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MaxCloud User Guide

MaxCloud is the platform for the client MaxCloud UC. A hosted service that provides telephony features.

Logging in

To begin using MaxCloud, firstly sign in and verify your account.

The below screen shots show the process:

First screen, click on ‘sign in’

Add the user name and password that have been provided

Main View

MaxCloud UC main screen provides navigation with ability to view and communicate with contacts.

Within the main view there is a menu running down the left side. (see Menu image below)

Top of the list is your avatar, clicking on here opens the presence and settings options.

The below image shows the availability settings that are available, below this option is the setting menu.

Within your account setting you can:

  • Change your user name (Display Name)
  • Choose what notifications that you would like to have set
  • Alter your preferences
  • Select your audio source
  • You have access to a help and support page
  • View or change your MaxCloud settings
    • Call Forwarding options
    • Voicemail

NOTE: The user avatar will be the users ID or Photo if they add one.

Presence

NOTE: MaxCloud UC presence works with Teams but only for the available or busy status. Other options such as presenting and away will have to be set manually on the MaxCloud UC client. If it is a Polycom phone on a call, it will not change, you will need to do this manually.

MaxCloud gives you the option to set an availability status, this can be found by clicking on the avatar on the top left of the screen. Click the drop down arrow next to the Available status to see the other options. Along with the manual settings of these statuses MaxCloud will also see a user as busy when they have a meeting in the outlook calendar (so long as you have enabled the synchronization with Office and installed the plugin for outlook) MaxCloud will also now show any Out Of Office notifications that you have enabled.

Settings

Password Reset

To reset the password that has been provided go to the avatar on the top of the menu bar and click ‘all settings’ this will open a menu on the right of the screen, under ‘General’ you should see an option to change password.

The new password should be at least 8 characters long and contain both upper/lower case characters and digits.

Type in your existing password and then the one you wish to change it to, confirm it then save.

MaxCloud UC Outlook Add-in

With this feature enabled users can schedule a MaxCloud UC Meeting through Outlook.

How to install – Please note that after installing it may take up to 24 hours for the add-in to appear in Outlook.

  1. Go to https://admin.microsoft.com/
  2. In setting/integrated apps
  3. Upload custom apps
  1. Deploy new app
  1. Add users
  1. Accept permissions
  1. Review and Finish
  1. Deploy the app
  1. Deploy new app

Uninstalling the MaxCloud UC Outlook app

Open Admin Center and follow the below steps.

  1. Go to Settings->Integrated apps
  2. Click on MaxCloud UC to open the setting page
  1. Click on Remove app – Indicated with the arrow in the above image
  2. Select the checkbox
  3. Click remove

Office 365 login

If using the Microsoft login it will ask you to authenticate using the credentials used for signing into Office 365

Outlook Public Contacts

Under the user name and password settings are the options to enable contacts from Outlook to be used in MaxCloud. Check that Office 365 is connected and enable the two options, once this is done refresh the browser for the change to take effect.

Notifications

Preferences

Voice and Video

Help and About

Extension settings

Calls

This section will explain the different call types, including their functions.

Important information around calls

Limitation:

Please note you should always consider what you would like to be able to do within the call before you make it.

In a voice call you have no option to switch to video or conference if you need to screen share, you would have to hang up the call and start again using video or conference.

* Best practice to initiate a call for screen sharing is using the conference or video call.*

Conference will allow more than 2 people and Video will be limited to 2.

Voice call

Making a voice call

There are multiple ways to make a voice call. These are dependent on the call being Internal or External.

Dial pad

To make a voice call use the Dial Pad or Type in a number on the menu as shown below.

Clicking this will open up the dial pad ready for use. Your number will be displayed under the dial pad.

Key in the number of the person/company you wish to call and click the green phone button. To the right of this will be a screen displaying History.

Search contacts by name

To search for a contact by name, click on the filter option (as shown in the image below) this will now allow you to type the name into the search bar rather than the number.

Call from Message

A call can also be made by clicking on the Direct message icon, choose the person you wish to contact and click on the contact, this opens the chat screen with the options to call in the top right.

There are three call options here:

  1. Conference call – A video call with the option of adding in more participants and screen sharing.
  2. Video call – A video call between two people
  3. Voice call – A simple voice call between two people.

The camera can be turned off in Video and Conference call modes.

A call can be made to a group in the same way as described above.

Note: In a group to have all participants join you would have to use conference call.

