Advanced Settings

Meeting Agenda Management

Meeting agenda management is the core function for achieving process-based, structured control of meetings. Through segmented agenda management, it ensures that meetings proceed in an orderly manner according to the established process, while effectively preventing the leakage of unrelated materials.

Creating an Agenda

• Log in to the meeting management platform backend, go to "Meeting Management" --- select the target meeting;
• Click the "Agenda Management" tab to enter the agenda editing page;
• Click "Add Agenda" and fill in the agenda details:
  • Agenda Name: e.g., "Item 1: Annual Work Summary Report";
  • Agenda Sequence: Set the order of the agenda in the meeting (supports drag-and-drop adjustment);
  • Estimated Duration: Set the estimated discussion time for this agenda (e.g., 30 minutes);
  • Agenda Introduction: Detailed description of the agenda's content, background, and objectives;
  • Speaker: Designate the main speaker for this agenda (selected from attendees);
  • Associated Files: Select meeting files related to this agenda (multiple selections allowed);
  • File Permissions: Set viewing permissions for files under this agenda (Public / By Role / By Person);
  • Allow Annotations: Set whether files under this agenda allow annotations;
  • Allow Download: Set whether files under this agenda allow downloads;
• Supports setting dependencies between agendas:
  • No Dependency: Agendas can proceed independently, with no sequential requirements;
  • Sequential Dependency: The next agenda can only be entered after the previous one is completed;
  • Conditional Dependency: The next agenda can only be entered after specific conditions are met (e.g., vote passed);
• Supports setting agenda reminders: Remind the chair/secretary N minutes before agenda switching;
• Click "Save", the agenda is created successfully;

Agenda Control

• During the meeting, the administrator or chair terminal can control agenda switching:
• Click "Start Agenda", all terminals automatically display the files under this agenda, and files not belonging to this agenda are automatically hidden;
• The top of the terminal interface displays the current agenda name and a countdown of remaining time;
• During the agenda, the chair can click "Pause Agenda" to pause the countdown, suitable for breaks or temporary discussions;
• Click "Resume Agenda" to resume the countdown;
• Click "End Agenda" to enter the next agenda or free discussion phase;
• When switching agendas, the system can be configured to automatically broadcast a message to all terminals, notifying them of the agenda change;

Agenda Templates

• Supports saving commonly used agenda structures as templates, which can be directly applied when creating meetings next time;
• System presets common agenda templates:
  • Standard Meeting Template: Sign-in → Opening Remarks → Topic Discussion → Voting → Summary Speech → Meeting End;
  • Review Meeting Template: Sign-in → Project Introduction → Expert Inquiry → Review Scoring → Result Statistics → Result Announcement;
  • Training Meeting Template: Sign-in → Course Introduction → Video Learning → Interactive Q&A → Assessment Test → Graduation Summary;
• Supports custom templates, setting template name, description, and agenda structure;

info

The agenda control function ensures that meetings proceed in an orderly manner according to the established process, effectively preventing the leakage of unrelated materials. For confidential meetings, it is recommended to enable agenda control to ensure that attendees can only view materials for the current topic.

Permission Management

Permission management is the core of the paperless meeting system security system. Through refined permission control, it ensures that meeting materials are only visible to authorized personnel and that operational behaviors are traceable.

File Permission Settings

• When uploading materials, you can set the file viewing permissions:
  • Public: All attendees can view;
  • By Role: Only the chair, secretary, or designated role personnel can view;
    • Chair: Meeting host;
    • Secretary: Meeting management personnel;
    • Ordinary Attendee: General meeting participant;
    • Observer: Only listens, no speaking/voting rights;
  • By Person: Only designated attendees can view, supports selecting individually or in batches by group;
  • By Agenda: Files are only displayed during a specific agenda and are automatically hidden after the agenda ends;
• For unauthorized personnel, the file will be automatically hidden on the terminal and will not appear in the file list;
• Supports setting file expiration dates, after which they are automatically hidden or deleted;

