Quick Start Guide

System Connection

Follow the steps below to connect the system:

• Install the paperless meeting terminals and electronic table cards at the designated seats, and confirm that the lifting mechanism operates smoothly (for lift-type terminals);
• Connect the terminals to the POE switch (or regular switch + power adapter) via network cables;
• Connect the POE switch to the meeting management server host via a network cable;
• Connect the large screen/projection equipment to the matrix or the output port of the designated terminal via HDMI/VGA cables;
• Connect the tea service computer to the same network;
• Connect the power cables to the power interfaces of each terminal, and confirm that the grounding is good;
• Turn on the power of the network switch, server, and all terminals;
• Check the network indicator light status of all terminals to confirm that the network connection is normal;

warning

• The system installation and usage environment should be kept clean with appropriate temperature and humidity, and well ventilated, without blocking the heat dissipation holes;
• All power switches, plugs, sockets, and power cables of the equipment in the system must be insulated and safe;
• Connect all peripheral devices first, and then power on the system;
• When installing lift-type terminals, please ensure that the desktop opening size matches the terminal, and there are no obstacles blocking the lifting process;
• If problems occur, please refer to the "FAQ" section; if the issue cannot be resolved, please contact the manufacturer's after-sales personnel.

System Topology Diagram_Wired Network Only

System Topology Diagram_Wired + Wireless Hybrid Network

Meeting Management Platform Deployment

Installation Environment Requirements

Item	Minimum Configuration	Recommended Configuration
Operating System	Windows 10 / Ubuntu 20.04	Windows Server 2019 / Ubuntu 22.04 LTS
CPU	Intel Core i5 Quad-Core	Intel Core i7 Octa-Core / Xeon E5
Memory	8GB DDR4	16GB DDR4
Hard Disk	128GB SSD	512GB SSD + 1TB HDD (Data Disk)
Network	Gigabit Ethernet	Gigabit Ethernet, Independent Network Segment
Graphics Card	Integrated Graphics	Discrete Graphics (for Meeting Recording/Live Streaming Scenarios)

Installation Steps

Windows Environment Installation:

• Obtain the meeting management platform installation package from the file server (CMP_Server_Setup_vxxx.exe);
• Double-click the installer and follow the wizard to complete the installation. It is recommended to install on a non-system drive (e.g., D drive);
• The installation process will automatically configure the web server, database, and file storage service;
• After installation, access the management backend via browser at http://192.168.10.100:8080/admin;
• Log in with the default administrator account: admin / admin123;
• Please change the administrator password immediately after the first login, and bind the administrator email/phone number;

Linux Environment Installation:

• Obtain the Linux installation package from the file server (CMP_Server_Install_vxxx.sh);
• Grant execution permission: chmod +x CMP_Server_Install_vxxx.sh;
• Execute the installation script: sudo ./CMP_Server_Install_vxxx.sh;
• Follow the prompts to enter configuration information such as installation path and database password;
• After installation, check the service status with systemctl status cmp-server;
• Access the management backend via browser to complete the first login configuration;

info

• It is recommended to set the server IP to a static IP to avoid terminal connection failures after restart due to IP changes;
• The server firewall needs to open ports 8080 (Web service), 3306 (Database, if using an external database), 22 (SSH), etc.;
• If external network access is required, it is recommended to configure an SSL certificate and use the HTTPS protocol for access;

First-Time Configuration Wizard

After logging into the management backend, the system will guide you through the following basic configurations:

• Change Administrator Password: Set a strong password, including uppercase and lowercase letters, numbers, and special characters;
• Configure Server Information: Set the server name, time zone, and time synchronization method (NTP);
• Configure Network Parameters: Confirm the server IP, subnet mask, gateway, and DNS;
• Configure Storage Path: Set the meeting file storage directory, backup directory, and log directory;
• Configure Email/SMS Service: Used for meeting notifications, password recovery, and other functions (optional);
• Import License: Upload the license file to activate system functions (trial version can skip this step);
• Create Meeting Room: Add meeting room information, set the number of seats and layout type;
• Add Terminal Devices: Enter the terminal MAC address and device number, and bind them to the corresponding meeting room;

Create Meeting

New Meeting

• Log in to the meeting management platform backend;
• Click the left menu "Meeting Management" --- "New Meeting";
• Fill in the basic meeting information:
  • Meeting Name: e.g., "2026 Annual Strategic Planning Meeting";
  • Meeting Type: Regular Meeting / Confidential Meeting / Periodic Meeting;
  • Start Time: Select the meeting start date and time;
  • End Time: Select the estimated end time (can be adjusted later);
  • Meeting Location: Select the created meeting room;
  • Organizer: Fill in the host department or organization name;
  • Meeting Introduction: Briefly describe the meeting theme and purpose;
• Select participants: Choose from the personnel database, or batch select by group;
• Set meeting options:
  • Enable Sign-in: Yes/No;
  • Enable Voting: Yes/No;
  • Allow Meeting Communication: Yes/No;
  • Allow File Download: Yes/No;
  • Enable Meeting Recording: Yes/No (requires authorization);
  • Confidentiality Level: Public / Internal / Secret / Confidential;
• Click "Save", and the meeting is created successfully;

Upload Meeting Materials

• On the meeting details page, click the "Material Management" tab;
• Click "Upload File" and select local files (batch selection supported);
• Supported file formats: Word(doc/docx), Excel(xls/xlsx), PowerPoint(ppt/pptx), PDF, TXT, JPG, PNG, MP4, etc.;
• After files are uploaded, you can set permissions for each file:
  • View Permission: Public / By Role / By Personnel;
  • Operation Permission: View Only / Annotatable / Downloadable;
  • Associate Agenda: Associate the file with a specific agenda, and it will automatically display when the agenda starts;
• Supports creating folders for classified file management, and drag-and-drop sorting;
• Supports setting file watermarks (user name, time, meeting name) to prevent screenshot leakage;

tip

It is recommended to upload materials at least 30 minutes before the meeting to ensure all terminals have enough time to sync and download. Large files (videos, etc.) are recommended to be uploaded in advance.

Set Meeting Agenda

• On the meeting details page, click the "Agenda Management" tab;
• Click "New Agenda", fill in the agenda name, estimated duration, and agenda introduction;
• Associate the uploaded files with the corresponding agenda;
• Set the agenda order, and support drag-and-drop adjustment;
• Set the agenda speaker (optional);
• Supports setting dependency relationships between agendas (e.g., Agenda B can only be entered after Agenda A is completed);

Import Participants

Manual Add

• Click "Personnel Management" --- "New Personnel";
• Fill in name, gender, position, organization, department, contact information, email, and other information;
• Upload a personal photo (used for sign-in face recognition, optional);
• Set the personnel role: Regular Participant / Chair / Secretary / Observer;
• Click "Save";

Batch Import

• Click "Personnel Management" --- "Batch Import";
• Download the import template (Excel format), and fill in the information according to the template format;
• Template field description:
  • Name (Required): Participant name;
  • Position: Position or title;
  • Organization: Affiliated organization or department;
  • Department: Specific department name;
  • Mobile: Mobile phone number, used for meeting notifications;
  • Email: Email address, used for sending meeting materials;
  • Role: Regular/Chair/Secretary/Observer;
  • Group: Affiliated group tag, used for quick filtering;
• Select the completed Excel file and click "Import";
• The system will automatically verify the data format and display the import results (success/failure count);
• Failed data can be downloaded as an error report, corrected, and then re-imported;

tip

• It is recommended to maintain the personnel database in advance, and directly select from the personnel database when creating meetings later;
• Supports synchronizing personnel information from OA systems, DingTalk, and WeChat Work (requires configuration integration);

Seat Arrangement

Visual Seat Arrangement

• Click "Seat Management" to enter the venue layout editing page;
• The system automatically generates a seat layout diagram based on the meeting room configuration;
• Drag and drop participants from the left personnel list to the corresponding seat positions;
• Supports the following operations:
  • One-Click Generation: Automatically arrange seats according to rules such as position level, organization, and group;
  • Simulate Arrangement: Preview the arrangement effect, and check for omissions or conflicts;
  • Absence Mechanism: Mark absent personnel, leave the seat empty or automatically fill the vacancy;
  • Addition Mechanism: Temporarily add participants, and automatically find an empty seat to arrange;
  • Swap Mechanism: Drag and drop to swap personnel between two seats;
  • Batch Adjustment: Select multiple personnel to batch move to a designated area;
• After confirming the arrangement is correct, click "Publish Seat Information";
• After the terminal is powered on, it will automatically sync and display the personnel information corresponding to the seat;

info

After the seat arrangement is published, the electronic table cards will automatically update to display the name, position, and other information of the personnel corresponding to the seat. If adjustments are needed, simply republish, and the terminals will automatically refresh.

