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Frequently Asked Technical Questions

HP Virtual Rooms

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» About HP Virtual Rooms
    » What is HP Virtual Room?
    » What is HP Virtual Support Room?

» Getting Started for First Time Users
    » How do I specify a default time zone for scheduled meetings?

» Managing Rooms and Events
    » What are keys and when should I use them?
    » How do I schedule a recurring meeting
    » How do I create a Room Key?
    » How many rooms can I create?
    » Can I change the number of people coming to my meeting?

» Using HP Virtual Rooms features
    » How do I share applications?
    » Do I need to install a plug-in before my first meeting?
    » Can I give a presenter capabilities to someone signed in as
       a participant?

    » Can I show Microsoft PowerPoint animations?
    » Can I show streamed videos during an event?
    » Can I create a recording of a meeting?
    » How do I create a client-side recording?

» Security
    » Are my events and content secure?
    » How do I delete content from my room?

» Can HP Virtual Rooms handle my capacity needs?
    » Must I book meetings in advance?
    » How do I guarantee capacity for large events?
    » How many people can I have at my event?

» Availability
    » What is the uptime availability of HP Virtual Rooms?
    » Can I have meetings at any time?
    » Can I enter my room at any time?
    » Is HP Virtual Rooms available 24x7x365?

» Documentation and Training
    » Where can I find information on using HP Virtual Rooms?

» Troubleshooting
    » I’m having trouble getting into my meeting. What should I do?
    » Could a pop-up ad blocker affect my HP Virtual Rooms session?
    » How can I improve my performance?
    » How can I improve slide quality?

» Support
    » How can I receive support for HP Virtual Room?
    » What are the hardware and software requirements?

» Using VoIP and Video
    » What tips do you have for using VoIP?
    » How much network bandwidth does VoIP use?
    » How can I get video?
    » What video rates can I expect?
    » How is the video transmitted to other participants?
    » Can I select different video devices on my PC?
    » Can I enable a FireWire camera?

» Miscellaneous
    » How can I purchase HP Virtual Rooms?
    » Can I obtain additional services and help with my events?
    » Do you offer an Application Program Interface (API)
       to HP Virtual Rooms?

    » Is HP Virtual Rooms 508 Accessible?
    » How do I upgrade my software?
    » My question was not answered. Where else can I get help?
    » Can I use Outlook to schedule my HP Virtual Rooms meetings?
a woman using a computer

About HP Virtual Rooms


HP Virtual Rooms is an hp-invented, web collaboration and e-learning environment. HP Virtual Meeting Room is a team collaboration tool for holding small or large meetings HP Virtual Training Room has all the features of HP Virtual Meeting Room plus additional features for training and e-learning. See our service briefs for more information about our products and services.

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What is HP Virtual Room?

The HP Virtual Rooms offers a virtual environment for meetings, brainstorming, team collaboration, and training. Speed, security, and simplicity make the HP Virtual Rooms product an ideal tool for web conferencing. See our feature list for more information. The product is positioned as a full-featured, web collaboration and training environment that has the capability to be used in training and large meeting situations as well. The service is available worldwide.

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What is HP Virtual Support Room?

The HP Virtual Support Room offers support organizations a virtual environment for support engineers to troubleshoot customer problems. See the service brief for more information. The service is available worldwide.

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Getting Started for First Time Users


How do I specify a default time zone for scheduled meetings?

Before you schedule your first meeting, make sure the correct time zone is reflected properly in your account profile.

1. Sign in

2. Select "View profile" in the left toolbar.

3. Click "Modify"

4. Select your appropriate time zone then click "Next".

5. Click "Confirm to save the changes.

You will see a message that says, "Your profile has been updated successfully.”

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Managing Rooms and Events


What are keys and when should I use them?

You can enter rooms you own or have been granted access to from your tray icon at any time. You can also create keys to bring others into your room for single or multiple events. This table shows an overview of the different types of keys:

Key Type How Created? Ideal For? When Can Key Be Used? Capacity Reserved
Event Key Schedule an Event One-time events, recurring events, Large events 25 minutes before event start When scheduled
Quick Key From Tray Icon or directly from the room if you are signed into your account and entered from your account. Getting someone into room quickly Valid for five minutes after generated. Not applicable
Room Key Create Room Key Recurring Events Any time. Except during previously scheduled event. When you enter room

Event key are one-time for a specific event or you may also use our new recurring meeting selection when reserving space for an event. Then the same keys are using for each subsequent meeting.

NOTE: If you distribute a presenter room key, note that anyone with the room key can enter the room at any time and access the content in the room. A room key is permanent until you delete it unless you specified an expiration.

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How do I schedule a recurring meeting?

You can create a recurring meetings from the portal when you schedule events by selecting the recurring meeting check box.

  1. Sign in
  2. Click Manage events in the left navigation area. The Manage events page displays
  3. Click Schedule a New Event
  4. If you have more than one room, select the room you want to schedule from the pull down list. If you only have one room, you will not see this page. Click Next
  5. Fill in or select the event details
    1. Event name: the name of your event. The name is required.
    2. Event date and time: the first date and starting time of your recurring event. The time is required. You can change the date on the recurrence information page.
    3. Duration: the time length of the event. The duration is required.
    4. Recurring: check this if this will be a recurring event
    5. Event size: the maximum number of attendees in the event. Select a size that will accommodate the maximum number of attendees of one of your recurring events. Choose a number that is realistic and will not waste seats.
  6. Click Next
  7. Fill in your recurrence pattern and range:
    Recurrence type: How often this recurrence will happen.
    1. Daily: schedule a recurring event every day, for example, the next 3 days.
    2. Weekly: schedule a recurring event on a specific day of the week, for example, every Tuesday.
    3. Monthly by date: schedule a recurring event on a specific date in the month, for example, the 21st day of the month.
    4. Monthly by day: schedule a recurring event on a specific day of the month, for example, the 2nd Tuesday of the month.
    5. Yearly by date: schedule a recurring event on a specific date in the year, for example, June 19.
    6. Yearly by day: schedule a recurring event on a specific day of the year,for example, the 2nd Tuesday of May.

      To set the Recurrence type, select the type from the pull down list and click the double arrows button:

      1. Start date: the starting date for the recurring events
      2. Number of occurrences: the number of times you desire the recurrence to be
      3. End date: the ending date for the recurring events

Note:The number of recurring events scheduled depends on the date range and the number of occurrences you define. The number of recurring events scheduled is determined when the system fulfills one of these two values first.

For example, a user selects a date range from January 1st through June 30th and schedule a weekly event to take place every Wednesday at 10:00 am. He also sets the number of occurrences to 10. With this set of values, the system will schedule 10 weekly events on Wednesday at 10:00 am. This schedule will last from January 1st through mid-March. The system met my requirement for 10 occurrences first, even though he set a date range to end in June.

In another example, A user selects a date range from January 1st through June 30th and schedule a weekly event to take place every Wednesday at 10:00 am. She also sets the number of occurrences to 52. With this set of values, the system will schedule weekly events on Wednesday at 10:00 am until the end of June. The system met my requirement for the date range of January 1st through June 30th first, even though she requested 52 occurrences.

Please review your recurring schedule on the confirmation page verify that you scheduled the number of events you intended.

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How do I create and give others a Room Key?

NOTE: If you distribute a presenter room key, note that anyone with the room key can enter the room at any time and access the content in the room. A room key is permanent until you delete it unless you specified an expiration.

You can create a room key which allows you and others you choose to access the room at any time.  To create a room key.

  1. Sign in
  2. Click Manage rooms
  3. Click the room name where you want to create room keys. For example: “My Sales Demo Room (nnnn)”
  4. Click “Room Keys” tab
  5. Click “Create New”
  6. Enter the number of seats you want when you use these Room keys in the “Event size” field and click “Next”
  7. Click “Create”
  8. Click on the Key (this will take you to the details for that particular key)
  9. A “Presenter link” and a “Participant link” will be available. Copy the appropriate link and paste it into either a meeting request or an instant message

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How many rooms can I create?

It depends on the setting of your license pool which has been configured by your license pool administrator. If you have a license pool that is configured for multiple rooms, you can use each room for a different purpose (e.g., one for team meetings and another for customer events, with different content in each). You can leave presentations in the room and have them available for future meetings.

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Can I change the number of people coming to my meeting?

Before your event starts: Use the Manage events screen to adjust meeting size if needed for scheduled events based on the expected number of attendees. The Event size determines the maximum number of attendees who can join the meeting, including presenters.

Once event starts: You can add more participants to a meeting on-the-fly if you notice your meeting has reached the maximum number. One way to do this is to generate a Quick Presenter Key or Quick Participant Key from the tray icon (if enabled) to bring additional people into room by modifying the event details from the Manage events screen.

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Using HP Virtual Rooms features


How do I share applications?

Click the Share icon and choose Desktop, Region or Application.

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Do I need to install a plug-in before my first meeting?

