Video Calls and Live Sessions Guide

This comprehensive guide covers everything you need to know about conducting live video sessions with students using Guidroo's advanced video calling features.

Table of Contents

1. Getting Started with Video Calls
2. Starting a Live Session
3. Video Call Controls
4. Screen Sharing and Collaboration
5. Managing Participants
6. Recording Sessions
7. Troubleshooting Video Issues

Getting Started with Video Calls

System Requirements

Before starting your first video call, ensure you have:

Hardware Requirements:

• Computer: PC or Mac with webcam and microphone
• Internet: Stable broadband connection (minimum 1 Mbps upload/download)
• Audio: Built-in or external microphone
• Video: Built-in or external webcam
• Headphones: Recommended to prevent echo

Software Requirements:

• Web Browser: Chrome, Firefox, Safari, or Edge (latest versions)
• JavaScript: Must be enabled
• Camera/Microphone Permissions: Allow browser access
• Pop-up Blockers: Disable for Guidroo domain

First-Time Setup

Browser Permissions:

1. Allow Camera Access: Click "Allow" when prompted
2. Allow Microphone Access: Grant permission for audio
3. Test Your Equipment: Use the built-in test tools
4. Adjust Settings: Configure audio and video quality

Starting a Live Session (Go-Live Feature)

Step 1: Initiate the Session

Permission Required: Only the session creator or assigned tutor can start a session.

Start your live session from the Sessions page:

1. Navigate to Sessions in your dashboard
2. Find your scheduled session (status must be SCHEDULED)
3. Click "Start Live Session" button
4. System automatically:
   • Verifies permission (must be session creator or assigned tutor)
   • Checks session is not already LIVE
   • Generates unique room ID (format: ROOM-{timestamp}-{sequence})
   • Creates secure room token for authentication
   • Creates VideoRoom record with status WAITING
   • Adds you as first participant with HOST role
   • Updates session status to LIVE
5. Join URL created: /live/{roomId} (where {roomId} is the generated room ID)

Optional Parameters:

• Provider: Third-party video provider name (e.g., 'zoom', 'default')
• Room Settings: JSON object with provider-specific settings
• Device Info: Browser/device information

Step 2: Join the Video Call

For Hosts (Tutors/Admins):

• Must be session creator, assigned tutor, or admin
• Automatically assigned HOST role
• Full access to session management

For Students:

• Must be enrolled in the batch
• System verifies batch enrollment before allowing access
• Automatically assigned PARTICIPANT role
• Can only join when session status is LIVE

Once the session is started:

1. Click "Join Session" button or use the join URL
2. System verifies permissions and enrollment
3. Allow camera and microphone permissions (handled by browser)
4. You'll be added as a VideoParticipant with appropriate role

Important: Actual video controls (mute, camera, screen share, whiteboard, chat) are handled by your third-party video provider. Guidroo manages session lifecycle, participant access, and room tokens.

Step 3: Video Room Management

The system manages video rooms with the following structure:

VideoRoom Model:

• Room ID: Unique identifier (format: ROOM-{timestamp}-{sequence})
• Room Token: Secure token for authentication
• Status: WAITING → LIVE → ENDED or CANCELLED
• Session Association: Linked to specific BatchSession
• Participant Count: Tracks number of participants
• Recording URL: Stored after session ends (optional)
• Metadata: Provider-specific settings and information

Participant Management:

• VideoParticipant: Tracks each participant
• Roles: HOST, MODERATOR, PARTICIPANT
• Device Info: Browser/device information stored
• Join Time: Tracked for analytics

Integration Points:

• System is provider-agnostic (works with any video service)
• Room tokens can be used with third-party APIs
• Metadata stored for provider-specific features
• Recording URLs can be stored after session completion

Video Call Controls

Basic Controls

Master the essential video call controls:

Audio Controls:

• Mute/Unmute: Toggle your microphone on/off
• Volume: Adjust your speaker volume
• Audio Settings: Configure microphone and speaker options
• Echo Cancellation: Reduce audio feedback

Video Controls:

• Camera On/Off: Enable or disable your video
• Video Settings: Adjust camera quality and settings
• Virtual Background: Use background blur or custom backgrounds
• Camera Switch: Switch between multiple cameras

Advanced Controls

Use advanced features for better sessions:

Session Management:

• Recording: Start/stop session recording
• Chat: Enable/disable text chat
• Waiting Room: Control when students can join
• Session Settings: Configure advanced options

Screen Sharing and Collaboration

Screen Sharing

Share your screen with students:

Sharing Options:

• Entire Screen: Share your complete desktop
• Application Window: Share specific applications
• Browser Tab: Share only a specific browser tab
• Whiteboard: Use collaborative drawing tools

Sharing Controls:

• Start/Stop Sharing: Begin or end screen sharing
• Pause/Resume: Temporarily pause sharing
• Annotation Tools: Draw and highlight on shared content
• Permission Control: Allow students to share their screens

Collaborative Tools

Use interactive tools for engagement:

Whiteboard Features:

