Conference Management System



Conference Management System Software Installation and Operating Manual

V 5.8
Important Instructions
This manual is suitable for the HCS-8300 Series Paperless Multimedia Congress System and the HCS-4100/50 Series Fully
Digital Congress System.
Only purchased modules will be shown.
Due to software updating, actual software operation may be slightly different from user’s manual. It is not an error in this
case.

Remark:
■ All rights reserved for translation, reprint or reproduction
■ Contents may change without prior announcement
■ All technical specifications are guideline data and not guaranteed features
■ We are not responsible for any damage caused by improper use of this manual
■ This product is conform to the rules of the European directive 2004/108/EC
■ If any detailed information needed, please contact your local agent or TAIDEN service center in your region. Any feedback,
advice and suggestion about the products is appreciated.
■ TAIDEN is the registered trademark of TAIDEN Co., Ltd.
■ Cobranet is the registered trademark of Cirrus Logic, Inc.
 Contents

Chapter 1. Installation and Running ...................................................................... 1

1.1 Running Environment................................................................................................ 1
1.2 Installation ............................................................................................................... 1
1.3 Software Running ..................................................................................................... 1
Chapter 2. Primary Window ................................................................................. 2
Chapter 3. File Management ................................................................................ 4
3.1 Meeting Type ........................................................................................................... 4
3.2 Import Delegate Data ............................................................................................... 5
3.3 File Transfers ........................................................................................................... 7
3.4 Conference Data Transfers ........................................................................................ 7
3.5 Backup and Restore .................................................................................................. 8
Chapter 4. System Setup ..................................................................................... 9
4.1 Connect to CMU ...................................................................................................... 10
4.2 Venue Designer ....................................................................................................... 11
4.2.1 Venue Designer (Normal Edition)..................................................................... 11
4.2.2 Venue Designer (Advanced Edition) ................................................................. 13
4.3 Screen Management ................................................................................................ 21
4.3.1 Screen Project Setup ...................................................................................... 21
4.3.2 Predefined Pages ........................................................................................... 22
4.3.3 Screen Event ................................................................................................. 23
4.3.4 Alias ..............................................................................................................24
4.4 Video Tracking ........................................................................................................ 25
4.4.1 Video Matrix .................................................................................................. 25
4.4.2 Predefine Position........................................................................................... 26
4.4.3 Panorama Control .......................................................................................... 28
4.5 Simultaneous Interpretation (S.I.) ............................................................................. 29
4.5.1 S.I. Channel Setup ......................................................................................... 29
4.5.2 Booth Setup ................................................................................................... 30
4.5.3 Booth IC Card (only for HCS-4385U/50) ........................................................... 32
4.6 Short Message ......................................................................................................... 33
4.7 Unit Management .................................................................................................... 34
4.7.1 Unit Language Setup ...................................................................................... 34
4.7.2 Unit Numbering .............................................................................................. 34
4.7.3 Unit Setup ..................................................................................................... 35
4.7.4 Unit Arrangement ........................................................................................... 37
4.7.5 System Test ................................................................................................... 39
4.8 Audio Setup ............................................................................................................43
4.8.1 Audio Output Setup ........................................................................................ 43
4.8.2 Audio MU Setup ............................................................................................. 50
4.8.3 Ambient Microphone Setup ............................................................................. 53
4.8.4 Reset Unit Parameters .................................................................................... 54
4.8.5 Sound Mixer Setup ......................................................................................... 54
4.9 Multimedia Terminal ................................................................................................ 55
4.10 Video Monitor Setup ............................................................................................... 57

