Virtual Meeting Room (VMR): My VMR & Group VMR

VMR (Virtual Meeting Room) is a self-service videoconferencing solution that provides you with a user code and password to independently create and host videoconferencing sessions between equipped facilities, removing the need for technical assistance to conduct the event. There are two varieties:

• My VMR videoconferencing sessions are limited to a maximum of 25 sites/connections. A maximum of 9 of these may be audio-only. For larger one-time events, or where moderation is an asset (e.g. senior management events), you may request a scheduled videoconference from Shared Services Canada using their online form.

• Group VMR videoconferencing can welcome a larger number, up to 50 separate video or audio sites/connections including the host location. This version of VMR is intended for working groups, committees, etc. who will hold regular large meetings where more than 25 concurrent connections to the conference are required.

Participants who are not hosting do not require their own account. Potential hosts of videoconferencing events can find the online My VMR request form at Shared Services Canada.

If you do not specify, you will receive a My VMR videoconference account. This account is able to host up to 25 separate video or audio sites/connections including the host location. For occasional meetings that require more than 25 participants, you will need to request a scheduled videoconference.

You may prefer to state that you are requesting a Group VMR videoconference account instead. A Group VMR account is associated with a team or committee rather than an individual employee. It is able to host up to 50 separate video or audio sites/connections including the host location. These accounts are intended for regular meetings that anticipate more than 25 participants.

Once your request has been processed, you will receive your virtual meeting room account number and your Host PIN and Guest PIN. This is all you will require to host your next videoconference.

Note: request your VMR account at least two weeks prior to your first requirement. In the meantime you can still request a scheduled videoconference from Shared Services Canada using their online form.

Sharing My VMR account’s hosting information is not recommended. As the employee whose name is associated with the VMR account and Host PIN number assigned to you, you are solely responsible for any videoconferencing activity that uses that account.

A Group VMR account’s hosting information is expected to be shared among a select group representing the team/committee with which it is associated.

If you will be hosting or attending the VMR videoconference in an equipped room, you should first ensure that you can reserve the room at that time. Use the usual procedure for booking meeting rooms at your location. ESDC Boardroom Booking Services is available for some locations.

Participants who are unable to book an equipped room at their location may suggest a new time to the host, or else attend the event by Skype or telephone.

When you invite participants to your event, you must provide the required information for each of the different ways that they may be joining your conference.

• Guests who are using a boardroom or telephone will need your virtual meeting room account number and the Guest PIN (note: do not share your Host PIN!). You may use a standard Outlook calendar invitation to invite participants within ESDC, but you may be required to send an e-mail to invite external participants.

• Guests who are joining by Skype will benefit from a direct hyperlink to your meeting. You can provide this by placing “SIP:” in front of your account number’s address (example: SIP:70123456789@video.canada.ca). Remember to press the Enter key on your keyboard to turn it into a hyperlink.

You can use the following invitation template to cover all possible audiences. Replace each of the square brackets portions with your account number and Guest PIN, as indicated:

• Connecting from a standard videoconferencing system:

  1. Enter [your VMR account number]

  2. Enter GUEST PIN [your Guest PIN] when prompted, followed by #

• Connecting by Skype:

  1. Select the following hyperlink: SIP:[your VMR account]

  2. Then enter GUEST PIN [your Guest PIN] followed by #

• Connecting by telephone (audio only), or from a legacy videoconference system:

  1. Dial 613-729-5408 (NCR) or 1-855-470-7641 (toll-free telephone only)

  2. Enter [your VMR account] when prompted, followed by #

  3. Then enter GUEST PIN [your Guest PIN] followed by #

If you are attending the videoconference in an equipped room that you have not previously used, it is a good idea to book the room and conduct a test before the actual event:

• Consult this list of Videoconference Rooms Information (XLSM, 112 KB) to find the ESDC location nearest you which accommodates room videoconferencing. This list will also identify the make and model of videoconferencing equipment that is present in that location, so that you may find the corresponding Shared Services Canada videoconferencing equipment reference.

• An alternative way to find the correct reference: take note (or better, a photo) of the room’s remote for its videoconferencing equipment. The correct reference will feature an image of the remote for the room you have booked.

Bring your VMR account number and Host PIN or Guest PIN to your booked room, several minutes before the meeting:

1. Ensure the videoconferencing equipment is powered on (note: it should normally be powered on at all times).

2. Locate the videoconference remote control and use it to "wake" the system.

3. Using the number keys on the remote, enter the VMR account number.

4. When the PIN is requested: if you are the host, enter your Host PIN (followed by #). If you are a participant, enter the Guest PIN (followed by #) that was provided in the invitation.

