UCM63xx Series - Meeting Guide

  • Updated on November 9, 2021

The UCM63xx support multimedia meetings which increase employee efficiency and productivity, and also provide more cost-effective way to hold business meetings. With the UCM you can easily create, schedule, manage, and join meeting calls, from your desktop or laptop computer. UCM conferencing uses WebRTC technology, so all the participants don’t have to download and install any additional software or plugins. UCM conferencing must be enabled by the administrator for the concerned extensions.

Below are the UCM63xx meeting specifications supported for each model:

UCM630x series

Number of public meeting rooms

Number of meeting room members

UCM6301

3

75

UCM6302

8

150

UCM6304

15

200

UCM6308

25

300

This document introduces the meeting options, meeting configurations including joining, inviting, recording during meeting and also including Google Calendar schedule.

MEETING CONFIGURATION SETTINGS

The meeting configuration settings are available under Web GUI🡪Call Features🡪Multimedia Meeting. Allowing users to create, edit, view, invite, manage the participants and delete meeting bridges. The meeting bridge status and meeting call recordings (if recording is enabled) will be displayed under the same web page as well.

Create and Edit Meeting Rooms

To create, edit or delete the meeting rooms please refer to following steps:

  1. Access the UCM63xx Web GUI using the administrator username and password.
  2. Navigate to Call Features🡪Multimedia meeting🡪Room.
  3. Click on blank to add a new meeting room as displayed on figure 1 or click on C:\Users\DOCTeam_LAB3\Desktop\ucm screenshots\time and holidays\3.PNG to edit the meeting room
  • Click on C:\Users\DOCTeam_LAB3\Desktop\ucm screenshots\time and holidays\4.PNG to delete the meeting bridge.
blank
Figure 1: Creating New Meeting Room

Please refer to following table describing the configuration options available for meeting room feature.

Extension

Configure the meeting number for the users to dial into the meeting. Note: Up to 64 characters.

Privilege

Please select the permission level for outgoing calls.

Allow User Invite

If enabled, participants can invite other users to the video meeting.

It is Enabled by default. Note: The host can always invite members.

Auto Record

If enabled, the meeting call will be recorded and saved as a .WAV file, the default filename is confbridge-${Meeting Number}-${UNIQUEID}. Recordings can be downloaded from the Meeting Recordings page.

Table 1 : Meeting Room Parameters

Configure Meeting Settings

Please refer to following steps in order to configure meeting settings:

  1. Access the UCM63xx Web GUI using the administrator username and password.
  2. Navigate to Call Features🡪Multimedia Meeting🡪Room.
  3. Click on “Meeting settings”.

The following table describe the meeting settings in details:

Enable Talk detection

If enabled, the AMI will send the corresponding event when a user starts or ends talking. By default, it’s enabled.

DSP Talking Threshold

The time in milliseconds of sound above what the dsp has established as base line silence for a user before a user is considered to be talking. This value affects several operations and should not be changed unless the impact on call quality is fully understood, the default value is 200.

DSP Silence Threshold

The time in milliseconds of sound falling within the dsp has established as base line silence before a user is considered to be silent. This value affects several operations and should not be changed unless the impact on call quality is fully understood, the default value is 2500.

Max Number of Video Feeds

Set the maximum number of video feeds supported per meeting room. Support the selection of the number of 4/6/9 parties, and the default is 6 parties.

Audio Codec Preference

Configures the preferred codecs for temporary accounts such as meeting participants who joined via link.

Packet Loss Retransmission

Packet Loss Retransmission configuration for temporary accounts (meeting participants without registered extensions who entered the meeting via link)

Jitter Buffer

Select jitter buffer method for temporary accounts such as meeting participants who joined via link.

Disable: Jitter buffer will not be used.

Fixed: Jitter buffer with a fixed size (equal to the value of “Jitter Buffer Size”)

Adaptive: Jitter buffer with an adaptive size that will not exceed the value of “Max Jitter Buffer”).