Operation Permission Settings

• You can set the operation permissions of attendees for files:
  • View Only: Can only browse, no annotation, download, or sharing;
  • Annotatable: Allows handwritten annotations, annotation content can be saved and uploaded;
  • Downloadable: Allows downloading files to local (requires cooperation with security policies);
  • Sharable: Allows sharing files with other attendees;
  • Printable: Allows connecting to a printer to print files (requires hardware support);
• Operation permissions can be set individually for different files, or in batches;

Terminal Function Permissions

• You can set the available function modules of the terminal:
  • Disable Meeting Communication: Turn off instant messaging function;
  • Disable Web Browsing: Turn off built-in browser;
  • Disable USB Access: Prohibit reading USB drive files;
  • Disable Screen Sharing Initiation: Only allows receiving screen sharing, not initiating screen sharing;
  • Disable Service Call: Turn off service call function;
• Function permissions can be set for all personnel, or for specific personnel/groups;

Security Policy Configuration

• Watermark Settings:
  • Display Content: Username, Time, Meeting Name, Terminal Number;
  • Display Position: Top-left corner, Bottom-right corner, Full-screen tiling;
  • Transparency: Adjustable from 10% to 50%;
  • Color: Gray, Red, Blue optional;
• Anti-Screenshot Settings:
  • After enabling, the terminal system screenshot function is disabled;
  • Some operating systems support detecting third-party screenshot software and issuing an alarm;
• Self-Destruct Settings:
  • Set file viewing times (e.g., can only be viewed once);
  • Set file viewing duration (e.g., automatically closes after 10 minutes of viewing);
  • After viewing is complete, the file is automatically deleted and cannot be opened again;
• Confidential Meeting Mode:
  • No materials can be viewed before the meeting starts, materials are gradually released according to the agenda after the meeting starts;
  • All local files are immediately cleared after the meeting, unrecoverable;
  • Disable USB, network sharing, and other data export channels;
  • Enable the highest level of watermark and anti-screenshot policies;

warning

When involving confidential meetings, it is recommended to set all file permissions to "View Only", turn off download, share, and print functions, and enable confidential meeting mode. Permission settings should be completed before the meeting starts; modifying permissions during the meeting may cause terminal synchronization delays.

External Signal Access

The external signal access function allows various audio and video signal sources in the meeting room to be connected to the system in real time and broadcast to all terminals or large screens, achieving unified display of multimedia content.

Signal Source Types

• Laptop/Desktop: Connected to the video matrix or signal capture box via HDMI/VGA cable;
• Camera/Video Conference Terminal: Connected via SDI/HDMI, supports meeting live streaming and remote attendee video;
• DVD/Blu-ray Player: Connected via HDMI, plays training videos, promotional videos, etc.;
• Document Camera/Visual Presenter: Connected via USB/HDMI, displays physical objects, documents, certificates, etc.;
• Monitoring Screen: Connected via RTSP/RTMP protocol, displays venue monitoring or security screens;
• Mobile Phone/Tablet Screen Mirroring: Wireless screen mirroring via AirPlay/Miracast/DLNA protocol;

Signal Access Configuration

• On the "Signal Management" page of the management backend, click "Add Signal Source";
• Fill in the signal source information:
  • Signal Source Name: e.g., "Speaker's Laptop", "Camera 1";
  • Signal Source Type: HDMI/VGA/SDI/Network Stream/Wireless Screen Mirroring;
  • Access Method: Physical interface (matrix channel number) / Network address (URL);
  • Resolution: Auto-detect or manual setting;
  • Audio: Whether it includes audio, audio channel number;
• Test the signal source to confirm that the picture and sound are normal;
• Save the configuration, the signal source is added to the available list;

