A User is a member of the Vidaoo Service within a specific Account, who can only use non-administrative functions (the latter are the responsibility of the System Administrator).

The Administrator can define different types of access to the Vidaoo platform by assigning or limiting certain permissions to groups of Users: to do this, he/she just define the Role that each group of Users must have and set each User's profile with it.

Login to Vidaoo

To log in as User go to: https://vidaoo.xcally.com/login-as-user

and enter:

• the ID of your Account (this information must be given to you by the Vidaoo Administrator)
• the User name or email (same as above)
• the User password (same as above)

The Menu that is displayed to the User and the list of functions available depend on the Authorizations linked to the Role chosen for this account by the Administrator (in the example below the User is an Agent):

Following your profile data, you will find some Dashboard Cards, in which some of the User are shown (e.g. Upcoming Meetings, Recordings), like the following example: 

Users Roles

The default Roles for a Vidaoo User are:

• Account (usually used by the Vidaoo Account Manager or Administrator), which has a full control of all the Vidaoo functions
• Developer (a role of whoever has the function of developing solutions on Vidaoo)
• Agent
• Kiosk

In addition to these default roles, the Administrator can create custom Roles and assign specific permissions to the users who belong to them: it follows that the menu and the commands that will be available for a User will be directly related to the Role that has been assigned to that User.

The Agent's Role

This is the Agent User Profile:

In the upper section you will find all the information about the User (name, id, account, email, etc.) and the list of permissions associated with the User Role (i.e. the Agent).

The lower section shows some of the User's activities (e.g. Upcoming Meetings, Recordings) in the dashboard cards, as in the following example:

You can click on the button you find on the right up corner of each dashboard   to go to the related Section or click on the corresponding menu item.

Meetings

In this section you can list all open Meetings and setup new ones.

There is a list of all future meetings. For each meeting there is the following information and the ability to filter:

• Id: meeting identifier
• Topic: Topic inserted in case of creation of the meeting; and the word «meeting» in case of a quick meeting
• Creator: the person who created the meeting
• Type: Scheduled or quick meeting. By default, only the scheduled meeting is visible. Use the filters to view the quick meeting and / or both.
• Created at: when the meeting was created
• Scheduled at: meeting scheduling date

You can use the command bar on the up right side in order to:

• Create: create a scheduled meeting
• Edit: edit and eventually update the meeting selected from the list
• Delete: permanently delete the meeting selected from the list
• Refresh: refresh the table rows
• Filter: hide/show filters
• Export: export the current table rows in a csv format file
• Copy Link: copy the meeting link to clipboard
• Backgrounds: you can uploads images to use as backgrounds during meetings
• Join Meeting: you can select the meeting (prepared in advance) from the list and click here to join 
• Start new Meeting Now: use this button to instantly activate a new meeting 

Create a Scheduled Meeting

To create a new Meeting click :

and insert: 

• Topic: the subject of the meeting
• Scheduled at: date and time of the meeting (click on the calendar icon  to choose the date and time)
• Duration: move the selector to determine the length of the meeting (minimum 15 minutes). The duration of the meeting is indicative for the participants and will not make the session expire at the end of the indicated time 
• Add Participants (optional): insert here the email addresses of all the people you want to invite to the meeting (insert the address, then click and it will be moved in the Participants List)
• Note (optional): insert here a note about the meeting
• Buttons (optional): choose from the list the custom buttons you want to appear in the user interface (must have been created before). The buttons associated to a meeting will only be available on the user interface of authenticated participants, not for guests
• Feedback: enable/disable the possibility to give a feedback at the end of the meeting. 

Click  to save your new meeting.

If you want to share the link of the Meeting with other participants, just find it on the Meetings List and the link will be copied to the clipboard:

so you can paste and share it with anyone you want.

Now your meeting is ready, when it's time to start just select it and click :

and the Participants you inserted as email addresses that received the invitation will join you.

You can also click  and invite someone else instantly (those will be considered as Guests, not as Participants).

Create a Quick Meeting

You can easily and quickly create a new Meeting: just click on the  icon and the meeting will be started instantly:

Click  and send the meeting link to the people you want invite to join the conversation. When they click on the link the meeting session is started:

Recordings

The Recordings section contains the list of video conversations that have been recorded:

On the right top side of the window you find the commands that can be applied to the Recordings list. Click on:

•  to edit Recording details, e.g. the label
•  to refresh the list
•  to show/hide the filters that can be applied on the list
•  to export the list contents in a csv file.

Download Recordings

Click on the button Download to download the file containing the recording. The file will contain the meeting session and any other contents belonging to the meeting (e.g. the screen sharing flows). 

When Vidaoo is integrated with another application through APIs, the string Download* indicates a direct download link. 

Recordings Status 

You can filter the list view by Status, selecting one or more of the proposed values:

Recordings have the following status: 

• Failed
• Ready 
• Started
• Processing 
• Deleted: When Vidaoo is integrated with another application through APIs, it is possible to visualize deleted recordings. 

Administration

Buttons

The full list of all the available custom buttons is available in the section Buttons.

 In this section you'll find all the custom Buttons already created for your account:

You can use the command bar on the up right side in order to:

• Edit: view the button selected from the list
• Refresh: refresh the table rows
• Filter: hide/show filters
• Export: export the current table rows in a csv format file.

Click a button in the list, then to see all its characteristics:

Manage Vidaoo Meetings

The UI of Vidaoo is very simple and intuitive: let's explore all the features you can use during a meeting session.

When you start, Vidaoo presents some information that can be changed before joining the meeting:

• if the permissions to join using a Camera and a Microphone are enabled, as for the Account role they usually are, you'll see them as active but you can easily deactivate them 
• you can change the default Camera, Microphone and Speaker clicking
• you can change the nickname under which you will show yourself as a participant of the meeting with a new one. To do this click and type another name:

and the nickname you have chosen will be displayed from now on in your meetings until you change it

• you can copy the address of the meeting and invite other participants to join.

When you're ready, click Join and you will be transferred to the conference room, waiting for the other participants to join as well:

When at least the first one joins the meeting can start:

The participant entering the meeting goes full screen and his/her name is highlighted (in the example, Mary is in green) in the sidebar on the right. All the other participants are represented in the preview boxes at the bottom of the screen.

You can switch the contents of the main window by clicking one of the preview boxes below or the participant name (on the sidebar). The same action is used to bring a screen sharing window to full screen. 

On the bottom line you find (Some of the listed button are available only for payment plans):

• the time elapsed since the start of the meeting (i.e. since the first participant joined the meeting) on the left side
• Buttons, that is the commands that can be used during the meeting. If you hover over a button, the system highlights its name. In addition to the default buttons, "custom" buttons can be displayed (click here to see how to create new buttons for your organization). You can use these buttons to activate / deactivate the available functions:

On the sidebar (right end) you find :

• the Participants Tab which shows the participants' nickname and devices (in action or disabled);
• the Chat Tab, where you can exchange text messages and files with the other Meeting participants (see below).

At the end of the meeting, it is possible to give a feedback (if enabled when creating the meeting)

Chat during a Meeting

During the Meeting session you can chat and exchange files with the other participants.

• Click on the Sidebar tab Chats and start typing your messages in the input box below. Then press enter or click  and the message is sent to the other participants.

• When there is a new message, participants will receive a notification  either in chat tab and in fullscreen mode

Notifications can be disabled from the Chat Settings: