Technical Implementation Tasks - Networking & Installation

Technical Implementation Tasks - Networking & Installation

Please read through the implementation task list information below to get a full understanding of how our platform can easily be integrated into your existing environment. This information contains all the required instructions that should be completed prior to an initial "tech check" by an OpenMeeting Onboarding Agent, and before any training can begin on your organization's hardware.

Please email us at support@openmeetingtech.com to begin a support ticket, or simply call us at 866-668-0123 if there are questions along the way.

Overview of the OpenMeeting Platform Applications

Before we get into the technical requirements for implementation, here is a brief description of the individual applications used in the OpenMeeting Platform:

Meeting Manager 

The Meeting Manager is a Windows only application that serves as the central application handling user connections, data transfer, and communication with companion apps running on separate devices. It can be installed on a Windows PC, or Windows Virtual Server. Typically used by a clerk, deputy, or administrator, the Meeting Manager receives meeting agendas and configurations by syncing with our cloud-based Customer Portal before and after meetings take place. Clerks will use the Meeting Manager to help facilitate the actionable items and events that take place during meetings, while the application itself handles the documentation, display, and all logging of everything. The Public Display extended display feature is also a function of the Meeting Manager application. [Meeting Manager application requirements show below]

Discussion Manager 

The Discussion Manager is a companion application that operates on Android, iOS, and Windows devices. Typically used by a chair, mayor, or administrator to help conduct organized meetings by approving requests to speak by meeting members, controlling speaking and public timer, and being able to view all meeting actions (motions, seconds, voting results, etc.) to help them lead better meetings. It also serves as motion/second and voting device (if enabled or allowed). [Discussion Manager application requirements show below]

Member App

The Member App is a companion application that operates on Android, iOS, and Windows devices. The Member App is used by voting members of the group to Request to Speak, follow along with meeting item information, Motion, Second, Amend and Vote.  It can also be used by non-voting members, such as staff, to be request to speak. [Member App requirements show below]
Customer Portal
The Customer Portal is a cloud-based application where all platform administrative features are performed, where meeting information can be created, edited, and managed.

Application Hardware Requirements

Meeting Manager

Minimum Requirements:  
  1. Windows 10 Pro or Windows Server 2019 (with .NET 4.7.21 or higher), Windows 11 Pro   
  2. i5 Processor (or better)  
  3. 8 GB RAM (or higher)  
  4. 256 GB (or larger) Solid State Drive (SSD) recommended  
  5. An above-average video card with at least a secondary HDMI port out to be able to create a second extended display to contain the Public Display window. A 16:9 or similar aspect ratio display/monitor is recommended to display both the Meeting Manager and Public Display application windows.  
  6. Optional: The Meeting Manager display being capable of touch screen is preferable for some users in addition to a mouse.  
  7. If using PRO AV application features, a COM port from the Meeting Manager installation is required to communicate with an AV Digital Signal Processor. This is often accomplished with a USB to RS232 adapter.   

Public Display

  1. The Public Display is an extension of the Meeting Manager application that communicates important meeting activity to the audience, making it easy for everyone to understand and follow along. 
To utilize the Public Display, ensure that you have: 
  1. A second monitor/TV that can be used as an extended Desktop from the Meeting Manager computer 
    Recommendation: A high resolution 16:9 Aspect Ratio or similar display.  
  2. Set your computer / laptop to ‘Extend’ the screen by going to Settings > System > Display and choosing the option, “Extend these displays”.
Info
The Meeting Manager is only available to licensed customers, and is only available through our Customer Portal.

Discussion Manager 

Minimum Requirements:  
  1. Android Devices
    Android 9.0 (Pie) or higher
  2. iOS Devices
    iOS 13.0 or higher 
  3. Windows Devices
    Windows 10 or Windows 11, .NET 4.7.1 or higher
Note: If there is room for it, having the Discussion Manager installed on a device with a large touchscreen display allows for a better experience for the user. Many of our customers have preferred to install the Discussion Manager on a small or micro form factor Windows PC with a larger touchscreen attached.

Member App

Minimum Requirements:  
  1. Android Devices
    Android 9.0 (Pie) or higher
  2. iOS Devices
    iOS 13.0 or higher 
  3. Windows Devices
    Windows 10 or Windows 11, .NET 4.7.1 or higher

Customer Portal

Minimum Requirements:  
  1. An up-to-date web browser.
  2. Users will have the best experience with a Chromium-based browser such as Google Chrome or Microsoft Edge.
  3. Internet Explorer is not supported.

