Video Conferencing APP User Guide

Video Conferencing APP

User Guide

Beijing XYLink Technology LTD

Video Conferencing APP User Guide

XYLink Proprietary and Confidential Page 1 of 28

Copyright © Beijing XYLink Technology Ltd

Contents

1. Register/Log In ...................................................................................................... 2

2. Home Page Overview ........................................................................................... 4

3. Meeting Management ........................................................................................... 6

3.1 Joining a Meeting ..................................................................................... 6

3.2 Stating a Meeting ...................................................................................... 7

3.3 Hosting a Meeting................................................................................... 10

3.4 Reserving a Meeting ............................................................................... 11

3.5 Creating a Live Broadcast ..................................................................... 13

3.6 Call Management Functions ................................................................. 16

4. Calendar Management ....................................................................................... 19

5. Contacts Management ........................................................................................ 20

6. Folder Management ............................................................................................ 22

7. Personal Information Management .................................................................. 24




1. Register/Log In

You can download XYLink App in the following ways:

⚫ Get XYLink App from Apple App Store or Google Play.

⚫ Visit the download center of XYLink official website

(http://www.xylink.com/download), scan and identify the two-dimensional

code with your mobile phone. The download page is displayed

automatically.

After XYLink App is downloaded successfully, click the icon to start it. The

startup page is displayed, see Figure 1-1.

Figure 1-1 Startup Page

⚫ You can tap on the Joining the meeting button, and then enter a cloud

meeting number to join a video meeting directly with no need for

registration and login.

⚫ If you are a registered user, you can log in to XYLink App with your

registered username and password. If you forget the password, you need to

http://www.xylink.com/download




tap on the Forgot Password button, and follow the prompts to retrieve your

password.

⚫ If you are an unregistered user, you need to tap on the Create one button, and

follow the prompts to complete the registration.




2. Home Page Overview

After the you log in to XYLink App, the home page is displayed, see Figure

2-1.

Figure 2-1 Home Page of XYLink App

1.Conference management area 2. Call history

3.Functional navigation area 4. Message center

5.More functional buttons

The function areas of the home page are described as follows:

1.Conference management area

The system provides six conference functions, including Join, Start Meeting,

Host Meeting, Schedule, New Live, and Calendar.




2.Call history

The list of cloud meeting numbers and terminal numbers that you have recently

called is displayed. You can directly select a record to make a video call.

3.Functional navigation

The system provides four functional entries, including Meeting, Contacts,

Folder, and personal settings (Me).

4.Message center

All the received messages and notifications are displayed.

5.More functional buttons

Tap on the icon at the top right corner of the home page. The drop-down

menu is displayed, see Figure 2-2. You can scan the two-dimensional code to sign in

or create a live broadcast, or share the download link of XYLink App to other users.

Figure 2-2 More Functional Menu




3. Meeting Management

3.1 Joining a Meeting

1.On the home page, tap on the Join icon, the Join page is displayed, see

Figure 3-1.

Figure 3-1 Joining a Meeting

2.Type a terminal number or cloud conference number, or directly select a call

history record to make a video call.

3.(Optional) Tap on the Phone Call button, dial the number 400-025-5065, and

join a meet according to voice prompts.

Note:

You can select whether to turn off the camera or be mute as required when

joining a meeting.




3.2 Stating a Meeting

On the home page, tap on the Start Meeting icon, the Start Meeting page is

displayed, see Figure 3-2.

Figure 3-2 Start Meeting Page

2.Set the related information of the meeting, including Topic, Time, Duration,

and whether to enable the calendar reminder function.

3.Tap on the Setting button on the top right corner of the page. The My Cloud

Meeting Room page is displayed, see Figure 3-3.




Figure 3-3 My Cloud Meeting Room Page

4.Set the information of the cloud meeting room. For a description of the

parameters, refer to Table 3-1.

Table 3-1 Cloud Meeting Room Parameter Configuration

Parameter Configuration

Name Set the cloud meeting room name for easy identification.

Meeting ID Cloud meeting room number, which is automatically

distributed by the system and cannot be modified.

Capacity

Displays the concurrent resources that are shared by all the

users of the enterprise.

By default, each personal user only has a three-party cloud

meeting room.

Meeting Password Set a six-digit password for joining a meeting.

Host Password Set a six-digit password for hosting a meeting.

Mute Operation

Set the mute mode of participants when they enter the

cloud meeting room.

Options include:





⚫ Mute Intelligently: The sixth or later participants

that join the meeting are muted automatically.

⚫ Mute All: All participants are muted automatically

when joining the meeting.

⚫ Do Not Mute: Participant are not muted when

joining the meeting.

After participants join the meeting successfully, they can

unmute by themselves as required.

Allow Call In

Select whether the cloud meeting room can be called by

other users.

Options include:

⚫ Anyone: By default, all users are allowed to call

this cloud meeting room.

