Indico allows event managers to book and program remote collaboration sessions (videoconferences, webcasts, etc.) and recording requests associated with their events. Other Indico users can see information about these videoconferences in the public pages of the events.
Event managers can now also perform service requests by filling out forms that now appear inside Indico’s event management interface. Examples of such requests are the Recording Request and the Webcast Request.
Three different kinds of Indico users can make use of this functionality:
After an event is created, the management interface of an Indico event is similar to figure 1:
Figure 1. Management interface for an Indico event, currently in the General Settings section. The Video Services section is highlighted in orange.
Your event should have a Video Services section (marked in orange), unless the Indico administrators have deactivated all the Video Services systems for your kind of event (Lecture, Meeting, or Conference) or for all kinds of event.
Click on the Video Services link to access the Video Services section.
Note : the page that will be loaded now will possibly be HTTPs (the URL in the browser should start by https:// ... ).
In the Video Services section, you will see something similar to this:
Figure 2. Video Services section for an event. The Videoconferencing tab is selected.
You should see several tabs. Only tabs corresponding to systems enabled for your kind of event (Lecture, Meeting, Conference) will appear. In the above image, the tabs are Videoconferencing, Recording Request , Webcast Request and Managers .
The Managers tab is always present and lets you appoint other people so that they have rights to manage part of, or all of, the Video Services section. We will talk about the Managers tab later.
The other tabs group the different Video Services systems. At the time this guide was written, there are five such systems: EVO, CERNMCU and Vidyo (all of them Video Conference systems grouped under the Videoconferencing tab), Recording Request and Webcast Request.
There are two types of system: booking systems and request systems.
Booking systems let you book resources in videoconferencing systems, such as virtual meeting room in EVO (Enabling Virtual Organizations) or a videoconference in CERN’s MCU.
Request systems let you request services for your event, such as requesting that your event be recorded ( Recording Request) or webcasted ( Webcast Request) .
EVO, CERNMCU and Vidyo are booking systems. They let you make a videoconference booking in EVO, Vidyo or CERN’s MCU associated with your event. You can make more than one booking of each type for your Indico Event.
This chapter of the guide discusses common functions of these systems. For more details about how to manage booking for the EVO system in particular, see chapter EVO system. For more details about CERNMCU bookings, please see chapter CERNMCU system For more details about how to manage booking for the Vidyo system see chapter Vidyo system
To create a booking, select a system (EVO, CERNMCU or Vidyo) and click Create .
Figure 3. Creating an EVO booking.
A pop-up dialogue will appear, asking you for data. This pop-up has two tabs: Basic and Advanced . The Basic tab contains the basic, important data that you need to fill in in order to make a booking.
Figure 4. Dialogue to create an EVO booking. Basic tab.
The content under the Advanced tab contains more details you may want to configure about your booking.
Figure 5. Advanced tab to create a booking.
After you have filled in the fields, press the Save button. If there is a mistake with any of the fields, they will be highlighted in red. For example, in figure 6 below, there are two problems: the description is empty and the end date of the booking is before the start date (which is unreasonable).
If there were no mistakes, please wait until the booking is created in the EVO system or the CERNMCU system.
After you have created the booking, it will appear under Current Bookings . In figure 7 below, two bookings have already been created. As you can see, the most recently created or modified booking is highlighted in yellow for some seconds.
Figure 7. List of already created bookings.
When bookings have been created, they are organized as rows of a table / list.
The Type column specifies the type of booking (EVO, CERNMCU or Vidyo).
The Status column specifies the current status of the booking. If you want to reload or update the status, press the button (reload) . This will query the remote system (EVO, CERNMCU or Vidyo) to see if there have been any changes. For example, maybe it is already time to start the booking; or maybe an administrator of EVO, CERNMCU or Vidyo has deleted your booking for some reason.
The Info column gives a short summary of relevant information about this booking. This depends on the kind of booking involved.
Between Info and Actions, you will find the button (edit ) and the button (delete ).
If you press the edit button, the same pop-up dialogue as when you created the booking will appear, and you will be able to modify the data.
