Jamvee™ Conferencing Portal Guide


 1.  Services Managed Via the Portal

The portal hosts two primary services – the scheduled video conferencing service and the jamvee™ Unified Communications service, for audio, video and web meetings hosted in Virtual Meeting Rooms (VMRs).

In the latest jamvee portal release, in addition to the static pins currently available to customers, a dynamically generated PINs service has been introduced. Now customers have an option of purchasing enterprise wide dynamically generated PINs by which they can avoid purchasing individual static pins and the overhead of managing them.

When you create a dynamically generated PIN, a VMR will be created automatically at the back-end 2 hrs ahead of the meeting. This VMR is also automatically removed 8 hrs (or a specified period that is configurable) after the meeting period is over.Since only one PIN is required for both the hosts and guests in dynamically generated PINs option, it’s easier to join conferences. This also enhances security of VMRs because dynamically created PINs have a limited life.

With 2 PIN conference, the guests will not be able communicate before the host joins and they are disconnected 5 minutes after the host has left.Whereas in a single pin conference as soon as 2 or more participants join a meeting they will be able to see and hear one another and no-one is automatically disconnected until the conference is torn down (after the specified time or default 8 hours).

Dynamic PINs is available to subscribers of Personal licences/ VMRs as well as Enterprise Licences/ VMRs .

Note:   Some screen shots may show another service, On-demand Video Conferencing that is no longer available. This can be safely ignored.

2. Portal Access

When you access the jamvee™ portal for the first time, you will need to create your password.

  • First time users will land on the “Create Password” page
    (This link is provided in the email with subject line “Welcome to jamvee™ – Set your password” )
  • Please create an appropriate password as per the strength requirements.
  • Next click the Create button and you should see a “Success Message” window
  • Close the success message window and this will take you to the “Account Login” page described below.

img 1

 

For all later visits, please enter your email address and the password that you have set up, in order to log onto the site.

Forgot Password: In case you do not remember your password then please click on Forgot?” and this will guide you through the password reset process.

3.  Account Management

Once you have successfully logged into your account, you will see a similar screen to the one shown below.

Capture1

 

The following options are displayed on the Home page:

  • Menu Bar features
  • Feedback link
  • License link
  • User Profile
  • Dashboard
  • Resources

Note: What you see may differ slightly depending on the services to which you subscribe and role.

3.1 Menu Bar Features

img 78

3.2 Provide your feedback

We are interested in capturing your views about our service.

  1. Click on the Feedback link and help us improve our service.

img 24

3.3 License details [ENTERPRISE ADMINS ONLY]

  1. To see the license details click the License Statistics link on the home page. This will display all the jamvee™ license consumption statistics for the various associated service offers.

Note:   For users who are associated with more than one enterprise or partner you will be asked to specify an Enterprise. You can check the license for both enterprise admin as well as partner admin and view license statistics for more than one enterprise.

img 25

3.4 Modifying Self Profile

You can modify all the profile information associated with your account except the Conferencing Username (My app user name) and Company details.

3.4.1 Change Profile Details:

  1. If you wish to make any updates to your user profile, type in the relevant fields, after you type in the changes, you will see a new button Save Changes. Click on this button to save the modifications.

img 77

 

Note:  

  1. Timezone: This will be used as the default timezone for all the meetings.
  2. If you update your Email details then you may need to logout and again log in in order to manage the other details of your account.
  3. You may choose your Preferred Language from the drop-down list provided.

img 75

 

3.4.2 Change Password:

  1. To change your account password, click on the “Change” button present below “Password”. You will have to enter your existing and new password details.

img 76

 

3.5 My Dashboard

  1. To access your scheduled video meeting details, click on the “Manage” button for “My Scheduled Video Meetings ” under “My Dashboard”.

 

Capture2

Note:   If you have been provisioned for more than one type of services you will see all the other services under “My Dashboard”. E.g. the image above depicts three services. For managing the jamvee™ scheduled video meeting service details, please select the “My Scheduled Video Meetings” option as depicted above.

  1. You can jump straight from the initial account management to booking a meeting using the New Meeting button next to the My Scheduled Video Meeting option in the My dashboard.

3.6 My Resources

img 30

  1. To view the availability of the rooms for the desired meeting time, click on the “View” button under Rooms and Calendars as depicted above.

Further details on room availability look-up have been mentioned in section 7.

4.  Managing enterprises [PARTNER ADMINS]

Selecting “Enterprise” under the Manage tab of the menu bar will land you on the screen where you can either manage an existing Enterprise or create a new Enterprise.

4.1 New enterprise

  1. Click on “Create Enterprise” option to add in a new enterprise into the database.

img 31

You will see the image below.

Capture3

Description of fields

  1. Name: Name of the Enterprise to be provisioned
  2. Encryption: Encryption can be chosen as ON/OFF.

Note:   If the individual hosts of the conference choose to encrypt/not encrypt their conferences, this field will be over written at individual  user level.

  1. Partner: The Partner name will be selected automatically if the user has logged in as GMA Admin.

Note:   GMA Admin is the level of administration set up for jamvee™ partners who have signed the Wholesale Customer legal agreement.  This administration level enables a partner to create and manage their own enterprises.

  1. Password Expiration: Each enterprise can now decide to increase the level of security for their portal by setting an expiry date to the password of all users.
    This option sets the duration that a password will last for within a specific enterprise before it has to be renewed. This can be set to Never, 30, 45, 60 or 90 days.

The default is Never.

img 33

Contact the support desk at ucc.support@tatacommunications to discuss this option if you are interested but do not have PARTNER ADMIN access rights.

The new EWSI feature is available to all consumers in an enterprise which wants an synchronization of the room (or endpoint) booking between Enterprise Microsoft exchange and Jamvee Service Delivery Platform, that is if any room (or endpoint) is booked via Jamvee portal for such an enterprise in conference, its availability is checked by Jamvee Service Delivery Platform and if its free the platform will book the room in exchange (using a special user account i.e. a user mailbox). Additionally Jamvee portal user can query the free/busy status for such a room (or endpoint) for such an enterprise.

The free/busy status for the room in such a case is retrieved from customer exchange.

Note:   1: All users of such an enterprise will get the EWSI feature if the configurations are setup properly and they have outlook integration.

Note:   2: Users with NORMAL_USER Role will not have the ability to set this configuration.The screen shots provided here may be differ based on your role and account.

Note:   3. A TCL Customer Id field is also visible to the GMX_ADMIN role login.

 

img 34

  1. EWS API User and EWS API Password: EWS API User IOD and Password is of your user mailbox (e.g. your tcl email account) created on Enterprise Microsoft Exchange specifically for Jamvee Service Delivery Platform. Such a user should be able to have access rights of type ‘Reviewer’ (or equivalent).
  2. EWS API URL:This is a URL exposed by Microsoft Exchange Server product to access the Exchange Web services exposed by it. Std. format is: https://<public dnsresolvable host >/EWS/Exchange.asmx or  https://<ip-address >/EWS/Exchange.asmx
  3. Exchange Version: Enter your exchange version as given below:

a. The enterprise exchange administrators can use exchange mgmt. console to determine the server version & build number.

img 35

b. Using the server version and build number, one can determine the exchange version:

img 36

  1. VMR Removal Time Period: Specify time (in mins) after which the dynamically generated pin can be removed (automatically deleted) after the conference end time.

