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  2. Manual Videoportal University Leiden
  3. 14. Kaltura Live Room
  4. Using the room tools

Using the room tools

Class mode
Invite
On demand course
Select language
Full screen
Using the live room tools
Using the whiteboard
The files pane
The tools pane
YouTube
Whiteboard
Desktop share
Quizzes
Video library
Recording
Breakout
Chat
Playlist
Participants
Giving access to tools or moderatorship to attendees
Notes
Creating large tiles of speakers
Closing the session

When you have launched your room for the first time the system will ask for permission to use your camera and microphone, please allow this. You can always mute your microphone or camera feed.

If by accident you did not allow them you can always click on the lock icon and then press on the X behind the Microphone/Camera and then refresh the page to get the pop-up as shown above.

From within the Live Room there are several options listed under the ‘Settings’ menu. To access the menu, please click the ‘hamburger menu’ listed on the right hand side of the toolbar (as shown below) to show the following menu items:

  • Settings.
  • Invite.
  • On Demand Course.
  • Select language.
  • Full screen.

When you open the ‘Settings’ pane from this menu you are able to:

  • Choose your webcam and audio source in case you have multiple options to select from from the ‘Select webcam and ‘Select microphone’ pull-down’ menu.
  • The option ‘Loopback mic to output’ allows you to listen to your own voice/audio whilst using the tool. This is mostly useful in testing your audio, be aware that having this on during a live session can create an audio feedback loop.
  • With the ‘Select audio output’ button you can choose what audio output device you wish to use for this session.

Below these personal settings for your setting there are some class settings available as well (as shown below).

‘Track student focus during the class with browser focus alerts’ means that when a student has another tab or window open during your live session you will see an alert through one or both of the options listed below.

Do note that this option does not register (in any way or form) what the participant is actually looking at or doing. It only registers the active tab is not the ‘Live Room’ tab, it does not register anything else and as such is compliant with our GDPR data processing agreement.

This feature is off by default, and we recommend teachers use different means to create engagement and track attendance. You can find those tips on the Remote Teaching website.

This option is suitable for classes where people need their full attention on what is shown in the main window (for instance your whiteboard, presentation or shared desktop) and you need to be able to call people to attention.

For other situations this option is not as suitable as someone might have Word (or similar) open in order to write notes and as such is most definitely paying attention but the icon says otherwise.

  • Checking the box in front of ‘Show alerts on webcams’ will show an icon when someone is not actively watching the Live Room (as shown below).
  • Checking the box in front of ‘Show alerts in participants list’ will give a similar icon but then behind the users name that is not paying attention in the participants list.

Class mode!

This option in the settings menu is very important. This allows you to swap between two class modes (which can be done live! So you can switch from a webinar to a virtual classroom after your information sharing session ends and a forum starts).

  • Virtual Classroom: This option allows you have up to 25 active participants in your live classroom with video and audio and additional active participants with audio only. this allows for interactive sessions where everyone has a say.
  • Webinar: With the ‘Webinar’ option your class is aimed towards sending information rather than interacting (which is the case for most classes). Once you want to add another speaker to the mix you can manually grant them this access and still have an interactive element to the session.

When in ‘Virtual Classroom’ mode a person can’t be made live when there are already 25 people set on live. In this case you would have to turn someone off of ‘live’ and then turn the other person on to ‘live’!

Our recommendation is to always start your Live Room in webinar mode. This will result in a smoother overall experience as the room has less resources required to transmit to the participants. Only use the ‘Virtual classroom’ mode when you are going to have an active interactive live session from the get go.

To make a participant active during a webinar session you have to set their ‘mode’ to ‘Live’ and enable their webcam and/or microphone (see image below).

  • Click on the ‘LIVE’ button shown below the username. In the example below the user already has their camera and microphone ready for use.
  • When you see one or both of the webcam and microphone icons grayed out and dashed through this means the users webcam or microphone has either been muted or is unavailable.
  • Once you have set someone to talk live their ‘LIVE’ button will be glaring red (as shown below).

Invite.

With the ‘Invite’ pane you can invite people to join your room that do not have direct access to the video.leidenuniv.nl platform due to not having a ULCN login.

  • Simply press the ‘Copy’ button below the ‘Direct Link To Your Room’ header to copy the link and send them to attendees.
  • You can also choose to send an e-mail through Gmail or your default computer e-mail client.
  • By setting a password you are able to make your Live Room exclusively accessible to people with the password you set.

