Host Role Explained
Quick Take: The following article thoroughly explains the Host Role within the platform.
Instructions
As the Host role, you have access to invite attendees to a deposition, and pre-upload exhibits before you enter the Deposition Room
You have the ability to invite attendees via a Shared Link on the Edit Deposition page
Attendees who use the shared link have the ability to join with a guest account
Guest account users will not have the ability to share exhibits without an account
You have the ability to activate/deactivate the Shared Link
When the Shared link has been enabled, the Deposition Room browser URL may also be used to copy and share with other users to join the deposition
You have the ability to assign Counsel members to participate with either audio-only or video and audio depending on the deposition’s needs
If an attendee is assigned as a video participant, you can also choose to have their feed recorded. This change can only be made when the deposition is not recording. See How-to Remove or Edit an Attendee in a Deposition for more information
A User who has not been invited to a deposition can use the Request to Join Feature
For more information please see How-to Use the Request to Join feature (Host)
As the Host, you control when to start and stop recordings as well as when to officially end the deposition
You can choose to participate with both audio and video or to only participate with audio
For all other attendees, the Witness is will be a pinned participant
You have the option to use the ‘Pop-out’ Feature on any attendee in order to bring their video feed into a new window. Please see How-to use the Pop-out Feature for more information
All attendees have the option to use the “Background Blur” Feature. This feature adds Background Blur to the video
Click on the '3 dots' context menu located next to the 'Red Telephone' icon
Click “Blur My Background”
You also have the ability to use the dial-in feature, which provides Dial-In users access to the deposition. Please see How-to Dial-in to a Deposition
Click on the 3 dots next to the 'Red Telephone' icon
Click ‘Use Phone For Audio’
A pop-out window will appear which will provide the dial-in number and PIN as well as a QR code that can be scanned with a smartphone
The Dial-in Conference call will be enabled by default. When attendees call in they will automatically be connected and will appear above the video screen.
Joining ‘Using Phone for Audio’ will automatically mute the speakers and mic
Once the call has been disconnected, the speaker and mic automatically unmute
You can privately view and introduce exhibits to the record by opening the exhibit side panel
You can upload an exhibit by clicking the orange ‘Exhibit’ button to the right of your screen
Once an exhibit has been uploaded, it will appear in the “Exhibits List” tab
Click on the 3 Dot ‘options’ button next to the Share button
To view the exhibit before sharing it, select the “Private View” button
Uploaded exhibits may be stamped prior to sharing the exhibit. For more information please see How-to Stamp an Exhibit
To delete the exhibit before sharing it, select the “Delete” button
To share the exhibit, select the “Share” button
You can delete a shared exhibit by clicking the 3 Dot “Options' button
Select the “Retract” button
Once an exhibit has been retracted, it will show “Retracted” in your exhibit list
The exhibit will no longer appear for other users
Click the 3 Dot 'Options” button and select “Delete” to delete the file
Once the Exhibit has been shared, you must close the shared document before it can be Retracted. As the Host, you can Retract any Shared Exhibit.
9. When you introduce a new exhibit to the deposition, you will be brought to the “Live Exhibit” tab automatically
a. You have the ability to annotate the exhibit using the various tools available
b. To learn more about the exhibit tools and permissions click on the following link: How-to Use the Annotation Tools Within the Live Exhibit Tab and How-to Use Exhibit Permission Controls
As the Host, you and the Co-Host have exhibit control on who can annotate a document
10. The “Screen Share” feature allows you to share your screen with all of the attendees.
a. A “Privacy Shade” will be enabled when you start a Screen Share. Please see How-to Screen Share within a Deposition
11. If you desire to change your Camera or Microphone while in the deposition room, please see Camera/Mic Switcher Explained
a. Click on the 3 dots next to the ‘Red Telephone' icon
b. This will open a drop-down menu, click on “Device Settings”
i. You can also blur your background by choosing the “Blur My Background” option from the menu
c. A pop-up window will appear giving you the option to change your Camera or Microphone preference. Click “Apply Change” when done.
12. To End a deposition, the Host must click the ‘Red Telephone’ icon
a. A pop-up will appear asking to ‘Leave Room' or 'End Deposition’
b. After clicking ‘End Deposition’, you will be prompted to confirm the end of the deposition
If you need to cancel a deposition please use the “End or Cancel” button located on the Edit Deposition Page. Form more information please see How-to End or Cancel a Deposition
13. Once the Deposition has ended, you will have access to the post-deposition assets
a. You can then download deposition video(s). Please see How-to Download Video Assets Post Deposition (Host) for more information.
14. Testimony review allows you to easily reference a point in a video with dictation
a. For more information, please see How-to use Testimony Review
To view the video select the “Generate Synchronized Video” button
16. View all attendees invited to the deposition
a. If there is a green icon to the left of an invitee’s name, that person was present during the deposition. If there is no icon, that invitee did not attend the deposition
b. The Host can grant access to post-deposition assets
17. Download introduced exhibits
a. Click on the exhibit name you wish to preview or the button on the right to download that specific exhibit.
b. Select the blue “Download” button that is to the left of the exhibit information to download
c. To download all the exhibits at once in a .zip file select the “Download All” button under the exhibit tab.
