1. How to Attend a Conference

The time has arrived!

When the time has arrived for you to attend your video appointment, there are a few ways you are able to enter it. Depending on the information you have been given, you can attend using your Appointment ID, Quick connect codes, email link or dial-up connection. Please read the section below to find out how to join using each method.

Test before you start

It is recommended that you run through our short video test before you enter your appointment to ensure that things run smoothly when the conference is due to start. To access the test please go to the login page and press the start button underneath the test section. If you are a first time user you will be given access to our Quick Start Guide which will instruct you on how install your video software ready for your appointment.

Figure 1.1. Test before your appointment is due to start.

What does a test check?

During a video test, a number of conditions are assessed to determine whether or not your computer is adequately equipped for a conference. The tests are designed to evaluate whether:

  1. You have up to date video software installed.
  2. You have a suitable network connection.
  3. Your video camera is working.
  4. Your microphone and speaker are working.

Testing with Jean the parrot

Your test will be conducted with Jean the virtual parrot. Jean will mimic the words or sentences you say to him to test your connection, microphone and camera.

Figure 1.2. Jean the test parrot.

Do I have to test before a conference?

The test act as a precautionary tool to ensure a good conference connection. Testing before your conference is not an essential step but is recommended to help ensure a problem free start to your call.

Attending your Appointment

When your appointment is due to start there are a few ways in which you can join. To attend a conference you may enter through Appointment Code, Quick Connect codes, email link or by dialling-in on a phone. The steps to enter the conference are:

By Appointment Code

  1. Go to the TeleConnect login page.
  2. Use the left blue login panel to enter your name and Appointment Code.
  3. Press enter to join the conference.

Figure 1.3. Entering a conference via your Appointment Code.

By Quick Connect Code

  1. Go to the TeleConnect login page. Within the Patient Login screen click "here" above the blue enter button to view Quick Connect login.
  2. Use the left blue login panel to enter your Access Code and PIN.
  3. Press enter to join the conference.

Figure 1.4. Entering a conference via Quick Connect Codes.

By Email

  1. If you received an appointment email, find your originally sent invitation.
  2. Press the Join Conference button.

Note: Hold onto your email!
It is important to hold onto your original emailed invitation within your inbox for later retrieval. Even if the session is scheduled for a long time in the future, you will not receive another invitation, so make sure you keep that one!

Figure 1.5. Entering a conference via email.

By Dial-in

  1. If you received an appointment email, find your originally sent invitation.
  2. Call the number under the "Dial-in" section and follow the voice prompts to join the conference. You will need both your VCID and PIN number.

Figure 1.6. Entering a conference via Dial-in number.

2. Using the Video Interface

Learn your way around.

Once you have successfully entered your appointment, the conference can now officially begin! This section contains all you need to know about how conferences are started and finished and how to use the video interface itself. This includes how to set up your device, the audio and image control available, and additional conference features such as screen sharing.

The Waiting Room

The Waiting Room acts as the control point to start and end a conference. Depending on your role as the moderator or a participant you will have different responsibilities during a session.
The Waiting Room also supports participant file sharing, chat functionality and real time support. It also includes a panel to indicate the status of each participant where a user can be in one of three status types:

  • Participant in Conference Room: The participant is currently in the video conference.
  • Participant in Waiting Room: The participant is currently in the waiting room but has not entered the conference.
  • Offline Participants: The participant has not yet clicked to enter the conference and is therefore offline.

Figure 2.1. An overview of the waiting room interface.

Participant Status: The participant status panel allows you to see the statuses of your fellow participant’s at a glance. Participants will change colour and move panels depending on their status as they enter the conference.

Conference Chat: Use this panel to chat with all or individual participants within the room. Chat can be used prior to the conference starting.

File Sharing: You can send and receive files from all participants. Simply drag and drop a file or upload one with the Browse button.

Help Section: Real time support is available for those who run into technical difficulties. You are able to call or chat with a TeleConnect support technician.

Enter Button: Used by the host to start a conference. Participants cannot enter the conference unless the host has pressed this to start the appointment.

Leave Button: This button allows you to leave the video conference. Participants will no longer remain connected to the video conference but will remain within the waiting room.

Reconnect Button: This button allows you to reconnect to the video session if you are having trouble entering the conference.

Access Credentials: This popup allows participants to view all credentials that allow entry into this conference. This includes Quick Access codes, dial in numbers and room ID's for alternate room systems.

