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GTL Video Scheduler Web User Guide Release 7.1



Table of Contents

Introduction ............................................................................................................................................................................ 3

Underlying Terms and Concepts ............................................................................................................................................ 4

Getting Started ....................................................................................................................................................................... 5

Logging in to GTL Video Scheduler ....................................................................................................................................... 5

Checking and Updating your User Preferences ..................................................................................................................... 6

Viewing Your Calendar ........................................................................................................................................................... 9

How to Schedule a Single (One‐Time) Video Conference ................................................................................................... 16

Using the Full Scheduler ....................................................................................................................................................... 16

Using the Quick Scheduler ................................................................................................................................................... 24

How to Schedule a Recurring (Multiple Dates) Video Conference ...................................................................................... 25

Searching for Reservations .................................................................................................................................................. 31

Modifying a Reservation or Conference............................................................................................................................... 36

Cancel a Reservation or Conference .................................................................................................................................... 43

Email Notifications ............................................................................................................................................................... 46

Room Approvals ................................................................................................................................................................... 49

How to Create a Codec‐Only Video Conference.................................................................................................................. 54

Live Control of Conferences ................................................................................................................................................. 55

Room Editor ‐‐ Creating and Modifying Rooms .................................................................................................................. 62

Creating a New User ............................................................................................................................................................. 65



Introduction This user guide contains information on most of the features that are available in GTL Video Scheduler 7.1. You may not have access to all of the features and functionality discussed in this user guide. The functionality that you have access to is dependent on the access rights and privileges set up for you by your GTL Video Scheduler 7.1 administrator. Some of the more advanced features described, especially option choices, require experience with or an understanding of the related video equipment options.



Underlying Terms and Concepts To better understand how to use Renovo Video Scheduler 7.1, it is important to understand some underlying concepts. The

most helpful and common terms and concepts are described here.

Users

A user in Video Scheduler software represents a person who has been set up with a username and password, so that they may

log in to Video Scheduler for scheduling or other purposes. Users are assigned to User Groups.

User Groups

A user group in Video Scheduler software is a container for a number of assigned users. User Groups are assigned privileges,

access rights and approval rights. Users inherit these privileges and rights from their assigned User Group.

Rooms

A room in Video Scheduler software represents any schedulable end point on the video network. These end points usually,

but not always, are participants in the video conference. A room may represent any of the following:

o Video conference room

o Desktop, laptop, or tablet computing device

o Video capable phone

o Video bridge meeting room

o Audio bridge meeting room

o Recording device

Room Groups

A room group is a collection of rooms. Rooms are grouped to make it easier both for users to select rooms for scheduling and

reporting purposes, and for administrators to assign room access and approval rights to user groups.

Access Rights

User groups are given access rights that allow them to view and schedule room groups in Video Scheduler.

Approval Rights

Some rooms may need to be approved by users within a particular user group before they may be scheduled by users outside

of that user group. Approval rights assigned to a User Group or User(s) for a room or room group ensure that a room needing

approval is indeed approved before a video conference occurs.

Privileges

Privileges in Video Scheduler allow members of a User Group to access menu options and perform actions within the

software. Without privileges, a user is not able to access menu options or information, or perform any actions.

Reservations (also known as ‘Series’)

A Reservation or Series contains one or more conferences: think of this as a conference container. A single, one‐time

conference has one reservation number. A weekly, recurring conference for the entire year has one reservation number.

Conferences

A conference represents a single date and time for a scheduled video event. A conference is always a part of a reservation or

series.



Getting Started

Accessing GTL Video Scheduler

Your video network administrator will provide a URL link to the GTL Video Scheduler login for your organization.

Your video network administrator will provide instructions on whether the link may be accessed from your

organization’s Intranet, from the public Internet, or both.

You may access the Video Scheduler link using any of the following browsers, or by using any standard Java‐enabled

web browser from your computer or web‐enabled device:

Google Chrome

Mozilla Firefox

Microsoft Internet Explorer

Safari for Apple/Mac/iphone

o **Safari for Windows has minor compatibility issues at the time of this writing

Logging in to GTL Video Scheduler

When you use the provided URL for your organization’s Video Scheduler instance, a login page should appear. The

Username and Password boxes, and the green Login button (as shown above) will always be present. The ‘forgot your

password?’, ‘Guest Login’, and ‘Register’ items below may not appear on your system, depending on settings.

To login: enter your username, enter your password, and click on the ‘Login’ button.



Types of Username and Password used by Video Scheduler

You may either be assigned a Video Scheduler local username and password, or Video Scheduler may be sharing your

network username and password with your organization’s Active Directory system (a.k.a. LDAP system).

Changing your Password in Video Scheduler

If you have been assigned a username and password specifically for GTL Video Scheduler that is not your local network

username and password, then the first time that you log in to Video Scheduler, you should change your password.

When you login, the main menu screen below will appear. Your assigned first name will appear in a blue box on the

right side of the menu bar. Click on the blue box that contains your name (screen shot below), select ‘Change

Password’, and change your password. GTL recommends that you periodically change your password in Video

Scheduler, as frequently as you change or are required to change your password on your organization’s local network.

Note: If Video Scheduler is sharing your Active Directory (LDAP) username and password, then the ‘Change

Password’ menu option will not appear in Video Scheduler. In this case, you will never need to change your

password in Video Scheduler; it will automatically change whenever you change your network user password.

Click on the User Name box upper right, and select ‘Change Password’ (if the option is present) to change your password.

Checking and Updating your User Preferences

After changing your Password (as above, if applicable), the SECOND thing you should do is check or update your User

Preferences.

Favorite Rooms

Your Favorite Rooms are those that will appear for you by default on room calendar views, and in room selection

windows when choosing rooms to schedule into conferences. Add or remove any available rooms to your favorite

rooms list as shown in the screen shot below:



Selecting your favorite rooms

Calendar Settings

You may also wish to modify your ‘CALENDAR SETTINGS’. Scroll down further on the Preferences page to see the

options.

User Calendar Settings (Type and Time Range)

You can change defaults for the following calendar type and time settings:

Calendar Type

Calendar Start Time

Hours of the day displayed in your daily calendars

Favorite Rooms appear by default on your

Rooms Calendars. They also appear by

default in your Room Selection List while

scheduling conferences. To add a room to

your Favorite Rooms, move the Room from

your ‘Available Rooms’ list to your ‘Favorite

Rooms’ list, then click the ‘Save’ button.