NetEQ: Dynamic jitter buffer via NetEQ.

Table 2: Meeting Settings

Schedule a Meeting

Meeting schedule Settings can be found under UCM63xx web GUI🡪Call Features🡪Meetings🡪 Meeting Schedule.

Users can create, edit, view and delete a Meeting Schedule.

  • Click on “Schedule Meeting” to add a new Meeting Schedule and configure schedule settings.
  • Or click on the scheduled meeting to edit or delete the event.
blank
Figure 2: Schedule New Meetings Options

The following table describes the meeting schedule settings:

Schedule Options

Meeting Subject

Configure the name of the scheduled meeting. Letters, digits, _ and – are allowed.

Meeting Room

Choose which room to have this scheduled meeting. By checking Use Existing Meeting Room users can choose an exiting room for this meeting. Otherwise, a random room number will be created for this meeting.

Time

Choose which room to have this scheduled meeting.

Time Zone

Configures the Time zone of this meeting.

Password

Configures the meeting password. If configured, users will have to enter the meeting password before accessing the meeting.

Host Password

Configure the password to join the meeting as Host.

Host

Select the meeting Host

Repeat

Choose the frequency to repeat the meeting. Users can choose Every Day, Weekly, Monthly or No Repeat (Default) for a single event.

Allow User Invite

If enabled, participants can invite other users to the meeting.

Note: Meeting Host is always allowed to invite users to the meeting.

Call Participants

If enabled, invited participants will be called when the meeting starts.

Email Reminder

Email reminders will be sent out x minutes prior to the start of the meeting. Valid range is 5-120. 60 is the default value.

Auto Record

If enabled, the meeting call will be recorded and saved as a .WAV file, the default filename is confbridge-${Meeting Number}-${UNIQUEID}. Recordings can be downloaded from the Meeting Recordings page.

Enable Google Calendar

Enables Google Calendar. This feature cannot be used if Google Services have not been authorized. Please resolve this in the Meeting -> Google Service Settings page.

Invitees

Select the participants to invite to the meeting. Enter either extension numbers or email addresses.

Description

The description of this scheduled meeting.

Table 3: Meeting Schedule Parameters

The list of meetings will be shown as below

blank
Figure 3: Meeting List

The Meeting History section is showing the list of ended meetings:

blank
Figure 4: Meeting History

From this section, Users can download the meeting report by pressing on Download icon next to the meeting entry:

blank
Figure 5 : Download meeting report

The meeting reports is on PDF format and contains various meeting information and statistics such as the number of attendees and the Device type from which the attendees were accessing the meeting from.

Users can also Reschedule the meeting by pressing on Reschedule icon and then enter the new meeting details:

blank
Figure 6 : Reschedule meeting

Users can also Delete the meeting from Meeting history by pressing on blank , and view the meeting details by pressing on blank button, as shown in the below figure:

blank
Figure 7: Meeting Details

Synchronize Meeting Schedule with Google Calendar

There are two ways to authorize the synchronization of the meeting schedule with the google calendar of your account:

  • OAuth2.0 Authentication
  • Google Calendar Authorization
blank
Figure 8: Google Calendar Authorization

OAuth2.0 Authentication

Please refer to following steps:

  1. Go to the Google Developers Console (https://console.developers.google.com/project).
  2. Select a project or create a new one.
  3. In the sidebar on the left, expand APIs & auth. Next, click APIs.
  4. Select the enabled APIs link in the API section to see all the enabled APIs. Make sure that “calendar API” is on the list of enabled APIs. If you have not enabled it, select API from the list of APIs, then select the enable API button for the API.
  5. In the sidebar on the left, select “Credentials”. Click “Create New Client ID”.
  6. Select the installed application type for your project and enter any additional information required. Click create Client ID.
  7. Copy the “OAuth2.0 Client ID” and “OAuth2.0 Client Secret” to the UCM’s web GUI under Call Features 🡪 Multimedia Meetings 🡪 Google Service Settings, and click “SAVE”.

