Use Solstice with Your Video Conference

These instructions outline steps for meeting hosts to use Solstice Conference to connect their video conference to the Solstice sharing space and room peripherals connected to the Solstice Pod. This capability is only available for Solstice Pods that have Solstice Conference enabled.

You will need to ensure that you have the latest version of the Mersive Solstice app for Windows or macOS and have installed the Solstice Conference drivers. (If not, install them from the Conference tab.) Note that installing Solstice Conference drivers requires elevated permissions. If you do not have elevated permissions, contact your IT administrator for assistance.

Start a Video Conference with Solstice Sharing and Room Resources

These directions reflect the updated Conference tab launched in version 5.5 of the Mersive Solstice app. The underlying Solstice Conference functionality has not changed from earlier versions, but user interface options have been expanded.

  1. Launch the Mersive Solstice app on your laptop.
  2. Starting in version 5.5 of the Mersive Solstice app, if the app detects an upcoming video conference in your integrated personal calendar, a yellow icon will appear next to Conference in the left navbar.

    Meetings starting within 15 minutes appear in the Conference tab when video conference details (URL, meeting ID, passcode, etc.) show in the body of the calendar event. See directions above for integrating your personal calendar with the Mersive Solstice app.

  3. To start the scheduled video conference in one step:
    1. Click Conference (camera icon) in the left navbar. Information about your upcoming meeting will show on the left.
    2. For Solstice deployments using the Solstice Discovery Service (SDS), type in the screen key that appears on the Solstice display and hit the Enter key.

      If SDS has not been enabled, instead enter the URL that appears on the Solstice display (usually a numeric IP address), then enter the screen key if prompted. Contact your IT administrator about enabling SDS for your organization.

  4. Options are also available to connect to the Solstice display first and start the video conference later:
    1. Start the connection to Solstice by clicking the display name in list. Or enter the URL and/or 4-digit screen key shown on the Solstice display in the Quick Connect bar at the top.
    2. Once connected to the Solstice display, click Conference (camera icon) in the left navbar.

    3. Click Join this meeting to start the scheduled video conference and connect it to the Solstice content-sharing space and room peripherals.
  5. Once the video conference connection (Solstice Conference) has been started:
    • Any USB audio and video peripherals plugged into the Solstice Pod will be made wirelessly available to the video conferencing app. A list of available audio and video resources appears on the right side of the app window.
    • Your scheduled video conference will be launched from details in the body of the calendar event. Some video conferencing applications may require an additional step to launch the meeting.

      If conflicting video conferences are scheduled simultaneously in the meeting host's personal calendar integrated with the Mersive Solstice app, the app will display and start the conference hosted by the calendar owner, or the event that was scheduled first.

    • Your desktop will be shared to the connected Solstice display.
    • A green check icon shows in the navbar while Solstice Conference is active.

      To maintain audio quality during Solstice-enabled video conferences, HDMI-in posts are hidden while Solstice Conference is running.

  6. Once you have started your video conference, you can select the available camera, microphone, and speaker devices as audio and video resources in the video conferencing app.
  7. To share the Solstice display to remote attendees, select the Solstice Conference virtual monitor from the sharing options within the video conferencing application. The Solstice display usually appears as Screen 2. The connected Solstice display is also listed under Available audio and video devices.

    If the Pod is configured with dual display monitors, see Using Solstice Conference with Dual Displays for information about which display screen will be shared with the video conference.

  8. After you have ended your video call and exited the video conferencing app, use one of the options in the End Your Meeting section below to disconnect from the Solstice video conference resources and/or from in-room Solstice content sharing.

Mersive recommends the version of the Mersive Solstice app always match the software version of the Solstice Pod. Some versions of the Mersive Solstice app may require the versions to match exactly to connect Solstice resources to a video conference.

Launch a Video Conference Scheduled on the Room Calendar

These directions reflect the updated Conference tab launched in version 5.5 of the Mersive Solstice app. The underlying Solstice Conference functionality has not changed from earlier versions, but user interface options have been expanded.

  1. Launch the Mersive Solstice app on your laptop.
  2. Click Conference (camera icon) in the left navbar.
  3. For Solstice deployments using the Solstice Discovery Service (SDS), type in the screen key that appears on the Solstice display and hit the Enter key.

    If SDS has not been enabled, instead enter the URL that appears on the Solstice display (usually a numeric IP address) and then the screen key (if enabled). Contact your IT administrator about enabling SDS for your organization.

  4. If a room calendar event with video conferencing details (URL, meeting ID, passcode, etc.) in the body starts within 15 minutes, the conference will be auto-launched upon connection to the Pod. A green check icon appears next to Conference in the left navbar when Solstice Conference is active.

    Upcoming meetings on the room calendar integrated with the Solstice Pod do not currently display in the Mersive Solstice app.

  5. Once Solstice Conference has been started to connect with a video conference:
    • Any USB audio and video peripherals plugged into the Solstice Pod will be made wirelessly available to the video conferencing app. A list of available audio and video resources appears on the right side of the app window.
    • Your scheduled video conference will be launched from the details in the body of the calendar event. Some video conferencing applications may require an additional step to launch the meeting.

      If conflicting video conferences are scheduled simultaneously on the room calendar shown on the Solstice display, Solstice will start the conference event that was scheduled first.