For example, as shown above, this user’s calendar start time is 7 AM and the number of hours displayed is 15 hours.

Only conferences running between 7 AM and 10 PM are displayed on this user’s calendar. If you make any changes to

any of the calendar setting options, remember to save them by clicking on the ‘Save’ button.

The final preference on the page is Calendar Filtering and Sorting (an expanded ‘My Calendar Settings’ view is shown

below). It is best not to add any filters until you are more familiar with Renovo Video Scheduler, to avoid any confusion

when a setting you made here filters out a conference that you want to look at in your calendar. However, THAT SAID,

you may be interested in ordering the conferences on your calendar in a particular way.

User Calendar Settings

To check or change calendar sorting options, click on the blue ‘gear box’ next to the Filter window (above). The filter

and sort menu appears. Click and hold the drop‐down arrow on the right of the ‘Sort’ window. You’ll need to hold down

your mouse button if you select another option here. You may, by default, sort by:

o Conference ID

o Start Time – this is the most commonly chosen option

o Status

o Title – this is the second most commonly chosen option

Once your choice is selected, remember to click the ‘Apply’ button, then ‘Save’.



Viewing Your Calendar

When you log in to Renovo, the first thing you will see is your calendar. The calendars are designed to quickly show you

which conferences are scheduled for the time period you have selected.

Note: You may or may not see any conference icons, depending on the daily, weekly, or monthly schedule for the

rooms that you can access on your calendars.

Four Calendar views are available

Daily by Room

o Each of your favorite rooms will be shown, in alphabetical order

o If you have a large number of favorite rooms, this list may be quite long

o The daily period shown matches your User Preference Calendar settings ( see ‘Calendar Settings’,

above)

o Conferences are represented by rectangular icons

o Colors of conference icons indicate the conference status, and match the color keys across the top of

the calendar

o Hover on the conference icon to see key details of the conference (as in screen shots below)

o Name

o Start and End Time

o Conference Number

o Series (Reservation) Number

o Bridge (if a bridge conference)

o Rooms

o Click on the conference to load the conference and access its Conference Summary page

o Click on the blue right or left arrows to move backward or forward one day at a time

o Click on the Calendar icon to display a date further in the future or the past



Daily by Room Calendar View.

Hover on an icon to view Conference Details

Daily by Conference

o All Conferences containing any of your available Rooms are shown (not just Favorite Rooms)

o Conferences are sorted according to your Calendar User Preferences (above)

o In the screen shot below, conferences are sorted by Start Time

o To show conferences containing only a particular room or bridge, type a part of the room or bridge

name into the ‘Filter’ window (additional screen shots below). You may also filter by typing in a part of

the Conference name if you are looking for a particular conference.

Hover on conference icon

(rectangle) to show basic

Conference Details.

Click on the Blue arrows to

move forward or backward

one day at a time.

Click on the Calendar icon to pop up

a monthly calendar window that

allows you to select a day in future

or past months.



Daily by Conference Calendar View



Filtering conferences

Weekly Calendar View


o Filtering options are the same as for the Daily by Conference View (above)

Weekly Calendar View

Filter on a room name, bridge

name, or conference title by

entering part of its name here.

This filter works for ALL Calendars

but only Conference Name filtering

is available on Monthly View.

Click on ‘print a report’ to generate

a report for conferences for the

current calendar view.



Monthly Calendar View

o Best for users with only a small number of rooms and conferences


o Only Conference Names may be filtered (below)

o Click on ‘expand‐arrow’ icon for any day to show a complete conference list for that day ( screen shots

below)

o Click on ‘print a report’ in upper right of screen to print out a monthly report of all conferences (screen

shots below)

Monthly Calendar View



Monthly Calendar, Filtered by a portion of conference title

Monthly Calendar. Use Expand Arrow to show all conferences for that day



Click on to Print a PDF report of all Conferences for the current Calendar view.



How to Schedule a Single (One‐Time) Video Conference

There are two scheduling methods available for use when entering single‐instance conferences, or repeating

conferences for a class or other recurring meeting. You will find more options in the Full Scheduler, while the Quick

Scheduler is a little quicker and easier to use. We’ll start by describing the Full Scheduler, showing all of the options and

settings. Then we’ll show the Quick Scheduler so that you can see the difference.

Notes on the Full Scheduler and Quick Scheduler menu options:

Both options may not be available. Access to each scheduling method is privilege based.

Video administrators may require use of the Full Scheduler for Reservation Entry, because some custom data entry

fields are only available in the Full Scheduler.

Using the Full Scheduler

To access the Full Scheduler, choose NEW and then Full Scheduler from the drop‐down menu.

Selecting the Full Scheduler

The Full Scheduler consists of five (5) separate pages:

1. General Information

2. Add Date(s)

3. Add Rooms

4. Bridge Setup

5. Summary

It sounds complicated, but it is really pretty straightforward. First, we’ll show you how to schedule a one‐time video

conference. Then, we’ll come back and show you additional, available options that you MAY want to use for your

conferences.

1. General Information Page

a. There are *only two things you need to do on this page to schedule a Bridge Conference

a. Enter a conference Title



b. Select a Course Type (this is a mandatory entry on the Badgernet scheduling system)

b. Once you’ve entered this information, click the ‘Next’ button to move to the next page.

*Your system administrator may require data entry in one or more ‘Additional Information’ fields on this page.

If so, then Video Scheduler will not allow you to proceed to the ‘Next’ page until those fields are selected or the

information is entered.

Full Scheduler Page 1 – General Information

2. Add Date(s)

o Choose a Date for your conference

o Choose a Start and End time (or Start time and Duration: End Time and Duration adjust interactively)

o Add the chosen date & time to the conference date series

Optionally, you may enter information

into any of the ADDITIONAL

INFORMATION fields. Additional

information entered in these fields will

appear in Reservation Detail reports.

By default, you will only need to enter a

‘Title’ for your conference. Then click the

‘Next’ button to proceed to the next page.

Any Additional Information field flagged with a red asterisk is a

Mandatory entry field. You must enter information, or pick it from

a list of possible values, before you can proceed to the next page.



Full Scheduler Page 2 – Add Date(s)

To enter a Conference Date: You can either edit the

date in the Start Date(s) window, or click on the

Calendar icon to the right of the window. When you

click on the Calendar icon, choose a date or dates by

clicking on them on the calendar (standard Windows

mouse click select methods work). When your date is

selected, click the OK button on the calendar.

Choose a Start time by either editing the time in the

Start window, or choosing a Start time from the drop‐

down list. Then, choose EITHER an End time, or a

Duration time. Choosing either one adjusts the other.

After you’ve entered the date and time you

want, first click the blue ‘add date’ button.

The chosen date and times will appear

under the ADDITIONAL OPTIONS bar below.

Once the date has been selected, press one of the

blue ‘Next’ buttons to proceed to the next page.



3. Add Rooms

o By default, your Favorite Rooms are shown in the room selection window.

o To show all available rooms, uncheck the ‘Favorites Only’ checkbox

o Usually, one of the participant rooms will act as a conference host or moderator. In Video Scheduler, we

refer this room as the conference origination or originator room. Choose the Originator room for the

conference first, and either double‐click on it or drag it from the upper window down to the ‘Selected

Rooms’ window

o Add any other rooms to the conference by performing the same action(s) for those rooms

o Once you’ve selected your rooms – if you are unsure if you picked your Originate room first, then you may

check the ‘Origination Room’ box for that room to be certain you’ve picked the right one.

o When you’ve selected all the rooms you need to schedule in your conference, click on the ‘Next’ button.

Full Scheduler Page 3 – Add Rooms

Selected rooms for the conference. Specify the Origination Room by checking the box

for the room. If unchecked, then the first room

selected will default as the Origination room.

‘Favorites Only’ checkbox is checked by default.

Uncheck the box to view all available rooms.

Click on ‘info’ to see detailed

information about the room.

Click on ‘edit’ to jump to the Room Edit page. The

‘edit’ button may not be present for some users.



DISPLAYING ROOM INFORMATION IN THE ROOM SELECTOR

To view detailed information for a room, go to the Action’ column in the room selector window, and click on the

‘info’ button for the room. Additional room information pops up (if information for the fields is populated in

Renovo in the room configuration).

Room information is displayed when the ‘info’ button is used

DISPLAYING CONFLICT OR AWAITING APPROVAL INFORMATION IN THE ROOM SELECTOR

When you are scheduling conferences and choosing your rooms, there will be times when another user has

already scheduled the rooms into a conference at the same time, or requested room approval for rooms at the

same time, as the conference you are trying to create.

If a room is already scheduled in another conference at your requested time, an ‘in use’ indicator will be

displayed in the ‘In Use’ column in the room selector.

If a room that has been requested for approval is already scheduled in another conference at your

requested time, a ‘requested’ indicator will be displayed in the ‘In Use’ column in the room selector.

To view In Use or Requested information for a room, click on the ‘in use’ or ‘requested’ indicator. Information

for any reservation(s) and conference(s) are displayed. Click on the + sign next to the reservation to list any

conflicting conferences within that reservation. For a recurring reservation, it is possible that many other

reservations and conferences may conflict with the dates & times you have chosen for your conference.

Please note that until conflicts are resolved, you will not be allowed to select a room for your conference.

You must either choose different times, or the conflicting rooms must be removed from the conflicting

conferences.

Click on the ‘in use’ or ‘requested’ indicator next to a room to show which conference(s) conflict with your desired date(s) & time(s)



4. Bridge Setup

Note: this page is only accessible by privilege. It does not appear for all Full Scheduler users.

For Bridge conferences, bridge options are displayed. The options displayed on this page are highly variable,

depending upon:

o The type of Video Platform being controlled and used for scheduling

o The configuration of the bridge template that is granted to the scheduling user

o The availability of additional bridge platforms to the user

o The availability of additional bridge templates available to the user

Note: Please see supplemental Bridge Setup page options for documentation on your specific network

Parts of the Bridge Setup page are similar regardless of the video platform being used. These items are shown

in the Bridge Setup screen shot below.

Selected bridge is shown in large window. Switch to another bridge if desired (and available)

The selected conference bridge is shown in its own window

here. To choose another bridge, pick one from the ‘Switch to

Bridge’ drop‐down, and click on the ‘Move’ button.

When you have reviewed or set your options for the conference, press the Finish button to

advance to the Summary page, where you can save and book the reservation.



5. Summary page

You can view conference information, and save or validate the conference and reservation here.

Save the conference(s) if you want to save your work, then come back and Validate the reservation

later.

o Rooms are not reserved (others may still select the rooms listed in the Saved conference, for

another conference at the same time)

o A saved conference will not run automatically

Validate the conference is you want to finalize the conference

o Rooms are reserved, and cannot be scheduled by other users for the times you selected

o The conference(s) will run automatically at conference time

o Notification emails will be sent to the room contacts (if emails are sent on your system)

To validate your conference(s):

Click on the Validate button, and the drop‐down will include the ‘Validate’ option.

Click on ‘Validate’ in the drop‐down menu. After a pause, the screen will refresh with a new Conference

Status.

Note that the first screen status is ‘Requested – MCU:Requested’, while the second screen shot is

‘Validated – MCU:Sent’.

o In the first screen, the reservation has not been finished, and will not run

o In the second screen, the reservation is ‘Validated’ and will run automatically

Reservation Not Finished: waiting to be Saved or Validated

When awaiting Validation,

there are no assigned

reservation or conference

numbers, and Conference

statuses show ‘Requested’

You may choose ‘Save Only’ to

save your work until you are

ready to Validate a

reservation. But remember to

‘Validate’ it before the time of

the conference(s), to ensure

that it runs automatically.



Reservation Validated

Reservation Saved

A Validated reservation has

assigned Reservation and

Conference numbers, and

Conference statuses show

as ‘Validated’.

A Saved reservation has

assigned Reservation and

Conference numbers, but

Conference statuses show

as ‘Requested’.



Using the Quick Scheduler The Quick Scheduler is designed to provide a scheduling interface that is as simplified as possible, while still providing

automatic conference control. The Quick Scheduler provides a one‐page representation of the Full Scheduler, minus

some of its details and options.