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 4.11 Video Monitor Management .................................................................................... 58
4.12 Room Combine Information .................................................................................... 59
4.13 User Management .................................................................................................. 60
4.14 IP Authorization ..................................................................................................... 61
4.15 System Parameters ................................................................................................ 62
4.16 CMU Parameters .................................................................................................... 64
Chapter 5. Conference Preparation ..................................................................... 66
5.1 Select Meeting ......................................................................................................... 67
5.2 Conference Information ........................................................................................... 68
5.3 Proposal Information ............................................................................................... 71
5.4 Agenda Information ................................................................................................. 75
5.5 Delegate Information ............................................................................................... 76
5.6 Participator .............................................................................................................79
5.7 Seat Arrangement.................................................................................................... 80
5.8 Delegate Authority ................................................................................................... 84
5.9 IC Card Management ............................................................................................... 86
5.9.1 IC Card Distribution ........................................................................................ 86
5.9.2 IC Card Loss .................................................................................................. 88
5.9.3 IC Card Take Back .......................................................................................... 89
5.10 PIN Code Management ........................................................................................... 90
5.11 Fingerprint Management ........................................................................................ 92
5.12 Speech Timing Setup ............................................................................................. 93
Chapter 6. Conference Control ........................................................................... 94
6.1 Hot Backup .............................................................................................................94
6.2 Start Meeting .......................................................................................................... 94
6.3 End Meeting ............................................................................................................95
6.4 Agenda Control........................................................................................................ 95
6.5 Entrance Sign-in ...................................................................................................... 96
6.6 Seat Sign-in ............................................................................................................97
6.7 Microphone Control.................................................................................................. 99
6.8 Topic and Voting ................................................................................................... 110
6.9 Video Switch ......................................................................................................... 116
6.10 Screen Control ..................................................................................................... 117
6.11 Intercom ............................................................................................................. 118
6.12 Short Message ..................................................................................................... 120
6.13 Booth Management .............................................................................................. 121
6.14 CMU Control Panel ............................................................................................... 126
Chapter 7. Report System ................................................................................ 127
7.1 Conference Information ......................................................................................... 128
7.2 Proposal List.......................................................................................................... 129
7.3 Delegate Information ............................................................................................. 130
7.4 Entry Sign-in Report............................................................................................... 131
7.5 Seat Sign-in Report ................................................................................................ 132
7.6 Voting result report ................................................................................................ 133
7.7 Summarizing Voting Result ..................................................................................... 135
7.8 More Reports......................................................................................................... 136

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Chapter 8. Assistant Functions ......................................................................... 137
8.1 Record Management .............................................................................................. 137
8.2 Screen Monitor ...................................................................................................... 139
8.3 Vote Map .............................................................................................................. 139
8.4 Delegate Detail ...................................................................................................... 140
8.5 Conference Log ..................................................................................................... 140
8.6 Discussion Information ........................................................................................... 141
8.7 Nameplate Print..................................................................................................... 142
8.8 Service.................................................................................................................. 143
8.9 Assets Management ............................................................................................... 144
8.10 Center Database .................................................................................................. 145
8.11 Data Service ........................................................................................................ 145
8.12 Edit Shortcut Button ............................................................................................. 146
8.13 Lock Operation Interface ...................................................................................... 147
Chapter 9. Help .............................................................................................. 148
Chapter 10. Software Hot-spare Dual Server ..................................................... 149

III
 Chapter 1. Installation and Running

1.1 Running Environment

Hardware requirements: Pentium 4 2.0G/1G or higher.

Software requirements: Win7 or higher.

1.2 Installation

 CD contents
The application software of TAIDEN conference system.
USB driver for IC card encoder.
 Installation guide
Double click and run “Install.exe” on this CD.
Note: when the firewall is opened, please add the application to the exception.

1.3 Software Running

Once installation is completed, a shortcut named “DCS.exe” will appear on Windows desktop. Double click it
to run application, and the below login dialog is shown:

Figure: Login Interface

 Meeting Type: the default meeting type is “Base”, user can define its own meeting type, and different
meeting types can have different configurations, including database, system parameters, etc. Different
meeting types are used to adapt to different application environments;
 The blue Language label at the right upper side is used to change the language of application (click the
label, and choose proper language in the pop-up dialog box). “Small Font” is used for the long expression
language, such as French, Spanish.
 The default account is “admin”, and the password is null. Click the “OK” button to enter the primary
window, where either administrator or user accounts can be created, as well as changing password. Refer
to section 4.13 for details.