Google Calendar Authorization

Please refer to following steps:

  1. Access the UCM6xxx web GUI 🡪 Call Features 🡪 Multimedia Meetings 🡪 Google Service Settings.
  2. Click “Get Authorization Code” to obtain authentication code from Google Service.
  3. Enter the Google account and password (Note: please make sure the account on authorization page is correct, if you have logged in other account, please log out then log in again).
  4. Click “Accept” on authorization page.
  5. Copy the strings returned by Google authentication server under “Authorization code” input field, and click the “Authorization” button.

Once the google account is authorized, it will be displayed under “Authorized Account” and it will be connected with Google Service.

Important: Users can also configure the Status update, which refresh automatically your Google Calendar with the configured time (m). (Note: “Zero” means disable).

blank
Figure 9: Google Calendar Settings

Join a Meeting

The UCM630x allows users to dial the meeting number to join the meeting. If the password is required, users need to enter the password to join the meeting as a normal user, or enter the Host password to join the meeting as administrator.

Manage the Meeting Room

The following steps allow to manage meeting rooms using the web GUI or IVR during a meeting call.

Manage The Meeting room from Web GUI

Access the UCM630x web GUI during the meeting call and go under Call Features 🡪 Multimedia Meetings and choose your Meeting room. The following operation can be done

  1. Click on C:\Users\DOCTeam_LAB3\Desktop\ucm screenshots\conferencing\5.PNG to kick a participant from the meeting.
  2. Click on C:\Users\DOCTeam_LAB3\Desktop\ucm screenshots\conferencing\6.PNG to mute the participant.
blank
Figure 10: Manage Meeting from WEB GUI

Manage Meeting Call from IVR

During the meeting, meeting participants can input * to enter the IVR menu for the meeting. Please see options listed in the table below.

Meeting Administrator IVR Menu

0

Change your role.

Press 1 to change your role to participant.

1

Mute/unmute yourself.

2

Lock/unlock the Meeting.

3

Kick the last joined user from the Meeting.

4

Decrease the volume of the Meeting.

6

Increase the volume of the Meeting

7

Decrease your volume.

9

Increase your volume.

8

More options.

  • 1: List all users currently in the meeting call.
  • 2: Kick all non-Administrator participants from the meeting call.
  • 3: Mute/Unmute all non-Administrator participants from the meeting call.
  • 4: Record the meeting call.
  • 8: Exit the caller menu and return to the meeting.

Meeting Participant IVR Menu

0

Change your role.

Press 1 followed by the host password to become meeting host.

1

Mute/unmute yourself.

4

Decrease the volume of the Meeting.

6

Increase the volume of the meeting call.

7

Decrease your volume.

9

Increase your volume

8

Exit the caller menu and return to the meeting.

Table 4: Meeting Caller IVR Menu

Invite Other Parties to Join The meeting

The meeting host and participants can Invite other participant to the meeting from the meeting menu and choose to Invite other participants. After Inputting the participant number, the UCM will send a call to this number to join into the meeting.

Using the Wave app for example users can press on the Meeting symbol blank then on blank and choose Invite Participants

User can choose the participant from their contacts or dial a new number and the UCM will send the meeting invitation to the chosen destination.

blank

Meeting Recordings

The UCM630xx allows users to record the meeting call and retrieve the recording from web GUI🡪Call Features🡪Multimedia Meeting🡪Meeting Recordings.

To record the Meeting call, Users need to enable Record Meeting option While creating a new meeting room or when scheduling the meeting.