⚫ Corp Contacts: Only the contacts on the address

book of the corporation (corporation users) are

allowed to call this cloud meeting room.

Non Anonymous: Only the users that are not anonymously

logged in to the system are allowed to call this cloud

meeting room.

Notify me when

calls in

Select whether to enable the notification function.

If this function is enabled successfully, you can receive a

notification when the first participant joins the cloud

meeting room.

Record Settings Set the record function as required.

5.Send a meeting invitation link to other participants through WeChat, SMS,

DingTalk, WeChat Work, Copy Link, or Email.

Note:

➢ If you receive a meeting invitation link but XYLink App or PC/Mac

client is not downloaded yet, you need to download the corresponding

application first based on prompts.




➢ If you have already installed XYLink App or PC/Mac client, the

corresponding application is automatically invoked. You can join the meeting

based on prompts.

➢ For the meeting invitations shared through WeChat, you can directly

tap on the invitation card to start the XYLink Cloud Videoconferencing mini

program, and then select a way to join the meeting as required.

6.Tap on the Start Meeting button to enter the cloud meeting room and start a

video meeting.

3.3 Hosting a Meeting

1.On the home page, tap on the Host Meeting icon, the Host Meeting page is


Figure 3-4 Host Meeting Page

2.Tap on the Host My Meeting icon to open the meeting host page, see Figure

3-5.




Figure 3-5 Meeting Host Page

Note:

If you need to host a meeting in another cloud meeting room, enter the cloud

meeting room number, tap on the Host Other Meeting icon, and enter the host

password to open the meeting host page.

3.The participant list of the current meeting is displayed on the page. You can

perform meeting control functions as required.

3.4 Reserving a Meeting

1.On the home page, tap on the Schedule icon, the Schedule page is displayed,

see Figure 3-6.




Figure 3-6 Schedule Page

2.Set the basic information of the meeting as required, including Topic, Start

Time, End Time, Details, Participants, and Main Venue.

3.Tap on the Submit button. After the meeting is reserved successfully, the

Detail page is displayed, see Figure 3-7




Figure 3-7 Detail Page

4.Tap on the Share icon, and send a meeting invitation link to other participants

through WeChat, SMS, DingTalk, WeChat Work, Copy Link, or Email.

3.5 Creating a Live Broadcast

1. On the home page, tap on the New Live icon, the New Live page is





Figure 3-8 New Live Page

2.Set the parameters of the live broadcast as required. For a description of the

parameters, refer to Table 3-2.

Table 3-2 Parameter Descriptions for Live Broadcast Configuration


Title Title of the live broadcast.

Start Time Start time of the live broadcast.

End Time End time of the live broadcast.

Viewer Limit

Limit the number of people watching the live broadcast online at

the same time.

Options include:

⚫ No limit: There is no restriction on the number of online

audiences. After the live broadcast ends, the corresponding

viewing duration will be deducted from the enterprise





account.

No more than 50 (for free): If there are less than 50 online

audiences, the live broadcast is free.

Address Address where the live broadcast is held.

Details Detailed description of the live broadcast.

Terminal ID If you use an XYLink terminal to make a live broadcast, enter

the terminal number in the text box.

Auto

Recording

Select whether to enable the automatic recording function during

the live broadcast.

By default, this function is enabled.

Auto Publish

Recording

Select whether to publish recording after the live broadcast ends.


Advanced

Settings

View Restrictions

Set the watching restrictions of this live

broadcast.

Options include:

⚫ Free: Audiences can watch this live

broadcast for free through the invitation

link.

⚫ Paid: Audiences can watch the live

broadcast after paying a specified

amount.

Password: Audiences need to enter the

password to watch the live broadcast.

Input Information

from Viewers

Set the information that audiences need to

fill when they enter the live broadcast room,

including Name, Phone Number, Email,

Sex, Company, and Job.

By default, there is no need to fill any

information.

Chat

Select whether to enable the chat interaction

function during the live broadcast.


Supported Device

Types

Select the types of devices for watching live

broadcast

Options include Video Call Terminal,





Computer, Pad, and Cell Phone.

By default, all these types of devices are

supported.

Invite Viewers

Select the users or terminals to be invited.

After the invitations are sent successfully,

the live broadcast notifications are displayed

on the schedule page. Users can enter the

live broadcast room through the

corresponding link.

3.Tap on the Submit button.

3.6 Call Management Functions

During a call, you can manage the call with different functional buttons (see

Figure 3-9).

Figure 3-9 Call Management Functions

The system supports the following functions during a call:

⚫ Hang Up: end the current call.

⚫ Camera: switch between the front and rear cameras of the mobile phone.

⚫ Video Off/Video On: disable or enable the local camera.




⚫ Mute: disable or enable the local microphone.

⚫ Share:

➢ Screen: realize the screen sharing of the mobile phone. You can set

this function based on the prompts.

➢ Photos: select a picture from the local mobile phone and share it

with other far-end participants.

➢ Whiteboard: share the whiteboard with far-end participants during

a meeting.