    • Your desktop will be shared to the connected Solstice display.
    • A green check icon shows in the navbar while Solstice Conference is active.

      To maintain audio quality during Solstice-enabled video conferences, HDMI-in posts are hidden while Solstice Conference is running.

  6. Once you have joined your video conference, you can select the available camera, microphone, and speaker devices as audio and video resources in the video conferencing app.
  7. To share the Solstice display to remote attendees, select the Solstice Conference virtual monitor from the sharing options within the video conferencing application. The Solstice display usually appears as Screen 2. The connected Solstice display is also listed under Available audio and video devices.

    If the Pod is configured with dual display monitors, see Using Solstice Conference with Dual Displays for information about which display screen will be shared with the video conference.

  8. After you have ended the video conference and exited the video conferencing app, click Disconnect in the upper right of the app window to stop sharing the Solstice display and disconnect from the Solstice Pod.

Mersive recommends the version of the Mersive Solstice app always match the software version of the Solstice Pod. Some versions of the Mersive Solstice app may require the versions to match exactly to connect Solstice resources to a video conference.

Connect to an Unscheduled Meeting in Solstice Conference

Solstice Conference can also support video conferences that have not been previously scheduled on a personal calendar integrated into the Mersive Solstice app or on a room calendar integrated with the Solstice Pod. The directions below explain how to connect Solstice content sharing and room devices connected to the Solstice Pod with unscheduled and in-progress video conferences.

These directions reflect the updated Conference tab launched in version 5.5 of the Mersive Solstice app. The underlying Solstice Conference functionality has not changed from earlier versions, but user interface options have been expanded.

  1. Either before or after starting the video conference in the conferencing app, launch the Mersive Solstice app on your laptop.
  2. Connect to a Solstice display by clicking on the display name. Enter the 4-digit screen key listed on the display if prompted to do so.
  3. Once connected, click Conference (camera icon) in the left navbar.

  4. If a conflicting meeting appears on the room calendar integrated with the Solstice Pod, check the Connect display to a different video conference box. If this option is not selected, Solstice will auto-launch a video conference on the room calendar starting within 15 minutes.
  5. Click Connect to meeting.
  6. Once the video conference connection (Solstice Conference) has been started, any USB audio and video peripherals plugged into the Solstice Pod will be made wirelessly available to the video conferencing app. Available audio and video resources are listed on the right side of the app window. A green check icon also appears in the left navbar when Solstice Conference is active.

    To maintain audio quality during Solstice-enabled video conferences, HDMI-in posts are hidden while Solstice Conference is running.

  7. If you have not already done so, start your video conference and select the room audio and video sources in the video conferencing application.
  8. To share the Solstice display to remote attendees, select the Solstice Conference virtual monitor from the sharing options within the video conferencing application. The Solstice display usually appears as Screen 2. The connected Solstice display is also listed under Available audio and video devices.

    If the Pod is configured with dual display monitors, see Using Solstice Conference with Dual Displays for information about which display screen will be shared with the video conference.

  9. After you have ended the video conference and exited the video conferencing app, click Disconnect in the upper right of the app window to stop sharing the Solstice display and disconnect from the Solstice Pod.

Mersive recommends the version of the Mersive Solstice app always match the software version of the Solstice Pod. Some versions of the Mersive Solstice app may require the versions to match exactly to connect Solstice resources to a video conference.

End Your Meeting and Disconnect from Solstice

As the host, when your meeting is finished you will need to end your video conference and disconnect from Solstice. Below are some ways you can disconnect from Solstice.

To disconnect from Solstice completely, including from in-room wireless content sharing and Solstice video conferencing resources, you can do one of the following:

  • Click Disconnect in the top right of the Mersive Solstice app window. You will be prompted to confirm that you want to disconnect from the display.
  • Close the Mersive Solstice app window:
    • On a laptop, click the X in the upper right corner to close the main Mersive Solstice app window. You will be asked if you wish to disconnect from the display and stop sharing all content. Click Disconnect.
    • On a mobile device, close the app window and Solstice will automatically disconnect the device from the display.
  • Starting in Solstice version 5.4, when Solstice Location Service is enabled (Settings > Control), auto-disconnect is also available. After learning the location of a Solstice Pod, the Mersive Solstice app can detect your device leaving the meeting area while still connected to the Pod and may prompt you to disconnect (currently supported on Windows, macOS, and Android). When the auto-disconnect prompt appears, you may do one of the following:
    • Click Disconnect to immediately disconnect from the Solstice Pod.
    • Click Cancel to dismiss the auto-disconnect prompt. You will not be prompted to disconnect again for that connection.
    • Allow the 10-second countdown to complete to let Solstice automatically disconnect you.

    Use the menu under the Solstice Location Service setting to turn on auto-disconnect and adjust the sensitivity that location services will use to automatically disconnect the device from the Solstice Pod. Location Services must also be enabled on the Pod to use this functionality.

    Auto-disconnect sensitivity is dependent on the WiFi signal strength in the meeting space. Mersive recommends starting with a value of Low or Normal. If needed, ask your IT department for more information about WiFi strength in your Solstice-enabled meeting space and how it might affect auto-disconnect functionality.

When using Solstice with a video conference, remember to also end your video conference in your conferencing app.

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