Kaltura Live Room: using tools (2)
Giving access to tools or moderatorship to attendees
Creating large tiles of speakers
Closing the session
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.
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’.
- 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.
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.
- 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.
- 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.
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 no limit to the amount of users divided amongst them.
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:
- Desktop Share.
- 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.
After a breakout session is ended the files are stored in folders which you can find in the 'Files' pane and the whiteboard and playlist are cleared.
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.
- 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.
- 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.
- 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!
- Clicking on the ‘Notes’ tab will open or hide the ‘Notes’ pane, pressing broadcast will open the ‘Notes’ pane to the other attendees.
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:
- 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.
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.