Welcome
Login
Virtual Rooms
Conference Table View
Your Avatar
Calling
Using the "phone" icon
Conference table calling
List Display
List Conference Calling
Real-Time Chat
Shared Workspace
Shared Files
Upload Files
Sort and View Files
Delete Files
Share a PowerPoint Presentation Shared Discussions
Post New Discussion
View and Reply to Discussion
Screen Sharing
Share Your Screen
View Another Member's Screen
Change Presenters
Zoom to Fit
Minimize Attendee List
Room Administration
Add New Room Member
Add New Room Admin
Delete Room Member or Admin
Add a Room
Rename a Room
Close a Room
Delete a Room
View Activity Log
Personal Virtual Office (PVO)
My Files
Upload Files
View and Sort Files
Delete Files
Drag and Drop Files
My Messages
Send a Private Message
My Profile
Numbers and Email Addresses
Uploading an Avatar Picture
About VT&T
Contact Us

Welcome

Congratulations and thank you for becoming a member of the GeniusRoom. The GeniusRoom was built to simplify your personal and collaborative activities.

VT&T has combined the very best aspects of web 2.0, file storage, real-time conferencing and virtual worlds in a series of persistent workspaces we call GeniusRooms. These rooms are available 24/7/365 where people, information and communications technologies are at your fingertips.

Having a GeniusRoom is like having a set of unlimited virtual workspaces where you can store your information securely, allowing access anytime, so you work on your own schedule.

Thanks again for choosing the GeniusRoom, enjoy your stay!

Login

Welcome to the GeniusRoom.

To enter the GeniusRoom, type your username and password in the designated fields. Click on the 'Login' button. If you do not have a username and password, contact your GeniusRoom Administrator.

Note: click the check box next to "Remember me on this computer" to save your username and password on your preferred or personal computer.

Virtual Rooms

 

Welcome to the GeniusRoom Personal Virtual Office.

The GeniusRoom is made up of many 'Virtual Rooms'. The rooms are managed through 'Groups'. Groups and rooms are accessed via a drop down menu located on the top left corner of your personal virtual office.

The display of the room will vary depending on the number of members that are in the room. If there are up to 9 people in the room, the room display will include a conference table. When there are ten or more members in a room, the room display will be in a “list view” presentation. We’ll discuss the conference table view first and then describe the list view.

Conference Table View

Each room contains 'Avatar' images of the room members along with the trademark GeniusRoom conference table.

Your Avatar

Besides identifying room members, the flip avatar icons provide room members the
ability to:

• • Identify the highlighted preferred method of contact (MOC)
• • Call the room member on any of the preferred MOC icons or use the custom call icon
• • Start a private chat with the member by selecting the private chat icon
• • View the member’s information by selecting the information icon

Calling

If conference calling has been enabled for your account you have the ability to place conference calls from the GeniusRoom. One call at a time can be placed in a room to any member of the room or to selected non-room members.

Placing a call using the "phone" icon to connect to another room member

1. To contact a room member simply move the mouse to the avatar of the person you wish to call. The avatar will flip providing access to make a call. You will need to choose the location you wish to contact the member. You can choose from their work number, cell number, home number, or you can choose the custom icon and simply input the desired contact number. You will find one of the contacts is highlighted as the default contact. This designates the members desired contact number.
2. Clicking the phone icon will call the members default contact number. The GeniusRoom will first place a call to the initiator of the conference at the number indicated in their user profile.
3. Clicking the phone icon of the room member you want to call will the change the icon to "off hook" in appearance.

4. You may at this time select additional users in the room if you would like to create a conference call.
5. If someone you are trying to conference call does not answer the phone, you can click the phone icon again to disconnect that part of the call while the other callers remain part of the call.
6. When you want to end the call click on the room members phone icon again. This will bring up a dialog box.
   
   



7. To disconnect click 'Yes'.

Conference Table Phone Calling

On the table is your conference phone where you can make calls to non-members of the room.

Perform the following steps to call non-members using the conference room phone: (Remember - the conference room phone can only support one call per conference session)

1. Click on the table conference phone.
2. Enter the number to be called in the dialog box.
3. Once the number is entered click on the phone icon to initiate the call.
4. The GeniusRoom will first place a call to the initiator of the conference at the number designated in their user profile.
5. To end a conference call, the room member clicks on the phone icon to hang up. This will launch a dialog box confirming the request to end the call. Clicking on the 'X' next to the phone icon closes the dialog box.