HP Virtual Rooms has two components which need to be installed. HP Virtual Rooms ActiveX and HP Virtual Rooms client. HP Virtual Rooms ActiveX required Administrative rights on the PC to install.

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Can I give a presenter capabilities to someone signed in as a participant?

Yes. There are multiple ways to grant someone presenter capabilities. The simplest way to grant presenter control is drag the user's name from the participant list to the presenter list. You may also right mouse click on the user's name and select Promote.

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Can I show Microsoft PowerPoint animations?

Using Application Sharing, you can share animated MS PowerPoint presentations.

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Can I show streamed videos during an event?

Yes. You can create a web tour to open streamed video or open a web page that contains a link to the streamed video. You can even set the video up to start as soon as a participant joins a session. But you should keep in mind some characteristics of streamed video:

  • The video plays on the participant's PC as an independent stream--the stream is NOT synchronized with other participants. You may find that you are ready to proceed but not all have finished the video.

  • The video playback requires the participant's PC to have the media player installed. For audio, the PC must have a working sound card with either a headset or speaker attached.

  • Once the video starts, the experience and quality of the video delivery is totally independent of HP Virtual Rooms.

  • The following affects the successful delivery of video: network performance, media player installed, sound card installed, and speaker or headset connected (and not muted).

Requiring participants to test their PCs to verify they can view a video before an event is recommended. If users are unable to view a video, they should contact your local IT Help Desk and not the HP Virtual Rooms service desk (this is not a HP Virtual Rooms issue but a PC issue).

A web tour is created using right-click in Content window and then Add->URL. We recommend that the streamed video links be sent out ahead of time as a pre-requisite instead of showing a streaming video during the live events if the above issues may apply to your session.

Be sure to verify that the target PCs have the software for the media player file type that you plan to use.

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Can I create a recording of a meeting?

Yes. We can offer recording services with HP Virtual Rooms.

Recording file sizes can vary depending on what is recorded. For a one hour recording a .WMV file will be about 75 MB and an .AVI. file will be about 310 MB.

Please contact sales to request these services.

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How do I create a client-side recording?

If you want to create a local recording captured on your hard disk, you can do this if you have a video capture and editing tool. There are a number of software applications which will provide this solution.

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Security


Are my events and content secure?

Yes. Rooms and their content are secured through secure servers, secure access passwords, and 256-bit AES SSL encrypted transmissions.

The room data is hosted at a secure data center that utilizes industry standard secure servers with firewalls, secure (often centralized) logons, 256-bit AES SSL encryption, encrypted VPN communications, intrusion detection systems, and industry-standard background checks of employees. Data stored within the room is secured through multiple layers of security including a firewall blocking HTTP protocol access. You also have the option of deleting content (see next topic) or even deleting your room after an event if you wish to remove sensitive data from the room after your event.

HP IT Security has assessed the HP Virtual Rooms environment against the BS 7799 Part 1 standard (the British standard that provides guidelines for safeguarding the assets of an organization). This standard was later adopted as an ISO std: ISO17799.

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How do I delete content from my room?

You can delete content if you wish to remove sensitive data from the room after your event. This is also a good practice for utilization of resources when your content is no longer needed. Here's how:

  • To delete individual content, click the Content tab to open the Content panel, right-click the item, and select Delete.
  • As the Room Owner, you may select to delete all room content. In this case, please enter your room from your HPVR Account or by double clicking on your room name in the HPVR Tray. Then select File and then "Delete All Room Content".

Please be careful when deleting content from an HP Virtual Rooms because it cannot be recovered.

If you no longer need the room, you can delete the entire room from the HP Virtual Rooms web pages. To do this, sign into your HP Virtual Rooms account, click Manage your rooms and events. Select the room you wish to delete and click the “Delete Selected” button. Please be careful when deleting rooms since they cannot be recovered.

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Can HP Virtual Rooms handle my capacity needs?


Must I book meetings in advance?

No. Ad-hoc meetings can be held by launching an instant meeting from the tray icon (if enabled). You can also create team rooms that you can quickly start from your tray icon. HP Virtual Rooms also allows room owners to create permanent room keys that allow users instant access to their rooms. You can use the same key over and over again and have people meet you in your room as if you had a dedicated room.

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How do I guarantee capacity for large events?

The best way to ensure capacity is to utilize the scheduling tool to schedule your events. If your event requirements change, go to “Manage events” to update your event details such as event size. If your event is no longer needed, we recommend you cancel the event so licenses can be used by others.

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How many people can I have at my event?

It depends on the configuration of your license pool. 

