The first page you land on is your personal Profile:

In this Profile you will find:

• the Account ID (this information is very important: it must be entered when the Users belonging to your account log in)
• the Provisioning plan
• the Email
• the Roles associated to the Account 
• the Permissions that are granted.

Following your profile data, you will find some Dashboard Cards, which report your subscription data, upcoming meetings, recordings list, customization made on your environment (e.g. Automations) and tickets. 

• 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.
• A message will appear if no data is available for the specific card. For example: 

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.

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:

Backgrounds

You can upload images to use as backgrounds during meetings. 

• From the top right buttons, click on the button  to access the Background section
• Upload images, using the Upload button

It is possible to Download or Delete images from Backgrounds section: 

• Click on  button on the top-right corner of the selected image
• Select the action from the menu

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.

Set or edit the Recording Label

Click Details 

change or insert the Label name and Save.

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. 

Buttons

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

or create new ones.

The buttons created here, will be used to add new functions to the Vidaoo Toolbar in the Meetings.

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

• Create: create a new button 
• Edit: edit and eventually update the button selected from the list
• Delete: permanently delete 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.

Create new Buttons

New custom buttons can be added to the VIDAOO tool bar:

To create a new button, click the  command on the top-right of table, fill the form and Save it.

Here it is an example: 

You can create as many buttons you like and, when a Meeting will be set up to use them, on your VIDAOO Toolbar you will find them:

Automations

The Automations are actions or procedures that operate automatically when certain conditions occur. (Each time an automated action is initiated, the system logs it. See later in Logs section).

You can set up the automatic tasks for your organization meetings in this section:

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

• Create: create a new automation
• Edit: edit and eventually update the automation selected from the list
• Delete: permanently delete the automation selected from the list
• Refresh: refresh the table rows
• Filter: hide/show filters
• Export: export the current table rows in a csv format file.

Create Automation

Click :

and enter the automation conditions and actions (in the format: if this event occurs and these conditions are met, then the action/actions to trigger is/are..):

• Name of the Automation
• Description (optional)
• When is the condition in which the automation is activated 
• Conditions (optional) that you can specify to activate automation
• Actions (at least one) to be initiated triggered by the occurrence of the condition. You can choose (clicking on ) among the following:
  • Send Mail 
  • Sip Invite
  • Webhook
  • XCALLY Webhook

If you want you can add more then one action; when you finish just toggle the selector to activate the automationand save it

In the following paragraphs we see how to use the various types of actions.

Send Mail Action

The Send Mail action triggers the sending of a preset email message to a specific set of email addresses. In in the following example we want set up an automation to be started anytime a meeting starts :

Click on  in the Action section and select Send Mail:

Now enter the email recipients, the subject and the body of the email message and confirm:

.

SIP Invite Action

The SIP Invite action triggers a request sent by a calling party, inviting a recipient for a session:

Click on  in the Action section and select SIP Invite:

Now enter the following information:

• SIP URI is the SIP address or IP (server:port) followed by the port number where the call center platform expects to receive a sip invite packet
• Calling Number is the internal number of the call center that generates the call
• Called Number is the internal, queue or IVR number of the call center called
• Authentication: sometimes the internal number to generate the call requires authentication (in this case, by clicking here you can enter username and password)

and confirm.

[transport-udp]
type=transport
protocol=udp
bind=0.0.0.0:5065

[6001]
type=endpoint
context=from-sip
disallow=all
allow=ulaw
auth=6001
aors=6001

[6001]
type=auth
auth_type=userpass
password=YOUR_PASSWORD
username=6001

[6001]
type=aor
max_contacts=1

Webhook

Web applications can communicate with each other, sending real-time data from one application to another whenever a given event occurs, using the Webhooks (http request to an external webservice):

Click on  in the Action section and select Webhook:

Now enter the following information:

• URL endpoint (the place where you’ll be sending the information that you’re capturing in the webhook)
• Method can be chosen among GET/PUT/POST/PATCH/DELETE
• Headers Key and Value: endpoints may require that you include headers in your request (common use cases for request headers include a content type specification, e.g XML or JSON, and authorization headers that contain your credentials with your  system). Insert and Add as many of them you need
• Body Key and Value: these fields are displayed only if you choose a POST/PUT/PATCH method

and confirm.

