Web Scheduling

Scheduling a conference through the web

Requestor is responsible for securing access to the sites. A listing of sites is located at: Site Directories

If you request help, please call a Videoconferencing technician at: (808) 837-8004 or email This e-mail address is being protected from spambots. You need JavaScript enabled to view it

To modify a reservation see this link: How to modify a reservation
  1. Obtain a Username and Password by emailing This e-mail address is being protected from spambots. You need JavaScript enabled to view it
  2. Using an Internet Browser (Internet Explorer, Firefox, Safari) go to: http://vcschedule.k12.hi.us/
  3. Login using the Username and Password given


     

    4. login

  4. Select "MCU Reservation" on left-side toolbar

    5. renovo50reservation1

     

  5. Enter Title of videoconference

    6. Renovo50new_title

     

  6. Click Next
  7. Enter Start Date, Start Time, End Time
    • It's best to leave padding time of at least 15 minutes (to the start and end time)
    • Enter the dates/times into the field by typing or use the calendar and drop-down menus

    8.  

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  8. Click Add Date
  9. Click Next to select sites that will appear in your request

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  10. If this conference will be repeated, you can select Generate Recurrence or use the Ctrl + Click method on the mouse with the calendar open
    • Recurrences can be established by number of occurrences or by Date
    • The repeat interval must be established (Daily, Weekly, Monthly, Every weekday, or user determined interval)
    • You must click Generate to add the recurring dates

    11. recurring dates

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  11. The Date and Time of conference(s) should appear at the bottom line
    • If the information is not correct, use the checkbox to select the incorrect date and click through the Start Date, Start Time, End Time then click on Modify Date(s)
    • Delete Date(s) will remove the scheduled conference that has a check in the box
  12. Click Next to select sites that will appear in your request
  13. Click on the site name to select participating DOE Videoconferencing sites. 
    • District Office are listed in alphabetical order under "District Office"
    • State Offices are listed under their Office (for example, ITS-Kona is listedunder OITS, SPMS is listed under OCISS, PDERI is listed under OHR)
    • If the unit was previously housed at a CSA (Community Ed) Facility, it maybe listed under the CSA or the School that it may have been donated to

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  14. Drag and Drop them to the lower box.
  15. Sites can be sorted using the Name column as well as a Filter

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  16. Click Enter on the keyboard when using the Filter box
  17. When a room is checked, the Room Network Parameters will appear, Fill in the Number of Participants

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  18. Check that the Origination site is correct. This is usually the first site selected.
    • Use the dropdown menu to change your selection
  19. Disregard the other fields (Scan Duration, Retry, Number of Retries)
  20. Click Next
  21. Select a Template for this Videoconference using the Drop-down menu.
    • CP Lecture Mode = The speaker will see all sites, all sites will see the speaker
      • Recommended for Presentations & Trainings
    • CP Auto Layout = All sites see everyone else
      • Recommended for Meetings
    • CP 5+ = Similar to CP Auto Layout, but recommended for 5+ sites
    • CP Single Screen = All sites see the last site that spoke, including the speaker renovo-reservation-rmx
  22. General Conference Setup options will auto-fill once a template is chosen
  23. Participants should be listed in the Participants section. If not, click Previous to go back and re-select or de-select sites.
  24. Then continue steps 11 and 12In the Participants section, click on the Connection drop-down menu
  25. Select Dial-In to change all rooms to Dial-In. The Connection Setup Type will change from Dial Out to Dial In.

    26. dial in

  26. Leave Personal Bitrate as Auto
  27. Click Finish.
  28. A Summary Page lists the Title, Date, and Sites of your Videoconference. Check to make sure all is correct. Approval Required will be in red
  29. Click on the Disk to Save the Videoconference Reservation so it can be approved by a technician
  30. Click Save Only

    31. save only

     

  31. This completes the reservation process
  32. An e-mail will be sent to you after the request has been approved (if your email address has been added to your profile)
  33. Use My Calendar as verification that your conference has been saved/validated

My_Calendar