How to Schedule a Video Conference on the Server Side of TrueConf Server

Alexander Galvita
January 10, 2014 Alexander Galvita Categories: Tutorials

Benefits of conference planning

  • You won’t have to send invitations to each user – the system will do it for you!
  • Not only TrueConf Server users will be able to participate in a conference, SIP and VoIP terminal users can take part too.
  • You can edit the scheduled conference.
  • The configuration won’t take more than 1 minute.

Conference choice: private or public

The administrator should create a group conference in TrueConf Web Manager (TrueConf Server’s settings page) first. To do that, you should open the “Group Conferences” tab and click the “Create” button:

Create group conference

Follow Group Conferences link to enter the menu with the list of Group Conferences. Click Create button to open the page with the choice of Conference Type – Internal or Public:

internal_or_public

How to schedule a internal conference?

internal_435_en

  1. following the link with the Conference Type (Role-based by Default) you will enter the Menu, where a choice of a conference type can be made – be it symmetric, asymmetric or role-based (see Conference Type section).
  2. conference Name field. Eg. Marketing Department Meeting.
  3. owner (Conference owner) choice from the list of users field (see Owner section).
  4. conference ID that users can use to join the conference.
  5. UDP Multicast allows to use local network resources more efficiently.

    in this mode video and audio streams are transmitted only in one UDP Multicast domain. Such domains can be set up in local area network (LAN) or VPN. In the internet UDP Multicast is not allowed by default.

    More availability can be limited by {{ settings.config.server_name }} license.

    * WebRTC and RTSP broadcasting is not compatible with UDP Multicast conferences

    Multicast address – the field to indicate Multicast/Broadcast IP address. By default it is 224.0.1.224:4000-6000.

  6. in this field you can add user to a conference (see Participants section).
  7. schedule selection (see Schedule section).
  8. broadcasting check is off by default. Enabling the check in this field you allow the ability to display RTSP on WebRTC page.
  9. description menu item adds accompanying text to the scheduled Event (e.g. adding accompanying text to reports of participants or event schedule). The text will be displayed on the Home Page when external users are connected.
  10. checking the box in front of RTSP field you set an option to broadcast video conferences, held on TrueConf to any endpoint, working with RTSP.
  11. ability to send RTSP to the external server, choosing connection parameters from the fields given below (RTSP ANOUNCE, login and password).
  12. it is required to enter a link, published on the external TrueConf conference server in this field. The link must be of the following type
    rtsp://pub1.rtmp.s01.l.trueconf.cpfvideo.ru:1935/trueconf1/any_name_for_stream_cid_for_example
    , there any_name_for_stream_cid_for_example – conference CID (conference CID can be found in the corresponding section on the group conference creation page).When the video conference on TrueConf server has been started, the user can open the link in the media player and watch the conference broadcast.
  13. login and password for access to the external broadcasting server. They are required for the authentification, if requested by the external server where the TrueCоnf conference is being published.
  14. check to enable sending outgoing RTP streams via TCP.
  15. verification and wait time (indicated in seconds, 60 seconds by default) of TrueConf Server data acquisition report about an upcoming conference from the server-receiver. If the server-receiver did not send the conference data acquisition notification the broadcast is interrupted.

    Such a verification is necessary because RTSP broadcasting process is one-sided (broadcast data is sent only from TrueConf Server side to the server-receiver side). The verification is carried out by the protocol, which does not provide information to the sender (TrueConf Server) that the recipient (server-receiver) has received the broadcast data. As a result, a server-receiver must send the data acquisition report within the stated time independently.

    Another advantage the option provides: in case the server-receiver shuts down and will not notify the TrueConf Server, TrueConf Server finds it out and stops spending resources on sending data where unnecessary.

    Possible field values: 0 – data delivery verification is off. It is useful to turn off the verification when the server-receiver can not send the data acquisition report, proceeding with the data acquisition. In this case the broadcast can be interrupted by the verification at the most unsuitable moment. It is required to specify the verification process in advance while working with such kind of unstable servers. 0 > (greater than 0, e.g. – 60 seconds, time set by default) – verification is on within the stated time period. After this period of time in case of no conference data report returned from the server-receiver the broadcast is interrupted.

Conference Mode

Following the link Symmetric conference, you enter the menu bar which contains choice of a Conference Type.

Choose Symmetric, Asymmetric or Role based and click Save:

conference_mode

Owner Section

Following the Owner link menu, a list of server accounts will open. Choose a user to assign as a Conference Owner of the conference to be created:

owner_section

Participants Section

The Participants section displays a number of participants you can invite to a conference. There is a limited number for each Conference Type. Clicking the number e.g. 0/25 you enter the menu where conference participants are chosen and invitations to them are sent. In field Invited Participants, enter the username or the name of the Group for a conference invitation to be sent. Then choose Participants, clicking Select from the contact list:

conference_participants_435_en

A list of Contacts displays on click. Pointing a Contact name with a mouse “+” icon will appear. Click the “+” icon to add users to a conference Participants. The added user will appear in the invite es list on the left side:

add_new_participants_435_en

When all the users are chosen, click Send invitations, to deliver invitations for each user. Invitation will contain a link to the conference.