Inviting people to your live room outside of using the ‘Launch Live Room’ button can lead to external people joining your live room.

Be sure to set a password if you want no outsiders to join your live session and change this password regularly!

If you want your live room to be protected and fully private, simply set a password, do not share it and have your students enter the Live Room only through the ‘Launch Live Room’ button after adding them as members of your private channel!

On Demand Course.

This option is not to be used! We have Blackboard and Brightspace for this purpose, please adhere to best practices on those platforms.

Do not, under any circumstances, enable file downloads! This due to copyright laws!

Select language.

With the ‘Select language’ option you can set the language of the user interface of the Live Room to another language. English is set as default, Dutch will become available soon.

Full screen.

The ‘Full screen’ button allows you to enter the Live Room in full screen mode giving you the option to focus completely on the task at hand.

Using the Live Room tools.

Now that your microphone and camera are working, you selected a language for the user interface and invited your participants we can look at the rest of the screen. When opening a Live Room as the first user it will open up with a whiteboard on the main screen as well as the participants list and the chat opened up (with a test message) on the right hand side (see image below, for security reasons the name of the user is cleared out in this image).

With the Whiteboard already opened let’s focus on that first.

Using the Whiteboard.

Depending on the width of your browser window you will either see the toolbar as shown in the first or second image below, the difference is that on a smaller browser window you will have have to open a pull-down menu to access the pencil colors (more on that later):

On the canvas below the toolbar you will see a large pencil icon instead of your regular pointer. Use that to draw or write something on the whiteboard. The pencil is very responsive.

Now that we have used the Whiteboard for the first time We will explain the various options in the toolbar next (from left to right):

  • Hide/Show active Whiteboards.
  • Undo (up to 10 edits you made in this session).
  • Redo (up to 10 edits you made in this session).
  • Pointer.
  • Highlighter.
  • Pencil tool, in case of a smaller browser window this will also show the following items in the pull-down menu:
    • Pencil icon (selected by default).
    • Eraser.
    • Marker.
    • T icon (text tool).
  • Rectangle icon, with a pull down menu to select other shapes:
    • Circle.
    • Right Triangle.
    • Equilateral Triangle.
    • Square.
    • Pentagon.
    • Hexagon.
    • Heptagon.
    • Octagon.
    • Polygon
    • Line.
    • Single Headed Arrow.
    • Double Headed Arrow.
  • Next to the shapes button/pull-down are three selectors that adjust the width of your pencil. If you have a small screen you will see one button instead with a pull-down menu to select the three sizes as shown below.

Next to the pencil width button is the pencil color button with a pull-down menu on smaller screens or buttons for the four main colors (blue, green, red and black). Double click the current color to get a bigger selection of colors available to use as shown below.

  • The next icon is that of a camera. This will open your camera to take a picture that you can then place on the Whiteboard. The controls that are shown below the picture frame are:
    • Selector for portrait or landscape mode.
    • Camera icon to take a picture.
    • X icon to cancel taking a picture.
  • Once you’ve taken a picture the icons have changed to:
    • Checkmark icon.
    • X icon.
  • Press the checkmark icon to place the picture on the Whiteboard or press the X icon to cancel this picture and take a new one or leave the picture mode altogether.
  • The next icon on the toolbar is will show another pull-down menu when pressed. The options presented here will change the background for the Whiteboard to (from left to right):
    • White background.
    • A Large Lined Grid.
    • A Small Lined Grid.
    • A Dotted Grid.
    • X Y Z axis.
  • All the way to the right of the toolbar are the last two icons.
    • Three dots icon (sometimes called hamburger menu).
    • X icon.
  • The ‘three dots’ or hamburger icon allows you to clear this board or clear all boards. Clearing a board will remove all (not just your) drawings on it!
  • The ‘X’ icon closes the Whiteboard for all attendees.

On the left hand side bar you can see the following:

  • The green ‘Active board’ numbered ‘1’ is where you are currently working on. The number will obviously change when you have multiple boards in use and have selected another in the list.
  • The ‘Add board’ button allows you to add new Whiteboards.

It is currently not possible to remove a single Whiteboard from the screen. Only when you press ‘Clear all boards’ will all boards (except the first) be removed!

The Files pane.