Signal Screen Sharing Operation

• The meeting secretary views the status of all external signal sources through the "Signal Management" on the backend;
• Select the signal source to be broadcast and click "Share to Terminals";
• Select the sharing scope:
  • All Terminals: Broadcast to all terminal internal screens in the meeting room;
  • Designated Terminals: Select individual terminals to receive;
  • Large Screen Only: Only broadcast to the screen mirroring end/projection device;
  • Terminals + Large Screen: Broadcast to both terminals and large screens simultaneously;
• Select the display mode:
  • Full Screen: The signal picture occupies the entire screen;
  • Picture-in-Picture: The signal picture is the main picture, with the local picture displayed in the corner;
  • Split Screen: Left and right split screen, left side is the signal picture, right side is the local picture;
  • Quad Screen: Four-picture split, displaying multiple signal sources simultaneously;
• Click "Start Broadcasting", the signal picture is pushed to the target terminals in real time;
• During broadcasting, you can switch signal sources, switch display modes, and adjust the volume;
• Click "End Broadcasting", each terminal resumes independent display;

info

The external signal screen sharing function requires cooperation with a video matrix or signal capture device. It is recommended to test all signal sources before the meeting to ensure that the picture and sound are normal. Signal broadcasting occupies network bandwidth, and it is recommended to use it in a gigabit network environment.

Electronic Whiteboard

The electronic whiteboard function provides a free writing and collaborative communication space, supporting independent personal use and multi-person real-time collaboration. It is a powerful tool for meeting discussions and brainstorming.

Personal Whiteboard

• Click "Electronic Whiteboard" on the terminal to enter personal whiteboard mode;
• Whiteboard toolbar:
  • Pen: Free writing and circling, supports adjusting thickness (1px~20px), color (24 colors optional);
  • Highlighter: Highlight marking, supports adjusting transparency (20%~80%);
  • Eraser: Point erasure, area erasure, full clear;
  • Geometric Shapes: Straight line, arrow, rectangle, circle, ellipse, polygon;
  • Text Box: Click to add text, supports font, font size, color, alignment;
  • Image Insert: Insert images from local or server to the whiteboard;
  • Undo/Redo: Supports 50-step undo/redo history;
• Whiteboard Background:
  • Solid Color Background: White, black, beige, green, etc.;
  • Grid Background: Dot grid, line grid, square grid, staff notation;
  • Custom Background: Upload an image as the background;
• Written content can be saved as a PNG image in full screen, supports continuous creation of multiple whiteboards;
• Historical whiteboard content can be viewed, edited, deleted, and exported at any time;

Multi-person Interactive Whiteboard

• Select "Multi-person Interaction" mode to initiate an interaction request;
• Select interaction targets:
  • All Terminals: All attendees join the whiteboard collaboration;
  • Designated Group: Select specific group personnel to join;
  • Designated Terminal: Select individual personnel to join;
• The invited terminal receives an invitation pop-up, click "Accept" to join the whiteboard;
• When multiple people write simultaneously:
  • The system automatically distinguishes different users by pen color (each person is assigned a fixed color);
  • Displays the current online user list and corresponding color identifiers;
  • Supports viewing all written content of a specific user (highlighted display);
  • Supports disabling the writing permission of a specific user (chair permission);
• Whiteboard content is synchronized in real time, all participants see the same content;
• Supports voice synchronization communication (optional function), discuss while writing;
• Whiteboard content is automatically saved as an image, supports exporting to PDF (multiple pages merged);

tip

In multi-person interaction mode, you can only change the pen thickness, not the pen color (the color is automatically assigned by the system). The chair can clear the whiteboard with one click or disable the writing permission of a specific user.

Meeting Communication

The meeting communication function provides an instant communication channel between attendees, supporting one-to-one private chat and one-to-many group chat via text messages, facilitating supplementary discussions and opinion exchange during the meeting.

Instant Messaging

• Click "Meeting Communication" on the terminal to enter the messaging interface;
• The left side displays the contact/group list:
  • All Personnel: Send messages to all attendees;
  • Group Groups: Send messages by preset group;
  • Personal Contacts: Select specific personnel for private chat;
• The right side is the message conversation area:
  • Supports text input (soft keyboard or external keyboard);
  • Supports sending common quick phrases (preset or custom);
  • Supports sending emoticons;
  • Supports viewing message sending time;
  • Supports message recall (can be recalled within 2 minutes after sending);
• When a new message arrives, a message reminder is displayed at the top of the terminal, click to quickly enter;
• The meeting administrator can set whether the meeting communication function is allowed;
• The chair terminal can turn off the meeting communication function on all terminals with one click to ensure meeting order;

Message Management

• Supports viewing historical message records, sorted by time;
• Supports searching message content (keyword search);
• Supports deleting a single message or clearing the chat record;
• Supports exporting chat records (Excel format, administrator permission);
• Supports setting Do Not Disturb (only receive, no pop-up reminder);

info

To ensure meeting order, the chair terminal can turn off the meeting communication function on all terminals with one click. It is recommended to turn off the communication function during formal topic discussions and open it during free discussion phases.