Note: The above option is only available for Enterprises with the dynamic offer

Note:   The VMR Removal Time Period will be 480mins by default if not specified.

 

  1. Type: This field is auto populated
  2. Service: The type of service the customer has: Shared, Unmanaged, Hosted.
  • Unmanaged: Tata only provides access to bridging and related infrastructure for holding video conferencing meetings. Here the customer’s endpoints are not managed. Most such customers do not have MPLS connectivity.
  • Shared: Infrastructure used by such a customer is the cloud infrastructure of Tata. These are managed customers.
  • Hosted: All or part of enterprise infrastructure is dedicated to the enterprise and is managed by Tata. These are managed customers with dedicated infrastructure.

 

 

non hosted

 

  1. Selecting the Service Offers

Two service offers are available for the new customers:

  • Premium – Up to 100 Unified Communications and/or Video Participants per conference
  • Pay as you go – Usage based Charges per Minute, per Participant Endpoint

Note: The “Managed”, the “Enterprise Dynamic”, and the “Pay-as-you-go Dynamic” service offers are relevant, but only in combination with the above.

  •  If a customer is entitled to Operator Launched conferences, they need “Managed”
  •  If a customer is entitled to using a dynamically created conference room then they need a Dynamic offer.
  •  If they have Pay-as-you-go, they get Pay-as-you-go Dynamic. If they have Premium, they get Enterprise Dynamic.

img 38

a. From the drop-down list, select the Available Service Offers which needs to be associated with the Enterprise and click on the Add button. You can choose one or more service offers per enterprise.

b. As soon as you click the Add button the service offer gets added and is displayed as shown in the image.

Note 1:   It is mandatory to choose a default offer for an enterprise by clicking the radio button circled above.
In case this is not done then none of the service offerings will be selected.

Note 2: PINs can be set for users only when one of the service offers are chosen for the enterprise as default option. Whatever service option(s) chosen by the Enterprise will be available to all the users.

4.2 Existing enterprise

  1. To look up an existing enterprise, type in the enterprise name and click on search option.

img 39

This displays all the matching enterprises.

img 40

  1. Click on the Manage button adjacent to the enterprise you want to manage. This will display all the service details associated with the Enterprise. You can modify the existing details as well as delete the enterprise altogether.

Capture4

5.  Managing Users [ADMINS ONLY]

To manage users click Manage from the menu bar and select  Users as shown here.At this stage, you can either manage existing users or create new users.
Capture5

This applies only for users who have been set up either as ENTERPRISE_ADMIN or PARTNER_ADMIN

 5.1    New Users

There are two ways in which an Enterprise Admin or a Normal user can be created.

1.     Creating each user sequentially

2.     Bulk upload process

5.1.1     Sequential User Creation

  1. Click Manage from the menu bar and select  Users” you will land on the following screen.

Capture6

  1. Select “Create User” button, which will then take you on to the following page.

Capture7

  1. Choose the “Single User” radio button as shown in the image above.
  2. Fill in the first name, last name, email and phone details
  3. In the “Role” field, select the required role. (for details on each available role type
  4. If you select role as Enterprise Admin/Normal User you will need to fill in the Enterprise details.
  5.   You must select one of the business hierarchy roles (enterprise admin, normal user) for the users along with the conferencing functionality.
  6. Click on “Create User Account” button. This will land on the following page.

Capture8

The user is created and an e-mail would be sent to the user with a link to set the password.

Note:   A user who does not have a VMR can still join a call.When u create user account it will populate an xmtp login with which this user(without VMR) can join the conference, provided the enterprise with which u are associating the user while creating the account should have UC service offer.This user will get a welcome email with the login details with which they can join the call. The email will have the information under “Jamvee UC app sign-in:”

5.1.2  Bulk Upload of Users

Using bulk upload, Enterprise Admins can create multiple users across their level and below levels.

  1. On log in click on the “Manage” on the menu bar and select “Users” which will take you to the below page.
  2. Clicking on the “Create User” button will land on the following page. Select “Bulk Users”.

Capture6

  1.     On clicking on “Bulk Users” the following screen appears.

Capture9

Capture10

  1. If the CSV template exists already then one can browse the file and upload the CSV files. In case the user does not have a CSV template, it can be downloaded by clicking on the “Download CSV Template “button.

Fill in the following fields in the CSV template;

      1. First Name :- First Name of the User
      2. Last Name:- Last name of the user
      3. Email:- Email id of the user
      4. Country Code:- Ensure to enter the country code within quotes “+<country code>”
      5. Phone:- Phone number of the user
      6. Role:- any combination of the following:NORMAL_USER, ENTERPRISE_ADMIN, CONFERENCE_READER, CONFERENCE_SCHEDULER, ROOM_ADMIN, EXCHANGE_ID_READER Note: The fields under role are case sensitive. The Roles should be delimited by semicolon.
      7. Department:- Optional Information about user’s department
      8. Timezone:- Optional. Enter the value as “Continent/City”
  1. Browse and choose the template, choose the enterprise and click on “Continue”.

Capture10

  1. This will lead to the next page which displays the uploaded profile data.
  2. Select the appropriate service – either “Scheduled Meeting service” or “jamvee OnDemand Video Conferencing”

Note: At this stage the profile is not yet created. The following screen only displays the uploaded data. At this stage if there are any errors in the uploaded profile, the profiles with errors appear in red under the “Cannot be imported “section. All the profiles without any error appear in “Successfully imported” section.

Capture11

8.     Clicking on continue will create the profiles for the users. An e-mail will be sent to the corresponding users asking them to set their passwords on the portal.

9.  The following screen displays the successfully created profiles.

Capture12

10.  Clicking on “Continue” will successfully create the users and finishes the bulk upload process as shown below

11.  Click on the Finish button to complete the bulk upload process for the profile creation.

Capture13

5.2    Existing Users

Once a user profile has been created, it can be individually managed to update profile information. If you are an Enterprise Admin then you can manage individual accounts for all associated Enterprise Admins and Normal Users.

  1. On log in, click on “Manage “in the menu bar and select “Users”.This will take you to the following screen

Capture14

  1.  Type the name of the user and click on “Search”. This will retrieve all the associated user accounts and display it as shown in the following pic. You can also search by email option as well as by Enterprise/partner.
  2. Clicking on the “Manage” button displays the profile of the user.

Capture15

5.2.1     Modifying User Profile

As an enterprise admin, you can modify all the profile information associated with any of the user accounts across all levels.

      • Modification : Once the required changes have been done, click on the “Update User Account” button to save the changes.
      • Deletion : To delete the user click on “Delete User” button present on the profile page
      • Account Reset : To reset the account password for the user, click on the “Reset” button. By doing so, an email with the link to reset the password will be sent to the registered email-id of the user.