Click Apply to save changes.

Add via ID button opens a window with fields allowing to add a user by ID (in case the subscriber is not already in the Address Book):

add_id_435_en

You can also invite Participants using the button Invite guests. In the opened menu fill in the Name and E-mail fields, then click Add:

add_guest_435_en

Schedule Section

No Schedule is set by default in the Schedulesection. Clicking the link, you can choose a Schedule Mode for the Conference Type in the opened menu:

  • Without schedule – for a conference started manually. Choose date, time and time zone;
  • Nonrecurrent – for a conference started automatically one time. Choose date, time and time zone;
  • Every week – for a regular weekly conferences, started automatically. The day of a week, time and time zone are preset.
  • schedule_435_en

    When all the changes are made, save them clicking Save button.

    How to schedule a public conference?

    External (WebRTC or RTSP) users can join this conference type.Public Conference button will be inactive if the ability to create such events is not activated in your license.

    Click Public Conference button to enter Event Generation menu, available for external participants:

    public_435_en

    1. following the link with the Conference Type (Role-based by Default) you will enter the Menu, where a choice of a conference type can be made – be it symmetric, asymmetric or Role-based (see Conference Type section).
    2. conference Name field. Eg. Marketing Department Meeting.
    3. owner (Conference owner) choice from the list of users field (see Owner section).
    4. conference ID that users can use to join the conference.
    5. maximum number of guests (external connections). Follow the Extend link to enter a page with your license description. Contact our managers to extend the number of external connections.
    6. check this box to allow external users, connected to the conference via browser (WebRTC) or RTSP broadcast video and sound to the conference.
    7. check this box to allow external users send chat messages while in the videoconference.
    8. in this field you can add user to a conference (see Participants section).
    9. schedule selection (see Schedule section).
    10. link for external user connection (WebRTC and RTSP). Copying this link to a browser’s Address Bar, users can enter the ongoing conference using their accounts or join as guests.
    11. description menu item adds accompanying text to the scheduled Event (e.g. adding accompanying text to reports of participants or event schedule). The text will be displayed on the Home Page when external users are connected.
    12. checking the box in front of RTSP field you set an option to broadcast video conferences, held on TrueConf to any endpoint, working with RTSP.
    13. ability to send RTSP to the external server, choosing connection parameters from the fields given below (RTSP ANOUNCE, login and password).
    14. it is required to enter a link, published on the external TrueConf conference server in this field. The link must be of the following type
      rtsp://pub1.rtmp.s01.l.trueconf.cpfvideo.ru:1935/trueconf1/any_name_for_stream_cid_for_example
      , there any_name_for_stream_cid_for_example – conference CID (conference CID can be found in the corresponding section on the group conference creation page).When the video conference on TrueConf server has been started, the user can open the link in the media player and watch the conference broadcast.
    15. login and password for access to the external broadcasting server. They are required for the authentification, if requested by the external server where the TrueCоnf conference is being published.
    16. check to enable sending outgoing RTP streams via TCP.
    17. verification and wait time (indicated in seconds, 60 seconds by default) of TrueConf Server data acquisition report about an upcoming conference from the server-receiver. If the server-receiver did not send the conference data acquisition notification the broadcast is interrupted.

      Such a verification is necessary because RTSP broadcasting process is one-sided (broadcast data is sent only from TrueConf Server side to the server-receiver side). The verification is carried out by the protocol, which does not provide information to the sender (TrueConf Server) that the recipient (server-receiver) has received the broadcast data. As a result, a server-receiver must send the data acquisition report within the stated time independently.

      Another advantage the option provides: in case the server-receiver shuts down and will not notify the TrueConf Server, TrueConf Server finds it out and stops spending resources on sending data where unnecessary.

      Possible field values: 0 – data delivery verification is off. It is useful to turn off the verification when the server-receiver can not send the data acquisition report, proceeding with the data acquisition. In this case the broadcast can be interrupted by the verification at the most unsuitable moment. It is required to specify the verification process in advance while working with such kind of unstable servers. 0 > (greater than 0, e.g. – 60 seconds, time set by default) – verification is on within the stated time period. After this period of time in case of no conference data report returned from the server-receiver the broadcast is interrupted.

    18. API for integration with external site.

    Start a Conference

    Nice job! The conference is scheduled. The event will begin automatically on the specified time and date, and all the participants will receive their invitations.

    If you want to start a conference right now, select the event and press the “Launch” button:

    external_page

    After that, all the users that are in your list of the participants will receive an invitation to join this video conference.

  • Latonya Burkart

    Creative article ! Apropos if people want a a form , my wife used a sample version here http://goo.gl/7abxOD

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