A web-based control panel is available to each iVocalize Web Conference room subscriber. The control panel allows the room administrator to configure all aspects of the web conference room.

As a subscriber, you receive a special link to your room's control panel. Clicking on that link takes you to the login page for your control panel:

After logging in to your room control panel, you will see the Home page, which is shown below. Note the navigation links along the left edge of the page:

The Home page contains the following information:

• Room ID: The unique identifier of your conference room.
• Owner Name: The person who submitted the room order form.
• Owner Email: The email address of the room owner. iVocalize will send announcements to this email address.
• Capacity: The maximum number of people who can be simultaneously logged into your conference room.
• Online Now: The number of people currently in your room.
• Peak Connections: The maximum number of people who have been in your room simultaneously.
• Expiration: The expiration date for your conference room. If this field is empty, then your room is not set to expire.
• User Accounts: The number of accounts configured on the User Accounts page.
• Login Page: The URL to your login page, where people may enter your conference room and, if necessary, install the iVocalize software.
• Login - No Password: A special login page URL that will not prompt the user for a password. This is useful if your room is configured with an * (any name) user account that has no password. See the User Accounts page for more details on the * (any name) user account.
• Activity Page: The URL to a simple, unadorned web page showing the names of people currently logged into your room. This web page is suitable for embedding in your website to show your users a real-time view of who is in your conference room. By using an <IFRAME> HTML tag and the provided URL, you can place this web page within any other web page on your site. For example:
  
  

The Online Now page of your room control panel lists those users currently logged into your conference room and provides options to boot or ban a user from the room. Note that the user's IP address is mapped to a city, state and country.

The User Accounts page of your room control panel lists your room's configured user accounts, and allows the room administrator to create new accounts, modify existing accounts, or delete accounts.

In the example above, the room is configured with:

• one * (any name) user account
• one * (any name) moderator account
• one named administrator account

The * (any name) account has special significance because the asterisk will match any user name. Multiple * (any name) accounts with different passwords and privilege levels can be created for simple user management. Using individual user accounts and passwords, such as for John, the administrator, gives you greater control over the accessibility of your conference room. The Automatic Registration system, described below, can create individual user accounts and passwords for your room users.

By clicking Edit beside the account for John, we see the User Settings page shown here:

The User Settings page allows the room administrator to create and edit a user account. The "Update" button at the bottom of the page must be clicked to save any changes made.

• Name: The login name for this user. Login names may contain letters, numbers, spaces and the underscore character. The special login name of a single asterisk matches any user name. * (any user) accounts are useful for public forums where the login names of people are not always known in advance.
• Password: The password for this user account. Passwords are case sensitive. In cases where multiple accounts have the same login name, as with multiple * (any user) accounts, the password used determines which account a user actually logs into and the resulting privilege level that user receives.
• Email: The user's email address for receiving communication that is sent via the Form Letters page of your room control panel.
• Expires: The expiration date for this user account. Leave this field blank for no expiration date.
• Privilege: The privilege level of this account: User, Moderator or Administrator. Moderators can control the talk queue, present with synchronized browsing or the integrated whiteboard, and mute or unmute users. Administrators have all the rights of moderators, with the additional ability to ban users from within the iVocalize application.
• Enabled: Enable or disable the user account.
• Mute: The mute settings determine whether and how this user will be muted upon login.

User accounts can be imported or exported in bulk by clicking the Import or Export buttons.

• Import: In the box, enter Name,Password,Email on one line for each user account. 100 accounts can be entered in the box at one time. Click the "Submit" button to import the accounts.
  
  
• Export: In the box you will see a user account on each line displayed as Name,Password,Email. Click the "Back" button to return to the User Accounts page.
  
  

The Registration page of your room control panel allows the room administrator to choose between manual registration and two types of automatic room registration. The "Update" button at the bottom of the page must be clicked to save any changes made.