Capture16
Capture17

6. Scheduled Video Meeting Service

The jamvee™ portal hosts the Scheduled Video Meeting service which enables customers to book network resources in advance for video/audio meetings. Users can book a scheduled video meeting on the portal either as a dial in or a dial out. They may also opt to book resources only for a self-launched or operator launuched meeting.

  1. SELF LAUNCH –this option provides the users with the following as Hosting Resource :
    • Dynamically assigned VMR
    • Personal VMR (If the user has a jamvee VMR available)
    • External hosting exchange (if available, user needs to select the exchange)
    • Reserve rooms only (if available, to block meeting rooms)
  2. OPERATOR LAUNCH- In this option the conference will by default, use dynamically assigned resource.  (with bridge resource allocated).

Note: Additional charges may apply for the services depending on you contract.

Note:   GMX_ADMIN can launch (i.e. DIAL_OUT) an ongoing operator launch conference from the portal both as individual legs of the conference or the whole conference.

With the new EWSI (Exchange Web Services Integration) feature now users can also schedule conferences from their Microsoft outlook once they install the new outlook plugin from the latest release, for more details please refer Jamvee™UC Calendar Plugin for Microsoft Outlook user guide.

6.1 User Roles:

This portal supports the User Administration functions at several levels. Based on the role the available access features are as mentioned below;

Business Hierarchy Roles:

    • Partner Admin: Have access to their level plus any user below their level (i.e. Enterprise / Individual users).
    • Enterprise Admin: Can only access their particular business entity and all individual users associated with it. Thus, they can create and manage other Enterprise Admins and Individual users.
    • Normal User: Can manage their individual account information through this portal.

Conferencing Roles:

    • Conference Scheduler: Can create scheduled meetings, modify and delete them. The visibility of what meetings this user edit is limited by the position of this user in the business hierarchy level mentioned above
    • Conference Reader: Can only view scheduled meetings. The visibility of what meetings this user can view is limited by the position of this user in the business hierarchy level mentioned above
    • Room Admin: Can only view meetings scheduled using a particular room. Such users will have very limited visibility of how much meeting related information is visible to them.
    • Exchange ID Reader: Can schedule meetings on partner hosting exchange. Please note, this will involve incremental charges.

7. Scheduled Conferencing Help

The Managed Video – 24×7 Scheduling & Support Desk , sits at the centre of our customer support structure, serving as the Managed Telepresence and Video Conference (VC) Help Desk.

Our primary aim is to provide a premier customer service and support experience at every level and interaction to ensure you have everything you require to make your Telepresence and VC meetings successful each time, with the ease and simplicity you expect from a managed service. You can contact the support staff for all requests via phone, email or online web portal.

The support desk services your end-to-end meeting needs by assisting with:

  1. Reservations

Our reservations team is on hand to support all of your Telepresence and VC scheduling needs, including meeting creation, updates or cancellation, ‘Room Conflict Management’, site certification, and meeting confirmation requests.

Note: Meetings that have been scheduled using outlook (EWSI integration) can be modified only through outlook.  If you need our Help Desk to modify any of these meetings, you will first have to cancel the outlook meeting and schedule it on the portal or through the scheduling Help Desk.

 To contact the Reservations Team, please email ucc.booking@tatacommunications.com or call at any of the numbers listed here .

  1. Customer Service Support

Our Customer Service Representatives are available to you 24/7, 365 days of the year to provide Level 1 (L1) support by answering any of your managed Telepresence and VC service questions, from scheduling (as above), account information, incident ticket reporting, or directing your call to the appropriate member of staff (such as technical support).

 To contact the Customer Service Team, please email ucc.support@tatacommunications.com  or call at any of the numbers listed here .

  1. Technical Support

Our VNOC Help Desk provides Level 2 (L2) technical support for the active management of all live scheduled Telepresence and VC meetings. When required, they will coordinate with hardware vendors and system integrators to repair or replace faulty component parts for all managed equipment, or resolve any room integration issues. The Help Desk is also responsible for coordinating remote software updates, ticket escalation, resolution and closure, preventative maintenance and proactive network monitoring.

To contact the Help Desk Team, please email enterprise.support@tatacommunications.com  or call at any of the numbers listed here .

  1. Reporting

Key reports and metrics will be sent to you via email on a monthly basis that will include, but not be limited to, network and room service level availability, usage statistics and root cause analysis with any corresponding corrective action plan for each in-room system, associated network and support levels we manage.

For more information on reporting, please contact your Tata Communications Service Manager directly.

  1. Training

We believe that in order to enable your workforce with pervasive video meetings across your organisation, you need the resources and support to make initial adoption and continued, consistent utilisation an everyday reality.  We will work with you to create a bespoke training strategy unique to you and your business requirements, including hosted training sessions, open houses and supplemental periodic training updates to an agreed schedule or ad hoc request.

For more information, please contact your Tata Communications Service Manager directly.

 8. Managing Meetings

End portal users with specific roles can view, create, modify and delete (cancel) scheduled meetings. It should however be noted that users with administrative privileges (Partner/Enterprise Admin) can create, modify, delete and view meetings on behalf of other portal users.

  • Any user, who has Conference Scheduler role assigned, can create and modify scheduled meetings. Users having Conference Reader role will still see the My Scheduled Video Meeting option in their dashboard, but can only view the meeting details.

8.1 Managing Own Meetings

  1. From your dashboard, select Manage under Scheduled Video Meetings, which takes you to the Managed Scheduled Meetings screen as shown below.

img 42

Manage Scheduled Meetings displays a list of  all you scheduled meetings including the ones that were scheduled from outlook.

Note:  
1. If you have permission to schedule a new meeting, you will see the New Scheduled Meeting button.
2. If you have ‘view only’ permission, you can use the search fields to look up the desired meeting and view its details.
3. The meetings that have been scheduled using outlook can only be viewed but not modified from the portal.(You will get an error when you save the modification asking you to modify from outlook)

8.2 Scheduling a Meeting

The way of scheduling a meeting has been simplified so that just the relevant form entries need to be completed. This minimizes the time needed to schedule a conference when compared to the previous arrangement. Each form is presented in an accordion format to make it simpler to show all the forms on one screen. Use the “+” and “–” at the top of each form header to open and close the header.

8.2.1 Meeting Information

  1. To schedule a new meeting, click New Scheduled Meeting.

img 43

  1. Enter all the required details.

img 44

Note:

  • Pre-Test is set to 15 min by default. It is recommended to keep it at 15 mins for Self-launch.
  • Pre-Test time is included while checking for conference start time. It can be modified or cancelled up to the end time of the conference.
  • Self-launch can be scheduled as late as the conference start time.
  • Operator –launch can be scheduled as late as 1 hour before the start time of conference. Once scheduled, it can’t be modified or cancelled if the current time is within half hour of the conference start time.
  • To set up a recurring meeting, select Repeat and then enter the desired recurrence pattern.

img 45

  1. Click Continue to move on to the next form.

Note:The Encryption field is set to Auto by default. If you select Enforced, then non-encrypted endpoints will not be able to join the meeting.

8.2.2 Room Selection

  1. Click and expand Room Selection.

img 46

  1. Select Private tab.

img 47

The private room options are displayed below.

img 48

  1. Click Add on the required room.
    The selected room will be displayed at the bottom of the page as below.

img 50

Once added, the room appears at the bottom.