XCALLY Webhook

You find on Vidaoo a Webhook for XCALLY Motion that is almost ready to use: 

It can be used as an example when you create a webhook for any other external webservice or to integrate XCALLY Motion, entering your XCALLY address, account ID and modify/add any other of the proposed parameters.

Reports

In Reports section historical data about meetings is available.

• Clicking in the Action button, it is possible to visualize the participants information about the specific meeting.

• From the command bar on the up-right side, data can be exported in CSV and in Excel format. 

• You can export meetings, applying filters and generating detailed files. 
• The list of exported files is shown in the "Exports" window, where it is possible to download the files (Actions-->Download)

Monitoring

In this section you can monitor all the realtime activities taking place in the Account environment.

• You will find some Cards, which show general data:

• You have the possibility to see pie charts that show the kind of devices and browsers used:

•  A line chart that shows active meetings is available:

• You can also see detailed information of a specific active meeting:         

We suggest you follow the following configuration steps:

• check the default Roles provided by Vidaoo and, if they don't meet your needs, create new custom Roles
• create the Vidaoo Users and define, for each of them, the Role corresponding to the functions they have in the organization

Roles

In this section you will find all the existing Roles, both the predefined ones and those created by you, for your Account:

Each Role is a set of permissions that will be applied to Vidaoo Users who are part of it (remember that it is mandatory to choose a role when adding a user to the system).

Here you can create new Roles, view and change custom Roles, and so on.

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

• Create: create a new role 
• Edit: edit and eventually update the role selected from the list (this action is not allowed on default roles)
• Delete: permanently delete the role selected from the list (this action is not allowed on default roles)
• Refresh: refresh the table rows view
• Filter: hide/show filters
• Export: export the current table rows in a csv file

Default Roles

Before creating new custom Roles, have a look to the already existing Roles you find in Vidaoo (they are tagged with in the column Default).

Default Roles cannot be deleted or modified, but new and flexible roles can be easily created in order to customize the list of permissions that you want to grant to Vidaoo users.

Here you find the list of the Permissions allowed to each existing default Role (you can inspect them by selecting a Role line and then click on  Edit):

Each authorization refers to the context in which it is applied (for example: Join, Meeting, Buttons, Automations, etc.) and to the specific action granted (for example: Create, Close, Remove, Update, etc.) when a User who is part of this Role is operating in it. See the info box Permission List below for additional information.

Custom Roles

Since the default Roles are not editable, you may find it useful to create a few that best suit your organization.

Let's use the command (on the up right side of the Role panel) Create to define a new Role:

• Choose a Name for the role
• Select (among those available in the list) the Permissions to be assigned to the Role (click one by one on all those chosen)

At the end, click on Save and your Role will be created  

Custom Roles will be tagged with  in the Column Default.

Custom Roles can be edited and modified anytime. 

Go to the List of Roles, select the one you want to delete or modify and click on :

Now choose if you want to Update (e.g. change the permissions of the role) or Delete it:

Users

In this section you will find all the Vidaoo Users already created for your account or you can create new ones:

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

• Create: create a new user
• Edit: edit and eventually update the user selected from the list
• Delete: permanently delete the user selected from the list
• Refresh: refresh the table rows
• Filter: hide/show filters
• Export: export the current table rows in a csv file
• Reset Password: set a new password for the selected User
• Key: You can create a key to use in your integration as X-APIKEY

Create a User

Click and enter the User details:

• Username
• Email
• Password
• Roles (even more than one, selected from the list of the existing custom and default Roles):

At the end enable the User switching the red toggle  and the User becomes active  and Save.

Anytime you want to temporarily disable a User you can switch this selector off.

Edit a User

Select the user and then click on :

Now click on Update and you will be able to modify the User Role:

At the end the changes.

You can also Delete a user here or use the specific icon  in the User list.

Generate API Token

Vidaoo Administrators (with Token Access Permission enabled) can generate API Tokens for each User.

API tokens can be used to as part of APIKEY authentication for integrations.

You can view, add, delete and manage API tokens for each user in the users list. Select a user and click  on the command bar and then Create :

Insert the name (Label) of the Token and click Generate:

Now it is very important you copy the Token ID (this is the only time you can do it!) and paste it carefully somewhere:

Now your token is ready to be used for integration purposes.

