eXp World Intercom V4.0

v4.0 (12/6/2022)

If you have a previous version installed, you will need to go to the App or Play store to install the new update (search: eXp World Intercom)

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What is eXp World Intercom? What are the benefits to agents? As an eXp agent, you are inherently mobile, but you’ll still want to be connected to eXp World from any location. eXp World Intercom gives agents the convenience and flexibility to join meeting rooms from anywhere, on the mobile device of their choice! This app is perfect for helping on-the-go agents participate in training and events, along with company and team meetings from nearly anywhere. 

** Note: Screenshots are for informational purposes only, and may vary slightly based on smartphone model and OS.  

New Login Screen 

The login screen now has a more modern look and feel, but the functionality of this page has not changed. Users can still click “Remember Me” to save their login credentials.

Users will enter the same Okta credential username and password they would use to access the desktop application. If an incorrect password is entered, clicking “Forgot Password” allows users to reset their Okta password.

Mobile users will need to accept Virbela’s terms and conditions before proceeding. Every user will see this prompt the first time they access the application after the v4 release. Users may periodically see this message reappear whenever Virbela updates its terms and conditions.

Selecting a Room to Enter

After logging in and accepting the terms, the user will be brought to the Room Selection screen. The list of rooms will appear very similar to what appears on the GoTo menu in the desktop application. Users may have to scroll to see the complete list. 

Rooms may appear only on mobile or only on the desktop version or in both. 

Similar to the desktop version, rooms may appear under folders, clicking the folder will reveal the additional rooms.

Users can distinguish rooms and folders by whether they have an icon to the left of their name or an arrow to the right of their name.

• Folders, Offices and Support Centers have an arrow to the right of their name.

• Rooms have an icon to the left of their name 

When a user clicks on a room, one of two things will occur. For most scenes, the user will see a screen asking them to “Join Room”.

In the office and support center scenes users will see three options:

⦁ Boardrooms

⦁ Offices

⦁ “Name of the room” (entry landing area)

- Selecting boardrooms or offices will take the user to a list of all available boardrooms or offices listed alphabetically. 

- Selecting an office or boardroom will take the user to the join room scene. See below for further information on locked offices. 

    

- In v4, mobile users can no longer enter the endcaps within rooms from a mobile device.

- Any changes to the name of a room, office or boardroom will be reflected the next time the mobile user logs into the application. Boardroom/Meeting Room labels can be changed above the entrances by staff members.

- If a user does not have permission to enter a room, they will not see the room on the selection list, even if it is available for other mobile users with different access levels.

As users explore the rooms within the Room Selection page, they can click on any room to preview who is currently in that room. Mobile users will see who is in the room before joining. However, this list is a simple snapshot, and this attendance list will remain static until the user joins the room. Clicking ‘Join’ will add that user to the room.

Once the user has joined a room, their name will appear in the user list for that room, and they will be able to listen, speak, view the web boards, and read/send chat messages. 

When a user joins a room through the mobile application, their avatar will NOT appear in the room on the desktop version. However, the user’s name will appear in the GoTo menu for all users in the room on the desktop version with their name highlighted in green. When enabled on the individual preferences page, a sound will also indicate when a mobile user has entered and exited a room, which is a different sound from when a desktop user enters a room.

When a room has all mics disabled for the audience, mobile users (like desktop users) will not be able to open their mics at all. If a user is in the room when the mics are disabled they will receive a message alerting them that their mic has been disabled. If the mics are disabled before a user joins the room they will not be notified. 

While in a room, the user list can be sorted by name or by who spoke most recently by clicking on the menu icon in the middle right.

Room Breakdown

Here’s everything shown on this screen:

1: This is the “Back” button. It will take you back to the previous screen, where you’ll be able to choose a different room inside of the department that you’ve chosen.

2: The name of the room that you’re currently connected to.

3: This shows you the name of the Webscreen you’re currently looking at. 

4: This button will make the Webscreen display full-screen on your phone.

5: These arrows allow you to switch between the other screens that are in the room.

6: This is the area where the screen that you’re looking at is displayed

NOTE: Areas 7 and 8 switch what’s showing up in box 9. If you’ve tapped 7, you’ll see a list of users in box 9. If you’ve tapped 8, you’ll see the Chat appear in Box 9. The Chat mode is covered below.