 

Jamvee, in its latest release has introduced a new feature for Microsoft Windows using Microsoft Outlook. Enterprises enabled with this option are able to schedule conferences from their outlook using a plugin provided for Microsoft Outlook on a Windows desktop.

If a meeting is scheduled in Outlook, it can be viewed on the portal but modification can only be done from Outlook. Portal considers Outlook as Master source for free/busy information. If a meeting is scheduled in Portal, updated Free/Busy information for rooms can be viewed from Outlook, however, it is not possible to view information about the meeting. For more details refer Jamvee™UC Calendar Plugin for Microsoft Outlook.

8.2.3 Invite Participant

This is an optional stage that ensures your invitees receive the meeting details directly from the scheduling tool. You can either use this facility to send the email, or skip the stage and forward on the scheduling details that are sent to you.

  1. Click and expand Invite Participant.

img 51

  1. Optional step to add meeting invitee emails. (E.g. joe.black@companyx.com, jane.doe@companyx.com)
  2. Click Review and Submit or move to the next form to complete.

Note: Invitees will be copied on meeting confirmation and updates.

8.2.4 Additional Meeting Options

Note: This feature is available for operator launch calls only. To request an operator for a self-launch meeting, contact customer sup-port desk.

Use this form to request optional services, such as a dedicated operator, or share additional comments with people who may need additional information, such as room administrators who may need to organise arrangements to support the meeting.

  1. Click and expand Additional Meeting Options.

img 52

  1. Optional step to request a dedicated operator. Note: Additional charges apply for use of this service.
  2. Click Review and Submit.

8.2.5 Review and Submit

When all the forms have been sufficiently completed for the dialing option chosen, you can jump to the Review and Submit screen, to see the completed booking form ready for submission.

  1. Review the meeting information summary by clicking Review and Submit.
  2. If correct, click Finish
    A Success Message will appear.

img 53

  1. Click Close.
    The details of the newly created meeting is displayed.

img 54

8.2.6 View/Modify Single Meeting

  1. On your My Accounts page, click Manage near Scheduled Meetings.

Capture18

The below screen is displayed.

img 56

You can search for the existing meeting by Conference ID or by Time range or an External ID (if applicable))

  1. Enter the details and click the Search.

The below screen is displayed.

img 57

  1. To view the details of the meeting, click View Details.

The below screen is displayed.

img 58

  1. To modify the details of the meeting, click Modify.

The below screen is displayed.

img 59

Once you have made the necessary changes an update email will be sent to all participants.

  1. To cancel the meeting, click Cancel.

A confirmation message will appear.

 img 60

  1. Click OK.

A Success Message will appear.

img 61

Note: If the meeting is currently in process then you cannot modify or delete it; only the view details button will be available.

8.2.7 View/Modify a Recurring Meeting

  1. On your My Accounts page, click Manage for Scheduled Meetings.

img 62

The below screen is displayed.

img 63

Note:You can search for the existing meeting by Conference ID or by Time range or an External ID (if applicable).

  1. Enter the details and click the Search.

The below screen is displayed.

 img 64

  1. To view the details of the meeting, click View Details.

The below screen is displayed.

img 65

  1. To expand the details of the meeting, click Show Series.

The below screen is displayed.

img 66

  1. To modify the details of the meeting, click Modify.

The below screen is displayed.

img 67

Once you have made the necessary changes an update email will be sent to all participants.

  1. To cancel the meeting, click Cancel.

A confirmation message will appear.

img 68

  1. Click Cancel this Meeting to cancel the particular meeting or Cancel Series to cancel the entire series.

A Success Message will appear.

img 69

Note:

    1. If the meeting is currently in process then you cannot modify or delete it. Only the view details button will be available.
    2. If you click cancel before expanding the series, it automatically deletes the first instance.
    3. When making a modification at the series level, it overrides all prior changes (this includes the cancellation of one instance, in the middle of the series).

8.3 Managing Meetings for Others

To manage meetings on behalf of others the user should have the following role combination; Enterprise Admin, Conference Scheduler, in order to access the meeting.

8.3.1 For a Specific User

  1. From your dashboard, select Manage and click Users, which takes you to the below page.

img 70

  1. After searching for the desired user, click Manage for the user whose meetings you wish to manage.

img 71

The below screen with all user related details is displayed.

img 72

  1. To schedule a meeting or manage an existing meeting, in the User Dashboard, select New Meeting/Manage under Scheduled Video Meetings.

img 73

Note: In the Meeting Details screen the organiser details are that of the user on behalf of whom you are creating your meeting.

  1. To schedule a new meeting, refer the steps in section 8.2 .
  2. To manage an existing single meeting, refer the steps in section 8.2.6 .
  3. To manage a existing recurring meeting refer the steps in section 8.2.7.

8.3.2 For a Specific Meeting

  1. From your dashboard, select Manage and click Conferences, which takes you to the below page.

img 74

  1. Lookup the meeting you wish to manage through the search options.

9.   Calendar View


To view the availability of the rooms for the desired meeting time, click on the “View” button as depicted below. You can access this from “My Accounts -> My Resources -> Room and Calendars

This takes you to the following page. Click on “Search”. This displays a list of all rooms.

 

 

Step 5: In the “Room availability” screen, you can look up the room bookings by using any or all of the features described below.



1.  Time Range: Enter the date and time range you wish to search for and click on the View button.

2.     Date Picker: Use the arrow keys to navigate between the different dates within the selected time range.

3.     Availability Panel: This panel displays the room’s availability for the date selected in the date picker. You can use the scroll bar at the bottom of the panel to view the bookings across various times of the day

4.     Time Zone: In case you wish to view the room’s availability as per a different time zone, then select the desired value from the drop-down menu.

You can use this tool to find out the common meeting time slot across all desired resources. After view the availability, please follow the steps detailed earlier to manage your scheduled meetings. 

9.1    View and edit your meetings straight from the calendar tool [ENTERPRISE ADMINS/USERS]

If you search the room calendar to find a meeting that you have arranged, then it is now a much simpler task to view and modify details of the meeting directly from the calendar, using the icons enclosed within the slot shown on the calendar.

 

 

Click the “eye” icon to “view details” of the conference – all the information submitted when the meeting was first booked is shown.

Click the “pencil” icon to “modify” the conference – enabling you to change the date, time, location, encryption options, invitee list and many other meeting parameters if required.

“Enterprise admins” can use these functions for all company meetings within their enterprise. This facility is not available to Partner or GMX admins.

10.     Scheduled Conferencing Service Support

The jamvee™ portal has the following support features.


     

Select Managed Scheduled Conference to enter your trouble ticket request.