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 Chapter 2. Primary Window

According to conference traditions, the primary window of the conference management system consists of
separated parts: File Management, System Setup, Conference Preparation, Conference Control, Report
System, and Assistant Functions. The primary window of the conference management system software is
shown below:

Figure: Primary Window of the Conference Management System

 File Management: including Meeting Type, Import Delegate Data, File Transfers, Conference Data
Transfers, Backup/Restore;
 System Setup: including Connect to CMU, Venue Designer, Screen Management, Video Tracking,
Simultaneous Interpretation, Short Message, Unit Management, Audio Setup, Multimedia Terminal, Video
Monitor Setup, Video Monitor Management, Room Combine Information, User Management, IP
Authorization, System Parameters, CMU Parameters;
 Conference Preparation: all preparatory work to be done before a conference, including Select
Meeting, Conference Information, Proposal Information, Agenda Information, Delegate Information,
Participator, Seat Arrangement, Delegate Authority, IC Card Management, PIN Code Management,
Fingerprint Management, Timing Speaking Setup;
 Conference Control: conference control functions in the meeting, including Hot-Backup, Start Meeting,
End Meeting, Agenda Control, Entry Sign-in, Seat Sign-in, Microphone Control, Topic and Voting, Video
Switch, Screen Control, Intercom, Short Message, Booth Management, CMU Control Panel;
 Report System: including Conference Information, Proposal List, Delegate Information, Sign-in Report,
Voting Result, Summarizing Voting Result, More Reports, Report;

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 Assistant Functions: some assistant functions including Record Management, Screen Monitor, Vote
Map, Delegate Detail, Conference Log, Discussion Information, Nameplate Print, Service, Assets
Management, Edit Shortcut Button, Lock Operation Interface.

In different stages of the meeting, the main interface of the left side and lower right corner lists the most
common function keys to facilitate the meeting operation control. The status bar shows meeting real-time
states: main unit connection state, applying state of speech, room and booth combination state, etc. But
through the “＜”and “∨” to hide the sidebar and status bar.
A detailed description of each module is presented in the later sections of this document.

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 Chapter 3. File Management

Including Meeting Type, Import Delegate Data, File Transfers, Backup/Restore, etc.

3.1 Meeting Type

Figure: Meeting Type

Importing Style:
 Created from original database: create an empty database;
 Created from selected database: create the same type of database according to the selection from the
left side list.

Operation:
 Create Meeting Type:
Select importing style, input meeting type name and click “Save”.
 Delete Meeting Type:
Select an existing meeting type (except Base), right click on it, and select “Delete Meeting Type”.
 Rename Meeting Type:
Select an existing meeting type (except Base), right click on it, select “Rename Meeting Type”, and input
new meeting type name.

New created meeting type can be selected when log on.

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3.2 Import Delegate Data

Import delegate information from excel or text file. Delegate information includes Number, Name, Gender,
Team, Group, Company, Department, Title, Clan, Seat, Photo Presidium, etc.

Figure: Import Delegate Data

The left side is delegate type options, including formal delegate, nonvoting delegate, guest, audience, and
staff. The right side is the operation dialog box, including file path, photo path, process indication, and
operation buttons.
Note: photo format supported including bmp, jpg, jpeg, gif, png, tif, tiff, etc.

Operation:
1. Select a delegate type;
2. Click “Browse” to select the delegate information file;
3. Click “Browse” to select a directory containing delegate photos;
4. Click “Setup” to setup parameters:

Figure: Setup Parameter

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Parameters include Fields configuration, Photo name configuration, Number setting.
♦ Fields configuration: including Number, Name, Gender, etc., pitch on fields for import;
♦ Photo name configuration: photo file name format;
♦ Number offset: to avoid overwriting existing delegate data, imported delegate number will be offset
automatically according to this parameter.
5. Import: delete all existing delegate data and import new data from excel or text file;
6. Updating: use of this function will not delete existing delegate data and just import new delegate data or
update original delegate data from excel or text file.

Excel format of delegate data for import:

Figure: Example of Delegate Data in Excel File

Text format of delegate data for import:

Figure: Example of Delegate Data in Text File

Note: use “Tab” as list separator.

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3.3 File Transfers

Use this function to update data files from the server to the sign-in machine or to the backup server
automatically.

Figure: File Transfers interface

When sign-in machines, backup server connected to server, all connected clients will be listed in file
transfer interface. File transfer can be executed from either server or client, and transferring progress will
be displayed.

