Create or Join a Vidyo room via Indico

Vidyo allows users to make point-to-point calls or multipoint videoconference meetings from their desktop machines, tablets and smartphones, H323/SIP equipped meeting rooms and from traditional phone lines. This short video shows the process of creating or joining a Vidyo room via Indico.

Here is the process in more detail:

On the management page of your Indico event click on Videoconference under the tab Services on the left banner.

Here you can create a new Vidyo room or Add an existing one to your event.

Add existing Vidyo room

If you just need to Add existing room, start typing the name of the room. A list of existing rooms will be suggested, Select the one you need and click on Save.

Going back to the Event display view you will see that the room is now attached to your event.

You have the possibility to allow vidyo access to only parts of your event, by linking your vidyo room to specific contributions only.

Create a new Vidyo room

To Create a new Vidyo room, you'll see the name of your event appearing, by default, as the vidyo room name. You can change it to something more generic, to re-use in the future, if you want.

While defining the room parametres,use the Description field to write something helpful for your users who will be joining in the future.

The default Owner of the room is you, but you can Choose someone else, who will be responsible, on the long term.

You can enter a Moderation PIN, if you want to moderate the room. Anybody who knows the PIN will be able to perform the functions of a moderator. Moderators can Mute, Unmute, Hide Video, Show Video, and Remove a given participant or all participants from the conference.

You may also assign a Room PIN , if you wish. It enables you to make your meeting "private", only people to whom you give the PIN will be able to join your meeting.

If you want the participants who will join the room to be muted by default, make sure that the Auto option is set to ON.

Click on Save.

Check your videoconference status, see how you can Edit your room, Detach it from the event or Join the room.

Click on Join and you will be directed to a Vidyo page.

Make sure you have VidyoDesktop installed before doing this. To do this, go to https://vidyoportal.cern.ch and download the client.

As a user, enter your name and click on Connect. A Vidyo window will appear.

In the Vidyo window, if you hover over the screen, you can see a banner with a few options. The most useful ones are:

  • “Show participants” (useful for your event’s minutes).
  • “Group chats” (a very useful area to exchange web links and make comments about the Vidyo performance itself, for example if you can’t hear what’s being said).
  • “Screen share” (useful for interactive discussions and for navigating through slides).

In this banner you can also disable video and/or mute the audio. It is a good idea to mute your microphone when you don’t speak to avoid background noise affecting the entire room.

Finally, you can click on the gear icon for some Vidyo configuration options, for example concerning your audio source.

For Linux users

After clicking on Join, a selector will appear.

You can choose to use the standard vidyo desktop app or the CERN WebRTC (Real Time Communication) client. If you select the latter, the Vidyo Room URL will be already present. Just click on Join the room.

All the icons explained earlier are available to you, via this interface, as well.