Multi-language Settings

The system supports a multi-language environment to meet the needs of international meetings and multi-ethnic regional meetings.

Terminal Language Settings

• On the terminal, go to "System Settings" --- "Language Settings";
• Supports switching to the following languages:
  • Simplified Chinese
  • Traditional Chinese
  • English
  • French
  • Spanish
  • Arabic
  • Russian
  • Japanese
  • Korean
  • Other languages (custom development available)
• After switching, the interface automatically refreshes, and all menus, buttons, and prompt information are updated synchronously;
• Supports setting the default language, the terminal automatically uses the default language after booting;

Backend Batch Settings

• The administrator logs in to the backend, goes to "System Settings" --- "Language Management";
• Select the target terminals (can select all), and set the language in batches;
• After setting is completed, the terminals automatically synchronize and update;
• Supports importing custom language packs to adapt to specific terminology and expression habits;

Meeting Multi-language Materials

• When uploading materials, you can upload multi-language versions (e.g., Chinese version, English version);
• The terminal automatically displays the corresponding version based on the current language setting;
• Supports displaying multi-language comparison on the same screen (split screen mode, Chinese on the left and English on the right);

tip

If the language needs to be permanently set at the factory, it is recommended to use the meeting management platform for batch setting. For international meetings, it is recommended to confirm the language preferences of all attendees in advance and prepare multi-language versions of meeting materials.

Terminal Lift Control

The lift control function is used to control the lifting and lowering of the screen of LCD lift terminals, supporting individual control and unified control, enhancing the sense of ceremony and management efficiency of the meeting.

Individual Control

• Attendees can individually control the lift of their own machine through the lift button on the terminal touch panel;
• Operation method:
  • Click the "Up" button, the screen rises from below the desktop;
  • Click the "Down" button, the screen lowers below the desktop;
  • During the up/down process, click again to pause;
  • Supports memory height, one-click to reach the preset position (e.g., half-lift, full-lift);
• Lift speed is adjustable (slow/medium/fast), default is medium;
• The lift automatically stops when encountering an obstacle during the process, protecting equipment and personal safety;
• Supports setting a lift password to prevent accidental operation;

Unified Control

• The chair terminal or administrator backend has unified lift control permissions;
• Operation method:
  • Click "Unified Up", all terminals rise synchronously;
  • Click "Unified Down", all terminals lower synchronously;
  • Supports individually controlling the lift of designated terminals (select terminal number);
  • Supports controlling the lift by group (e.g., only control the front row terminals);
• Unified lift supports setting a delay time to achieve sequential lift effect (e.g., rising from left to right in sequence);
• Supports setting lift animation effects (uniform speed/acceleration/deceleration);

warning

Do not forcibly block or press the screen during the lifting process to avoid damaging the lift mechanism. If the lift is abnormal (stuck, unusual noise, not in place), please stop using it immediately and contact after-sales personnel for repair.

Meeting Recording and Live Streaming

The meeting recording and live streaming function is used to record the entire meeting process, supporting local saving and remote viewing, suitable for important meeting archiving, remote participation, training playback, and other scenarios.