Steps to create a Video Conference (first screen shot below):

o Enter a conference title

o Choose start and end times, or start time and duration

o Choose date(s) by clicking on the calendar icon (calendar presentation is similar to the Full Scheduler

when the calendar pops up).

o Click the ‘Add Dates’ button to save the times and date(s) you chose. The date(s) will appear in the

‘Conference Dates’ window, lower left.

o Add your rooms by clicking on the ‘Add Rooms’ button lower right. The pop‐up room selector works

like the one in the Full Scheduler, but when you select the rooms, they will move to the selected rooms

window lower right.

o When you’ve completed these actions, click the ‘Submit’ button (bottom right corner).

The ‘Confirm Reservation Details’ (second screen shot below) window shows information for

the conference that you are about to Validate.

If you need to make changes, click on ‘Go Back’.

If you wish to Validate the reservation, click the ‘Confirm’ button

Quick Scheduler

Enter a Conference Title

Enter conference times here

Use the Calendar icon to select the date, then click on the Add

Dates button to create Conference Dates in the lower left window.

Click on ‘Add Rooms’ button to add rooms to your

conference. The ‘Rooms’ dialog window will pop

up, similar to room selector in Full Scheduler.

Select the rooms and they will appear in the

Selected Rooms window area (here). When

finished, click on the ‘Submit’ button.



Confirm Reservation Details allows you to review details after ‘Submit’, and before you ‘Confirm’

How to Schedule a Recurring (Multiple Dates) Video Conference To schedule a recurring video conference, the process is the same as creating a single‐occurrence conference. The

difference is that, to select multiple days for your conference, you must either multi‐select calendar dates, or you must

use the recurrence generator to pick a date pattern. To summarize your options, there are three types of recurrences

that are best suited for the following three types of recurrence generation:

Type 1: Normal recurrence with an identified pattern: example, weekly meeting at 9 AM each Wednesday

morning

For this type of meeting, use the recurrence generator. Many scheduling programs use recurrence generators, perhaps

the most standard being Microsoft Outlook. GTL’s recurrence generator is similar in structure to those of other

programs, because all must support the same types of meeting patterns for daily, weekly, monthly, and yearly

meetings.

Type 2: Recurrence with no simple pattern: example, this Friday, next Tuesday, and three Fridays from now

For this type of meeting, multi‐select the meeting dates from the pop‐up calendar.

Type 3: Recurrence containing multiple patterns: example, daily conference, M‐W‐F 8‐9AM, T‐Th 8:30‐9:30AM

For this type of meeting, use the recurrence generator twice: once for M‐W‐F, and once for T‐Th conferences.

The Full Scheduler recurrence generator appears on the ‘Add Date(s)’ page of the Full Scheduler. The Quick Scheduler

recurrence generator is a pop‐up page. However, they both have the same available options. We will demonstrate the

generation of all three types of recurrence patterns showing all images for Full Scheduler, and selected images for

Quick Scheduler.

After you press the ‘Submit’ button

(above), this window pops up.

Review the information. To make

changes, ‘Go Back’. To Validate the

reservation, ‘Confirm’.



Generating a Recurring schedule of Type 1: Normal recurrence with an identified pattern

Click on the ‘Recurrence’ bar on the ‘Add Date(s) page to open the recurrence generator in Full Scheduler.

In Quick Scheduler, click on ‘Add Recurrence’ button to access pop‐up recurrence generator

Full Scheduler Recurrence Selector

Full Scheduler Recurrence Generator

Quick Scheduler Recurrence Selector

Quick Scheduler Recurrence Generator

After you have selected your recurrence

pattern using the instructions below, click

on the ‘Generate’ button to add the

selected dates to your reservation (series).



Generate the recurrence date range or number of recurrences:

o Recurrences always begin with a start date. First, ensure that the start date you have chosen is correct.

In the screen shots above, the start date is 01/01/2017.

o Recurrences will either have an end date, or a number of occurrences, specified. You must select one or

the other.

Click on ‘End After’ button and fill in the number of occurrences, or:

Click on the ‘End By’ (‘End Date’ in Quick Scheduler) button and choose an end date (enter or

pick from pop‐up calendar)

Now generate your date pattern for the date range or number of occurrences you specified:

o Daily

Every 1 day chooses every day of the week

Every weekday chooses every Monday through Friday

Every __ day(s) will set up conferences for every N days (rarely used)

o Weekly

Recur every N weeks on: (rarely used)

Choose every 2nd, 3rd, 4th week etc.

Days of week

Choose your weekly date pattern here. This is THE MOST COMMONLY USED RECURRENCE.

Screen shot below shows a recurrence weekly, every M‐W‐F

o Monthly

Recur every N months on:

Every month is most common

Every 3rd months is quarterly

Every 6th month is semi‐annual

Every 12th month is annual

o Day (seldom used):

Specify recurring date (1 for 1st , etc. ) of month

o The (most common):

Choose a week of each month, and a day

Example in screen shot: Third Friday of each month



When you’ve selected your recurrence pattern, click on the ‘generate’ button to add the dates to your

reservation in either Quick or Full Scheduler.

Generating a Recurring schedule of Type 2: Recurrence with no simple pattern

Some recurring reservations will not recur on the same day of the week or month, and have no identifiable pattern. For

these reservations, first set up the first conference date and time. Then, add future days by selecting them from the

pop‐up calendar.

First, pick a start date (the first conference date), a start time, and an end time or duration

To add more dates, click on the calendar icon.

Control click to select the dates you want to add.

Click on the ‘OK’ button at the bottom of the calendar to add the selected dates.

Your selected dates will appear in the ‘Start Date(s)’ window.

Click on the ‘add date’ button to add the dates to your conference date list.

Select Multiple Conference Dates using Calendar

To manually add conference dates, control‐click (multi‐select) calendar

dates. Then, click on the ‘OK’ button to add them as conference dates.



Selected dates added as Conference dates/times

Generating a Recurring schedule of Type 3: Recurrence containing multiple patterns:

Sometimes, a recurring conference may have a normal date pattern, but with patterned time variations. For example, a

meeting occurs every weekday. On Monday through Thursday it occurs from 1:30 – 2:00 PM, but on Friday it occurs

from 11:00 – 11:30 AM. To schedule this meeting, it is easiest to use two separate patterns.

First, generate the first pattern as in Type 1 above.

o In this example, create the weekly Monday‐Thursday pattern first and generate those occurrences.

o Then, choose a new Friday weekly pattern with the new time, and generate those occurrences.



Shows first pattern of M,T,W,Th 1:30 – 2:00 PM added.

