Kaltura Live Room: using tools (1)

Remote Teaching

Kaltura Live Room: using tools (1)

Kaltura Live Room: using tools (1)

Class mode
On demand course
Select language
Full screen
Using the live room tools
Using the whiteboard
The files pane
The tools pane

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. This allows for interactive sessions where everyone has a say where you have less to manage.
  • 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).


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.

If you wish to share your powerpoint including transition animations and embedded videos as a whole we recommend the recording option within the Powerpoint application and uploading the result of that to Kaltura.

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:


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.