Seat Layout Templates

• The system presets a variety of common layout templates:
  • Rectangular Conference Table (Single Row / Double Row);
  • U-Shaped Conference Table;
  • Round / Oval Conference Table;
  • Classroom Style ( rows × columns );
  • Auditorium Style (Tiered Arrangement);
  • Custom Layout (Manually draw seat positions);
• Supports saving custom layouts as templates for direct use next time;

Terminal Power-On and Access

Power-On Steps

• Press the terminal power button (usually located on the side or front panel), and wait for the system to start;
• The brand LOGO and loading progress are displayed during startup;
• After startup is complete, the terminal automatically searches for and connects to the meeting server;
• After a successful connection, the welcome page and current meeting information are displayed;
• If "No Meeting Found" is displayed, please check the network connection or contact the administrator to confirm whether the meeting has been created;

Manual Server Configuration

• If the terminal is used for the first time or the server is changed, the server IP needs to be manually configured:
• Enter the terminal "System Settings" --- "Network Settings";
• Select "Server Configuration";
• Enter the server IP address (e.g., 192.168.10.100) and port (8080);
• Click "Connection Test" to confirm that the connection is normal;
• Click "Save", and the terminal will reconnect to the new server;

Network Diagnosis

• If the terminal cannot connect to the server, you can use the built-in network diagnosis tool:
• Enter "System Settings" --- "Network Diagnosis";
• The following diagnoses can be performed:
  • Ping Test: Test connectivity with the server and gateway;
  • DNS Test: Test whether domain name resolution is normal;
  • Bandwidth Test: Test the current network bandwidth;
  • Route Tracing: Trace the data packet transmission path;
• The diagnosis results will display the cause of the problem and suggested solutions;

info

• When the terminal accesses for the first time, the server IP address may need to be manually entered;
• Enter "System Settings" --- "Network Settings", and confirm that the server IP configuration is correct;
• It is recommended to configure the terminal network to DHCP automatic acquisition to avoid IP conflicts;

Meeting Sign-In

Initiate Sign-In

• The meeting administrator clicks "Initiate Sign-In" in the backend;
• Set sign-in parameters:
  • Sign-In Method: Handwritten Signature / Click to Confirm / Face Recognition (Optional);
  • Sign-In Duration: Set the valid sign-in time (e.g., 10 minutes);
  • Allow Make-Up Sign-In: Yes/No;
  • Sign-In Countdown: Set the preparation countdown (e.g., 30 seconds);
• Click "Start", and all terminals automatically switch to the sign-in page;
• The large screen can display the sign-in progress and sign-in rate in real time;

Handwritten Signature Sign-In

• Participants use a stylus or finger to sign in the signature area on the screen;
• The signature area supports full-screen writing, and the stroke thickness is adjustable;
• After writing, click "Confirm", and the signature image is automatically uploaded to the server;
• If the handwriting is wrong, you can click "Clear" to re-sign;
• After signing, the terminal automatically returns to the meeting main interface;

Sign-In Management

• The administrator can view the sign-in progress in real time:
  • Signed-in personnel list (green mark);
  • Unsigned-in personnel list (gray mark);
  • Sign-in rate statistics (percentage);
  • Sign-in time record (accurate to the second);
• Supports manual make-up sign-in (marking sign-in for personnel who have not arrived but have asked for leave);
• Supports exporting sign-in records (Excel/PDF format);

tip

• It is recommended to set the sign-in duration to 10-15 minutes to give participants sufficient time;
• Welcome music or meeting instructions can be played during the sign-in process to enhance the sense of ceremony;
• Sign-in data can be projected to the large screen in real time to create a meeting atmosphere;

Browse Meeting Materials

Enter Meeting

• After sign-in is complete, the terminal automatically enters the meeting main interface;
• The main interface displays the current meeting name, agenda progress, and available function modules;
• Click "Meeting Agenda" to view meeting materials by topic;

File Browsing

• Click the file name to open and browse;
• Supported operations:
  • Zoom: Pinch to zoom with two fingers, click the zoom button;
  • Page Turn: Swipe left and right to turn pages, click the page turn button;
  • Jump: Enter the page number to jump directly, click the table of contents to jump;
  • Search: Enter keywords to search document content (supported by PDF/Word);
  • Full Screen: Click the full screen button to hide the menu and maximize the reading area;
• Supported file formats:
  • Documents: Word, Excel, PowerPoint, PDF, TXT;
  • Images: JPG, PNG, BMP, GIF (support zoom, slideshow playback);
  • Videos: MP4, AVI, MKV (support playback control, full screen playback);
• Files without viewing permission will be automatically blocked and not displayed on the terminal;