Shows Friday conference time 11:00 –

11:30 AM pattern added to first pattern.



Searching for Reservations

There are two ways to search for and load conferences and reservations in Video Scheduler:

Use the Calendar

Use the Search menu option

Calendar Search

Basic calendar functions are described above in ‘Viewing Your Calendar’. Using any of the four calendar views, simply

left click on the individual conference icon to load the conference Summary page.

Loading the Conference Summary page

From the Conference Summary page ‐‐ Loading the Reservation Summary page

Left click on the conference icon

to load the Conference Summary

page for this conference.

To load and view the reservation (the entire series of

conferences), click the ‘Load Reservation’ button.



The Reservation Summary page

Search

The SEARCH menu option provides a method to filter your searches for conferences and reservations in any date range.



The reservation Search page

Ways to search for reservations:

If you know the Reservation ID or the Conference ID, enter it into the appropriate box and press the

corresponding mini‐search button.

To search for reservations with conference dates any time in the next month, simply use the defaults and click

on the Search button in the lower right of the page.

To show all reservations in a selectable date range, enter only a Starting and Ending date and use the Search

button.

To filter on any part of a reservation title or room name participant in reservations, enter a character string into

the Filter window (‘Test’ is entered into the Filter window in the inserted screen shot below: any reservation

with Test in its title, or in a Room name or Displayed ID as a participant, will be returned).

Include or

filter by

Conferences

statuses here

Choose any pre‐created filter from the Filter drop‐down

To filter by conference title or room

participant, enter a character string from

either into the Search filter window

To view

reservations

within a date

range, enter

Start and End

dates here.

If you know the reservation or conference

ID number, enter it and click on the search

icon next to the window.

Ignore entered dates: find reservations with conferences in the future

Search on the parameters you chose (EXCEPT for Reservation ID or Conference ID)



To add a ‘Base’ filter, click on the box that by default shows ‘No Base Filter’ as in the screen shot above. The

filter search options appear in a drop‐down (screen shot below). Options are:

o Weekday names, e.g. Monday – only return reservations with conferences scheduled on that day

o Weekday combinations, e.g. Mon, Wed, Fri – only returns reservations with conferences on all of the

selected days

o My Conferences – only returns reservations that are owned by the logged in user

o MCU Conferences – only returns bridge conferences, ignores codec conferences and offline

conferences

o My MCU Conferences – only returns bridge conferences that are owned by the logged in user

o Future Only – shows only reservations that have conferences in the future, ignores starting and ending

dates entered

Default button – goes back to a 30‐day window like when you first accessed the Search window

Conference status filters – you can uncheck any checked status filter on this list, for example uncheck

‘Cancelled’ so that Cancelled reservations are not returned

Show all button – re‐checks all of the conference status filters

All of the search options described above, EXCEPT FOR the specific reservation or conference number searches,

may be used either singly, or in ANY COMBINATION.

Regardless of the search method you use on the Reservation Search page, the returned reservations are shown in a

window at the bottom of the search page.

Any column can be sorted by clicking on the column header.

Click on any reservation to load its Reservation Summary page.



Reservation Search Results page

Number of returned reservations is shown at top of list. Click

on any reservation to load its Reservation Summary page.



Modifying a Reservation or Conference You may modify either a reservation, or individual conferences within a reservation. Reservations may be modified

from either the Quick Scheduler, or from the Full Scheduler. Individual conferences within a multi‐conference

reservation or series may only be modified using the Full Scheduler.

Modifying a reservation using the Quick Scheduler To modify a reservation using the Quick Scheduler, you must first search for the reservation, then load the reservation.

Use the instructions in ‘Search for Reservations’, above, to find and load your reservation. Your reservation and its

conferences will appear in the Full Scheduler ‘Summary’ screen as shown below.

Reservation may be modified using Quick Scheduler

Once you load the reservation on the Quick Scheduler page, you may make modifications and ‘Submit’ the changes to

validate them, just as you do whenever you create a reservation using Quick Scheduler. The changes you make in

Quick Scheduler are made at the Reservation level, and affect all conferences in the reservation. The only exception to

To modify the reservation using Quick Scheduler,

click on the ‘Quick Scheduler’ button.



this rule is that when you are canceling conferences, you may cancel one or more individual conferences without

canceling the entire reservation.

Reservation change rules using Quick Scheduler

You may edit any of the following reservation properties using Quick Scheduler:

Note: See Quick Scheduler section above for screen images and descriptions of the fields described below.

Note: remember to ‘Submit’ your changes, otherwise they will not be saved.

Reservation title – you may edit the title

Dates

o To add a date or dates

To add a single date and time, choose the date and time and click ‘Add Dates’

To add recurring dates, click on ‘Add Recurrence’, add the date pattern parameters, and click on

‘Generate’

o To remove a date or dates

Click on the check box next to the date on the ‘Conference Dates’ list, then click on ‘Delete

Selected’

Selectable parameters

o You may change any visible parameter fields by checking, unchecking, or adding/changing dialog box

information. The parameter fields include:

Entry PIN

Allow Streaming

Record Reservation

Use Existing Meeting Room

Note: Your available list of parameter fields may differ depending on access and type of controlled

network.

Rooms ‐‐ you may add or remove room participants

Recipients

o You may add or remove email recipients, and add new email recipients to your personal contacts list.

After you have made your changes, click on ‘Submit’, and then ‘Confirm’ ‐ just as you do when creating a new

reservation – to save and apply your changes. The reservation will re‐validate with the new changes applied.

Modifying a reservation using the Full Scheduler The process for modifying a reservation using the Full Scheduler is similar to that used for Quick Scheduler

modifications, above. All of the same Quick Scheduler items, plus all of the additional information accessible in the Full

Scheduler, may be modified. The Full Scheduler has more available features, and gives the user a number of options

that are not available in Quick Scheduler modifications.

Jump to a page to make modifications to items on that page

Make changes to individual conference dates (does not require you to modify ALL conferences in the

reservation)

Renew cancelled conference dates

Renew a cancelled reservation with all its cancelled conference dates

Each of these options are described below.

Note: Remember that whatever change you are making, you must either Save Only or Validate the change in order for the

change to be saved. The Save Only and Validate functions work the same way as they do when creating a new reservation:

Save Only saves the changes, but will not automatically control the conference, or reserve the conference resources.