To add files to the course you can use the ‘Files’ pane. The following file types are supported:

  • Presentations — PPTX
  • Video — MP4, MOV, AVI, WMV
  • Image — PDF, PNG, JPG
  • Document — DOCX
  • Spreadsheet — XLSX
  • Audio — MP3

Adding large Powerpoint presentations can take a while to process, if your presentation is larger than 20 pages we would ask you to consider exporting the presentation as a PDF and uploading this to the live room instead. This will result in a faster processing of the file whilst the experience the presentations remains similar (see below).

Do note that adding Powerpoint presentations will result in the system making pictures of the presentation in order to share it. This means any content you are used to click in the Powerpoint presentation cannot be clicked on anymore. Please add any embedded videos to the playlist.

Please copy the links to external websites and Youtube videos to the ‘notes’ pane and upload your own videos to your Kaltura media.

  • In the top toolbar, press ‘Files’.
  • A Pop-up opens with a screen where you can manage your course files. This allows you to add, delete. add to playlist, etc. your files.
  • As shown in the image above the file pop-up has the following items on top:
    • A Search field (to search through your current course files).
    • An Add folder button (to add a folder to your course files).
    • An Add file button (to add files to the course).

Currently the ‘Folder’ option does not work correctly!

  • When you have added a file and select it. The tools in the top bar will change to include the following buttons:
    • Delete.
    • Rename.
    • Download.
    • Share.
  • Most of the above new options speak for themselves. Sharing a file however requires a short explanation:
  • When you have a file selected and press the share button a pop-up will open:
  • Press the slider to the right of the pop-up as shown above.
  • The pop-up will change to show the following:
  • You can now press the copy button to copy the link to the shared file and paste it anywhere. If the copy button does not work you can always select all the text in the field in front of it and manually copy/paste it.

When sharing a file with a link it is imperative that the content you share should be free of AVG/GDPR and Copyrighted materials!

When we are done adding and editing our files and we want to show them in the classroom we have three options that you can find in the bottom of the ‘Files’ screen:

  • Add to playlist.
    • A Playlist is a list of files put in order that is most useful in preparing a presentation. This allows you to add all the files you wish to show during your presentation in the right order. The first file of the playlist will be shown immediately after pressing ‘Add to playlist’.
  • Play.
    • Play the currently selected file (immediately).
  • Close.
    • Close the ‘Files’ pane.

It is possible to select multiple files by pressing (and holding shift).

More on playlists later!

The Tools pane.

When you press ‘Tools’ in the toolbar, the ‘Tools’ pane will open. The tools pane holds the most important tools for your class or presentation as shown below:

YouTube.

When you press the ‘YouTube’ button you will be guided to a new pane where you can search YouTube for a video that you can add to a playlist or play immediately. If you can’t find what you are looking for or decide to not use this tool press close.

Whiteboard.

When you press the ‘Whiteboard’ button the whiteboard will open up (if it wasn’t already). Please refer to the documentation above about its functionality.

Desktop Share.

The next tool in the list is Desktop Sharing. When you want to share something that is not easily shown from within the tool itself (such interactively guiding someone through a process on the computer) screen sharing is the best option.

Starting screen sharing on the tab that is showing the Live Room session might result in an error and a black screen. Avoid doing this!

  • To start screen sharing simply push the button in the tools pane to open the pop-up below:
  • In the pop-up above you are given the option to select a window you wish to share.
    • This can be a browser, explorer window or the full screen.
  • When you have made your decision on what to share you can choose to remember this decision for future use by checking the box.
  • When ready, press ‘Allow/Toestaan’.
  • In case of Mac OS X Catalina (10.15) you will get the following pop-up where you will have to click on ‘Open System Preferences’.
  • Select ‘System Preferences’.
  • Select ‘Security & Privacy’.
The System Preferences window
  • Select the ‘Privacy’ tab.
  • Scroll through the left column until you find ‘Screen Recording’ and select it.
  • In the ‘Screen Recording’ section, check the box corresponding  to ‘Google Chrome’ and/or ‘Firefox’.
  • When you are done sharing your screen, go back to the live room and press the ‘Stop Desktop’ or ‘X’ button.
    • The ‘Stop Desktop’ button allows you to stop sharing the screen you selected and will show the selection pop-up again.
    • The ‘X’ button will stop the desktop sharing completely.

Desktop sharing does NOT share system audio! To share system audio you need third party software that is able to mix your microphone input with the system audio and set that as an input device within windows as well as the live room.

Quizzes.

With ‘Quizzes’ you are able to take short quizzes during your presentation.