 

For any further queries please contact our 24×7 jamvee™ conferencing support desk:

Universal International Freephone Numbers (UIFN):

Finland, France, Germany, Singapore,

South Africa, United Kingdom

+800 8001 8190

International Toll Free Service (ITFS) Number

France

0800 915 237  

00 800 4569 7646

India

000 800 100 5962  

000 800 100 3430

Singapore                                    

800 101 2982  

001 800 4569 7646

United States of America

1 855 748 3876

1 844 744 3949

00 866 614 7048

         

For more contact details please refer to the Managed Video – 24×7 Scheduling & Support Desk

11.     JamveeUC – Virtual Meeting Room (VMR) management

Jamvee™ Unified Communications service provides access security through the use of host and participant access methods. The portal supports the User Administration functions at several levels including: Partner/Wholesale customer, Enterprise and Individual users. Based on the role the available access features are as mentioned below:

 

  •   Co-branded Wholesale Customer/Partner Admin: Have access to their level plus any user below their level (i.e. Enterprise / Individual users)

They can use the portal’s functionalities to;

  • Create other Partner Admins, Enterprises, Enterprise Admins
    and Individual users
  • Generate new virtual meeting rooms for all levels of users
  • Manage existing users at all levels below your level.

 

  • Enterprise Admin: Have access to their particular business entity and all individual users associated with it.

They can use the portal’s functionalities to;

  • Create other Enterprise Admins and Individual users
  • Generate new virtual meeting rooms for yourself, other enterprise admins and normal users
  • Manage existing users at all levels below your level.
  • Non-Branded Resellers (Sales Agents): Are supported by the Tata Communications User Administrator
  •   Individual Users: As a normal end user, you can manage your individual account information through this portal.

 Please refer following segments for details on using each functionality.

Virtual Meeting Rooms are managed in the My Dashboard area (see below) and via the main menu

 

 

12.     Main Menu


My Account:
Take you to the main dashboard detailing you profile, where you can change your password and access the services you have been provisioned for.

Manage:
If you are an administrator you can manage your customers or enterprise from here, depending on your admin status. Regular users will not see this function.

Meeting Control:
Enables you to control your own live meeting as a host. Enterprise Administrators can view the status of meetings across their organisation

Support:
Provides links to important functions, such as support contact details, trouble tickets, service documentation and materials, FAQs and the App Download.
 

13.     App Download

When you select “Apps” from the “Support” tab on the top menu bar, it redirects you to the download page (image below). The portal automatically detects your device details and displays the download button. 

14.     Meeting Control App

 

The Meeting Control App is designed for hosts or administrators to control live meetings (meetings that are in progress). Hosts can manage the virtual meeting rooms (VMRs) under their accounts while administrators can view and control all meetings across their entire enterprise.

 

1.   Live Meeting Overview

1.     Number of the participants in the meeting. Colour turns from green to red, when the meeting has reached the maximum number permitted (as defined by the VMR type).

2.     Meeting room lock/ unlocked status (open for participants to join or not).

3.     Conference video mute status.

4.     Conference audio mute status.

 

2.   Meeting Details – includes a list of participants

 

5.     Audio mute/unmute: allows you to mute/unmute all participants (except the host).

         Note: Participants will not be able to change this status. Only the host can “un-mute” them

6.    Video mute/unmute: for the host to mute/unmute all participants video (except the host).
      Participants will not be able to change this status.

Note: After the host has muted all participants, any new participants joining the meeting will be automatically muted. The participants however will still be able to use the chat window to communicate with the host.

 

7.     Clear chat content: Allows the host to erase all content of his VMR chat from the portal during a live meeting without having to log-into the app.

8.     Lock /unlock the meeting room to prevent participants entering the rooms while a meeting is in progress. Once the meeting is locked, participants can no longer join the meeting and will be placed into the lobby until the host unlocks the meeting.

 

Figure 1: the red lock box shows the meeting room is locked

 

Note:  The host cannot allow selective participants only to join the room from lobby.
Once unlocking the meeting, all participants waiting in the lobby will all be able to join the room.

 

           Currently guests do not receive an indication the meeting has been locked when they attempt to join.

 

9.     Host has options to change the meeting layouts for certain participants using SIP equipment. See Figure 2.

 

Figure 2: Layout change

 

Note: Available only for SIP endpoints – subject to compatibility.
A list of tested SIP equipment can be found
here.

 

Examples of layouts

telepresence or overlay or speaker large

telepresence

stacked or stack or speaker large

stacked

speaker only

speakerOnly

allEqual screen layout

allEqual

allEqualQuarters screen layout

allEqualQuarters

allEqualNinths screen layout

allEqualNinths

allEqualSixteenths screen layout

allEqualSixteenths

allEqualTwentyFifths screen layout

allEqualTwentyFifths


Reproduced by permission of Acano

Note: There are no screenshots available currently for the latestOnePlusFive, OnePlusSeven  and OnePlusNine layouts, however a diagramatic representation is shown below.

                   Reproduced by permission of Acano

 

3.   Participant Details – click  to see the conference details and access the participant roster list

 

10.  Video/Audio mute/unmute an individual participant: host can choose to mute/unmute specific participants individually.

11.  Host can check a participant’s bridge connection data such as audio packet loss (see Figure3). This display all user data from any end point.

 

Figure 3: Participant connection details

 

 

Note: if accessed via mobile devices, the display layout will adapt to your screen. See Figure 4.

 

Figure 4: Mobile view

 

4.   Administrators View

 

Figure 5: Administrator view

 

*Note: Administrators will be able to see all meetings that are taking place at the same time (Figure 5) and to control the meetings (Figure 6)

 

Figure 6: Administrator view – expanded

15.     Managing enterprises [ADMINS ONLY]

Selecting “Enterprise” under the Manage tab of the menu bar will land you on the screen where you can either manage an existing Enterprise or create a new Enterprise.

15.1 New enterprise

Click on “Create Enterprise” option to add in a new enterprise into the database.

 

 

  Description of fields

1.   Name: Name of the Enterprise to be provisioned

2.   Encryption: Encryption can be chosen as ON/OFF.

Note: – If the individual hosts of the conference choose to encrypt/not encrypt their conferences, this field will be over written at individual user level.

3.   Partner: The Partner name will be selected automatically if the user has logged in as GMA Admin, if logged in as GMX admin the Partner name needs to be chosen.

Note: – GMA Admin is the level of administration set up for jamvee™ partners who have signed the Wholesale Customer legal agreement. This administration level enables a partner to create and manage their own enterprises.

GMX Admin is reserved for the operators of the jamvee™ service to on-board new partners and enterprises. When a new partner signs up for the jamvee™ service after having signed the necessary legal “Wholesale Customer” documents and required background checks, the company must be created  on the system as a partner entity via the jamvee™ portal by a GMX Admin.

4.   Service: The type of service jamvee™ customer is signed up to: Managed, Unmanaged, Hosted, Non-Hosted

 

Selecting the Service Offers

From the drop-down list, select the service offering which needs to be associated with the Enterprise and click on the Add button. You can choose one or more service offers per enterprise.

As soon as you click the Add button the service offer gets added and is displayed as shown in the following image.

 



Note
: – It is mandatory to choose a default offer for an enterprise by clicking the radio button circled in red above. Incase this is not done then none of the service offerings will be selected. To set PINs for the user, one of the service offers should be chosen for the enterprise as default option. Whatever service option(s) chosen by the Enterprise will be available to all the users.

 

15.2  Existing enterprise


To look up an existing enterprise, type in the enterprise name and click on search option.