Networking

For a complete view of the OpenMeeting Platform, please refer to the Networking Diagram attached to the bottom of this article or related article: Networking Diagram ↗.

Access Points

To optimize meeting device connectivity and security, dedicate Access Points exclusively for devices to be used for meetings with the OpenMeeting platform. Do not publicly display or share the SSID.

Our applications use reserved ports for secure communication.
Requirement: Inbound and Outbound Ports 8000-8005 be open for communication of device apps and Meeting Manager application.

Meeting Manager Computer / Virtual Server

Companion apps (Discussion Member, Member App) can be configured to both connect directly to the Meeting Manager application when on the same (local) network or connect from a (remote) connection. 

Internal (local) Networking:

Requirement: Establish a fixed IP address on the computer / virtual server where the Meeting Manager application is to be installed.
Establishing a fixed IP address (and not using a DHCP address) will help maintain the IP address for the companion application devices to have uninterrupted communication. 

External (remote) Networking (if allowing remote voting):

Optional Requirement: IF devices (internet-based) will be connecting remotely from outside the local firewall, then establish a static public IP address and port-forward it to the fixed IP where the Meeting Manager application is to be installed.

Download & Install Applications

Please follow the installation instructions in the order provided below.

Access the OpenMeeting Customer Portal:

  1. Using a 'License Admin' or 'Meeting Manager' user account, sign in to the OpenMeeting Customer Portal: https://portal.omt-appserver.com ↗
    Users are established during the initial onboarding steps.
  2. Using the 'Quick Links ▼' upper right navigation drop down, select, 'Org / License Info'. 

Download the Meeting Manager Application:

  1. Select 'View License Information' from the Organization Information section.
  2. Click the Meeting Manager download icon: 
  3. Allow the installation .zip file to download. The installation version will be the name of the .zip file.
  4. As the file downloads, select the 'Copy License Key to Clipboard' or leave the browser window open to access the License Key later.

Install the Meeting Manager Application:

  1. Once the installation file is downloaded, open the .zip file by double-clicking it and then open the 'Meeting Manager Installer.exe' file inside to begin installation.
    1. You may need to select 'YES' if you get prompted to 'allow the app to make changes to this device'.
    2. The default settings of the Meeting Manager installer file will install the application to 'C:\OpenMeeting\Meeting Manager'. We do this on purpose to help any Meeting Manager users easily find any meeting results files if needed.

  2. Once the Meeting Manager application is installed it will open and ask for two things on the startup screen.
    1. Enter in a 'Computer Nickname' to help with support issues should they occur. (e.g., Board Room PC, etc.)
    2. Return to the browser window showing the license information for the organization and copy the license key by clicking the 'Copy to Clipboard' button next to the license key.
    3. Paste the license key copied to your clipboard into the 'Enter License Key' field, and press 'Submit'.

Download the OpenMeeting Discussion Manager Application:

  1. If you're installing a Windows version of the app, you can find the Windows OpenMeeting Discussion Manager where you just downloaded the Meeting Manager. 
  2. If you're using Android or iOS, go to appropriate app store and search for OpenMeeting Discussion Manager (OpenMeeting is all one word).
  3. Install the Discussion Manager on all devices needed; this is often just on one device to be used by the Chair, Mayor, etc.. Multiple Discussion Manager users are allowed depending on group dynamics.
  4. This device needs to be connected to the same network the Meeting Manager is on.
  5. Launch the Discussion Manager device and click the settings wheel in the lower left corner.
    1. Enter the Local IP Address (and radio button).
    2. If you’ll have remote access, enter the Remote Host IP.
    3. Enter Username and Password.
      1. For testing purposes that follow in “Testing Functionality”, please use these credentials: Username = chairperson and Password = password (case sensitive).
      2. You can find credentials in the Customer Portal under Configurations, then Meeting Manager Configurations. Click View/Edit next to the Default Configuration. There you will see a Roster Setup tab with Usernames and Passwords.
      3. Please do not enter your organization's User Credentials. OpenMeeting will provide a configuration containing that information.
    1. Click Save.