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Availability


What is the uptime availability of HP Virtual Rooms?

The HP Virtual Rooms environment is available 24 x 7 with a small planned downtime for maintenance. HP Virtual Rooms is unavailable for planned system maintenance and upgrades from 12PM - 3PM Pacific Time every Saturday.

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Can I have meetings at any time?

Yes, except during the weekly maintenance window on Saturdays from 12PM - 3PM Pacific Time.

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Can I enter my room at any time?

Room owners can enter their room at any time except during maintenance. You may enter your room from the tray icon. You can also "Enter Room" through the HP Virtual Rooms web pages after signing in and going to “Manage rooms” page. You can upload materials for events and practice in the room at any time.

When you schedule an event, you can enter the room before the event starts. If you wish to give others access to the room outside a scheduled event, you can make them a Room Presenter or Room Scheduler in a specific room. Alternatively, you can create room keys for the room and distribute these to authorized people. Be careful using Room Keys since this gives others access to your room at any time. Note that once room keys are created, you can add a date and time range where these keys are valid by selecting “Modify” on the screen for room key details.

Is HP Virtual Rooms available 24x7x365? 

HP Virtual Rooms has dynamic roll-over capability and other high availability features. We do have a regularly scheduled system maintenance period on Saturdays from 12:00 noon - 3:00 PM Pacific Time. Often our maintenance is completed in less time and HP Virtual Rooms returns back online ahead of schedule.

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Documentation and Training


Where can I find information on using HP Virtual Rooms?

Links to documentation, FAQs, and other self-help resources can be found at www.hp.com/go/rooms.

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Troubleshooting


I’m having trouble getting into my meeting. What should I do?

Please call HP Virtual Rooms support immediately at the number posted in the Support section below or on the web page www.hp.com/support/rooms. They can usually solve the problem immediately.

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Could a pop-up ad blocker affect my HP Virtual Rooms session?

It may. You should disable all pop-up blockers before installing into HP Virtual Meeting Room since it uses a popup window to install and display your room.
 

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How can I improve my performance?

When you are using HP Virtual Rooms from home, you can often obtain better performance by not connecting through your corporate servers. The HP Virtual Rooms application resides on secure Internet servers. Connecting to a corporate server can cause delays because the data travels a longer path and through potentially congested lines. Also, be sure to close Microsoft Outlook and any other memory-intensive applications while using the HP Virtual Rooms. Closing programs using network bandwidth such as instant messaging, chat programs, or programs receiving streaming audio or video from the web also helps.

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How can I improve slide quality?

HP Virtual Meeting Room converts PowerPoint slides into a folder containing a collection of objects, one for each original PowerPoint slide. Once these are dragged onto the whiteboard, these objects can be annotated. If you drag and drop a file onto the whiteboard, the default file format used is PNG. You can also use the File->Import PPT Slides As... to select other formats. You might notice some differences between the original PowerPoint slide and the converted whiteboard page depending on the file format you choose. Use the following suggestions based on the characteristics of your slides.

  • EMF: Best scalability. May have problems with text because of font substitutions. Large file size which may take longer to load over slow network connections. Recommended when recording events.

  • GIF: Does well with text

  • JPG: Does well with pictures

  • PNG (default): Compromise between GIF and JPG when both text and pictures are used. Required when Linux or Macintosh users are connecting to your event.
     

If one one or two slides are difficult to read, you can use Snapshot to take an image of the specific pages and move it into position within your presentation. This is very useful if you have tables to show. If you experience problems with slide quality, please contact our service desk at www.hp.com/support/rooms.

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Support


How can I receive support for HP Virtual Rooms?

To contact the HP Virtual Rooms support:

Call our service desk at the numbers provided at www.hp.com/support/rooms or email your request to the HP Virtual Rooms team.

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What are the hardware and software requirements?

Please visit the page https://www.rooms.hp.com/requirements/ to find out the minimum requirements for the Microsoft Windows, Apple Macintosh, Linux.

HP Virtual Meeting Room does not support other operating systems at this time.

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Using VoIP and Video


What tips do you have for using VoIP?

  • The PC must have a working sound card with an attached headset. More details are located at the Check your requirements page
  • Voice quality is dependent on the performance of the personal computer hardware, the amount of bandwidth available in the network connection, and network stability

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How much network bandwidth does VoIP use?