Meeting Recording

• The administrator backend or chair terminal turns on the "Meeting Recording" function;
• Recording content options:
  • Screen Sharing Picture: Record the currently broadcast screen sharing picture;
  • Speaker Picture: Record the screen picture of the designated terminal;
  • Composite Picture: Multi-picture composite recording (speaker + attendee thumbnails);
  • Audio Only: Only record meeting audio;
• Recording parameter settings:
  • Resolution: 720P/1080P/4K (depending on hardware configuration);
  • Frame Rate: 15fps/25fps/30fps;
  • Bitrate: 2Mbps/4Mbps/8Mbps;
  • Audio Sample Rate: 48kHz;
• Recording can be paused/resumed during the process;
• Recording files are automatically saved to the server-specified directory, the file name includes the meeting name and time;
• Supports recording playback, supports fast forward, rewind, jump, screenshot;
• Supports recording file editing (trimming start and end, merging multiple segments);
• Supports recording file export (MP4/AVI/MKV format);

Meeting Live Streaming

• Turn on the live streaming function to generate a live streaming push address;
• Live streaming parameter settings:
  • Live Picture: Screen sharing picture / Speaker picture / Composite picture;
  • Live Resolution: 720P/1080P;
  • Live Bitrate: 2Mbps/4Mbps;
• Live streaming methods:
  • Intranet Live Streaming: Only viewable within the LAN, suitable for internal meetings;
  • External Push Streaming: Push to third-party live streaming platforms (e.g., Tencent Meeting, DingTalk, Bilibili, etc.);
  • RTMP Push Streaming: Custom RTMP server address;
• Live streaming permission control:
  • Public Live Streaming: Anyone can watch via the link;
  • Password Watch: Set a viewing password, can only watch after entering the correct password;
  • Whitelist Watch: Only designated personnel can watch;
• During live streaming, you can switch picture sources, pause live streaming, and end live streaming;
• Supports live streaming bullet screen interaction (optional function);
• Supports live streaming recording saving simultaneously, can be reviewed after the live streaming ends;

info

The meeting recording and live streaming function is an optional function, requiring the server to be configured with corresponding encoding cards and licenses. Recording and live streaming occupy a large amount of server resources, and it is recommended to use a dedicated server or high-configuration server. For confidential meetings, please turn off the live streaming function and encrypt the recording files for saving.

System Integration and SDK

The system provides rich API interfaces and SDKs, supporting integration with existing enterprise information systems to achieve data interoperability and business collaboration.

Integration Methods

• HTTP REST API: Standard RESTful interface, supports JSON data format, easy to integrate;
• WebSocket: Real-time two-way communication, suitable for instant messaging and status synchronization scenarios;
• UDP Broadcast: Low-latency broadcast, suitable for real-time linkage scenarios such as sign-in and voting;
• SDK Development Kit: Provides SDKs for Java/C#/Python/Node.js and other languages;

Main Interface Functions

• Meeting Management Interface:
  • Create/Modify/Delete Meeting;
  • Query meeting list, meeting details;
  • Start/End Meeting;
  • Query meeting status;
• Personnel Management Interface:
  • Import/Export personnel information;
  • Query personnel list, personnel details;
  • Synchronize organizational structure;
• Sign-in Interface:
  • Initiate sign-in, end sign-in;
  • Query sign-in status, sign-in results;
  • Sign-in result callback notification;
• Voting Interface:
  • Create voting, initiate voting, end voting;
  • Query voting results;
  • Voting result callback notification;
• Terminal Control Interface:
  • Query terminal list, terminal status;
  • Remote power on/off, remote restart;
  • Push messages, push notifications;
  • Remote firmware upgrade;
• File Management Interface:
  • Upload/Download meeting files;
  • Query file list;
  • Set file permissions;

Common Integration Scenarios

• OA System Integration:
  • Automatically synchronize meeting application information from the OA system;
  • Automatically write back the status to the OA system after the meeting is created;
  • Attendees are synchronized from the OA system organizational structure;
• DingTalk/WeChat Work Integration:
  • Send meeting notifications via DingTalk/WeChat Work;
  • Attendees scan the code to sign in via DingTalk/WeChat Work;
  • Meeting minutes are pushed via DingTalk/WeChat Work;
• HR System Integration:
  • Synchronize employee information, positions, and departments;
  • Write back sign-in results to the attendance system;
• Archive System Integration:
  • Automatically upload archived files to the archive system after the meeting;
  • Supports automatic archiving according to archive classification rules;
• Central Control System Integration:
  • Connect to the central control via RS232/RS485/Network protocol;
  • Achieve linkage control of lights, curtains, air conditioning, projection, and other equipment;
  • Automatically turn on equipment when the meeting starts, and automatically turn off equipment when the meeting ends;