Download the Member App:

  1. If you're installing a Windows version of the app, you can find the Windows OpenMeeting Member App where you just downloaded the Meeting Manager. 
  2. If you're using Android or iOS, go to appropriate app store and search for OpenMeeting Member App (OpenMeeting is all one word).
  3. Install the Member App on all devices needed for voting and non-voting members.
  4. These devices need to be connected to the same network the Meeting Manager is on.
  5. Launch a Member App device.
    1. Click "I do not have a user authorization code". You will go to a Settings screen.
    2. Enter the Local IP Address (and Connect Locally radio button).
    3. If you'll have remote access, enter the Remote Host IP.
    4. Click the Use Username/Password radio button if not enabled.
    5. Enter Username and Password.
      1. For testing purposes that follow in “Testing Functionality”, please use these credentials: Username = member1 and Password = password (case sensitive).
      2. You can find credentials in the Customer Portal under Configurations, then Meeting Manager Configurations. Click View/Edit next to the Default Configuration. There you will see a Roster Setup tab with Usernames and Passwords.
      3. Please do not enter your organization's User Credentials. OpenMeeting will provide a configuration containing that information.
    6. Click Save.
  6. We recommend using a single Google ID or Apple ID on matching devices to make app updates easier in the future.

Testing Functionality

Log in to the Customer Portal:

  1. Select Groups from the left menu.
  2. Select Tech Check for any of your groups (if more than one).
  3. Under the Select Package dropdown, select Tech Check Package-Default.
    1. If desired, update the number of days before the test will automatically be deleted.
  4. Select the blue Create Team button.
  5. Choose Meetings from the left menu.
  6. Select the blue Edit Agenda box for the meeting titled Technical Check Implementation Testing that was created as part of the technical check.
  7. Choose Preview in the Agenda Builder, which will open another tab.
    1. Leave the tab open so you have instructions to follow once you launch the Meeting Manager application.
  8. Return to the prior tab and slide the Allow Sync button (will convert to Ready for Sync) in the Agenda Editor so the meeting will sync down to your Meeting Manager application.
    1. NOTE: Once slid to Allow Sync, you cannot slide it back.

Log in to the Meeting Manager Application:

  1. Log in to the Meeting Manager.
    1. Use the same Username and Password  used to log in to the Customer Portal. You will need to have a Meeting Manager user status and belong to at least one group to be able to log in.
  2. Once logged in to the Meeting Manager, you will see it begin to sync data down from the Customer Portal.
  3. Verify that you have at least one group available in the Select a Group list.
    1. Depending on any previous training and setup that may have occurred with our OpenMeeting Training Team up to this point, the number of groups and meetings may vary in the lists.
  4. If you have more than one group, select the group you added the Technical Check for.
  5. Select the meeting called Technical Check Implementation Testing.
  6. Load the Technical Check - Test Meeting by clicking on the meeting name.
  7. Launch both the Discussion Manager and the Member App devices that you set up for the Tech Check.
    1. Select Sign In on both.
  8. Once connected, you will see blue Connected boxes on the Meeting Manager application for both devices.
    1. NOTE: If you do not connect, refer to the error message on the device and reach out to OpenMeeting for assistance (email support@openmeetingtech.com to begin a support ticket, or call 866-668-0123).
  9. In the Meeting Manager, select the green Start Meeting button
  10. Now select the Roll Call button.
  11. Both the Discussion Manager and Member App devices should now have a green PRESENT button. Select on both devices.
  12. From the Meeting Manager PC, select the green Tally Roll button.
  13. Still from the Meeting Manager application, select the green Discuss button.
  14. Follow instructions formulated into an Agenda on the Preview tab you previously opened. This will allow you to test all functionality.
    1. NOTE: While in the Meeting Manager application, you will be locked out of the agenda for this meeting in Customer Portal.
  15. Once you've successfully tested the various functionality, you can log out of all applications.

That concludes the networking & installation tasks for implementation! Please schedule your Technical Check with OpenMeeting here.

If you have any questions at this point, please email us at support@openmeetingtech.com to begin a support ticket, or simply call us at 866-668-0123 if there are questions along the way.

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    • Networking Diagram

      Please see the attached networking diagram PDF to learn more about how our platform can easily be included into your existing environment. Have more questions? Please email us at support@openmeetingtech.com, or simply call us at 866-668-0123.
    Schedule Support Meeting