This displays all the matching enterprises.

Click on the Manage button adjacent to the enterprise you want to manage. This will display all the service details associated with the Enterprise. You can modify the existing details as well as delete the enterprise altogether.

16.     Managing users [ADMINS ONLY]

To manage users select Manage -> Users from the menu bar as shown here.

At this stage, you can either manage existing users or create new users.

16.1 New users

There are two ways in which an enterprise admin/normal user can be created

1.     Creating each user sequentially

2.     Bulk upload process

16.1.1  Sequential user creation

1.     On clicking “Manage -> Users” you will land on the following screen

2.     Select “Create User” button, which will then take you on to the following page

3.Choose the “Single User” radio button as shown in the image above.

4. Fill in the first name, last name, email and phone details

5.  In the “Role” field select the required role. If you select role as Enterprise Admin/Normal User you will need to fill in the Enterprise details. If  you select role as Partner Admin, it will automatically populate the Partner Name.

6.  Click on “Create User Account” button. This will land on the following page

The user is now created and an e-mail would be sent to the user with a link to set the password.

To associate VMR (virtual meeting room details) for the user click on Manage button.

16.1.2  Bulk upload of users

Using bulk upload, the Partner/Wholesale customer admin can create multiple users across any of the levels.

1.            On log in click on the “Manage”-> “Users” which will take you to the below page.

2.     Clicking on the “Create User” button will land on the following page. Select “Bulk Users”.

3.    

        On clicking on “Bulk Users” the following screen appears.


If the CSV template exists already then one can browse the file and upload the CSV files. In case the user does not have a CSV template, it can be downloaded by clicking on the “Download CSV Template “button.

Fill in the following fields in the CSV template;

o    First Name :- First Name of the User

o    Last Name:- Last name of the user

o    Email:- Email id of the user

o    Phone:- Phone number of the user

o    Role:- NORMAL_USER,ENTERPRISE_ADMIN,PARTNER_ADMIN

Note: – The fields under role are case sensitive.

o    Department:- Optional Information about user’s department

  1. Browse and choose the template, choose the enterprise and click on “Continue

  1. This will lead to the next page which displays the uploaded profile data.
  2.      . .Select the type of jamvee™ Service as “jamvee Unified Communications”

Note: At this stage the profile is not yet created. The following screen only displays the uploaded data. At this stage if there are any errors in the uploaded profile, the profiles with errors appear in red under the “Cannot be imported “section. All the profiles without any error appear in “Successfully imported” section.

8.     Clicking on continue will create the profiles for the users. An e-mail will be sent to the corresponding users asking them to set their passwords on the portal.

9.     The following screen displays the successfully created profiles.

 

 You can now assign service offers to the list of users. Once you have selected the “Service Offer”, “Conference profile” and “Call Profile”, remember to add 1 host & 1 participant under “Access Methods”.

 

If you want to modify the VMR details for each individual user

 Clicking on “Continue” will successfully create the users and finishes the bulk upload process as shown below

Click on the Finish button to complete the bulk upload process for the profile creation.

   

 

16.2 Existing users

Once a user profile has been created, it can be individually managed to update profile information as well as regenerate associated VMR details. Being a Partner admin, you can manage individual accounts for all associated Partner Admins, Enterprise Admins and Normal Users.

1.    On log in click on “Manage -> Users”. This will take you to the following screen

 

2.    Type the name of the user and click on “Search”. This will retrieve all the associated user accounts and display it as shown in the following pic. You can also search by email option as well as by Enterprise/partner.

 

3.      Clicking on the “Manage” button displays the profile of the user.


 

16.2.1  Modifying user profile

As a partner admin, you can modify all the profile information associated with any of the user accounts across all levels.

  • Modification : Once the required changes have been done, click on the “Update User Account” button to save the changes.
  • Deletion : To delete the user click on “Delete User” button present on the profile page
  • Account Reset : To reset the account password for the user, click on the “Reset” button. By doing so, an email with the link to reset the password will be sent to the registered email-id of the user.

 

16.2.2  Managing VMR details


To access the VMR details page, click on the “Manage” button under “Virtual Meeting Rooms

 

 

 

 

16.2.3  Creating VMR [ADMINs & PERMITTED USERS]

If the Virtual Meeting Room (VMR) details have not been created earlier, then the following page is seen.

 

1.     Click on + Add Virtual Meeting Room as depicted above.

2.    This lands you on the “Create Meeting Room” page where you can set “Meeting Room Name” and select the profile details from the drop down options as shown below.  

            

Note: You may be allowed to create one or more VMRs per user

 

3.     Once you have created the VMR, you now need to create Host and Participant access methods. To do so select the relevant option (shown below) and click on Add .

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

For each room both the Host and Participant codes need to be provisioned by selecting and then clicking Add, for each method.

When this is done the relevant codes are created – Access Code and Secret Key

Access Code:
The access code shows the code number for the Host when the Host method has been added and the Participant code when a participant method has been added.

 

Secret Key:
All new VMRs are now generated with a Secret Key which is appended to WebRTC links. This provides an additional layer of security in comparison to relying solely on the participant or host codes.

 

16.2.4  Service Offers, Conference Profile and Call Profile Options

Service Offers

This contains Pay-As-You-Go (PAYG) price model, plus one or more possible service offers that the company signed up for when it purchased the service – which define the number of users permitted per conference.

 

Conference Profile

This enables you to further control the number of participants in a conference in order to manage costs or network bandwidth.
For example, a PAYG user can have up to 300 attendees in their conference. This option enables an admin to restrict this to: 6, 12, 48, 100 or 300 full unified communications (HD video, audio and web) and 25 or 100 (audio/web no video permitted).

Different Service Offers enable or restrict different conferencing profiles.

 

Call Profile

Defines the types of calls permitted within that particular VMR – audio only, audio and web, and video collaboration profiles – ‘standard’ which is encrypted by default but allows non-encrypted call legs, and ‘secure’ to enforce that callers must have an encrypted connection to enter the VMR – if a caller does not, then they will not be permitted to enter the room.

For the video collaboration options (standard or secure) there is are additional No-TIP options. This turns on or off TIP capability for that VMR. While the jamvee™ service supports the TIP protocol by default, there can be interoperability situations  where a user sets up a call with a TIP capable device, or cascades a telepresence server call, where the TIP signaling is negotiated by default with devices outside the jamvee™ platform that might not interoperate properly with TIP. In this scenario the VMR can be set with one of the ‘No TIP’ profiles turning off the TIP capability for that VMR and allowing the devices to connect using SIP instead.

 

 

16.2.5  Modify VMR

If user has already been assigned a virtual meeting room (VMR), clicking on the “Manage” button under “Dashboard” will land on the following page.

 

 

 

16.2.6  Delete VMR

You can also delete the virtual meeting room (VMR). To do so, click on the cross symbol as shown below.

   

17.     Jamvee™ UC Service Support

The jamvee™ portal has the following support features.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

18.     Scheduled Video Meeting Service Reports

18.1 Access to the reports

Users of the scheduled meeting service can access two reports – the Conference Report and Conference Details report – for the meetings they have hosted.
GMX, Partner or Enterprise level admins can access all the service reports available.