File Operation Permissions

• According to the permissions set by the administrator, the terminal displays different operation buttons:
  • View Only: Can only browse, cannot annotate or download;
  • Annotatable: Browse + handwritten annotation;
  • Downloadable: Browse + annotate + download to local;

info

• When playing video files, support adjusting volume, brightness, and playback speed;
• Multi-page documents support thumbnail preview for quick positioning to the target page;
• You can switch to other function modules at any time during browsing, and the last browsing position will be retained after returning;

File Annotation

Enter Annotation Mode

• Open the meeting file that needs to be annotated;
• Click the floating "Annotate" button on the screen to enter annotation mode;
• The annotation toolbar is displayed at the bottom or side of the screen;

Annotation Tools

• Brush: Free writing and circling, supports adjusting thickness (1px~10px) and color (12 colors available);
• Highlighter: Highlight key content, supports adjusting transparency;
• Eraser: Erase annotation content, supports point erasure and area erasure;
• Undo/Redo: Supports multi-step undo and redo;
• Text Input: Click to add text annotations, supports font, font size, and color settings;
• Shape Tools: Preset shapes such as straight lines, arrows, rectangles, ellipses, and circles;
• Signature Tool: Quickly insert personal signature (needs to be pre-set);

Save Annotation

• Click "Save" after annotation is complete;
• Select save location:
  • Save to Local: Only saved on the current terminal, may be cleared after the meeting ends;
  • Upload to Server: Saved to the server, can be viewed on other terminals, and retained after meeting archiving;
  • Share Annotation: Share the annotation content with designated personnel or all participants;
• Supports adding notes to annotations for easy subsequent reference;

View Others' Annotations

• Click "View Annotations" to display the annotation list of all personnel for this file;
• Can choose to show/hide annotations from specific personnel;
• Supports filtering by annotation type (brush/text/shape/highlight);
• Click the annotation entry to automatically jump to the page location of the annotation;

info

• Multi-person annotations do not interfere with each other, and each person's annotation content is independently saved and distinguished by different colors;
• Annotation content can be overlaid, and supports adjusting the annotation layer order;
• Annotated files support exporting to PDF format, retaining the original file and annotation layers;

Screen Broadcasting

Initiate Screen Broadcasting

• Click the "Screen Broadcasting" button on the terminal;
• Select the broadcasting mode:
  • Free Broadcasting: Other terminals can choose whether to follow and view, and can still freely browse local files; suitable for discussion and sharing scenarios;
  • Forced Broadcasting: Chair terminal permission, all terminals are forced to display the broadcasting content and cannot exit; suitable for unified explanation scenarios;
• Select the broadcasting range:
  • All Terminals: Broadcast to all terminals in the meeting room;
  • Designated Group: Only broadcast to terminals in the designated group;
  • Designated Terminal: Select individual terminals for broadcasting;
  • Large Screen Only: Only broadcast to the projection end/large screen;
• Click "Start Broadcasting", and the local screen is synchronized to the target terminal in real time;

Operations During Broadcasting

• Broadcasting initiator:
  • Can continue to operate the local machine, and all operations are synchronized to the receiver in real time;
  • Can switch broadcasting content (document/whiteboard/desktop/external signal);
  • Can click "End Broadcasting" at any time to restore independent operation of each terminal;
• Broadcasting receiver (Free Broadcasting mode):
  • Can click "Asynchronous Browsing" to exit broadcasting and freely view local files;
  • Can click "Follow Broadcasting" at any time to re-enter the broadcasting state;
  • Can adjust the broadcasting screen size (full screen/window mode);

Forced Broadcasting (Chair Permission)

• The chair terminal selects "Forced Broadcasting";
• Select the signal source:
  • Local Screen: The current display content of the chair terminal;
  • Designated Terminal: Select the terminal screen of a participant;
  • External Signal: Select the connected laptop, camera, and other external signals;
• Select the broadcasting range and click "Start";
• All target terminals are forced to display the broadcasting content, and the menu bar displays the "Forced Broadcasting" prompt;
• The chair can end forced broadcasting at any time to restore independent operation of each terminal;

info

• During broadcasting, the initiator can click "End Broadcasting" at any time to restore independent operation of each terminal;
• The broadcasting screen supports 1080P HD transmission, with a frame rate of up to 30fps;
• When network bandwidth is insufficient, the system will automatically reduce the image quality to ensure smoothness;
• It is recommended to close unnecessary background programs during broadcasting to reduce system resource usage;

Voting

Create Vote (Chair/Secretary Permission)

