Video Conference - User Manual

Immediation Platform Online Conferencing

This User Manual covers how to use the Immediation Platform online conferencing features such as how to access your matters and join the conference.

For technical assistance, contact us via the black Intercom button on your screen or via support@immediation.com.

Pro Tips

Use the correct Browser

The following table indicates the browsers supported by the Immediation Platform. We support the most recent (N) and the two previous (N-2) versions of these browsers unless otherwise indicated.

* We recommend Safari for iOS.

** We support Safari version 11 and above.

*** We support Chromium-based Edge only. Legacy Edge isn’t supported.

Use a strong Internet connection to ensure a smooth experience

The typical minimum internet speed via the NBN during business hours is 40Mbps (download)/15Mbps (upload). A speed of 0.5 Mbps is recommended for HD quality video. Find out your internet speed https://www.speedtest.net/

We suggest you do not use a hotspot connection.

Compatible Devices

For the optimal experience on the Immediation Platform, users should access the web application by using a desktop or laptop device.

For more information on Immediation’s compatible devices refer to the table below.

The experience on some of the devices listed is limited and is not suitable when access to signing, the Documents or Private room functions are required.

Login/Register

If you already have an account with Immediation, go to app.immediation.com and log in with your email and password.

If you are a new user, go to app.immediation.com and register an account with your email address and a password you create.

A valid password must be at least 13 characters long and include at least 3 of the following: lowercase, uppercase, numeral and special characters.

You can reset your password at any time by clicking forgot your password. Then, use the link in the reset email received from immediation@immediation.com to create a new password.

Once you have created your account, you will also be given the option to start a free 14-day trial. This gives you full access to an organisation-level subscription on the Immediation platform.

Subscribe

Immediation subscribers get unlimited access to a wide range of benefits.

You or your organisation can subscribe on a monthly or annual basis. To subscribe to the Immediation platform, log in to your Immediation account, click Subscribe Now and follow the prompts to subscribe.

To upgrade your subscription at any point, go to Profile, click on the Subscriptions tab and then on Subscription Settings to purchase, upgrade your subscription and/or modify your billing cycle.

You can also configure organisation settings and assign seats to organisation members via this tab:

The Account Administrator on your team may cancel your subscription at any time by clicking on Stop Renewing in the Subscriptions tab. This cancels your subscription from the next billing cycle.

Matter Set up

Setting up matters is only available to Subscribers of the Immediation Platform.

To set up a matter, go to Manage Matters and click Create at the top right of your screen.

Prior to the setup of any matter, please ensure that you have the following details: name, role, and email address of each participant.

It is important to ensure attendees are set up correctly, as otherwise participants may end up in the wrong party/team.

After you click Create, select the type of meeting and the desired nomenclature for the meeting:

Next, insert the relevant meeting details in the fields as outlined below:

Permissions

This feature has been designed for matters where the relationship between the parties is sensitive in nature.

Check the first box to prevent an Applicant, Respondent, or Third-party from messaging a Neutral Party.

Check the second box to prevent the 1st Applicant and 1st Respondent from privately messaging each other.

Participants

When setting up the matter, you will perform four important functions:

  1. Setting up how attendees appear on their tile i.e. name, role, and type.

  2. Setting up each individual attendee in one of four categories: Applicant, Respondent, Third Party, or as a Neutral Party (default nomenclature used in this instance).

  3. Aligning the client and lawyer teams for each legal party.

  4. Allocating or enabling features to each attendee.

For each new Participant, click the Add Participant button. Alternatively, you may click the '+' button next to the Party types on the right to add the corresponding attendee to the matter:

The following table explains the fields for each participant:

Creating the matter

While entering the matter details, you will able to view a summary on the right of how many Applicants, Respondents, Neutral Parties, and Third-Parties you have added:

Once all attendees have been added, click Create to finalise the matter.

You won't be able to successfully submit a matter without adding at least one Applicant, Respondent, and Neutral Party.

Upon successful creation of the matter, all attendees will receive an automated email from immediation@immediation.com with their single-use, individually-personalised link to the Immediation Platform:

Some firms/companies have strict network restrictions in place which may result in the automated email ending up in their junk/spam folder, or blocked by the firewall. In these instances, you can send the link manually (see further instructions below).

Manage matters

In the Manage Matters tab, click on the matter tile to access the administrator dashboard for that matter.