If you press the delete button, after a confirmation warning, you will be able to delete the booking (both from Indico and from the remote system transparently).
Figure 8. Confirmation dialogue for removing a booking .
It is possible that the delete button is disabled: . This means you cannot delete the booking at the moment. For example, the EVO system does not allow you to delete bookings which have already taken place.
In the Actions column, you can trigger some commands related to your booking.
Please notice the button on the left of each row. If you press it, you will get detailed information about the booking.
Figure 9. List of already created bookings, showing details of the first booking .
Finally, please note that the current timezone of the times that appear on this page is shown to you on the top right corner, as a reminder. It is the same timezone as the one you set up for the event in the General Settings section.
Figure 10. Timezone reminder.
After you have created the bookings, they will appear on the event display page, as shown in figure 11 below:
If you do not want your booking(s) to be publicly visible, check the Keep this booking hidden checkbox in the Advanced tab of the creation and modification pop-up dialogues.
For details about how bookings are displayed in the Event display page, please consult the How to join a video service document.
Vidyo videoconferencing system is a pioneer in a new era of videoconferencing products that deliver HD quality over the Internet. The system leverages the new H.264 Scalable Video Coding (SVC) standard, results in the industry’s best resilience and lowest latency to be accomplished over converged IP networks. Vidyo can be used from a variety of platforms ranging from Mac & Windows desktops to dedicated H.323 devices and phone accesses.
To create a Vidyo booking, select Vidyo in the list of systems and then click on Create. Vidyo has a different concept than EVO. In EVO you need to make a booking everytime you need a videoconference for a given event. In Vidyo, the booking needs to be done only once, provided that this room is used regularly. If the room is not used anymore, the system will automatic cleanup the room.
Figure 54. Creating a Vidyo booking.
The Vidyo creation pop-up dialogue will appear:
Figure 55. Vidyo booking creation dialogue.
In the Basic tab, you should fill in the following fields:
In the Advanced tab, there are three options:
Display the Public room’s PIN : if one wants the PIN to be published on the event page, one should tick this option
Display auto-join URL in event page : this is the URL that you can give to other people so that they can join the meeting. Just paste it into a browser and the Vidyo client will be launched. After authentication, the client will automatically join the meeting, prompting the user for a PIN if an access PIN was set up
Keep this booking hidden : by default this option is not enabled. If you activate it, your booking will not appear on the public display page of your event.
Figure 56. Advanced tab for an Vidyo booking.
Once your booking has been created, it will appear under the Current Bookings List.
Figure 57. List of current bookings after a Vidyo booking was created.
From left to right:
1. You can press the button to see the detailed information of your booking:
Figure 58. Details of a Vidyo booking.
The details given are:
Also, in case of problems, there will be information in red in the details. More on that in section Problems when creating or modifying Vidyo bookings
5. button (edit ). Press this button to change the data of the booking, in case you need to perform a correction or a change. Your changes will change the booking in Vidyo too.
6. button (remove ). Press this to delete your booking. You will be asked for confirmation.
7. button (start desktop ). Press this button to launch the Vidyo client and have your PC join the videoconference automatically.
8. button (connect room ). Press this button to launch the Vidyo client in the conferences/session/contribution physical room. In order to have this button enabled the room has to be a capable Vidyo room.
9. button (disconnect room ). Press this button to stop the Vidyo client in the conferences/session/contribution physical room. In order to have this button enabled the room has to be a capable Vidyo room.
In the booking creation and modification dialogue, it is possible that when you try to save your booking, some of the fields are highlighted in red.
Figure 59. In the Vidyo booking creation dialogue, some fields were highlighted in red in order to point out mistakes.
Situations where this can happen:
Problems when you come to the Collaboration tab or when you update the status:
The user has also the option to search for Vidyo rooms that either belong to him or to events that he is manager of.
You can see the full details of this section in the How to join a video service guide.
The Webcast/Recording plugin enables webcast and recording services in Indico.
Webcast and recording requests can be handled in the Event Services menu