In Skype, you can host a VMR videoconference by following these steps:

1. In the main Skype window: in the “Find someone” field, enter the VMR account number that you are hosting at (e.g. 00000000000@video.gc.ca or 00000000000@video.canada.ca).

2. With your mouse, point at the circular icon to the left of this number when it appears in the list of your contacts.

   

   This will make a series of blue icons appear.

   

   Select the icon that looks like a video camera to “Start a Video Call”.

   

3. A new videoconference window will appear, corresponding with the number you have entered, which will connect you to the VMR service. You may need to maximize this window to improve its resolution.

   • Verify the onscreen name associated with this account. You will also see that you are requested to enter a security PIN.

   • At the bottom-right corner of this screen, find and select the telephone icon for “Call Controls”. This will open a virtual keypad.

   • Using the virtual keypad, enter the Host PIN. The digits you enter will appear in the video as you enter them. Remember to end with the # sign.

4. If your PIN is correct, you will now start (or join) the VMR videoconference session.

You can join a videoconference using Skype using the following steps, if you received an invitation with a SIP hyperlink (otherwise, use the same steps above as the host, but enter the Guest PIN):

1. Hold down your Ctrl key and select the hyperlinked videoconferencing address found in the invitation. The format will be: SIP:00000000000@video.gc.ca or SIP:00000000000@video.canada.caup

2. In the new Skype window that opens, select the icon that looks like a video camera and then select “Start my Video”.

   

3. A new videoconference window will appear, corresponding with the number you entered, which will connect you to the VMR service. You may need to maximize this window to improve its resolution.

   • Verify the onscreen name associated with this account. You will also see that you are requested to enter a security PIN.

   • At the bottom-right corner of this screen, find and select the telephone icon for “Call Controls”. This will open a virtual keypad.

   • Using the virtual keypad, enter either the Host PIN (if you are hosting this videoconference) or the Guest PIN (if you are only joining). The digits that you enter will appear in the video as you enter them. Remember to end with the # sign.

4. If your PIN is correct, you will now join the VMR videoconference session.

Dial (613) 729-5408 or 1-855-470-7641 (toll-free via telephone only). You will be prompted to enter the host’s VMR account number, followed by the pound (#) symbol.

You can change the layout of how the other locations sending a video signal are being displayed on your screen during a VMR videoconference.

To change these VMR display settings in an equipped boardroom:

1. After you have joined the videoconference: select the number 8 on the remote control to show a series of display options along the left side of the screen.

2. Continue to select the number 8 to scroll through these options, stopping when you have selected your preference. If you are inactive for a few seconds, the options will disappear.

To change these VMR display settings while you are using Skype:

1. After you have joined the videoconference: at the bottom-right corner of the videoconference window, find and select the telephone icon for “Call Controls”. This will open the virtual keypad.

2. Select the number 8 to show a series of display options along the left side of the window.

3. Continue to select the number 8 to scroll through these options, stopping when you have selected your preference. If you are inactive for a few seconds, the options will disappear.

Participants can be located anywhere, including internationally, to join by audio-only with a telephone or cellular phone.

Participants can join a VMR conference visually from any government VC-equipped location, through Skype, or externally if using the appropriate software.

• Non-government locations wishing to join your VMR event as participants must use the following format when entering your account number in their videoconferencing system: Account Number@video.canada.ca (e.g. 76133164651@video.canada.ca).

Executive participants may be able to join room videoconferences using private videoconferencing units in their offices.

During the videoconference you will see the video images being transmitted from all connected locations, usually at the bottom of the screen. Connections that are audio-only will appear as silhouette icons.

Individuals who are not visible on camera at each location must self-identify, but you can be assured that there are no additional connections to your videoconference besides those that are displayed.

There will be no uninvited operator or other technical support listening to your VMR session.

Your account information was provided to you in an e-mail from Shared Services Canada. If you cannot find this e-mail, you can recover VMR account information by contacting the National Service Desk.

You can also reobtain the Host PIN for your account by resubmitting your request for a VMR account. SSC will identify your account as already existing, and will include your Host PIN in the new e-mail that they send to you.

Visit the Conferencing Services page for assistance with specific issues related to video and audio signals, webcams and remotes.

If the session continues to be of poor quality, participants can switch to joining by telephone instead. Dial (613) 729-5408 in the National Capital Region, or 1-855-470-7641 (toll-free via telephone only). You will be prompted to enter the conference code followed by the pound (#) symbol.

Visit the Conferencing Services page for general assistance with specific issues related to video and audio signals, webcams and remotes. Consult the My VMR web page at Shared Services Canada to learn more about this service. For technical support, please submit an online request to the National Service Desk.