The administrator dashboard allows you to edit the matter details and nomenclature, edit attendees and retrieve invitation links as well as recordings and live streaming links (if the matter is a Hearing):

Matter conclusion and deletion

If you need to delete any of your matters upon their conclusion, you can do so via the matter's administrator dashboard by clicking the Settings tab and then the Delete button in the bottom right.

Quick Conference

To create a link for an informal (quick) conference, click on the Quick Conference located on the left of your Immediation account view and enter a name for your meeting/conference.

After choosing a name for your quick conference, click Create and you will now be able to invite participants by sharing the universal link or sending a formal email invitation by entering their name and email address below. These quick conferences and their links generally do not expire or lapse.

To enter the conference, click Join Now or copy and paste the link into a compatible browser.

You will also find that a tile representing your quick conference will appear in My Matters:

Please note that the Quick Conference only gives you access to video conferencing and does not allow access to features such as Documents, Agreements, and Private Rooms.

To access the rest of the Immediation features you will need to set up (or be invited to) a formal matter created using the Create button in the top right.

Access your matters

If you have been invited to join a matter as a Party or a Neutral Party, log in to your Immediation account and click My Matters on the left side of your Immediation screen to access your matter:

Click on the matter from your list to access the Matter Homepage. Here you will be able to view the participants added to the conference as well as the Join Conference button:

You can Join Conference and access the Documents tab via the matter homepage.

Documents

You can upload, download, share and manage documents via the tab titled Documents on your matter homepage. Click or drag and drop attachments into the box to start adding documents:

You can also click New Folder to generate and name a custom folder to organise multiple documents:

To exit a created folder, click on All Documents and you will be taken to the main folder.

Supported document types are: "gif", "doc", "docx", "xls", "xlsx", "jpg", "jpeg", "png", "ppt", "pptx", "mp4", "dwg", "eml”, and "pdf".

As the uploader, you can assign access permissions to control whether other parties have access to view and download each folder (or individual document) via the Access drop-down menu:

The default access level Your Team shares the document with the attendees within your group type (being one of the 5 roles below). Changing the access level to Everyone shares the document with all conference attendees who will then be able to view and download the document.

Documents shared with everyone can only have access changed by the uploader.

Parties or Neutral Parties in the same team can change access permission of documents uploaded by other people in the team.

You can also label the documents via the + Label button or flag them as Important by clicking the box with the flag icon on the right. Labels can be deleted and multiple labels can be attached too.

The purpose of the Immediation Platform is to act as a virtual hearing room or mediation room. Therefore, its primary purpose is to share information between parties (e.g. court books and position papers).

Parties should, as a rule, not upload material that should not be seen by the other side and by the neutral party, and should never upload privileged material. If this document would not be left on the bar table or in the mediation centre but would stay in the briefcase, then parties should be extremely careful about whether it ought to be uploaded to the platform, even as a private document, as there is always a chance of human error.

Multiparty document access

If the matter is set up with Role Party # (i.e. Applicant #1 and Applicant #2) then the following example will clarify how the document privacy works in that scenario:

An applicant with Role Party #1 (e.g. Mr Smith) and Counsel for Mr Smith, who is also added as applicant Role Party #1 can upload documents and select the access option as your team.

In this scenario, Mr Smith and Counsel can both see the documents uploaded by either person. No other attendees will see these documents.

The same logic applies for Respondents when the Role Party # is used.

Parties or Neutral Parties in the same team can change access permission of documents uploaded by other people in the team.

Join Conference

Locate the email you received from immediation@immediation.com (or a subscriber) containing your single-use link and/or unique Dial-in (Toll-Free) information to join the video conference:

The single-use link is only able to be used once for security purposes. After the first use, you will need to request a new link to be sent to the email address on record via the Send New Secure Link button. These new invitation will then be issued immediately.

Open the link on your device using one of Immediation's supported browsers (Chrome, Safari on a Mac, Firefox, or Microsoft Edge).

The single-use link will take you to your matter homepage where you can join the conference.

Please note that clicking the link to join the conference will take you to a guest account.

You can also access all your matters and join the conference by logging into your account at app.immediation.com and clicking on My Matters.

Party

If you access the matter homepage before the conference start time, you will need to wait for the Neutral Party to start the conference before the Join Conference button is made available:

Once the Neutral Party has started the conference at or prior to the conference time, you will be able to view and click Join Conference to access the video conference along with other parties:

Neutral Party

If you access the matter homepage before the conference start time, click the Start Conference button when you are ready for the conference to start. This will allow other participants to join.