The options for Automatic Registration are:

• Disabled - manual registration: The room administrator must manually create each room user account via the User Accounts page. * (any name) accounts are allowed.
• Enabled - email confirmation only: Visitors to your room login page can click on the New User link to access a page where they can submit their name and email address. The system then sends a confirmation email to verify the address. When your guest clicks the link in the confirmation email, they receive their new User Name, Password and Login Page link via email and are listed on your User Accounts page.
• Enabled - email confirmation and owner approval: Visitors to your room login page can click on the New User link to access a page where they can submit their name and email address. The system then sends a confirmation email to verify the address. When your guest clicks the link in the confirmation email, their account is held by the system and awaits your approval. The room administrator can approve the registration via the system-generated email or by visiting the Registration page where the guest account is displayed with the options to Approve or Decline it. Once approved, your guest receives their new User Name, Password and Login Page link via email and are listed on your User Accounts page.

The Login History page of your room control panel shows the most recent login by each user. Records appear here once a user has logged out. While still logged in, users appear on the Online Now page.

From the Login History page, it is possible to look back in time and to ban a user who has previously caused trouble in your conference room. Banning a user actually bans the computer that the user connected from and deletes the user from your 'User Accounts' page (note: * (any user) accounts are not deleted). From that moment onward, no user can log into your conference room from the computer that was banned.

The Banning page lists all users who have been banned from your conference room, and the date and time of their banishment. By clicking "Unban", an administrator may restore access to the conference room from the banned computer. The unban process does not restore a deleted user account.

The Features page of your room control panel allows the room administrator to configure room options and appearance customizations. The "Update" button at the bottom of the page must be clicked to save any changes made.

• Audio Bitrate: The bitrate for streaming audio. Higher bitrates yield higher quality audio, while lower bitrates work better over slower connections.
• Talk Timer: The number of seconds that a non-moderator may keep the microphone before it is passed to the next waiting room user. The user status display in iVocalize shows all participants a countdown timer when fewer than 100 seconds remain on the current speaker's clock. A setting of zero seconds disables the talk timer.
• Geo-Location: Display a user's City, State and Country as a tooltip inside of iVocalize, and on your login and activity pages.
• Text Log: Record public text messages in a searchable archive. The text log is accessed in the Browser menu of the iVocalize application.
• Allow web browsing...: Allow non-moderators to independently navigate their embedded browsers. Moderators may still send web pages to the room when this is turned off.
• Allow private text...: Allow non-moderators to initiate private text messages to other room users. When turned off, moderators may still send private messages to users, and users can respond to moderators.
• Show active users...: Display a list of the users currently in your room on your room's login page.
• Enable standalone...: Enable the standalone activity web page for embedding in websites.
• Enable emoticons...: Enable the conversion of emoticon text character combinations into graphical emoticons, as well as the selection of graphical emoticons from the emoticon library for insertion into the text chat.

The Appearance page of your room control panel allows the room administrator to customize the look of your room and login page. The "Update" button at the bottom of the page must be clicked to save any changes made.

• Title: The text appearing as the title of both the iVocalize application and your login page.
• Login Prompt: The text appearing on the login button of your login page.
• Home URL: The web address that the embedded browser navigates to when a user first enters your conference room.
• Help URL: The web address that the embedded browser navigates to when a user presses "F1" or chooses "Online Help" from the Help menu.
• Logo URL: The web address of a graphic image or small web page that appears in the application window to the right of the volume controls. The logo area is 60 pixels high and of variable width.
• Icon URL: The web address of an .ICO file that will be used as your application icon. Leave this blank for the default icon.
• Browser on: Select whether the embedded web browser appears on the right side of the application window or in the top portion of the application window.
• Browser Window Size: The size of the embedded browser (and whiteboard) as a percentage of the main application window. Use 0% to hide the browser (and whiteboard) or 100% for a full screen browser (and whiteboard).
• Text Chat Window Size: The size of the text chat window as a percentage of the area shared by the text display and the user display. Use 0% to hide the text chat or 100% to hide the user display.
• Color Scheme: The colors of the main application, comprised of a Background Color and an Accent Color.

  

  Background Color: The application window background color. To set this value, first click on Background, then click a color on the color chart. For best results, we recommend that you use a light color as the background.
  Accent Color: The color of borders and dividing lines in the application. To set this value, first click on Accent Color, then click a color on the color chart. For best results, we recommend that you use a dark color for accents.
  