Call History

Highlighted to the right are the options for viewing the Call History. Below this there are three options:

  1. Filter – Opens a box to type a number or name.
  2. Sort – Sort by Ascending, Descending, Name, Number, Date, Duration.
  3. Export – Opens a box with date options for downloading the call history.

Contacts

In contacts there is a drop down list of folders, these include: Organizational Contacts, Outlook Contacts and Global Address lists.

  1. Outlook Public Contacts – With the Office 365 enabled these are pulled from the My Contacts section in Outlook:
  1. Organizational Contacts – These are also from Outlook
  1. Global Address list – Again from Outlook, these are the addresses you would see if you click on New message, then click on To.
  1. Company Directory – This appears in the left of the screen, this is a list of contacts for the company as listed in the AS7.

Direct Messages

Internal contacts should be available to search by user name. Click the Direct Message icon, this will open a window (see image Direct Message below) allowing you to type the name of the person you wish to call.

Click the correct contact, this will open the chat window.

On this screen are the following icons:

  1. Emoji – click on here for a list of available emoji’s to add to chat.
  2. Files – Opens files, choose the file to share, double click the file, a box appears asking you to click upload. Once done the file will be shared in the chat.
  3. Voice Message – Click this icon and record a voice message
  4. Conference Call – Create a conference call from your chat session, allows additional participants, screen share and video.
  5. Video call – Create a video call from chat session.
  6. Voice call – Call the person that you are chatting to.
  7. Notifications – Opens a window to the side of the chat giving any notifications that you have.
  8. Information – Opens a window to the side giving the room information and settings menu for that room.

Voicemail

Voicemail can be enabled in the settings menu.

Please note:

Please Note:
If you put on Do Not Disturb, nobody will be able to call you or reach your voicemail. If you want to be undisturbed but still want voicemails then you need to put on ‘unconditional’

Voicemails can be accessed by the call icon or by calling into the voicemail using *86 and the PIN number that has been set.

Any voicemails that you have will be in the list, to hear the voicemail double click on the contact, this opens a box above with the options to listen.

  1. Mute
  2. Play Message
  3. Download
  4. Remove

*On the ‘No reply’ option there is a delay setting, please make sure this is set to at least 18. This allows for latency, if you have it set as less it could result in you not being able to answer the call.*

Also ensure that you have set a PIN number for your voicemail.

Changing the voicemail message

From a phone or device , dial *86 for your extension or *86+extension number while On-Hook, then going off hook will put you in the Voicemail menu.

Following the voice prompts, you can Record/Modify your Greeting, listen/delete voice mails or call the caller back (provided that option is enabled for your extension)

Call transfer

Within Voice and Video call there is an option to transfer the call to another person.

Once on a call choose the ellipses and click on transfer call.

There is a check box if you would like to transfer with consult. Choose who the call will transfer to and click their name, the caller will be placed on hold. When the other party answers and you have checked they are willing to take the call you just choose transfer call. The call will now hang up at your end.

If transferring a call without consult just don’t check the consult box, the call will go to the person you have transferred it to.

Video calls can be transferred in the same ways as a voice call, providing that the person you are transferring to has a camera.

Roles and Permissions

To set roles and permissions, go to the chat or conference room that need permissions setting then click on the name at the top. (see highlight on below image)

Now click on ‘Roles and Permissions:

The privileged users should be the person who is setting up the group so in this first box will be a name and admin permissions are automatically given to this person.

Next is a list of roles that can be changed.

  • Default role
  • Send messages
  • Invite users
  • Change settings
  • Kick users
  • Remove messages sent by others
  • Notify everyone
  • Change room name
  • Change permissions
  • Change room avatar
  • Change topic

Each of these permissions can be set to:

  • Default
  • Moderator
  • Admin
  • Custom level

When you use Custom Level you need to enter a Priority.

All users in the group with role “Custom Level” and the defined priority will have the permissions set in the Group Settings Roles & Permissions.

Conference call

A conference call is a video call that can include two or more people, this option will allow different backgrounds and screen sharing. To share documents or a message you will need to go back to the main window (conference call opens a new tab) and type in the group there. It can not be done from the conference itself.

To begin a Conference call, click on the circle with two people in on your direct message screen or, from the home screen click on create a group chat. This opens a window giving a link to the meeting, an option to change the display of your username and the ability to join the meeting.