If you access the Platform at the conference time, click the Join Conference button:

You can also access all your matters by logging in atapp.immediation.com.

AV Setup & Background

If this is your first time using the Immediation platform, you will be prompted to allow the use of your microphone and camera once you have clicked Join Conference. Click Allow to proceed:

Next, set up your camera and microphone by selecting the appropriate device from the drop-down menu. Once you can see your own image on your screen, click Join Now.

The Immediation platform will remember your audio and video input selection for the next time you log in and join a conference.

You can also select a static or blurred background of your choice:

Video Conference Room Features

The Neutral Party has access to all of the features in the video conference as the person presiding over the conference, whereas the Party has limited access.

Screen view

Your screen is in optimal view when all the 4 (Party) or 6 (Neutral Party) tabs on the right-hand column are visible. To adjust your screen view, follow one of the steps below.

For Mac press the Command button down and then the - or + button as necessary.

For Windows PC press the Ctrl button down and then the - or + button as necessary.

Info

Matter information can be found on the Info tab on the top right-hand side of your screen. This tab contains general information about the matter and the room you are in at any given time during the conference. You may also switch between Immersive and Focused video tile appearances.

Participants

For Parties, the Participants tab shows you the list of the conference attendees and their roles.

For Neutral Parties, the Participants tab is used to move attendees in and out of Rooms and allows the neutral party to control the audio, video and chat of the attendees.

Read more about Neutral Party features here.

Rooms

Upon joining a video conference, participants are held in the Lobby room, pending the arrival of the Neutral Party which will move people to the Main Room, and thereafter into various private rooms as is required.

The Info tab on the right-hand side of the screen indicates your current room at any given time.

There are three video conference room environments available to participants. Lobby, Main Room and Private Rooms.

For Hearings, the Main Room is audio recorded by default and a copy of your recording can be accessed via your account (Subscriber) and/or administrator (Whitelabel). Private rooms are never recorded. No recording functionality is available for mediations.

The Neutral Party manually controls the location (as well as speaking audio, video and chat ability) of each participant during the conference via the Participants tab:

Grouping participants

To invite all of the participants to the Main Room, click Invite All to Main Room. Similarly, you can click Invite All to Lobby if you want to bring the participants into the Lobby.

To group participants into a Private Room, click on Arrange Participants. This brings up a separate pop-up screen allowing you to drag and drop parties (individually or grouped) into different rooms:

Moving individual participants

To invite/remove individual participants (including yourself) into/from different rooms, go to each participant's drop-down menu and invite them (or yourself) to a room of your choice.

Enter/exit the room

To enter/exit the different rooms, the participant will click ACCEPT on the invitation sent by the Neutral Party and they will then be transferred into the room that they have been invited to.

Documents

Documents uploaded prior to the conference via the matter homepage can be accessed during the conference via the Documents tab to the right-hand side of your screen.

Document viewer & Annotation

In the Documents tab, click on the file name hyperlink to view the document on your screen without leaving the conference.

The main features available in the Documents tab are the same as the ones found in the Documents tab found on the matter homepage.

To annotate the document click on Annotate Page on the top right of the document viewer screen.

Select the tools you wish to utilise, add notes, download documents or delete annotations utilising the features on the right hand side of the screen.

Terms (Settlement Agreement)

Terms allow parties and their representatives to draft and sign terms of a settlement agreement during the conference.

The Terms function is only available to the Neutral Party after it has been activated.

Activate the feature by using the dropdown menu and selecting any participant (excl. witnesses) as the Scribe.

The rest of the participants will see the agreement being drafted by the scribe.

Selects signees for the Applicant and Respondent from the drop-down list.

Once you have finished filling out the terms of the Settlement Agreement, invite the signees to sign the agreement by clicking Finish Terms & Request Signatures.

In cases where there are more than two applicants and more than two respondents, only the first or second person in the applicant and respondent team can sign the Terms.

The signees will then be invited to sign the Agreement via DocuSign. Once signatures have been received, each participant can download the signed agreement onto their device.

Co-draft (Custom Document)

The Co-draft feature allows conference attendees to draft or copy/paste any document or agreement and have it signed by any of the participants.

The Co-draft feature works similar to the Terms feature and in addition, also allows for any attendee to be added as a signee.

Click on the Co-draft tab to access the feature.

