "Settings" button, the required devices (camera, microphone, audio) can be set under the "Devices" tab. In most cases, the integrated camera and the standard functions of the microphone and audio are automatically set. You can also check the audio by a test tone. Secondly, you can set the operating language under the "More" tab. The buttons and selection options are then displayed accordingly in the respective language.






Requesting Participants

During a conference, you have the option under "Session Participants" to request microphone, camera or screen sharing from individual participants.

To get to the "Session Participants" overview, click on the icon with the people on the right navigation bar. You can close the panel by clicking on the icon with the people again or on the cross at the top left of the panel.


The panel "Session Users" shows an overview of all participants who are currently in this session and those who are not in the session. Furthermore, the activity status of each participant is shown.


Green = Active (actively participating in the session)

Orange = Inactive (in the session, but not actively participating (on other apps, etc.))

Red = Away

Gray = Invitation not accepted


Note: The status "gray - invitation not accepted" is not in the image


Next to each participating participant's name is a microphone and camera icon. You can see if a microphone/camera is on or off either by the icon not being crossed out/crossed out or by hovering over the icons and the description will appear.



Microphone/camera icon is not crossed out = microphone/camera is on

Microphone/camera icon is crossed out = microphone/camera is off


If you click on the right icon with the "three dots" next to a participant, you can request four different things from the corresponding participant. If you request one of the four things, a pop-up notification appears on the participant's screen, which the participant must agree to in order to release the corresponding requested thing.

More than one function can be requested at the same time.





Four functions to request


Request audio



Mute participant



Request audio and video



Request screen share

   




Mobile View

If you'd like to take an active part in the conference, we recommend to use laptop or other device with a big screen.

To join the conference from your smart phone, click after this warning the join session button.





  






Further Reading


More information and detailed description of the user interface can be found here