7: (See note above): Tap here to show the list of users that are connected to the room that you’re in.

8: (See note above): Tap here to show the Chat area. See below for more details

9: This is either where you’ll see the list of current users, ordered according to what is selected in Box 9. (See entry 11 in this list for details)

10: This indicates whether or not your mic is muted. It will usually look like you see in the screenshot. It will change while you’re actually speaking. It’s not a button, tapping on it doesn’t do anything

11:  This changes the order in which names in Box 9 will appear. If you choose “Sort by Talking”, as people speak, they’ll be added to the top of the list, and that will keep happening with the most recent speaker being added to the top. If you choose “Sort by Name”, it will keep the list of names in alphabetical order.

12: When you want to speak, press and hold on this button. Your voice will broadcast to the room while you’re holding it down.

The Chat Screen:

If you tap on Box 8 above, Box 9 will change to look like this:

To chat, tap on the “Enter Chat Here” field, and then type your message. When you’re done, tap “OK” 

Your message will show up in the Chat area, and everyone else connected to the room will be able to see it: 

Users can now view web boards within the mobile app! Users can view presentations, videos, and screen sharing.

When a mobile user joins a room, they will see the “Main Screen” (middle web board) by default. Users can switch screens by using the left-right arrows. The web board view can be enlarged to cover the entire screen if the user clicks the full-screen button towards the top of the screen. The device can also be rotated 90 degrees for a better viewing experience. 

Users can mute/unmute and pause/play videos but cannot advance slide decks from the mobile app. They also cannot take control of a screen, share their screen or change the URL on the web board.

Images, especially large images, are often best seen using full-screen mode, with the device rotated 90 degrees.

Many meetings are now using YouTube Streaming to broadcast into eXp World.  These streams will also be available through the room on the mobile app.  There are a few things to know about the difference in the user experience when a meeting is streamed vs. being presented live in eXp World:

• Mobile users will have to tap the button on the screen to hear the broadcast  - there is a “Tap to Unmute” button on the YouTube screen when you join the room

• If users switch to another app the sound from the meeting will stop playing through the phone and BlueTooth device.  

• When returning to the meeting after using another app, users will have to leave the room (using the back arrow at the top left of the screen) and rejoin the room and tapping the button to resume sound. 

• YouTube ads may show below or to the side of the livestream, that are not seen in the room. 

• Rotating the mobile device 90 degrees provides the best visibility of a livestream. 

Chat

The mobile app does not send push notifications when new chat messages arrive. However, users can see if there are new messages within the app itself as the chat header becomes blue.

Mobile users cannot directly message other individual users, regardless of whether the recipient uses the mobile or desktop application. In addition, desktop users cannot send direct messages to mobile users.

 

Non-Latin scripts are not currently supported. And unfortunately, emojis do not work using the phone’s keyboard, and the app will ignore the request if a user attempts to select an emoji. However, mobile users can still enter emojis using the coded syntax. For example, users can display by typing :100:

Chats will persist as long as the user is in the room. Once the user leaves the room, the app will erase the chat history (similar to the desktop application). The chat history will not erase if you toggle to the attendance tab or view the screen in full screen mode. There is currently no way to copy, and then save, the chat messages from the mobile app. 

Leaving a Room

After a meeting, users can hit the back button in the top left corner to return to the Room Selection page. The user can join another room, close the app, or log out.

If Log Out is pressed, the user will see a pop-up to confirm they would like to log out, returning them to the login screen if they click ‘Yes.’ Clicking ‘No’ will return the user to the Room Selection screen.

Search Feature

If a mobile user does not know where to find a particular room, office, or boardroom, they can use the new search feature within the mobile application. Users will have to know the name, or partial name, of the room they seek. Once the user sees the room, office, or boardroom they want to join, they can then click on the appropriate search result.

Users can search for any room. However, mobile users must join the room and select the office submenu before they can search for individual offices. 

It is currently not possible to search for a user within the mobile application, just rooms.  

Joining a Private Space (Team Suite)

Mobile users can access private spaces. On the main screen, select “Team Suites.” The user will see a prompt to enter the team suite passcode. Enter the passcode of the room. After entering the passcode, the user will return to the room page. Notice that the name of the Team Suite now appears as the first choice. Clicking on the team suite name will allow users to determine the office or boardroom they want to access.