  

• Login Page Header: HTML to be placed at the top of your login web page. Your login web page already contains header and body elements, and your HTML is placed inside of the body. Therefore, your HTML should not contain HEAD or BODY elements. For example:

  <H1>John Smith's Web Conference Room</H1>

• Login Page Footer: HTML to be placed at the bottom of your login web page. For example:

  <p>visit us online at www.smithenterprises.com</p>

  

• Welcome Message: A text message displayed to users entering your conference room. The value %NAME% is replaced with the user's login name. This can have a maximum length of 255 characters.
• Launch Test: Test the launching of the iVocalize application (Windows platforms only) with the current settings for Color Scheme and Window Size. This enables you to quickly try out color combinations and window layouts without first saving the changes.
• Login Page: Open your login page in a new browser window using the settings that were most recently saved. This allows you to inspect the Header and Footer of your login page.

The Recording page of your room control panel allows the room administrator to control the ability of room users to record a web presentation. The "Update" button at the bottom of the page must be clicked to save any changes made.

The options for Recording are:

• Disabled: The presentation recording feature is disabled for all participants.
• Enabled - moderators only: The presentation recording feature is enabled for moderators, but disabled for non-moderators.
• Enabled - everyone: The presentation recording feature is enabled for both moderators and non-moderators.

The Locking page of your room control panel allows the room administrator to control the ability of room users to record a web presentation. The "Update" button at the bottom of the page must be clicked to save any changes made.

• Lock the conference room: When enabled, only moderators may enter the conference room. Moderators may lock and unlock the room from within iVocalize via the Moderator menu. This lock setting is in effect until manually changed.Auto-Lock is the recommended setting.
• No automatic muting or locking: Disable automatic muting and locking of the room.
• Automatically Mute...: Prevent the sending of audio and text by non-moderators entering the room when no moderator is present.
• Automatically Lock...: Prevent non-moderators from entering the room when no moderator is present.
• Auto-Lock...: In addition to Automatically Lock the room when no moderator is present, require moderator approval for an * (any name) account to login.

The Whiteboard page of your room control panel allows the room administrator to set the default level of user access to your conference room's integraged whiteboard. The "Update" button at the bottom of the page must be clicked to save any changes made.

• Disabled: The integrated whiteboard and PowerPoint slideshow feature is completely hidden.
• Enabled - moderators only: The whiteboard feature is enabled. Moderators control the whiteboard and non-moderators see the whiteboard as read-only. Within the iVocalize application, moderators may grant whiteboard privileges individually to non-moderators by right-clicking on a non-moderator's user name.
• Enabled - users may draw: The whiteboard feature is enabled. Moderators have full control, and non-moderators may draw on the board.
• Enabled - users may draw and clear: The whiteboard feature is enabled. Moderators have full control, and non-moderators may draw on the board and clear all annotations from the background image.
• Enabled - users may draw, clear and upload...: The whiteboard feature is enabled. Both moderators and non-moderators have full control of the whiteboard, including uploading of new background images and PowerPoint slideshows.

The Form Letters page of your room control panel allows the room administrator to create letters and then email them to some or all of the room users listed on your User Accounts page. When you first go to your Form Letters page, you will see a message informing you that an outgoing mail server needs to be configured:

Click on the button next to "Outgoing Mail Server" to configure your outgoing mail server settings. The "Update" button at the bottom of the page must be clicked to save any changes made.

• From: The email address that you will be sending your form letters from.
• Password: The password configured on your SMTP server.
• SMTP Server: Your outgoing mail server name.
• Bcc: If enabled, you will receive a copy of all form letters sent without notifying the recipients.

We recommend that after changing any outgoing mail server settings that you click on the button "Update and Test" to verify that the outgoing mail server is properly configured. If you see the statement "Test message sent" and receive the confirmation "Test Email" at the email address configured in your outgoing mail server settings, then your settings are configured correctly.

To create a new form letter, click on the "New Letter" button. iVocalize will automatically create a "Web Conference Account" form letter which contains login information for your web conference room. To change the subject and content of the form letter, click on "Edit" to the right of the form letter's title. The "Update" button at the bottom of the page must be clicked to save any changes made.

• Subject: The form letter description that will appear in the subject line of the email.
• Charset: A drop-down selector for choosing the character encoding that you want for your letter.
• HTML: Enable "Body is HTML" if you want to include HTML formatting in the body of your letter.
• Body: The contents of your letter.

To send a form letter, click "Send" to the right of the form letter that you wish to send.

Select who you want to receive the form letter, and then click the "Send" button on the bottom of the page to email the form letter to everyone you selected.