Validate saves the changes, automatically controls the conference, and keeps the conference resources from being

scheduled by other Renovo users during the same time period(s).

Jump to a page to make modifications to items on that page

Jump to any Full Scheduler reservation page, or to Quick Scheduler (if your user has access to Quick Scheduler), to edit.

Make changes to individual conference dates (does not require you to modify ALL conferences in the reservation)

Full Scheduler allows you to select one or more individual conferences to modify, without modifying the entire

reservation.

Note: items on the General Info page are reservation‐level fields, so any changes made on that particular page will apply to

all conferences within the reservation.

To edit individual conferences, make sure that the conferences that you want to modify, are chosen for modification

using the conference selector check boxes (first screen shot below). Then, make the changes you need to make and

when you validate the reservation, choose ‘Validate Selected Conferences’ from the Validation drop‐down (second

screen shot below).

You may jump to the Full Scheduler

page by clicking its corresponding

button on the reservation Summary

page.

Or, you may edit in Quick Scheduler

by clicking its button.



Choosing Conferences to Modify

When you have finished making conference modifications, save the changes by using the ‘Validate’ button on the

Summary page. Choose ‘Validate Selected’ from the drop‐down menu to apply the changes.

Check the box next to

the conference(s) you

need to modify.

By default, all of the conference boxes

are checked. Remember, to uncheck

all, click on minus ‘‐‘ button, and to

check all, click on plus ‘+’ button.



Conferences are re‐Validated and new changes applied, after ‘Validate Selected’ is chosen

Renew cancelled conference dates

To renew a cancelled conference, use Full Scheduler.

Navigate to the Reservation Summary page,

Select the canceled conference by checking the conference check box.

Validate the conference using ‘Validate Selected’ option as shown in Conference Modification, above.



Select the Canceled Conference

The conference is no longer canceled, and if validated will run at the scheduled time.

After ‘Validate Selected’

Important Note: Canceled conferences do not appear in Quick Scheduler. To view and reinstate a canceled

conference, you must use Full Scheduler.

Renew a cancelled reservation with all its cancelled conference dates

To renew a canceled reservation and all its conferences, load the reservation to the Summary page in Full Scheduler

(see above). All of the future conference dates will have a status of ‘Cancelled’, and by default all of the conference

dates will be checked. Be sure that all of the future conference dates are indeed checked (see above). Then, use the

‘Validate’ button and choose ‘Validate Selected’ from the drop‐down menu. The future conferences will re‐validate and

will no longer be canceled.

Check the box next to the conference(s)

you need to revalidate (un‐cancel).

Then, use the Validate button and select

the ‘Validate Selected Conferences’ option

to revalidate.



To revalidate entire reservation, select all future conferences and ‘Validate Selected’

After ‘Validate Selected’, conferences are no longer canceled



Cancel a Reservation or Conference

Cancel Using Quick Scheduler

Cancel all Future Conferences in a Reservation

Using Quick Scheduler, you may not cancel an entire reservation; however you may cancel all future conferences in a

reservation.

Note: Quick Scheduler only shows future, un‐canceled conferences in the Reservation. Delete all of the visible conferences

in Quick Scheduler to cancel them.

To cancel all future conferences:

Load the reservation in Quick Scheduler

In the ‘Conference Dates’ window, check the ‘Date’ box to select (check) all conference dates

In the ‘Conference Dates’ window, click on the ‘Delete Selected’ button. The selected conference dates

disappear.

Submit and Confirm the reservation to save the changes. All of the selected conferences are canceled, and no

longer appear in Quick Scheduler.

Canceling conferences using Quick Scheduler

Cancel Selected Future Conferences in a Reservation

To cancel selected conferences in a reservation, use the procedure shown above but simply delete and submit/confirm

the individual conferences you wish to cancel, instead of all the available conferences.

Click on the ‘Date’ check box

to select all of the visible

conferences in the

reservation. In Quick

Scheduler, visible conferences

are future, non‐canceled

conferences.

With all conferences selected, click on

‘Delete Selected’. All of the selected

conferences will disappear.

Next, Submit and then Confirm to save

your changes.



Cancel Using Full Scheduler

Cancel an entire Reservation

To cancel an entire reservation including past conferences:

Load the reservation in Full Scheduler.

Click on the ‘Cancel’ button next to the ‘Validate’ button, at the top of the page

From the drop‐down, select ‘Cancel Entire Reservation’

Click the ‘Yes’ button when asked ‘Do you want to cancel the entire reservation?’

The reservation and all its conferences are cancelled

Cancel an Entire Reservation using Full Scheduler

Confirm Cancelation Request

Cancel selected Conferences in a Reservation

Option 1

Select the conferences you want to cancel by checking the conference date check boxes

Choose the ‘Cancel’ button next to the ‘Validate’ button at top of page

Choose drop‐down option ‘Cancel Selected Conferences’

Confirm (‘OK’) when asked, ‘Are you sure you want to cancel all selected conferences?’

Selected conferences will be canceled



Cancel selected conferences in the reservation

Option 2

Click the red ‘Cancel’ button to the right of the conference date you need to cancel

Click ‘OK’ in response to the question ‘Are you sure you want to cancel this conference?’

The chosen conferences is canceled

Canceling conferences one at a time

To cancel an individual conference,

click on its ‘Cancel’ button.

Click ‘OK’ when asked if you are sure

about canceling the conference.



Email Notifications Most Video Scheduler instances are set up to automatically send various email notifications to selected users when

certain actions are performed in the scheduling system. Email trigger events include:

A reservation or conference is validated

A reservation or conference is cancelled

A reservation or conference is changed

A request is made for a room approval

A room request is approved

A room request is denied (rejected)

By default, these email notifications are sent to selected users based on how the Video Scheduler administrators

configured email notification settings. In some instances, the user may wish to add additional email recipients for a

particular conference or reservation (series). When the user adds an email recipient to a reservation, that user is kept as

an email recipient. The user will continue to receive cc: emails each time an event occurs that triggers a notification

email for that reservation.

Adding additional email recipients using Quick Scheduler

To add or create additional email recipients using the Quick Scheduler, use the ‘Available Contacts’ window in the

upper right of the screen.

To select a recipient or recipients, click or drag the recipient from the upper ‘Available Contacts’ window to the

lower ‘Recipients’ window.