If you have a recurring meeting you can join by going to the group (conference under Groups) select the correct meeting and then click on the conference option in that window. Or click the link that has been sent to you.

NOTE:
If you try to enter the meeting before the host you will get a message on the screen asking if you are the host, if yes then you click the ‘I am the host’ button and authenticate or if not then click ‘Cancel’

As mentioned above you can move from a voice call to a conference if you need the screen share or adding more participants option.

You can generate a link to send out for a later time/date, just create the conference then copy the link and send it out via message or email.

When you join a conference your webcam will be on, there is an option to turn it off by just clicking on the camera icon.

Available options here are:

  • Share meeting link
  • Enter a user name
  • Join Meeting
  • Audio Settings (to mute at any time click the microphone)
  • Visual Settings (to turn off the video click the video camera icon.
  • Background settings, use to blur the area around you.

Once you join the meeting the following screen will appear: (screen shown with users camera closed and a background enabled) You can disable the video option before joining here by clicking the video camera, you will see a ‘X’ through the camera and your screen will go dark.

Along the bottom of the screen are the following options: (From Left to Right)

  • Audio (Mute, unmute, change audio settings)
  • Video (Start, stop video)
  • Screen share (opens a new window, options to share – Entire screen, A window or a Tab)
    Note: While sharing a meeting, MaxCloud UC client does not outline what window is being shared
    Important: Mac users will not have a choice of screen to share it will be current screen only.
  • Raise hand (Displays a hand above the user name, showing that the person has a question or a comment)
Note the circle with the hand
  • Participant (opens a list of participants in the conference, easier way to view if a hand is raised)
  • Toggle (Toggle tile view)
  • Initial in circle (user settings, see below image)
Select how you want your name to be displayed
  • More actions (A menu of settings see image below)
  • Leave (click to leave the conference)

Video Call

A video call is a 1:1 call. The video opens up in the direct message window. Within the onscreen menu are the following options:

  • dial pad
  • audio
  • Video
  • Screen share
  • more
  • hangup

A video call can be used to share a screen with another person, you do not have to have the camera on, once in the call you have the option to turn off the camera and still share your screen. To stop the camera click the camera icon.

A video call also rings through as an audio call to a user who has a handset and no video option.

Information

Information allows you to invite users to a conference or chat. Also, by clicking on the ‘<‘ a view of the room is shown. Showing who is in the group, any files that have been shared and some room settings:

When people are added, there is an option to click on their avatar and see more information. The below image shows the options available. (When you see this it will have the users avatar and information above their status)

  • Direct Message – messages the person directly
  • Jump To Read Receipt – Goes to last message read by user
  • Share Link to User – Opens a window with a QR code and the details of the person for you to send on
  • Mention – Starts the line in the chat window with the “@username”

Notifications

If you have Notification set up, when a message comes in and you are busy with other Direct Messages or on another window, a pop up will appear briefly on the bottom right of your screen. Along with this you will also have the view as outlined below.

If no Notifications are set, then in your client you should have a ‘dot’ Over the bell and a number in the address tab at the top of the window.

Clicking on the bell will open a window giving the information of missed calls. To clear this list there is a button in the top right of the screen.

Calendar

Important Note:

To enable your Office365 calendar to synchronize there are a few steps for Admin Consent:
Please ask your company admin to enable the following settings.

These steps will only need to be followed once.

  1. Open an incognito window. input the URL: https://login.microsoftonline.com/{domainname}/adminconsent?client_id=5e814480-6cab-45c4-8fc3-19cb2e84a2b5 (replace {domainname} to your domain name.)
  2. Input Admin user name
  3. Input Admin user Password
  4. Click Accept to consent
  1. Redirect back to the login page. Check the URL: https://maxcloud-staging.coreinteract.dev/?admin_consent=True&tenant=35af6c32-bbbf-477e-9014-2bd83802cac2#/welcome You can find the result of admin consent and your tenant id.

Once the above steps have been followed your calendar should be synchronized with your Office365 calendar, it will pull in all your details from there, at present only an individuals calendar can be viewed.

In the calendar you will see upcoming meetings on the right of the screen, they should have three buttons under them,

  • Accept
  • Decline
  • Propose New Time

Propose new time will open a window allowing you to choose a new time, both start and end time should be changed.
All options will trigger an email to the meeting organizer in Office365, they can choose their options for reply in the mail client, this will then update on MaxCloud.

Updated on 10 August 2022

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