  • In the pop-up press the ‘+’ button to create your (first) quiz.
  • In the refreshed pop-up window (as shown above) you will see the following options:
    • ← Create new quiz. (press on the ← to go back to the previous screen without making a quiz).
    • ‘Enter quiz name’ input field.
    • ‘Enter question 1’ input field.
    • The attachment icon, which allows you to attach a file to the quiz.
    • The ‘Question type:’ pull-down menu as shown below:
      • Multiple Choice.
      • Multiple Answers (can hold more than one correct answer).
      • Open Question (which is not scored automatically).
  • When you have entered a quiz name, a question and at least 2 answers of which one is marked as correct by checking the box in front of the correct answer, you can press the ‘Save’ button.
  • After you created your quiz but want to edit something, simply select the quiz and press the pencil icon to edit the quiz.
  • If you want to delete the quiz, select the quiz and press the trashcan icon.
  • If you want to add more quizzes, please press the ‘+’ button in the right hand corner of the pop-up window.
  • After having added one or multiple quizzes to the list you have the following options:
    • ‘Add to playlist’, which adds the selected quiz to the playlist (repeat for each quiz you wish to add).
    • ‘Start quiz’, which automatically and immediately starts the quiz.
    • ‘Close’, the do nothing (for now) option.
  • The last option we need to discuss here is the ‘Results’ tab which can be found in the top left hand side corner. In this tab you can review the test results.

Video Library.

  • The Video library option allows you to add your videos that are either found in a gallery you have rights to or those hosted or shared on your account to the playlist or to play one immediately.
  • Simply select a video and press the ‘Add to playlist’ button to add it to the playlist or the ‘Play’ button to play the video immediately.
  • When done adding videos to your playlist, press close.

At this time videos in the video library are static, quizzes, interactive video, multi-stream video are currently not supported, this is expected to be released in v2 of the product around October.

Recording.

  • With the ‘Recording’ option you can record your live session. In the pop-up that opens you will have the option to set a recording duration. Please note that a recording requires 3 minutes advanced time to start up the recording process.
  • You can set the recording duration to:
    • Record for 30 minutes.
    • Record for 1 hour.
    • Record for 2 hours.
    • Record for 3 hours.
  • When your time is about to run out a yellow bar will appear under the toolbar asking you if you want to extend the session by another 30 minutes.
  • Once the recording starts you will see a green bar appear below the toolbar telling you the recording has started and a recording timer will appear in the toolbar.
  • Once you are done with your session you can stop the recording by pressing on the recording timer to open a pop-up to confirm you want to stop the recording.
  • Either press ‘Stop recording’ to stop the actual recording, or press ‘Cancel’ to continue recording your session.
  • Once the recording has stopped and has been processed the following screen will appear telling you that the recording is complete and that you can find it in your ‘My Media’ files as well as the channel media.

Be aware that starting a recording will take approximately 3 minutes before the actual recording starts. If you want to start your recording at 15.00 be sure to press the ‘record’ button at or before 14:57.

Breakout.

The breakout room option allows you to put all the session attendees in a room of their own (with all the tools you have available to them) where they can have small sessions of their own (for instance a brainstorm session).

Breakout rooms are limited to 30 rooms with a maximum of 100 total participants in ‘Virtual classroom’ mode or 110 participants in webinar mode.

To add members to the breakout rooms please start by going to ‘Tools’ and choosing ‘Breakout’.

  • You can either manually drag the attendees into the rooms or have the system auto-assign them based on the number of rooms you have.
    • If for whatever reason you are not happy with how the attendees have been assigned, please press the ‘Clear assignment’ button.
  • If you want to have more rooms, simply press the ‘+ Add rooms’ button in the dotted border region.
  • You can also put a time limit on the breakout room sessions by checking the box in front of ‘Set time limit’ and you can set the time limit manually, default is 30 minutes.
  • Once you are ready for the breakout session to start, simply press the ‘Breakout’ button near the bottom right hand corner or press ‘Close’ to cancel the process.

The breakout room features a lot of the options you have as an instructor, namely:

  • Filesharing.
  • Tools
    • YouTube.
    • Whiteboard.
    • Desktop Share.
    • Kaltura.
    • Recording (record the breakout room seperately).

During the Breakout session a student can call an instructor with the ‘Call instructor button’ featured at the top of the browser window (in a yellow bar as shown below).

When a participant has called the instructor, the instructors will get the following notification on their screen:

Simply press the ‘Join’ button to be taken to their breakout room. Once you have joined one breakout room you get the option to go to other rooms via a pull-down menu (as shown below).

