Recommended steps to follow as room preparation for a session (RotF or Delegate room):
Check that all the hardware pieces in the room are turned on:
The Surface must be on, connected to power (no disruptions due to low batt), and connected to the Internet
Camera(s) and their respective computer(s) or NUC(s) - if they're on-premise) must be on before launching the room
Video systems must be all turned on before launching the room:
For Room of the Future: all Videowall hardware must be on (PC and screens), as well as any auxiliary PC and monitor in the room
For Delegate Rooms: Computer(s) or NUC(s) and monitor(s) must be on
Sound systems (soundbar, mics, speakers, etc) must be on and unmuted
Launch the room using:
the org’s launch URL, bookmarked in the Surface
the respective room code, obtained from the Accounts Portal
- Check everything is working as desired:
Check users can be seen and heard
Check remote users can see and hear the room
Check the Remote Presenters can see, hear, be seen, and heard
Check other unique roles are working as expected, such as the Translator
Test any feature that may need to used while in the session: open a file, play a video, etc.
- Remember to properly close the room after every class:
Please do not just close the Chrome browser on the Surface
If a previous room is open, close it before launching a new one
After closing a room, wait for 10 mins before launching another room to allow the system a proper shutdown
During Split Rooms:
Do not leave the Splits main menu unless you are entering each group, as a new tab opens
Do not close the main tab in the browser
In a session with high attendance:
Share the Intro Slide while people join (provides basic instruction for the functionality of the room)
Advise students to leave their mics locked (to avoid introducing undesired noise)
Blocking all mics ahead of the session (unblocking people when it is their turn to speak) will help prevent unnecessary noise during the session
In a session with Remote Presenters:
Recommend them to use headsets
Mute the mics in the room while they are speaking to avoid an echo
In a session with Translation:
Recommend them to use headsets
For short pauses (coughing, drinking), advise muting from the headset instead of on the app
When Participants (any role) experience video conferencing issues (cannot see, hear, or speak):
Ask them to refresh the browser to recover the lost streams or adjust to new devices quickly
If the issue persists, advise them to click the ፧ button (top right corner) and “Change/Test Devices”
POSSIBLE ISSUES and how to quickly troubleshoot them
The Presenter is not shown in the Video Wall (or Aux Screen) or on the Delegate Monitor
Close room and relaunch
The Presenter is shown as a black image in the Video Wall (or aux Screen) or on the Delegate monitor
Check the camera & NUC are on; then relaunch the room
Virtual Participants don’t hear the Presenter in the room:
Check the sound system (mics/soundbar) is not muted
Check the Presenter is correctly shown on the VideoWall or Delegate screens
Virtual Participants are not heard in the physical room:
Check the sound system (speakers/soundbar) is not muted
Check server is not muted (check the volume button)
The MashMe tab is accidentally closed during the session:
Open Chrome on the Surface
Go to the “Class Launcher” bookmark
Enter the code for that virtual room again
Continue with the session
Close the room properly once the session is over
Room is not launched correctly (empty incognito Chrome Windows are open in the server)
Close the empty incognito Windows manually
Close room from the launcher
Wait 10 mins and relaunch the room
Room is not appropriately launched (incognito Chrome Window opens in the server and closes)
Check the current browser version is the last MashMe approved and installed
Note that it may have been updated manually from the room
Roll back to the latest tested version or contact support
If any issue persists, please contact support
Related articles
Best Practices ahead of a session (PARTICIPANT)
Contact mashme.io Support Team
When are Email Notifications sent to participants?
Tips: enter/leave mashme, credentials, Magic Link, M206 error
How to access the Accounts Portal
How do I change my devices (mic & cam)?
Online People Panel (Presenter): people connected & moderation tools