List View Room Display

When there are ten or more members in a room, the room will be displayed as pictured below with each member listed in alphabetical order by their first name. If a member is logged into the genius room their name will be highlighted. All the capabilities that exist in the Conference Table view are available in the list view. There can be an unlimited number of members in the room.

List View Room Phone Calling

Each room member has a list of functions that provide room members the ability to:

• • Call other room members at their preferred Method of Contact by selecting the phone icon at the far left of the room
• • Display a personal avatar to identify the room member
• • View the member’s information by selecting the information icon
• • Start a private chat with the member by selecting the private chat icon
• • Identify the highlighted preferred method of contact (MOC)
• • Call the room member on any of the preferred MOC icons or use the custom call icon

1. To contact a room member simply click on the phone icon next to the user you wish to call
   
   
2. Clicking the phone icon will call the members default contact number.
3. The GeniusRoom will first place a call to the initiator of the conference at the number indicated in their user profile.
4. Clicking the phone icon of the room member you want to call will the change the icon to "off hook" in appearance.



5. You can also call room members by selecting the method of contact icon for the person you wish to call. You will need to choose the location you wish to contact the member. You can choose from their work number, cell number, home number, or you can choose the custom icon and simply input the desired contact number. You will find one of the contacts is highlighted as the default contact. This designates the members desired contact number.

6. You may at this time select additional users in the room if you would like to create a conference call.
7. If someone you are trying to conference call does not answer the phone, you can click the phone icon again to disconnect that part of the call while the other callers remain part of the call.
8. When you want to end the call click on the room members phone icon again. This will bring up a dialog box.



9. To disconnect click 'Yes'.

List View Conference Phone Calling

At the top of the list view room display is a conference phone where you can make calls to non-members of the room.

Perform the following steps to call non-members using the conference room phone: (Remember - the conference room phone can only support one call per conference session)

1. Click on the conference phone.
2. Enter the number to be called in the dialog box.
3. Once the number is entered click on the phone icon to initiate the call.
4. The GeniusRoom will first place a call to the initiator of the conference at the number designated in their user profile.
5. To end a conference call, the room member clicks on the phone icon to hang up. This will launch a dialog box confirming the request to end the call. Clicking on the 'X' next to the phone icon closes the dialog box

Real-Time Secure Chat

Real Time Chat is a feature of the GeniusRoom that allows you to chat and collaborate directly with all other members of the room in real time.

• Type your chat into the lower text field of the Chat Window and click the Send button.
• Your message will immediately appear to all users in the room in the chat history window.
• When you log into the GeniusRoom, you have the option to display chat history from "Today", "This Week", the "Last 30 Days" or "Beginning" which displays all chats from the inception of the room.

Note: Chat messages are not private and are viewed by all members of the room.

Shared Workspace

GeniusRoom members have the capability to store, collaborate, share and view files with other members of the GeniusRoom. The Shared Workspace area is identified by the use of 'Blue' color scheme and Shared Icon menu bar.

Shared Files

To manage shared files, click the 'Shared Files' icon from the Shared Icon menu bar.

To Upload a File:

1. Click on the 'Upload File' button.
2. The "Upload a Shared File to the Room" dialog box will be displayed.
3. Click on the 'Browse' button and select a file from your system to upload.

4. Add a comment describing the file. (optional)
5. Click the 'Upload' button to transfer the file to the Shared Files area.
6. When the progress bar changes from 'Loading' to 'Complete,' click the 'Done' button.
7. The File is now shared with all members of the room.
8. When a file is uploaded to the room, members are notified via Email that you have added a file providing they have set their MOC information to have email notification.

Note: You may select 'Cancel' at any time to cancel uploading a file.

Note: Any new file that has not been viewed by a room member will highlight the shared file icon for that specific room member. Once the shared file icon has been selected, the icon will be returned to normal.

To View and Sort Files:

Files stored in the GeniusRoom can be sorted by type, file name, poster, date or by file comments. To sort files click on the appropriate column heading (i.e. File Name, Date, etc.). Clicking on the column heading repeatedly will change the sort from ascending to descending and vice versa. To sort by file type, click on the icon located to the left of the ‘File Name’ heading.