Once you are ready for the breakout session to end (either because you did not set a timer or the sessions are ready to close) you can press the ‘Return to Breakout Manager’ button on the left of the yellow bar. Or if you didn’t go into any rooms the ‘Manage Breakout’ button shown in the second image below.

Once you are ready to close the breakout session, simply press the ‘End breakout’ button in the ‘Manage Breakout’ pane.

It is important to note that depending on how active the breakout rooms have been it might take a while to have the live session perform optimally again as all the files, whiteboards, recordings and other activities will become available to the instructor afterwards.

Chat

  • Clicking on the ‘Chat’ button in the toolbar simply opens or hides the chat from view, this is for your session only, not that of other moderators or attendees.
  • In the chat there are 3 ‘chats’:
    • Room chat, where everyone can talk among themselves.
    • Q&A, where attendees can ask questions.
    • Moderator chat, where moderators can chat among themselves about incoming questions, attendees, topics at hand, etc.
  • Below the chat input field you have the following options:
    • A+, makes the chat texts larger.
    • A-, makes the chat texts smaller.
    • ‘Clear all’ button, which clears the whole chat of messages.
  • Press the ‘X’ to close the ‘Chat’ window.

Please note that the chat has a character limit of 250.

Playlist

  • The playlist consists of all the items you have added to it. You can rearrange them simply by (press and) holding the icon with three dots whilst you drag them into the right order.
  • To play an item in the playlist, simply click on the preview image or the title behind it.

When you have multiple items in your playlist you can start an audio or video file and have it playing in the background whilst showing other playlist items such as a powerpoint.

Participants

  • Clicking on the ‘Participants’ button in the toolbar opens or hides the participants list where you can:
    • Mute all participants.
    • Make them ‘Moderator’.
    • Mute a participant individually.
  • Opening or hiding the ‘Participants pane is for your session only, not that of other moderators or attendees.
  • Press the ‘X’ to close the ‘Participants’ window.
  • Press the ‘Mute all’ button to mute all the participants microphones.
  • Press the camera icon below a participant to shut down their camera.
  • Press the microphone icon below a participant to mute their microphone.

To find a specific user to give rights to be a live speaker simply search the list of participants (especially handy when they have raised their hand) or press the magnifying glass icon to search for their name.

It is important to note that a participant cannot override these mutes and shut downs. You will have to manually turn them on again for them to be able to communicate again.

Giving access to tools or moderatorship to attendees.

During your presentation you might want to give one or more attendees the rights to talk (and be seen) or give them access to the tools you are able to use or make them Moderator of your channel.

To find the attendee you wish to give rights to talk, access to specific tools and/or be moderator simply open the ‘Participants’ pane and either manually search the list by scrolling through it (usually a quick way if the person has raised their hand) or press the magnifying glass icon on the top of the participants pane (to the right of the ‘Mute all’ button) and type their name to find them directly.

By clicking on the downward pointing icon as shown in the image below you will open a small menu of options that you can grant rights to for that particular user.

The above options you can turn on for any user at any time, they will allow them to participate in your class more actively or even to present it themselves (in which case granting moderator rights is the most logical choice).

These rights can always be revoked by simply unchecking the boxes and when a person has been set as moderator he or she cannot grant those access rights, only the original channel moderators can!

Notes

  • Clicking on the ‘Notes’ tab will open or hide the ‘Notes’ pane, pressing broadcast will open the ‘Notes’ pane to the other attendees.
  • The notes option is a place where you can write notes for yourself or the attendees. You can format these notes using the options in the small toolbar above it with:
    • Bold.
    • Italic.
    • Underlined.
    • Unordered list.
    • Ordered list.
  • If you want to broadcast your notes to the session attendees please press the ‘Broadcast Note’ button.

Creating large tiles of speakers.

When you have a tool open, such as the whiteboard, you will be able to see the other speakers in the bottom bar of the screen, but they are shown in smaller windows. If you would like to have them show on screen larger, please close the currently active tool.

This was an overview of all the available tools, if you have any questions please ask them through the University Helpdesk.

Closing the session

To close the session there are two options:

  • Leave the session as a host:
    After the last person with moderator status leaves the session the session automatically closes after 15 minutes.
  • Close the session using the ‘End session’ button (see pictures below).
    Press the button as shown below and confirm the session should be ended.
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