This gives you access to most of the functions you will find when using a Word document.

To add signees, fill in the fields at the Signees section and click New Signee as necessary to add.

Click on Finish Custom Document & Sign when ready.

Pro Forma

In the Pro Forma tab, you will find the Immediation template documents which can be referred to.

The next set of functions/buttons can be found at the bottom of your screen.

Whiteboard

Participants can utilise the benefits of the whiteboard feature during the conference by clicking on the Whiteboard icon on the right of the screen to open a new window.

In the new window, select the tool you want to use and you will be able to start scribing.

Only one participant at a time can use the whiteboard.

You will also have access to download the current whiteboard or clear it for a blank canvas.

Settings

You can change your audio and video or background settings (as well as colour theme) at any time during the conference by clicking the Settings button on the bottom toolbar.

A tab will open on the right of your screen for you to make any required changes.

Click on the Settings button again to close the tab.

Video control

You can turn your video on/off at any time during the conference by clicking the Video button.

Remember that your audio will still remain on/off even when you toggle your video.

Audio control

You can turn your audio on/off at any time during the conference by clicking the Audio button.

Remember that your video will still remain on/off even when you toggle your audio.

You can also control your audio by clicking the microphone icon on your individual tile.

Screen Share

You can share your screen during the conference using the Share button.

Select the desired screen, window or tab to share and then click Share at the bottom to begin sharing your screen with the other attendees.

To stop sharing, click the blue Stop sharing button on the bottom of your desktop or laptop screen.

If you are using two screens you may find this button on the second screen.

Users should be conscious of what appears on their screen when using this feature, for example, if email alerts pop up whilst screen sharing is in progress, unintended breaches of privacy and/or confidentiality may occur due to this user error.

Chat

The Chat button enables you to send messages to Everyone in the conference, Individual attendees, or to the Party that you have been assigned.

Party Chat is not available to Neutral Parties.

Once the Chat tab is open, click on the correct tab to send your message. Individual attendees currently in the conference will appear as options for you to send private messages.

You will see a notification in the bottom left of your screen when you receive a new message. There will also be an indicator for new messages on the Chat button.

Screen Layout

The Immediation Platform offers three tile layout options to choose from during the conference.

To switch between the three layouts, click the Layout button and make your selection.

Using the Participants tab, you can pin fellow attendees into the Gallery or Presenter view in your own personal preferred order.

Live Streaming

For Hearings, Immediation offers live streaming directly to Youtube without having to use third-party software. This feature is controlled by the Neutral Party.

This feature is only available for Hearings and only the main room can be live-streamed.

To start the live stream, click the Broadcast button in the bottom toolbar and then click Start Live Broadcasting via Youtube. The main room will then live stream directly to an Immediation unlisted Youtube channel.

Neutral parties may obtain the link to YouTube via the Broadcast button once the stream has begun. This is a private link that can be distributed to others who wish to observe the hearing.

Subscribers or Whitelabel admins can retrieve a link to the live stream via the admin panel after they have successfully created the matter as a Hearing.

You may also pause, unpause and end the live stream via the Broadcast button.

Dial Out

In matters where there are participants who cannot join the video conference or Dial in, the Neutral Party can use the Dial out feature to call the participant into the conference if their number has been provided when the matter was set up.

Dial out limits the functionality of the user to audio only in the main room environment.

To dial out, go to the Participants tab and click the phone icon in the row for the participant you wish to call. The dialled participant can leave the meeting at any time by hanging up the call.

Neutral Party Controls

In addition to the Neutral Party’s control over the Rooms function, the Immediation Platform gives Neutral Parties access to several other functionalities the Applicant, Respondent and Third-Party users do not have access to.

The Neutral Party can access these functionalities via the Participants tab on right of the screen.

Audio disable

A Neutral Party can disable the audio of any conference participant via the microphone icon found to the right of the participant's row.

Muting a party will also stop their screen share, which can be useful if the party tries to share abusive or inappropriate content.

Video disable

A Neutral Party can disable the video stream of any conference participant via the video icon found to the right of the participant's row.

Chat disable

A Neutral Party can disable the chat function of any conference participant via the chat icon found to the right of the participant's row.

Please note that if you use any of these functions, the participant's feature(s) won't turn back on until you click the button to restore access and enable the functions.

For more information or to obtain further assistance, please contact support@immediation.com.

© Immediation Platform Pty Ltd 2022

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