To Delete Files:

Stored Files can be deleted by highlighting the File name and clicking on the red "X" located at the end of the file name.

Share a PowerPoint Presentation:

Once a PowerPoint file is saved to Shared Files, the file can be presented to any member within the room. The presentation of the PowerPoint document can be controlled by a designated moderator, managing the slide presentation to the group. To launch a presentation or slideshow, simply upload the file, then click on the "play" arrow to the right of the file name. Each participant in the room must launch the file to become a participant of the presentation.

Once the presentation has launched, a presenter must be selected. Simply click on the Presenter tab in the lower right to designate the presenter. This field will highlight when there are two or more participants in the room. To become a participant, simply click the Join button on the bottom left. The presenter can then progress through the slides by selecting the forward or backward arrows at the bottom middle of the window.

Notes

The Notes feature allows members to create topics that can be edited and collaborated on by all room members. Use Notes to:

• • Enter project topics to discuss and brainstorm
• • Store and share meeting minutes
• • Collaborate on documents

All members of a room can read messages posted to the  Notes area. To view the list of room notes simply click on the 'Notes' icon located at the top of the Shared Space menu bar.  If the icon is highlighted with a yellow star, a new note or update has been posted.

To create a new Note topic:

1. Click the '+' button to post a new discussion. A dialog box will appear.
2. Type in the topic title and then the text of your Note in the message section.
3. When complete, click the 'Save' button and your Note is saved to the room.

Note: You may select'Save' at any time to cancel creating the note.

Viewing and Editing a Note:

To view a specific Note topic, click on the topic you want to view and the note will appear in the note window.

To edit the note topic simply begin typing in the note window and enter the changes you wish to make. When finished, click on 'Save' and the topic will be saved with your changes.

Sorting Notes

Notes can be sorted alphabetically or by most recent update. To sort notes alphabetically click on the 'A-Z' button to toggle the sort. To sort by most recent update, click on the 'Calendar' button to toggle the sort by date.

Screen Sharing

The GeniusRoom screen sharing feature allows you to share any application on your desktop and is useful for product demos, training, guiding customers through a sales presentation, or to provide improved customer support. Any room member can view the screen being shared. Non-room members can also easily be invited to a screen sharing session.

To Share Your Screen

1. Select the Screen Sharing Icon in the upper right corner of the GeniusRoom. This will display the Screen Sharing window.
2. You will notice that your name is displayed as an attendee of the screen sharing session.
3. To begin sharing your screen simply click the Share My Screen icon in the upper right corner of the window.
   

4. Once you have selected Share My Screen, your window will be updated to indicate that you are sharing your screen. The indicator next to your name in the Attendee list will turn green.
5. To show the application or file that you want to present to the attendees of the screen sharing session, minimize the screen sharing window. This will allow users to see your desktop.

To View Another Member's Screen

1. Select the Screen Sharing Icon from the upper right corner of the GeniusRoom where the screen sharing session was initiated.
2. Select "View" from the upper right corner of the Screen Sharing Window.
3. The window will display the screen of the  member who is sharing their screen.

To Change Presenters

1. The room member currently sharing their screen selects "Stop Sharing My Screen".
2. The room member who would like to share their screen selects "Stop Viewing".
3. The room member then selects "Share My Screen"
4. All members currently attending the screen sharing session will be able to view the members screen.

To Invite Non-room Members to a Screen Sharing Session

GeniusRoom members can invite non-room members to a screen sharing session. Simply copy and send the url available from the screen sharing window to the person you would like to attend. Once the user has input the url into their browser and joined the session they will have the full screen sharing capabilities that room members enjoy for the length of that session.

1. Any user currently in the screen sharing session can copy and paste the url for the session (located at the bottom of the main screen sharing window) into an email or instant message and send it to the person they wish to invite.
2. The user who has received the url then clicks on the url or copies it into their browser and they are taken to the screen sharing browser window where they enter their display name.
3. Once the user has entered their display name they select “Login” and they will see their name in the attendee list and have the ability to share their screen or view the screen being presented.
4. The user can select "Share My Screen" if no one is currently sharing their screen, or they can select “View” to view the current presenter’s screen.

Zoom to Fit

Select the Zoom to Fit button to have the presenters entire screen fit within the screen sharing window. This feature is only available when you have selected View.