➢ Snapshot: take a screenshot of the current screen.

⚫ Invite: invite more participants to join the current video call.

➢ Inviting participants through the contacts book

Tap on More > Invite. The Invite page is displayed. Switch to the Enterprise

Contacts tab, see Figure 3-10. Invite participants through organization architecture

the of the enterprise.

Figure 3-10 Inviting Participants Through Contacts

➢ Inviting participants by copying the invitation link

Tap on More > Invite. The Invite page is displayed. Switch to the Copy URL

tab, see

Figure 3-11. Copy the URL of the invitation link, and then send it to other

participants.




Figure 3-11 Inviting Participants by Copying the URL

⚫ Record: start video recording and save the recorded files in the administrator

folder of the current cloud conference room.

⚫ Audio: enable or disable the audio mode. If the audio mode is enabled, no

video stream is received or sent, only voice and shared content are

transmitted. This mode is applicable for the environment with poor network

performance or traffic saving requirements.

⚫ PIP: enable or disable the picture-in-picture display mode.

⚫ Camera control: control the far-end camera remotely.

⚫ Host Meeting: display the participant list of the current meeting. The host

can perform different operations as required to control the meeting.




4. Calendar Management

1.On the home page, tap on the Calendar icon, the Calendar page is displayed,

see Figure 4-1. The meeting and live broadcast list is displayed, including the

meetings and live broadcasts created by yourself, and those invited by other users.

Figure 4-1 Calendar Page

2.Select a meeting or live broadcast to open the Detail page, select the

corresponding icon to join the conference or watch the live broadcast.

3.(Optional) To share the meeting or live broadcast link, tap on the Share

button on the Detail page, select a share way as required, and then follow the

prompts to share the link.




5. Contacts Management

On the bottom functional navigation bar of the home page, tap on the Contacts

icon. The Contacts page is displayed, see Figure 5-1.

Figure 5-1 Contacts Page

⚫ If you have already been added to the enterprise contact book by the

administrator, the enterprise address book is displayed on this page,

including all groups, users, and all types of terminals. All contacts are

displayed in a list and arranged from A-Z. You can select a user or terminal

to make a call.

⚫ If you have not been added to the enterprise contact book yet, contact the

enterprise administrator.

⚫ If the enterprise administrator sets you as the administrator of an NE terminal

on the enterprise management platform, this terminal is displayed on the top

of your contact book. You can view the basic information of this terminal,




and set the related attributes of the terminal remotely as required, see Figure

5-2.

Figure 5-2 My Terminal




6. Folder Management

On the bottom functional navigation bar of the home page, tap on the Folder

icon. The Folder page is displayed, see Figure 6-1.

Figure 6-1 Folder Page

⚫ My folder

This folder is used to store the video files recorded in your cloud meeting room,

which is not visible to other users. You can view, download, rename, share, and

delete video files as required.

⚫ Enterprise folder

The enterprise folder is used to store the shared files of the enterprise. All users

and all types of terminals in the enterprise can access this folder. Files in this folder

are uploaded by the users and terminals in the enterprise, maintained and managed

by the enterprise administrator.

⚫ Terminal folder

If the enterprise administrator sets you as the administrator of an NE terminal

on the enterprise management platform, you can access the folder of this terminal




through your mobile. This folder is used to store the video files recorded by the NE

terminal and the picture files uploaded through XYLink App. You can view or share

video files in this folder.




7. Personal Information Management

On the bottom functional navigation bar of the home page, tap on the Me icon.

The personal settings page is displayed, see Figure 7-1.

Figure 7-1 Personal Settings Page

⚫ Personal information

You can view personal information, change your avatar, modify the username

and login password, use E-mail for verification, and log out of the application.

⚫ My Cloud Meeting Room

You can view the basic information of the cloud meeting room (see

Figure 7-2), including the cloud meeting room number and capacity, modify the

name of the cloud meeting room, set a password for joining or hosting a meeting, set

the mute mode, select the persons or terminals allowed to call in, set whether to

enable the notification function, and set the record function as required.




Figure 7-2 My Cloud Meeting Room Page

Note:

➢ For enterprise users, the concurrent resources of the enterprise are

shared.

➢ For personal users, only a three-party cloud meeting room is

provided by default.

➢ You need to enable the App notification function on your mobile

system before enabling the Notify me when calls in function, see Figure 7-3. If

this function is enabled successfully, you can receive a notification when the

first participant joins the cloud meeting room.




Figure 7-3 Enabling System Notification Function

⚫ Settings

You can set system information as required (see Figure 7-4), including whether

to enable the WiFi automatic upgrade function, whether to enable 3G/4G data saving

mode, setting the server address, setting the proxy, and performing the network test.




Figure 7-4 Settings Page

⚫ About

You can view the related information of XYLink App, including version

information, customer hotline number (288288), user guide, and fast feedback.

Documents

Video Conferencing APP User Guide