18.2 Producing Scheduled Conference reports

Once logged into the portal you will be taken to your account page, from where you will see the Reports tab.

Select Reports then Scheduled Conference Reports as shown below:


Reports available to Admins:                                            

Reports available to Users:

The following reports are currently available:

  •         Conference Report
    Provides the main metrics of all the conferences that occurred across the time-range
  •         Conference Details
    Provides all the details regarding conferences that occurred across the time-range
  •         Usage By Room
    Summary of the conferences and usage for each video-capable room in an organization
  •         Point-to-Point Call Statistics
    Shows summary of all the point-to-point calls that occurred using our exchange
  • ·       MultiPoint Conference Statistics
    Shows averages of all conferences that occurred using our exchange

Note:
Unlike the VMR reports these reports are not yet “hierarchical” i.e. it is not possible to click through them currently. This feature will be added in a future release.

 

18.3 Generating a report

To create a report select the Start and End Dates to define the range you want the data for, and then press the Submit button to execute the query.

Note:
If you are a GMX/Partner administrator you will see a list of enterprises once the down-arrow is selected
If you are an enterprise admin you still have to select to down arrow, but only your enterprise will appear.

 

An animated graphic is displayed as the report is being generated


Once the query has completed the results will be listed in a table/set of tables.
If no data is available then the message “No results are available to be displayed” will appear.

 

18.4  Download options

It is possible to create and save files containing the usage information for the level being displayed, by selecting the Download button.

There are currently two download formats currently available:
.CSV and .PDF

  

  

18.5  System properties in scheduled reports

 


System Property


Description

Mediated Conference Id   

A unique identity assigned to a conference by the mediation system

Scheduled Conference Id

The conference id set from the portal for a meeting.

All legs of a conference will have same values in these fields.

Host Enterprise Name       

Name of the enterprise associated with the host of the conference

Host GMA             

Name of the carrier whose bridge was used to host the meeting

Conference Date

Date of the scheduled meeting

Scheduled Start  

Scheduled Start time of the meeting

Scheduled End   

Scheduled Finish time of the meeting

Host Name          

Name of the person hosting the meeting

Host Email           

Email address of the person hosting the email

Media Type          

Did the host/participant access the meeting via Audio or Video

Actual Start          

Time the meeting actually started. Self-launch conferences can start at times different from the scheduled start, depending on when the host launches the meetings.

Actual End           

Time the meeting finished. Even though a meeting may have been scheduled for a given length of time, it may be completed earlier and the

Participant Endpoint Name              

Name that has been configured into the video endpoint (if configured)

Endpoint Use Type

Is the room a “Private room”

Participant Endpoint Type

The participant room/device that attended the conference
(TP, SD, MCU, HD)

Endpoint Management Type           

How the endpoint is being managed

Participant Endpoint Model              

The Model type of the participant endpoint
(Cisco CTS3000, Cisco TX9000 etc.)

Requester Contact             

Contact details of person who requested the meeting (if known)

Requested By      

Name of person who requested the meeting

Scheduler Contact             

Contact name of the person scheduling the meeting

Scheduler Email 

Contact email of the person scheduling the meeting

Call Direction      

Was the meeting started by a Dial-Out or Dial-In call.
Options include:
INTRANET_DIAL_OUT, INTRANET DIAL_IN. DIRECT_TERM, DIRECT_ORIG, DIAL_OUT, DIAL_IN, VNOC AUDIO-ONLY, AUDIO_ADD_IN & INTEROP

Bridge Name

Name of the bridge used to host the meeting

Meeting Number

Static number assigned to the conference

Service 

Conference service type (e.g. B2B, B2P, P2P etc.)

Participant Enterprise Name

Name of the organization in which point-point calls took place

Participant GMA  

Name of the participant GMA

Participant Exchange Name

Name of the exchange that the participant’s organization is connected to.

Conference Type

Type of Conference – (dial out, dial in, intranet dial out etc.)

Conferences

Number of conferences that took place over the selected period of time

Calls

Number of point-to-point calls that took place over the selected period of time

Duration

The total duration of calls in minutes

Average Duration

Average number of mins =  “Duration” / “Conferences” or “Call” for point-to-point reports

Total Conferences

Number of multipoint conferences which took place over the selected period of time

Number of participants

This is the number of endpoints that took part in the call. Note, some endpoints such a video conferencing / telepresence rooms may have had more than one attendee in the room. This figure therefore represents the minimum number of individuals who may have been in the conferences

Average Conferences per Room

Number of conferences that a room has been used for

Average Rooms per Conference

Average number of rooms that take place in multipoint conferences

Average Conference Duration

Average duration of multipoint conferences

 

Note:  Some properties may not have been configured as they were optional when the endpoints were installed. If the data does not exist, it will be shown as “unknown.”

19.     Jamvee™ Unified Conferencing VMR Reports

19.1  VMR Reporting levels

 The jamvee™ Unified Communications service portal now provides the capability to generate usage reports, to enable partners, enterprise admins and end-users to have greater control and visibility on their usage of the jamvee™ UC service.

 The following report levels are currently available. 

  •         Partner
      Provides the consolidated minute usage of each enterprise account that the partner manages, grouped by service type – Trial Service,     Pay-as-you-go, Bronze, Silver etc.
     
  •         Enterprise
      Provides the minute usage summary for each VMR within the enterprise
     
  •         Department*
      Provides usage at individual department level, primarily for internal accounting and billing purposes
    * Departmental information is not a mandatory field in a user’s profile. Therefore, for this option to be used effectively an external policy/standard is needed to ensure the departmental information is added correctly to an individual’s profile when they are first provisioned on the system by the company’s IT department.

 

  •        Virtual Meeting Room (VMR)
      Provides the list of all conferences hosted within each VMR, their start/end times and duration.

 

  •         Conference
      Provides information on an individual conference, including detailed connection data for each attendee. This report must be accessed       via the VMR reporting level in order to select the conference.

Examples of each report are provided in the appendix of this document for reference. 

19.2  VMR Level privileges

Access to information at each level is dependent on an individual’s access privileges:

 

  •       Partner Admin:
    Have access to the consolidated usage of their enterprise-customer accounts, and can drill down to usage by Virtual Meeting Room (VMR) and data on individual conferences if required.

Levels accessible:
Partner – Enterprise – Department – VMR – Conference

 

  •       Enterprise Admin:
    Can access their particular business entity and track activity of all the departments and individual user activity within their organisation.

Levels accessible:
Enterprise – Department – VMR – Conference

 

  •       Individuals/End Users:
    Can access their own Virtual Meeting Rooms (VMRs) records and information on individual conferences.

Level accessible:
VMR – Conference

 

  

19.3   Accessing the VMR reports

You must be logged in to access the reports.
Once logged in you will be taken to your account page, from where you will see the reports tab.

Select Reports then VMR Reports as shown below:

 You will then see the following screen if you are a partner admin level.

The default selection (indicated by the red-underline) will be set dependent on your level. You can choose to select any of the reporting levels available to you via the option tabs.