Vidaoo was born from the idea of ​​self-provisioning. Vidaoo allows the user, in complete autonomy, to modify the plan (e.g. the number of concurrent sessions, even for short periods).

• • Once you have chosen one of the standard plans, simply click "continue" to be directed to the customer portal section and proceed with the subscription. Finally, it is possible to interrupt the active subscription in total autonomy.

Payment is made recurring and automatically and in the event of non-payment, the license is deactivated (impossibility of use) until the payment is renewed.

N.B. At the time of registration, the user has the opportunity to try the Vidaoo solution for 30 days for free (one concurrent video session) and, at the same time, he can choose to subscribe to a plan.

• • After making the payment, you can change your plan. Click on  «manage» button to update or cancel your subscription .

• • In case of an upgrade, you will be offered which plan you would like to upgrade to:

• • Billing information is also shown in the Profile Page:

• • Your current plan will be shown on your "Plans" section, complete with the renewal information (date and payment method)

Tickets

The Tickets environment allows you to create and monitor your trouble tickets on Vidaoo:

On the right top side of the window you find the available commands:

Click on:

• •  create a new ticket 
  •  to refresh the list
  •  to export the list contents in a csv file.

When you Create a new ticket, you will be prompted to enter the reported problems in a form (the more accurate is the description, the better!):

At the end Save it and now you'll see your ticket is added in the tickets list:

and you will receive an email from the Vidaoo TT system that will inform you about this:

and from now on, any changes will take place in the status of your ticket, you will receive an email.

The initial Status is To Do, but as soon as the ticket is processed the Status changes (remember to Refresh the list view):

The Ticket Status progression is:

• • To Do
  • Pending
  • In Progress
  • Done (final)

Click on the funnel icon on the Status filter in order to display only a subset of tickets:

Logs

This section displays the list of the Response Logs associated to the Automation Actions:

On the whole list you can operate clicking the buttons:

• •  to refresh the list
  •  to show/hide the filters that can be applied on the list (see info box* below)
  •  to export the list contents in a csv file.

In order to inspect the Request and the Response Log details, click on it.

Here you find the Request/Response corresponding information, shown in two columns:

• • Log Request Id/Log Response Parent Id
  • Partent Service Id
  • Service name (<version>.<service>.<method>)
  • Message Summary/Message Summary Response Log
  • Data output message log (data or string)
  • Level of severity
  • Created At Date

Click Previous or Next to go back and forth in the logs list.

Click the button near a field to copy it.

Manage Vidaoo Meetings

You will find how to manage Vidaoo Meetings here!

Advanced Parameters

It is possible to add parameters to the string to be used by a Guest or by an external user (integration via API) to prevent some buttons from being displayed, to skip the welcome page you land when you start a meeting or to inhibit some other functions.

These parameters must be added at the end of the string and can be combined together inserting & among them, like in the following example:

https://vidaoo.xcally.com/join-native/5fb6a10d05e471001154d065?skipWelcome=true&video=false

(it means that the welcome page must be skipped and the videocamera must be disabled automatically).

Here you find a list of these parameters and how to use them:

• skipWelcome: if "true", the user will join the meeting skipping the nickname and devices selection page
• nickname: the string specified will be used as user nickname (only available for not authenticated - guest - users)
• audio: if "false", the user will join the meeting with its microphone muted
• video: if "false", the user will join the meeting with its camera disabled
• mode: if "audioOnly", all video tracks will be disabled (the user will not send and receive video tracks). If "videoOnly", all audio tracks will be disabled (the user will not send and receive audio tracks)
• cameraButton: if "false", hides camera button
• microphoneButton: if "false", hides microphone button
• screensharingButton: if "false", hides screensharing button
• fullscreenButton: if "false", hides fullscreen button
• closeButton: if "false", hides the button to leave/close the meeting
• settingsButton: if "false", hides settings button
• filter=blur applies a blur effect to the background (This parameter can be used in combination with others, like skipWelcome=true)
• filter=mask&backgroundId="imageid" replaces background with the chosen image (This parameter can be used in combination with others, like skipWelcome=true)

NB: Query string parameters are case-sensitive.