When the Meeting starts, the call will be automatically recorded in .wav format. The recording files will be listed under Meeting Recording as below once available. Users could click on C:\Users\DOCTeam_LAB3\Desktop\ucm screenshots\conferencing\8.PNG to download the recording or click on C:\Users\DOCTeam_LAB3\Desktop\ucm screenshots\time and holidays\4.PNG to delete the recording. Users could also delete all recording files by clicking on “Delete All Recording Files”, or delete multiple recording files at once by clicking on “Delete Selected Recording Files” after selecting the recording files.

blank
Figure 11 : Meeting Recording

MULTIPLE MEETING BRIDGES

The UCM630x support multiple Meeting bridges between different meeting (remote or local) rooms to essentially bridge two meeting rooms together reducing bandwidth usage as displayed on the following diagram illustration a meeting bridge between two UCMs in a peered scenario.

In the following scenario, we are using the UCM6302 and the GXP21xx as an example

blank

During a meeting, please follow the steps below in order to bridge a meeting from your GXP21xx:

  1. Press on ConfRoom Softkey.
  2. Press on ConfMenu Softkey to access to the meeting menu.
  3. Choose Bridge Meeting under option.
blank
Figure 12: Bridging meeting from GXP21xx

  1. Enter the remote meeting’s number that you would like to invite and its appropriated password.

Users can also invite a local meeting room to join the meeting call by adding its room number under “Remote Meeting’s Number” field.

  1. Click on “OK” to bridge meeting rooms.
blank
Figure 13: Bridged meeting

Users can press on ConfMenu softkey afterwards and choose Unbridge All to unbridge the meeting.

MEETING SCHEDULE EXAMPLE APPLICATION

This chapter illustrates an example of configuring meeting schedule feature.

The sales director of the company “ABC” needs to organize a meeting and invite different sales managers to discuss different topics. We will assume the following:

  1. Sales director needs to have a meeting room available on the extension number 6300 which will allow him to invite manually Sales Team members to discuss different topics.
  2. Every Monday at 9 AM, the sales director will organize with sales team a meeting to discuss different topics and assign new tasks, the meeting room used to host this weekly meeting is 6301.
  • Configuring Meeting room 6300

Please refer to following steps in order to configure the meeting room 6300:

  1. Access the Web GUI of the UCM630x using the administrator username and password
  2. Navigate to Call Feature 🡪 Meeting 🡪 Room.
  3. Click on “Add“.
  4. Set the extension number to 6300.
  5. Press Save button to save the new meeting room.
blank
Figure 14: Creating Meeting Room 6300

Once creating the Meeting room 6300, the sales director can initiate the Meeting by dialing 6300 and inviting other participants. Please check Invite Other Parties to Join The meeting section in order to invite participants.

Enabling “Record Meeting” permits to record the meeting calls and retrieve them under Meeting recording.

  • Configuring Meeting room 6301

The Meeting room 6301 is programmed to host the weekly meeting, on the following steps we will create a new meeting schedule:

  1. Access the Web GUI of the UCM630x using the administrator username and password.
  2. Navigate to Call Feature 🡪 Meeting.
  3. Click on “Add “.
  4. Set the extension number to “6301”.
  5. Press Save button to save the new Meeting room.
  6. Access to Call Feature 🡪 Meeting schedule.
  7. Click on “Schedule “.
  8. Set the “Meeting subject”, choose Use Existing Meeting Room under “Meeting room option and select room 6301.
  9. Configure the “Time” of the meeting, the Host number and the Invitees.
  10. Since this meeting is planned for each week, configure “Repeat” to weekly.
  11. Press Apply Changes button to save and apply the new settings on the UCM630x.
blank
Figure 15: Meeting Schedule

The meeting can also invite remote extensions available when the main UCM is peered with other UCMs or a special extension.

Was this article helpful?

Related Articles

Need Support?
Can’t find the answer you’re looking for? Don’t worry we’re here to help!
Contact Support

Leave a Comment

blank
We use cookies in order to give you the best possible experience on our website. By continuing to use this site, you agree to our use of cookies.
Accept
Privacy Policy