Follow Presenter’s Cursor

Select the Follow Presenter’s Cursor and the application will follow the presenters cursor and display the area around the cursor should the cursor be positioned outside the viewable area of the screen sharing window. This is useful if you do not have Zoom to Fit selected. This feature is only available when you have selected “View”

Minimize Attendee List

Select the icon in the bottom right corner of the screen sharing screen to minimize the Attendee List that includes the attendee list and the ability to share or view a screen.

Room Administration

The administrator of any room has several capabilities reviewed in this section. Let's start by viewing User Administration. You access the Admin functions by clicking on the 'Wrench and Hammer ' icon located next to the room name in the room list on the left hand side of the GeniusRoom The 'Admin' tab will only appear if the person logged into the GeniusRoom has administrative rights

.

To Add a New Room Member:

1. Type the New Room member's email address in the 'New Member (email)' field.
2. Click the 'Invite Member' button.
3. An email invitation is sent to the member and once they accept they are added to the room.

Adding a New Admin:

1. Type the New Administrator's email address 'New Admin (email)' field. See below:
2. Click the 'Invite Admin' button.
3. An email invitation is sent to the member and once they accept they are added to the room as an admin.

To Delete a Room Member:

1. Room member can be deleted by clicking the red "X" at the end of the display field.
2. 'Room Admins' can be deleted using the same process.

Group Administrators have the ability to Add, Close and Delete Rooms in the Group. Let's look at how this is administered.

To Add a Room:

1. Click the 'Create a New Room' button.
2. The Create a New Room dialog appears.
3. Add the New Room name in the Room field and then click the 'Create Room' button.
4. The Room is created and now displays in the Room Name Tabs and in the GeniusRoom Systems.
5. Members with Admin privileges can create an unlimited number of rooms.

To Rename a Room:

1. Click the 'Rename Room' button once in the room designated for the name change.
2. The Rename Room dialog appears with the current Room name in the Room field.
3. To change highlight the text in the Room field and type in the new name.
4. When you have finished click on the 'Rename' button.

To Archive a Room:

1. Click the 'Archive Room' button.
2. The Archive Room dialog appears asking if the user is sure they want to archive the room with a warning message and the option to select the  'OK' button or the  'Cancel' button.
3. Click the 'OK' button to archive the Room.

To Unarchive a Room:

1. Click the 'Unarchive Room' button.
2. The Unarchive Room dialog appears asking if the user is sure they want to unarchive the room with a warning message and with the option to select the 'OK' button or the 'Cancel' button
3. Click the 'OK' button to unarchive the Room.
4. The room is now available for normal use.

To Delete a Room:

1. Click the 'Delete Room' button.
2. The "Delete Room" dialog appears asking if the user is sure they want to delete the room with a warning message and with the following options: a. 'OK' button b. 'Cancel' button
3. Click the 'OK' button to permanently delete the Room.

View Activity Log

The Activity log provides an audit trail of activity in the room. To access this information select the Activity Log tab. The following information is included:

1. List of documents added or removed from the shared file space
2. Room members added or deleted
3. Call history identifying who was called, date and time, and call duration
4. History of screen sharing sessions initiated, who attended, date and time, and screen sharing duration
5. List of discussions posted
6. Room creation date.

Personal Virtual Office

The GeniusRoom Personal Virtual Office (PVO) is a critical element to the room experience. The PVO allows each member to store personal documents, send private messages, and have a personal space to update contact info and their avatar image. Having a private space in the 'public' room allows for selective communication within the shared workspace.

Room Tab

The Room tab displays the list of rooms where you are a member. The list of rooms can be displayed by group, or all rooms can be displayed. Clicking on a room name will open and display that room. A star will be displayed next to the room name when there is new content in the room.

People Tab

The People tab provides a list of all GeniusRoom members across all your rooms. The list is sorted alphabetically with the members who are currently logged into the GeniusRoom listed first. You can use the list to easily identify members who are online and to quickly send private messages. A star notification will be displayed next to a person’s name when that person has sent you a private message.

Private Messages

GeniusRoom members have the ability to send private text messages to other room members. These private messages are only viewable by you and the person to whom you sent the message. This differs from Real Time Chat which is viewable by all room members. A private message can be sent by clicking the message icon on the back of the flip avatar, by clicking the message icon from the List View room display, or by selecting a person from the People tab list.