Starting the appointment

The video appointment begins once the host of the session has started the conference by pressing the button. If they haven't, you will be required to remain in the waiting room until they have done so. Once the host has started the session, all members can successfully enter the video appointment.

Figure 2.2. You will be required to wait until the moderator has started the appointment.

Leaving the appointment

To leave the video conference press the button. This will place you in the waiting room and remove you from the conference so that you are no longer sharing your video and sound.

Figure 2.3. To remove yourself from the conference, press the Leave button, you will remain in the waiting room.

Accidently closing your Browser Window

If you have accidently closed the browser:

  1. Re-enter using the login screen with your credentials or locate your original emailed invitation if you received one. You will be able to re-enter providing the session has not expired in this time.

Basic Video Controls

During the conference you will be interacting with the following set of controls:

Figure 2.5. Your conference interface.

Screen Arrangement: Toggle between different screen layouts. In order to access this panel you must hover on the bottom of the video frame.

Change Self View: Minimise your own camera display and corresponding menu to maximise conference window size.

Settings: View the settings panel in order to change device configuration, image display and other options.

User Quality: View a user's connection, video and audio quality currently being displayed within the browser.

Camera Control: Disable your camera by clicking on the icon; other participants will no longer see your camera in the conference.

Microphone Control: Mute or unmute your microphone, other participants will no longer hear your microphone.

Speaker Control: Mute or unmute your speaker, you will no longer hear the audio from the conference.

Screen Share: Share your current screen from your desktop to all video participants, screen sharing is indicated by a green outline surrounding your desktop window.

Setting-up Your Device

If your computer has access to one or more installed cameras, microphones or speakers, each device that is recognised and has an available driver will be displayed. To elect a particular camera, push the settings icon and choose particular device. If you have a new device, you must first install the driver in order to use a specific camera or microphone during the conference.

Figure 2.6. You can elect to use a specific device for your microphone, speakers and camera.

Disabling Devices

If you wish to turn off your camera or mute your microphone press the relevant microphone or camera icon to disable each device. A grey icon indicates that the device is turned on and functioning. A red icon specifies that is type of device has been disabled.

Figure 2.7. You can disable/enable a specific device by pressing on its icon.

Screen Viewing Control

There are a range of screen viewing configurations available by hovering over the bottom of the video frame. Alternate through these by pressing the Self-view Icon to toggle through each view. Depending on the number of participants attending, your screen will be configured into a different arrangement. The switch between two configurations is shown below:

Figure 2.8. The screenview configuration can be changed by pressing the self-view button.

Screen Sharing

You are able to share the full screen or particular tabs of your computer by pressing the blue Screen Sharing button. You will be asked which participant screen or tab you wish to share. Once you are sharing your screen, your monitor will show a green outline. To stop sharing your screen, press the Stop Sharing button.

Figure 2.9. Share a live preview of your monitor during the conference.

3. Conference Features

A range of handy features.

This section covers the range of features available within the conference waiting room. Learn more about how to view the access credentials relating to the conference, how to share files, how to hold chat conversations and how to seek live support if you run into any technical difficulty.

Access Credentials

Click the blue circular key icon next to the Appointment ID to view all access credentials relating to entering the conference. Here you are able to view the joining details if you wish to connect via room system or dial-in phone connection. The host of the conference will also have an additional section that shows each participant's individual quick connect codes and is responsible for distributing them as they see fit.

Figure 3.1. The access credentials popup shows all details regarding how to enter the conference.

Chat Conversation

You are able to hold chat conversations with all or individual members within the waiting room regardless of whether the conference has begun or not. Simply click on the Chat panel and choose the participant you would like to hold a conversation with.

Figure 3.2. Chat to the whole group or individual participants.

File Sharing

To upload a file click on the File option in the side menu and either use the button or simply drag files anywhere onto the screen. All files that have been uploaded by participants will appear under the Available Files tab. To download files simply click on the icon, to delete files you have uploaded press the icon next to the file you want to remove.

Figure 3.3. Upload files by using the Browse button or by dragging and dropping them onto the screen.

Contacting Support

Real-time Chat Support

If you wish to speak to a technician via live chat support please select the Concierge Support option and fill out the support details. Your support window will open up a new tab where you will be assigned a ticket and notified of your place in line.

Figure 3.4. Your support screen will open in a new window where you will be assigned a support technician.

Phone Line Support

If you wish to talk to a real person on the phone, please dial the number underneath the "Call Us" option to talk to a support technician.