HP Virtual Rooms VoIP uses approximately 32 k bits per second, per stream, when there is continuous audio (as in music playing). For normal speaking, the average bit rate is 20 k bits per second. This is because with silence suppression, talking uses significantly less bandwidth than music (even with constant talking). Note: These VoIP bandwidth numbers include the TCP/IP/Ethernet stack. Your network bandwidth, as well as latency in any connection point, can impact your actual VoIP performance.

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How can I get video?

Live video capability of HP Virtual Training Room allows you to show live views of instructor and participants (if they have web cams). You can turn the video on and off as desired. You can have multiple video cameras showing in a single meeting. HP Virtual Rooms does not certify any particular web camera for use with the product but most web cameras such as those Logitech and Creative Labs have been known to work.

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What video rates can I expect?

The video rate in HP Virtual Rooms for 160x120 video resolution is 12-14 frames a second. (Full motion is 30 frames per second (fps).) Some license pools may be enabled to handle larger video resolutions but the frame rate will go down (by design to keep network bandwidth low). Specifically :

  • for 160x120, the frame rate is 12-14 fps
  • for 320x240, the frame rate is 8-10 fps
  • for 640x480, the frame rate is 4- 6 fps
The network bandwidth consumption depends on the amount of motion in the video. Specifically:
  • for 160x120 averages are about 30-40 Kbs per stream
  • for 320x240 averages are about 65-80 Kbs per stream
  • for 640x480 averages are about 160-240 Kbs per stream

Note: HP Virtual Rooms is designed to support higher frame rates when deployed on dedicated, high-end networks.

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How is the video transmitted to other participants?

HP Virtual Rooms content, including video will flow through the HP Virtual Rooms server.

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Can I select different video devices on my PC?

HP Virtual Rooms allows you to select different video devices from the HPVR Video settings screen.

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Can I enable a FireWire camera?

We have had success with the FireWire cameras we have tested to date. If you are being unsuccessful, you may need the latest version of DirectX. Please go to http://www.microsoft.com/windows/directx and download the latest version of DirectX. This resolves most issues.

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Miscellaneous


Can I obtain additional services and help with my events?

Yes. If you need assistance in supporting specific events, please contact our sales team.

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How can I purchase HP Virtual Rooms?

Please visit our purchasing page at www.hp.com/buy/rooms.

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Do you offer an Application Program Interface (API) to HP Virtual Rooms?

Yes. Read Frequently Asked API Questions to find out more on how developers, learning management vendors, resellers or others can integrate virtual room functionality into existing products.

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Is HP Virtual Rooms 508 Accessible?

We have designed HP Virtual Rooms to have many accessibility features. We have done some testing but we have not completed a formal certification test against the strict 508 standards. Check back with the team for updates if you have users who have this need or if you have found accessibility issues with the software.

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How do I upgrade my software?

HP periodically updates HP Virtual Rooms to deploy new features or fixes.

Hotfixes may be released without notice. To get the latest release go to www.rooms.hp.com/resources (there are usually denoted by the final number in the version (example 8.0.0.8 means we are version 8 with hotfix 8). Users are not required to upgrade for hotfixes.

Major and minor releases are announced at least one week prior to the release date on our notice board located at www.hp.com/go/rooms. Users who have administrator rights to their PCs will be automatically upgraded the next time they access the HP Virtual Rooms following a release. You should plan to go to the Test your setup room the day following a release (releases are usually done during the Saturday maintenance window). This loads the latest code to your PC and ensures you are ready for any upcoming meetings.

Users who DO NOT have administrator rights to their PCs will fail to gain access to the HP Virtual Rooms if they cannot download the latest client. Users cannot be on a different version than what the server shows as current version.

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My question was not answered. Where else can I get help?

If you still have questions about HP Virtual Rooms including its use, don’t hesitate to call our service desk www.hp.com/support/rooms.

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Can I use Outlook to schedule my HP Virtual Rooms meetings?

Yes. An HP Virtual Rooms plug-in for Microsoft Outlook® 2007 and Microsoft Outlook® 2010 is available for download and installation from the HP Virtual Rooms Downloads page. Owners of the HP Virtual Rooms application can use the plug-in to schedule, update and delete events in their HP Virtual Rooms accounts using an Outlook calendar appointment. The invitation is then sent to participants directly from Outlook. To learn more about using the Outlook plug-in, please consult the documentation found here.

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This product includes:

GSM – Copyright 1992 by Jutta Degener and Carsten Bormann, Technische Universitaet Berlin

OpenSSL – includes cryptographic software written by Eric Young (eay@cryptsoft.com), Tim Hudson (tjh@cryptsoft.com) and software developed by the OpenSSL Project for use in the OpenSSL Toolkit.

   
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