To add a new email recipient to your ‘Available Contacts’ list, enter the Recipient’s name and email address in

the designated windows, and click the ‘New’ button to add them to your list.

Filter screen at top of window works the same as it does in the calendar windows: any part of the name or email

entered in the filter window will filter the contact list accordingly.

Click on Name or Email column headers to sort by that column.

Adding or Selecting Additional Email Recipients in Quick Scheduler

Select available contacts and double click or

drag them into the Recipients window below

To create a new contact: enter the name and email

address, then click on the un‐grayed ‘New’ button



The email recipients that you select will appear in the ‘Confirm Reservation Details’ screen when you confirm the

reservation (below).

Email Recipients appear at bottom of Confirm Reservation Details Screen

Adding additional email recipients using Full Scheduler

To add or create additional email recipients using the Quick Scheduler, click on the ‘Email To:’ button on the Summary

page. When the ‘Additional Recipients’ window pops up, use it exactly as you do in Quick Scheduler (above).

Adding Email Recipients in Full Scheduler

Click on the ‘Email To:’ button to

select or create additional email

recipients for notification emails

for this reservation or series.



Additional Recipients pop‐up window

Removing or editing Contacts

While you can add new email contacts to your list using either Quick or Full Scheduler, you cannot delete contacts from

your lists there. To permanently remove a contact from your contact list, go to your User Preferences. Click on your

user name (in rectangle, menu bar far right) and select ‘Preferences’ from the drop‐down menu.

Access Preference settings menu option

When the ‘My Preferences’ page appears, find ‘Personal Contacts’ and click its blue ‘Manage’ button.

In Preference page list, click on Manage button next to Personal Contacts

The ‘Personal Contacts’ screen appears.

To Delete: Click on a name and then click on ‘Delete Selected’ to remove it from your list.

To Edit: Click on a name, edit either the ‘Contact Name’ or ‘Contact Email’, and click on the ‘Update Contact’

button.

Note: You can also add new contacts here, as in the Quick or Full Schedulers.

This window is similar in function to the ‘Available

Recipients’ section of Quick Scheduler describe above.



Personal Contacts add and edit window

Room Approvals Selected end points may need to be approved before they can be scheduled into a conference. Here is how the

approval process works:

A User schedules a non‐owned room into a Conference. Because a Room Approval is needed before all the requested

rooms can be validated in the conference, a Validation by the requesting user is not allowed. When the scheduler (the

requesting user) clicks on the Validate button using the Full Scheduler, the only option presented is ‘Save Only’. When

‘Save Only’ is chosen, the status of the conferences is saved as ‘Approval Required’ (screen shot below).



This reservation needs at least one room to be approved before it is validated to run at conference start time(s)

When this ‘Approval Required’ conference is saved, the Renovo Video Manager system sends an Approval Request

email to the owner of the requested room. Please note that each user who has approval authority for that room,

receives an approval email. A sample email received by a Room Approver may look like the one shown below, but

because emails are highly customizable by each customer, yours may look quite different:

Sample Room Approval Request email



If you are a room approver, and receive an approval request email and click on the link, you are directed to the Renovo

login page. Log in, and you are placed directly into the Room Approval page for the requested reservation.

Click on the check box next to the requested, then click on either ‘approve selected’ or ‘reject selected’ as

appropriate.

An email will be sent back to the Reservation Requestor informing them of which action you chose.

Room Approval/Reject window

Below is an example of an Approval notification email for this same Reservation. Each requested room needs to be

approved before the reservation is validated. When the last room in the reservation is approved, the room

automatically validates, so that the requesting user does not need to perform the action. The second screen shot below

shows the Validated reservation, after the room approval.

Sample Room Approved notification email



After the last room in the reservation is approved, the reservation automatically validates and needs no additional user action to run.

ALTERNATE WAY OF CHECKING PENDING ROOM APPROVALS

If you need to approve a room for a reservation, but do not have the notification email and cannot access the direct link,

then you may check for any pending room approvals at any time from the main scheduling menu:

Go to Admin menu, select Room Approvals

Room approval works the same way it does from the direct link

Room Approvals may be accessed by using the Admin menu



Searching for any rooms requiring Approval



How to Create a Codec‐Only Video Conference Renovo can create automatic codec‐dialed conferences. Before you schedule them, please note the following

preconditions for the conference to be scheduled in Renovo, and to automatically run once scheduled:

The codec is configured in Renovo

The codec is set to a Controlled status in Renovo

If either of these first two conditions are not met, then when you go to Validate the conference, you will receive a ‘Conflict’

status and message instead of a ‘Validated’ status, and the conference will not run as entered.

Renovo is using the current admin‐level password for codec control

The codec’s control port is accessible on the network from the Renovo control server

If either of these last two conditions are not met, then the conference will Validate, but Renovo will not be able to make the

codecs connect at conference time.

If these conditions are met, then scheduling a codec conference is simple: simply use the Full Scheduler, and change

the Reservation Type from ‘Bridge’ (the default setting), to ‘Endpoint Only’. This will create a codec conference,

instead of a Bridge conference. Please note that as you complete the Full Scheduler reservation, the Bridge Setup page

will not appear: you will navigate directly from the room selection page, to the Reservation Summary page instead.

To create a codec only conference (no bridge or portal), use Full Scheduler and change the Reservation Type to Endpoint Only

Note: Renovo must be set up to control codecs for this type of conference. Some codecs may dial one other end point, some

may dial multiple end points. Renovo will Conflict if no codec in the conference is controlled by Renovo, or if you choose

more end point participants than any codec in the conference is capable of dialing out to. Please notify your system

administrator if you are getting conflicts when scheduling codec conferences.



Live Control of Conferences While a conference is running, if the conference is one that you created or have control access privileges for, then you

can perform the following actions on it using Live Control:

Extend the conference time

Shorten the conference time

Stop the conference

Suspend the conference

Resume the conference

Add a room (Bridge conference only)

Drop a room (Bridge conference only)

To access the Live Control menu, go to Admin menu and select ‘Live Control’

Live Control is found in the Admin menu

To access the Live Control menu for a running conference, click on the conference icon

Click on the conference icon to view the live control menu for that conference

Click on the

conference icon

(green bar here) to

pop up the Live

Control menu



LIVE CONTROL MENU OPTIONS

Edit

When you select ‘Edit’ on the Live Control menu, the conference Edit screen appears (below). Note: this screen will

show different control options depending on the bridge and/or codec types being used.