• The chair terminal or administrator backend initiates a vote;
• Set voting parameters:
  • Vote Title: e.g., "Vote on XX Proposal";
  • Vote Type: Approve/Oppose/Abstain, Rating (1-5 points / 1-10 points), Multiple Choice, Ranking;
  • Vote Options: Enter option content, supports up to 8 options;
  • Vote Duration: Set the valid voting time (e.g., 5 minutes);
  • Participants: All Participants / Designated Group / Designated Personnel;
  • Vote Mode: Real-Name Voting / Anonymous Voting;
  • Result Announcement: Automatic Announcement / Manual Announcement / Not Announced;
• Click "Initiate Vote", and the terminal automatically pops up the voting page;

Participate in Voting

• The terminal automatically pops up the voting page, displaying the voting topic and options;
• Participants select an option and click "Confirm";
• During the voting period, you can reselect and confirm, and the final selection shall prevail;
• Anonymous voting does not display voter information, while real-name voting records the voter's name;
• After the voting timeout, it automatically ends, and personnel who have not voted are considered to have abstained;

View Results

• After the vote ends, the results are displayed in real time:
  • Number of votes and percentage for each option (displayed in bar chart/pie chart);
  • Real-name voting allows viewing each person's voting choice;
  • Voting participation rate statistics;
• Results can be projected to the large screen for display;
• Supports exporting voting results (Excel/PDF format);

tip

• During the voting period, you can reselect and confirm, and the final selection shall prevail;
• It is recommended to set the voting duration to 3-5 minutes, and important votes can be extended to 10 minutes;
• Voting results can be set to "Temporarily Not Announced", and announced after the chair confirms, suitable for sensitive topics;

Call Service

Initiate Service Request

• Click the "Call Service" button on the terminal;
• Select a preset service type:
  • Tea: Green tea, black tea, coffee, mineral water, etc.;
  • Paper and Pen: A4 paper, sticky notes, ballpoint pen, pencil, etc.;
  • Technical Staff: Equipment failure, network issues, operation consultation, etc.;
  • Attendant: Cleaning, refilling water, adjusting temperature, etc.;
• Or customize the service requirement text (up to 100 characters);
• Click "Send", and the service request is pushed to the tea service server;
• The terminal displays the "Service Request Sent" prompt, waiting for a response;

Service Response

• Service personnel receive the request through the tea service server;
• Display the requester's seat number, name, service type, and custom requirements;
• Service personnel click "Accept", and the terminal displays "Service Responded";
• After the service is completed, service personnel click "Complete", and the request is closed;
• Supports service timeout reminder (e.g., automatic reminder if not responded within 5 minutes);

info

• Service requests support priority marking (Normal/Urgent), and urgent requests will be specially reminded;
• Supports batch processing of multiple service requests of the same type to improve service efficiency;
• Service data can be counted for evaluating meeting service quality;

Meeting End and Data Cleanup

Normal Meeting End

• The chair terminal or administrator backend clicks "End Meeting";
• The system pops up a confirmation dialog, prompting "After ending, all local files on the terminals will be cleared";
• After confirmation, all terminals display the "Meeting Ended" prompt;
• Local meeting files on the terminals are automatically cleared, and the system returns to the initial state;
• Electronic table cards return to the default welcome interface or standby state;

Post-Meeting Archiving

• The administrator selects "Post-Meeting Archiving" in the backend;
• The system automatically packages the following data:
  • Basic meeting information (name, time, location, participants);
  • Sign-in records (sign-in time, signature image, sign-in rate);
  • Voting results (number of votes for each option, real-name voting details);
  • Annotated files (all personnel's annotation content, classified by file);
  • Meeting minutes (if any);
  • Meeting recording (if any);
  • Service request records;
  • Meeting communication records;
• The archived files are saved to the designated directory on the server, and the retention period can be set;
• Supports exporting the archive package (ZIP format) for download to the local machine;

Data Cleanup Strategy

• The system supports configuring automatic cleanup strategies:
  • Clean up immediately after meeting ends: Terminal local files are deleted immediately;
  • Clean up after N days: Archive files are automatically deleted after the specified number of days;
  • Retain permanently: Archive files are saved permanently and need to be manually deleted;
• Confidential meetings are forced to enable the "Clean up immediately after meeting" strategy and cannot be changed;

warning

After the meeting ends, terminal local files will be automatically shredded and deleted. Please be sure to save important annotated files to the server or export them in advance. After a confidential meeting ends, all terminal data cannot be recovered. Please ensure that all required materials have been fully archived.