To send a Private message:

From Flip Avatar

Click the message icon located on the back of the other member’s avatar.

From List View

If the room is in List View display mode, the click the message icon from the location below.

From People Tab

To invoke private messaging from the People tab, simply double-click the person’s name you would like to send a message to and a private message window will be displayed. You can then send and receive private chat messages with that person.

Clicking on the message icon (or persons name from the People tab) will display a private message window that will allow you to send a private message to the member.

Enter the text and select send.

Call Me At

Select the method of contact where you would like to be reached by clicking on one of the three options (Work, Mobile, Home). When members call you from the GeniusRoom, the number called will be the number associated with the option selected. Users can define the numbers for each option by selecting ‘Edit Profile’

My Files

GeniusRoom members have the capability to store and view Files that cannot be accessed or viewed by any other GeniusRoom members. Let's explore how you manage your private files.

To Upload a File:

1. Click on the 'Upload File' button
2. The Upload a File dialog box will be displayed.
3. Click on 'Browse' and select a file to upload.
4. Add a comment describing the file (optional).
5. Click the 'Upload' button to transfer to the Documents area.
6. Once the progress bar changes from 'Loading' to 'Complete' click the 'Done' button.

To View and Sort Files:

Files stored in your PVO can be viewed by clicking on the file name.

Files can be sorted by file type, file name, poster, date/time, or by comments. Simply click on the appropriate heading to toggle the sort. To sort by file type click on the icon located to the left of the File Name heading

To Delete Files:

Clicking the red "X" at the end of the file name will delete files stored in your PVO.

To Drag and Drop Files:

Files stored in your PVO can be placed in another room members PVO by dragging the file to the avatar of the member you wish to send the file. Dropping the file over the selected room member will display a confirmation dialog box allowing you to enter a comment that will be displayed in the next to the filename.

1. Select My Files from your PVO
2. Click on the file you want to send
3. Drag the file to the Avatar of the person you want to receive the file
4. Drop the file into the Avatar
5. A confirmation screen will appear where you will be able to enter a comment if desired. Select ok if you wish to copy the file to the selected person’s MY Files folder

Edit Profile

Managing your profile in the GeniusRoom is an important part of getting the most out of the GeniusRoom experience. With your profile set up correctly, you and the other members of your rooms can take advantage of the full set of features of the GeniusRoom. You can manage how the system and other members will contact you.

Managing Your User and Contact Information

User Information

Users can change their display name shown to other room members, the company name that is displayed when users select the Info button on the back of the flip avatar, and users can also change their password.

Contact Information

You can set up a unique email address and phone number for each available method of contact (Work, Mobile, Home).
Emails are used by the system to notify members of new events in the GeniusRoom, e.g. files that have been added and new private messages.
The system default contact method is 'Work' and uses your login Email as the initial notification address. The telephone numbers are used by the system to call you when another room member clicks your "available" telephone icon. You will called at whichever option you have set using “Call Me At” in the PVO. You have the option to use different Email addresses and phone numbers for each profile.

Once you have made your desired changes, select update in the Contact Info Section to commit your changes.

Uploading an Avatar Image

One of the great ways you can personalize your GeniusRoom experience is through your 'Avatar'. The Avatar is any graphic picture of 1MB or less that is used to identify you to others in the room. To insert your picture follow these steps:

1. Click on the 'Change' button underneath the picture avatar in the 'Edit Profile' window.
2. The 'Profile Picture Upload' dialog box will be displayed.
   
3. Click on the 'Browse' and select a picture to upload.
   
4. Click the 'Upload' button that will bring up your 'Picture Cropping' window.

5. You can adjust where the frame centers on your picture by placing your cursor on the small white circle and moving it up or down accordingly. Once you are satisfied with the position of the frame click on 'Submit'.

About VT&T

VT&T is an innovative provider of virtual enterprise collaboration solutions. We deliver dramatically increased productivity for individuals via highly efficient, virtual workspaces.

Users can rapidly connect to clients and colleagues, or access their key files and information from anywhere, at any time. They can also personalize their workspace and method of connection in the manner most effective for their business.

Using enterprise-grade solutions combined with the latest in Web 2.0, file sharing, conferencing and virtual world technologies, VT&T's software creates a virtual work environment that is better than being there - personalized, connected to all the key constituents and with the right information all the time.

Contact Us