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 voting timers, and being able to view all meeting actions (motions, seconds, voting results, etc.) to help them lead better meetings. [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 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.

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

It is recommended that all Access Points used for wifi enabled devices to connect to the OpenMeeting Meeting Manager application are setup to either be dedicated for just OpenMeeting applications and devices or secured with a separate SSID and the number of allowed devices be on the access point limited to eliminate device connection issues.

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:

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.

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

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”.
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.

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. Click the Meeting Manager download icon: 
  2. Allow the installation .zip file to download. The installation version will be the name of the .zip file.
  3. Leave the browser window open to access the License Key later.

Install the Meeting Manager Application:
  1. Once 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'.

Log in to the Meeting Manager Application:
  1. Once the installation is complete, you will see the Meeting Manager 'User Authentication' screen.
  2. Log in to the Meeting Manager with the same username and password as 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.
  3. Once logged in to the Meeting Manager, you will see it begin to sync data down from the Customer Portal.
  4. Press 'Continue' when syncing is complete.
  5. 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.
Load a Technical CheckTest Meeting:
Any existing meeting that has been synced can be used to perform a test, however during onboarding, a testing meeting can be added to each group to provide a default testing environment.
  1. Select the group name that contains a meeting called: "Technical Check - Test Meeting".
  2. Load the 'Technical Check - Test Meeting' meeting by clicking on the meeting name in the 



Download the Discussion Manager Application:
  1. Depending on the device type to be used (Android, iOS, and Windows), install the Discussion Manager application using the download instructions provided here:
    Download Discussion Manager App ↗
  2. 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.
     
Download the Member App:
  1. Depending on the device types to be used (Android, iOS, and Windows), install the Member App using the download instructions provided here:
    Download Member App ↗
  2. Install the Member App on all devices needed for voting and non-voting members.
  3. We recommend using a single Google ID or Apple ID on matching devices to make app updates easier in the future.


That concludes the networking & installation tasks for implementation!

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.

    • Related Articles

    • 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