The Live Control ‘Edit’ window

To Extend or Shorten the Conference Time:

Type in a new value in the ‘End Time’ or ‘Duration’ fields

Click on the ‘Apply’ button To Drop a Room:

Click on the room in the ‘Selected Rooms’ window to highlight it

Press the left arrow button to move the highlighted room to the ‘Available Rooms’ window

Click on the ‘Apply’ button To Add a Room

Click on the room in the ‘Available Rooms’ window (or search for, then select) to highlight it

Press the right arrow button to move the highlighted room to the ‘Selected Rooms’ window

Click on the ‘Apply’ button **Notes:

Add or Remove only one room at a time.

You are not allowed to remove the Originate (host) room using add/drop rooms



Stop

This action stops the conference and places it in a ‘Completed’ status. The time that you stopped the conference is

recorded as the conference’s stop time for recording purposes. You will need to create a new conference to resume

connections to the rooms.

Select ‘Stop’ to immediately stop the conference.

You must answer ‘Yes’ to the question, ‘Are you sure you want to immediately stop this conference?’

Suspend

This action suspends the conference and the suspension may last up until the stop time of the conference. When the

conference is suspended, all video and audio connections are dropped. No one else may schedule any of the room

participants into another conference, because they are still considered to be scheduled in the Suspended conference.

This is useful for long conferences, when participants break for lunch or any other purpose. Suspend is different from

Stop, because when the conference is Suspended, the conference may be Resumed.

Another use of the Suspend command is for major changes to a running conference. For example, if you wish to

change the Originate site and add and drop many rooms from a conference, you may:

Suspend the conference

Choose ‘Properties’ from the Live Control menu

Edit the conference

Re‐validate the conference to apply the edits

The conference starts up again, with your changes applied, and with the same scheduled end time (unless the

end time was one of the edits applied during Suspension)

For codec conferences, where add/drop of rooms is not allowed in Live Control, you may Suspend the conference, make

changes as shown in the previous paragraph, and Re‐validate to apply any room or other changes.

Resume

This action is only available on the Live Control menu for a conference that has been suspended. Resume, when

chosen, reconnects all of the video and audio participants for the duration of the scheduled conference time.

Contact Info

Click on ‘Contact Info’ to see information for the room or room contact. Renovo will display any contact information

that the user has entered in their ‘User Profile’, and any information that network admins have entered for room

participants. See sample conference contact information screen shot below.



The Contact Information screen shows the reservation owner and rooms, and any information kept in Renovo for those items

Properties

Click on ‘Properties’ to view the Conference Summary page. If the conference is Suspended, then you may edit the

conference and re‐validate it to apply changes as described above.



Live Control Properties menu item displays the Conference Summary page

Status

Click on ‘Status’ to see the status of codec calls only. The statuses shown here are NOT useful for bridge calls.

Green arrows show successful codec connections

Red arrows show disconnects or unsuccessful connection attempts

Click on ‘status’ next to any connection with a double arrow on the RIGHT, to view connection information

Note: as in the screen shot below, if you click on ‘status’ for any connection with a LEFT double arrow, then the response

will be shown as ‘No status can be obtained for this connection!’ Renovo shows the status from the DIALING codec only:

that dialing codec can give us information from the far‐end codec, too, but we only show the successful or unsuccessful

connection.

Live Control Status window for a codec‐only conference (no bridge or portal)



Bridge Status

‘Bridge Status’ will only be available on the menu for bridge conferences. There is a large degree of control available

here, but it is seldom utilized by end users. If you need to use these options and need additional training, please contact

your network representative. Using this menu, you may, depending on the type of bridge being used:

Update Video Layout for the conference

Set or unset Presentation Mode or Lecture View Switching

Change the Lecturer name, if Lecturer is on

Mute or block audio for any room

Mute or block audio for all except one room

Mute video for any room

Mute video for all except one room

Flag a room as a problem for video and audio

Unmute audio for all rooms

Unblock audio for all rooms

Unmute video for all rooms

Unmute audio for all except flagged rooms

Unblock audio for all except flagged rooms

Unmute video for all except flagged rooms

Change audio broadcast volume for any room

Change audio listen volume for any room

Disconnect a room

Redial a room (after it is disconnected)

Use the ‘Edit Conference’ button to jump to the Live Control ‘Edit’ page (shown above)

Refresh the screen to update conference and room statuses

View connection detail for any room



The Bridge Status window. Available control options will depend on the type of bridge or portal being used



Room Editor ‐‐ Creating and Modifying Rooms Renovo Release 7.1 allows privileged users to view, modify, create, or delete rooms (end points) using the Room Editor,

accessible using the Admin menu.

Two user group privileges are related to the Create and Modify Rooms function. Edit Rooms privilege gives

access to the Room Editor in the Admin drop‐down menu

Select the Room Editor from the Admin menu

Delete Rooms privilege gives the user the ability to remove (delete) a room

Users granted these privileges may only view, edit, or remove rooms and room groups that their assigned user group is

allowed to access in Renovo Video Scheduler.

VIEWING A ROOM

When you enter the ‘Create and Modify Rooms’ page, no room information is displayed: you must either Load a Room

to view information for a particular room, or choose to add a New Room.

When you first enter the page, no room will be selected.



LOADING A ROOM

To Load a room’s information, click on the ‘Edit Room drop‐down, click on the room you wish to view/edit to populate

its name in the ‘Edit Room’ window, and click on the ‘Load Room’ button.

The Room information will load, and you will see a screen similar to the one shown on the next page below.



Creating a New User Users granted the ‘Create New User’ privilege may add a new Renovo User to a designated User Group.

To add a new User, select ‘Create New User’ from the ADMIN menu drop‐down list.

Select Create New User from the ADMIN menu

When you select ‘Create New User’, the ‘Create New User’ window appears.

Enter the user’s information, then click on ‘Create User’

Enter the User Name of the user (the user name is the user’s login name in Renovo).

Enter the user’s First Name

Enter the user’s Last Name

Enter the user’s Password, then enter it again to confirm the password.

Choose the User Group for the new user from your available User Group list in the ‘User Group Access’ window.



When you are done, click on the ‘Create User’ button, lower right.

After you have entered the required information and used the ‘Create User’ button, a message will appear indicating

that the new user has been created.

User successfully created

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