 


If you do not have rights to a particular level then it will not be displayed in the tab line.
An individual end user for example, will therefore be presented with the following screen: 

19.4  Generating a VMR report

To create a report select the Year/Month** you want the data for and then press the Submit button to execute the query.

**A date range option will be provided at a future release.

 

An animated graphic is displayed as the report is being generated

Once the query has completed the results will be listed in a table/set of tables.
If no data is available then the message “No results are available to be displayed” will appear.

  

The amount of information on a screen can be controlled using the records tab, and a Search function is provided to make it easier to find records in large data sets.

To scroll between separate tables use the left/right indicators at the foot of the table.

The rows in the table can be arranged in ascending or descending order with respect to a particular column heading by selecting the       navigation icons 

Note:
There is a delay of approximately 1 hour before the usage data corresponding to the last completed conference call can be included in a report.
 

19.5  Hierarchical drill down/up

It is possible to drill down through each individual level available by clicking on the links highlighted with the   symbol.


Similarly, at lower levels of the hierarchy it is possible to click back up through the levels by selecting the level in the path that is displayed immediately above the table.

 

It is not possible to go further down the hierarchy than the Conference Usage Summary Report.

 

19.6  VMR report download options

It is possible to create and save files containing the usage information for the level being displayed, by selecting the Download button.

There are currently two download formats currently available:
.CSV and .PDF

 

 

 

19.7  System properties displayed per VMR report

 

 

System Properties

 

Description

 

Types of Report

 

Partner

 

Enterprise

 

Dept

 

VMR

 

Individual Conf

 

GMA Name

Name of Partner

x

x

X

X

x

Host Enterprise Name

Name of an individual enterprise/organization that is a customer of the partner or Tata Communications

x

x

X

X

x

Service Offer Name

Jamvee™ has a number of different service offers:

·       Trial Service

·       Pay-as-you-go

·       Bronze

·       Silver

·       Gold

·       Premium

·       Active VMR

 

These offers are covered in more detail in the Customer System Admin Guide available in the documents section of the portal

x

X

X

x

x

Leg Usage Type

UC = Unified Conference, audio, video and IM provided

AC =  Audio Conference

Audio only connection

x

x

X

X

x

Total Usage Minutes

Total number of minutes.

The minutes represented are dependent on the report ranging from the collated usage for an enterprise, or over a given number of VMRs, or as usage by each participant in a call

x

X

X

X

x

VMR Business

Internal system reference for each VMR

 

x

X

X

x

VMR Name

The name of the VMR provisioned for or  by each end-user

 

X

X

 

x

VMR Owner

The assigned owner of a each VMR

 

X

X

 

 

Department Name

Name of department within the enterprise, which can be used for internal accounting/auditing processes

 

 

 

X

 

 

Conference Start Time

UTC time when the conference started.
Note: the user will need to convert to their local time

 

 

 

X

 

Conference End Time

UTC time when the conference ended.
Note: the user will need to convert to their local time

 

 

 

X

 

Leg

Internal system reference for a connection during an individual conference

 

 

 

 

x

Endpoint Type

If an endpoint has been configured onto the service, the Type of endpoint is displayed here. Typically this will only apply to dedicated video conferencing hardware and telepresence systems

 

 

 

 

x

Endpoint Address

If an endpoint has been configured onto the service, the Address of the endpoint is shown here

 

 

 

 

x

Endpoint Name

If an endpoint has been configured onto the service, the Name of the endpoint given when it was provisioned will be shown

 

 

 

 

x

Participant Number

The system number of a participant that dialled into the conference

 

 

 

 

x

Participant Dialed Number

The number a participant dials to access a meeting if not using a jamvee™ client – e.g. if they used Microsoft Skype for Business, Lync or video conferencing hardware

 

 

 

 

X

Conference

System reference number for a given conference

 

 

 

 

x

 

19.8  The Active VMR Ramp-Up Report
[PARTNER AND ENTERPRISE ADMINS]

 

 

The Active VMR report allows partner or enterprise administrators to track the usage of the VMRs per service offer within an organisation. This enables them to make sure that they are progressing as per the numbers agree in the contract.

 

The report is a spreadsheet that consists of the following records:

 

Service Offer

Jamvee™ has a number of different service offers:

  • Trial Service
  • Pay-as-you-go
  • Bronze
  • Silver
  • Gold
  • Premium
  • Active VMR

These offers are covered in more detail in the Customer System Admin Guide available in the documents section of the portal.

 

Provisioned VMR Volume Tier

Each service offer is tiered to ensure that pricing reduces as more VMRs are provisioned.

A tier is defined as a range of VMRs, and the range may be agreed during a contract negotiation.
Once an enterprise exceeds a tier level the price they pay for all the VMRs reduces by a rate agreed in the contract.

 

Provisioned VMRs

The number if VMRs that have been set aside and provisioned for the enterprise.

 

Active VMRs

The number of VMRs that have been used for enough minutes to trigger them being considered as having progressed to active status. This is currently defined as a room that is used for more than 30mins in a month.

Once active the room remains active for subsequent months even if it is not used, or is used for less time than the original 30 mins.

 

Minimum Committed VMRs

This defines the number of VMRs that have been committed to by the enterprise as part of the contract.

 

VMR Overage

Shows the number of Active VMRs that have used above the agreed number assigned and provisioned in the enterprise.

 

Total Billable VMRs (Current Quarter)

Shows the number of VMRs that met the criteria to be billed for usage in the current quarter

 

Total Billable VMRs (Previous Quarter)

Shows the number of VMRs that were billed for usage in the previous quarter.

In conjunction with the Total Billable VMRs (Current Quarter) figure it can be used to calculate the ongoing growth in usage to assess business targets and metrics.

 

Rate per Unit

The agreed charge for an individual VMR provisioned for that service offer

 

MRC – Monthly Recurring Charge

The total monthly recurring charge calculated as Total Billable VMRs x the Rate per Unit the Active VMRs

 

Currency

This is the currency used for billing.

 

 

Example report:

 

Service Offer (VMR-Type-Size)

Provisioned VMR Volume Tier

Metrics

Provisioned VMRs

Active VMRs

Committed

VMRs

VMR Overage

Total Billable

VMRs
(Current Quarter)

Total Billable

VMRs
(Previous Quarter)

Rate per Unit

MRC

Currency

Gold Active Plan

1-100

 

5

3

2

1

3

2

$xx

$YY

USD

Silver Active Plan

1-100

 

3

1

2

0

3

2

$xx

$ZZ

USD

 

 

Note:

Rates per unit are set during contract negotiation

 

 


 

Appendix 1 – Example Scheduled Reports

  Conference Report  


  Conference Detailed Report  



  Usage by Room Report  

3image084

 

  Point-to-point Calls Statistics Report   
PttoPtConfStats

 

  Multipoint Conference Statistics Report  


 

Appendix 2 – Example VMR records

  Conference Usage Summary Report  

ConfUsageSummary

 

  VMR Usage Summary Report  

3image089

 

  Department Usage Summary Report  

3image090

 

  Enterprise Usage Summary Report  

3image095

 

  Partner Usage Summary Report  

3image093