Single Sign-On (SSO)

• Supports LDAP/Active Directory domain account synchronization;
• Supports standard single sign-on protocols such as CAS, OAuth2.0, SAML2.0;
• Users log in through the enterprise unified authentication platform without needing to remember a separate system password;
• Supports automatic account synchronization and automatic disablement upon resignation;

info

For SDK integration details, please consult the pre-sales technical engineer to obtain the development document. During the integration development process, it is recommended to verify in the test environment first, and deploy to the production environment after confirmation.

Meeting Data Statistics and Analysis

The system provides rich meeting data statistics functions to help managers evaluate meeting efficiency and optimize meeting management.

Sign-in Statistics

• Sign-in Rate: Number of signed-in personnel / Number of personnel who should sign in × 100%;
• Sign-in Time Distribution: Statistics of sign-in personnel by time period, identifying late arrivals;
• Sign-in Method Statistics: Proportion of handwritten signature / click confirmation / facial recognition;
• Absentee List: Personnel who did not sign in and reasons (if leave information is available);

Attendee Activity Analysis

• File Browsing Times: Number of times and duration each file was browsed;
• Annotation Activity: Number of annotations, annotation word count, number of annotated files;
• Screen Sharing Initiation Times: Number of times and duration each terminal initiated screen sharing;
• Voting Participation Rate: Number of participants and participation rate for each vote;
• Communication Activity: Number of messages sent, number of communication targets;
• Service Call Times: Number of times for each type of service request;

Meeting Efficiency Analysis

• Agenda Execution Rate: Actual agenda duration / Planned agenda duration;
• Meeting Punctuality Rate: Actual start time vs. planned start time;
• Meeting Duration Statistics: Average duration, longest/shortest duration of each meeting;
• Equipment Usage Rate: Terminal online duration, usage function distribution;

Report Export

• Supports exporting the following reports:
  • Meeting Sign-in Report (Excel/PDF);
  • Voting Results Report (Excel/PDF, with charts);
  • Attendee Activity Report (Excel/PDF);
  • Meeting Efficiency Analysis Report (Excel/PDF);
  • Service Response Report (Excel/PDF);
• Supports setting automatic report generation and email push (scheduled tasks);

System Information Page

The terminal and server use the information page to display system status and operation and maintenance information. The meaning of each field is explained as follows:

Terminal Information Page

Field	Description
Device Model	Hardware model of the current terminal;
Firmware Version	Current terminal firmware version number, can be checked here after OTA upgrade;
System Version	Terminal operating system version;
IP Address	Current IP address of the terminal;
MAC Address	Physical address of the terminal network card;
Server IP	IP address of the connected server;
Connection Status	Connected / Not Connected / Connecting;
Network Type	Wired / Wireless;
Signal Strength	Wireless signal strength (dBm);
Storage Space	Total capacity / Used capacity / Remaining capacity;
Running Time	Cumulative running time since this boot;
System Temperature	Temperature of the terminal core component, it is recommended not to exceed 60℃;
Screen Brightness	Current screen brightness percentage;
Volume	Current system volume percentage;
Battery Level	Remaining battery level of the battery-powered terminal (if applicable);

Server Information Page

Field	Description
Server Name	Server name configured in the system;
Software Version	Meeting management platform software version;
Database Version	Backend database version;
Running Time	Cumulative running time of the server;
CPU Usage	Current CPU occupancy percentage;
Memory Usage	Current memory occupancy percentage;
Disk Usage	Data disk occupancy percentage;
Network Bandwidth	Current network send and receive rate;
Online Terminals	Number of terminals currently connected to the server;
License Info	License validity period, authorized terminal quantity, used quantity;
Backup Status	Time and result of the most recent backup;
System Time	Current server time;

info

The data on the system information page helps operation and maintenance personnel quickly judge the system status. It is recommended to regularly check the server information page, pay attention to CPU, memory, and disk usage, and expand capacity or clean up in a timely manner.