• Drawing Tools: Pen, highlighter, shapes, and text
• Collaborative Editing: Multiple users can draw simultaneously
• Save Whiteboard: Save drawings for later reference
• Export Options: Download whiteboard content

Interactive Elements:

• Polls and Quizzes: Create real-time polls and questions
• Breakout Rooms: Divide students into small groups
• File Sharing: Upload and share documents
• Reactions: Students can react with emojis

Managing Participants

Participant Controls

Manage students during your session:

Basic Management:

• Mute All: Mute all participants at once
• Unmute All: Allow all participants to speak
• Individual Mute: Mute specific students
• Remove Participant: Remove disruptive students

Advanced Management:

• Raise Hand: Students can indicate they want to speak
• Spotlight: Highlight specific participants
• Gallery View: See all participants at once
• Speaker View: Focus on the current speaker

Student Engagement

Keep students engaged and active:

Engagement Tools:

• Q&A Sessions: Allow students to ask questions
• Group Discussions: Facilitate peer-to-peer interaction
• Interactive Polls: Get instant feedback and opinions
• Hands-on Activities: Include practical exercises

Recording Sessions

Recording Setup

Record your sessions for later review:

Recording Options:

• Automatic Recording: Record all sessions automatically
• Manual Recording: Start/stop recording as needed
• Cloud Storage: Recordings saved to cloud storage
• Local Download: Download recordings to your computer

Recording Management

Manage your session recordings:

Recording Controls:

• Start Recording: Begin recording the session
• Pause Recording: Temporarily pause recording
• Stop Recording: End recording and process video
• Recording Status: Monitor recording progress

Recording Access:

• Student Access: Students can view recordings
• Download Options: Download recordings in various formats
• Sharing: Share recordings with specific students
• Privacy Settings: Control who can access recordings

Troubleshooting Video Issues

Common Technical Problems

Connection Issues:

• Slow Internet: Check your internet speed and stability
• WiFi Problems: Try using ethernet cable instead of WiFi
• Bandwidth: Close other applications using internet
• Router Issues: Restart your router if needed

Audio Problems:

• No Sound: Check speaker volume and audio settings
• Echo/Feedback: Use headphones to prevent echo
• Poor Quality: Check microphone settings and positioning
• Permission Issues: Ensure browser has microphone access

Video Problems:

• No Video: Check camera permissions and connections
• Poor Quality: Adjust camera settings and lighting
• Lag/Delay: Check internet speed and close other applications
• Camera Not Working: Try different camera or restart browser

Performance Optimization

Improve Session Quality:

• Close Unnecessary Apps: Free up system resources
• Use Wired Connection: Ethernet is more stable than WiFi
• Optimize Settings: Adjust video quality based on connection
• Regular Updates: Keep browser and system updated

Best Practices

Session Preparation

Before Your Session:

• Test Equipment: Check camera, microphone, and internet
• Prepare Materials: Have all content ready and organized
• Check Lighting: Ensure good lighting for video quality
• Minimize Distractions: Choose quiet, professional environment

During Your Session

During the Session:

• Start on Time: Begin promptly to respect students' time
• Engage Students: Ask questions and encourage participation
• Monitor Quality: Watch for technical issues and resolve quickly
• Take Breaks: Include short breaks for longer sessions

After Your Session

Session Follow-up:

• Send Recording: Share session recording with students
• Provide Materials: Distribute any additional resources
• Gather Feedback: Ask students for input and suggestions
• Review Performance: Analyze session quality and engagement

Advanced Features

Breakout Rooms

Create small group discussions:

1. Click "Breakout Rooms" in session controls
2. Set Number of Rooms: Create multiple small groups
3. Assign Participants: Manually or automatically assign students
4. Monitor Rooms: Check on each group's progress
5. End Breakout: Bring everyone back to main session

Advanced Collaboration

Use advanced collaboration features:

Collaborative Features:

• Shared Documents: Work on documents together
• Real-time Editing: Multiple users can edit simultaneously
• Version Control: Track changes and revisions
• Comment System: Add notes and feedback

Mobile Access

Conduct sessions from mobile devices:

Mobile Features:

• Mobile App: Download Guidroo mobile app
• Touch Controls: Easy-to-use touch interface
• Mobile Optimization: Optimized for mobile devices
• Offline Access: Access recordings when offline

Getting Help

Support Resources

Available Support:

• Help Center: Comprehensive documentation and guides
• Video Tutorials: Step-by-step video instructions
• Community Forum: Connect with other educators
• Live Chat: Real-time support during business hours
• Email Support: Detailed help via email
• Phone Support: Direct phone support for Pro and Business plans

Technical Support

When to Contact Support:

• Persistent Technical Issues: Problems that won't resolve
• Account Issues: Problems with access or permissions
• Billing Questions: Issues with payments or subscriptions
• Feature Requests: Suggestions for new features

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Mastering video calls in Guidroo will help you deliver engaging, interactive learning experiences that keep students motivated and involved. By following these guidelines and best practices, you'll create professional-quality sessions that make a real difference in your students' learning journey. Remember, our support team is always available to help you succeed!