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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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The HP Virtual Training Room is a virtual e-learning
environment. It contains all the features of HP Virtual Meeting Room plus training features such as backpack, breakout rooms, surveys and questions. 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. See our feature list for more information. The service is available worldwide.
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The HP Virtual Meeting Room offers a virtual
environment for meetings, brainstorming, and team collaboration. Speed, security, and simplicity make the HP Virtual Meeting Room product an ideal tool for web conferencing. See our feature list for more information. The service is available worldwide.
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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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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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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:
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Key Type
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How Created?
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Ideal For?
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When Can Key Be Used?
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Capacity Reserved
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Event Key
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Schedule an
Event
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One-time events,
recurring events, Large events
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25 minutes before
event start
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When scheduled
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Auto-Event Key
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Meet Now
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Last minute meetings
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Immediately
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When scheduled
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Room Key
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Create Room Key
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Recurring Events
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Any time. Except
during previously scheduled event.
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When you enter
room.
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Quick Key |
From Tray Icon |
Getting someone into room quickly |
Valid for five minutes after
generated. |
Not applicable |
Event keys have precedence over other keys. If you
enter a room with a room key, you can stay in the room until the next scheduled
event. Since room keys consume licenses as long as you are in the room, please
exit (and ask all participants to exit) when your meeting ends.
Event key and auto-event keys are one-time only for a
specific event. 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 may also use our new recurring meeting selection when reserving space for an
event. Then the same keys are using for each subsequent meeting.
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You can
create a recurring meetings from the portal when you schedule events by
selecting the recurring meeting check box.
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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.
For more details on creating room keys, please
consult the
Event and Room Guide.
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It depends on the setting of your license pool which has been configured by your license pool administrator. 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 presentations in the room and have them available for future meetings.
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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. You can also make this change during the
meeting by modifying the event details from the Manage events screen.
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Click the Share icon and choose Desktop, Region or Application.
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No. Everything you need to install will be put in place the first time you
access a room. However, if you wish to use Microsoft Outlook to
schedule meetings with HP Virtual Rooms, you will need to install a
plug-in.
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Yes. The simplest way to grant presenter control is
to generate a new key from the tray icon (if enabled) and use private chat to send them the
key. They can then use this new key to log in again.
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This capability is not available in HP Virtual
Rooms at this time from loaded slides but you can share a Microsoft PowerPoint
application.
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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:
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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.
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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.
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Once the video starts, the experience and quality of the
video delivery is totally independent of HP Virtual Rooms.
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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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Yes. We can offer recording services with HP
Virtual Rooms.
Basic Recording – $225/First hour, $110/each additional hour, turn around time
is two business days.
For this price, we will create a .AVI and .WMV file.
One Recording Technician plus one replay to validate successful recording.
Basic Recording with editing and indexing - $500/First hour, $275/each additional hour – turn around time is five business days.
This price includes technician to listen to the entire recording and taking out
pauses, hmms and aahs. Add indexing so a listener could go to slide 15 and start
– One Recording Technician plus one replay to validate successful recording;
three replay times for extensive edits.
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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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. For
example, if you have Camtasia Studio, you can create a client-side recording by
following the directions in the TechSmith white paper
Creating Camtasia Recordings for HP Virtual Rooms.
Users who wish to purchase Camtasia Studio (manufactured by TechSmith) should visit the TechSmith website at http://www.techsmith.com. A free trial version is available.
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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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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.
To quickly remove all content from the room, 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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No. Ad-hoc meetings can be held by launching an instant
meeting from the tray icon (if enabled) or scheduling a "Meet now” event. 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. You can also create team rooms that you can quickly start
from your tray icon.
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The best way to ensure capacity is to utilize
the scheduling tool to schedule your large 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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It depends on the configuration of your license pool.
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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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Yes, except during the weekly maintenance window on
Saturdays from 12PM - 3PM Pacific Time.
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Room owners can enter their room at any time except
during the weekly maintenance window. 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 presenter or scheduler in the room.
Alternatively, you can create
room keys for the room and distribute these to authorized people. Be careful
using these features 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.
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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Links to documentation, FAQs, and other self-help resources can be found at
www.hp.com/go/rooms.
Documentation can be found at www.hp.com/learn/rooms.
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Yes. We have created a 20 minute Flash self-paced training which leads you step-by-step through important features of HP Virtual Rooms. We also have instructor-led training. Please visit our training page at www.hp.com/training/rooms to see our training courses.
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For those who need in-depth training for our new products, HP Education is
offering a two hour Introduction to HP Virtual Rooms course.
The training covers all the features of our HP Virtual
Rooms products. To sign up for Introduction to HP Virtual Rooms course, please visit
our training page.
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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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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.
For more troubleshooting tips, you may want to review
Troubleshooting Guide on the documentation page.
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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.
Performance can also be impacted by the file type you use to import your slides. If users are accessing HP Virtual Rooms over slow network connections, then import your slides in a file format other than EMF which can take longer to load due to larger file sizes. The PNG file format is a good compromise between quality and loading speed.
For more tips on how to improve performance, read the
Performance Tips document.
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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.
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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.
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GIF: Does well with text
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JPG: Does well with pictures
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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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The PC must have a working sound card with an attached headset. More details are located at the Check your requirements page. Audio users must run the audio wizard before using VoIP. Please be sure to run the audio wizard before calling support since this is the first question you will be asked. Voice quality is dependent on the performance of the personal computer hardware, the amount of bandwidth available in the network connection, and network stability. The Using Voice over IP User Guide gives more information on how to set up and use VoIP.
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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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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 up to two video
cameras showing in a single meeting. HP Virtual Training Room 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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You may use one or two video streams with HP Virtual Training Room. 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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It depends on how many users are in a room. If there are ONLY two individuals in the room, then we minimize traffic by implementing peer to peer. If there are more than two individuals in the room, then content, including video will flow through the HP Virtual Rooms server.
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HP Virtual Rooms selects the first device it finds. We currently do not provide a list of available devices for the user to select.
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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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Yes. If you need assistance in supporting specific events,
please contact our sales team.
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Please visit our purchasing page at
www.hp.com/buy/rooms.
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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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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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HP periodically updates HP Virtual Rooms to deploy new features or fixes. 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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Additional browser support is planned.
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You can try the troubleshooting guide at
www.hp.com/learn/rooms.
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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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
(http://www.openssl.org)
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