3.4 Conference Data Transfers

Use this function to import/export conference data, include Conference Information, Sign-in Result, Vote
Result, Conference Log, Room File and Unit Arrangement.

Figure: Conference Data Transfers interface

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 Import: import conference data file. Before importing, please backup the database, or else, the database
will be covered;
 Export: export conference data to file;
 Select File: select file path for import/export;
 Select meeting: select a meeting when export conference information, sign-in result, vote result and/or
conference log;
 Select Room: select a meeting room when export room file and/or unit arrangement.

3.5 Backup and Restore

Backup is used to backup conference data from the database into a folder.
Restore is used to restore conference data from a folder.

Figure: Backup and Restore

 Backup And Restore Type: data type to backup/restore, including Database File and Room Files;
 Backup Data: backup data from the database into a folder;
 Restore Data: restore data from a folder.
Note: the meeting type should be consistent with the current meeting when restoring data from a folder.

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 Chapter 4. System Setup

Including Connect to CMU, Venue Designer, Screen Management, Video Tracking, Simultaneous
Interpretation, Short Message, Unit Management, Audio Setup, Multimedia Terminal, Video Monitor Setup,
Video Monitor Management, Room Combine Information, User Management, IP Authorization, System
Parameters, CMU Parameters.

Figure: System Setup

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4.1 Connect to CMU

Figure: Connect to CMU Figure: Looking for CMU by Broadcast

The system software connects to and communicates with the CMU. If the CMU fails, the backup CMU will
replace it and the system software will connect automatically to the backup CMU.
The IP address of the CMU and the backup CMU should be set up manually prior to the meeting, or looking for
IP address via broadcast by setting broadcast IP address as 255.255.255.255.
Note: the IP address of the CMU and the backup CMU can be found through the CMU menu operation.

Click the “Select” button to open the select IP address interface:

Figure: Select IP address of MU

 Automatic static address: set the IP address as static address automatically when connects the CMU;
and clear the static address automatically when exit (administrator authority needed).
 Set static address: set the selected IP address as static address and cleared when restart the computer
or network card;
 Set permanent static address: set the selected IP address as permanent static address and preserved
when restart the computer or network card (it was not suitable for windows XP or lower);
 Reset address: cancel static address (the operation is unavailable when the IP address is connected).

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4.2 Venue Designer

Venue designer is the reproduction of the actual layout of the conference venue in the form of a conference
venue file (CVF). Its extended filename is .trm. The facilities such as seat arrangement (i.e. both arrange seat
and unit arrangement), entrance sign-in (access control), seat sign-in, and microphone control shall use the
conference venue file to perform normal operation. The venue designer has two versions: normal edition and
advanced edition; both can carry out venue design; the advanced edition provides all capabilities of the
normal edition plus additional powerful and convenient functions. It is especially suitable for the design of
large/medium conference venues.

4.2.1 Venue Designer (Normal Edition)

The initial interface of the venue designer (normal edition) is as in the figure below:

Figure: Venue Designer (normal)

The functional buttons on the toolbar are:

New: create a new CVF (conference venue file);
Open: open an existing CVF;
Save: save CVF;
Save As: save current CVF as another;
Save As Image: save current CVF as an image file;
Print: print the conference venue image;
Configuration: reconfigure the current CVF;
Advanced: switch to advanced edition;
Exit: exit venue designer.

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Design conference venue
The procedure to create a CVF by the venue designer (normal edition) is as follows:
 Create a New CVF
Click the “New” button in the toolbar, and the dialog box of the meeting room configuration appears as
shown in the figure below:

Figure: Meting Room Configuration

The background color, room size, and other related parameters (i.e. background image, microphone
number and number per line, etc.) are available. Click “OK” to create a new CVF. Parameters can be
changed later in the “Configuration” menu. Right click on the venue and select “Configuration” in the
pop-up menu or press F5 on the keyboard to enter the meeting room configuration interface.

 Adjust layout
After clicking “OK” in the previous step, the operator can arrange the microphones based on the actual
layout of the venue by simply drag-and-drop the microphone icons to the desired positions in the
window (figure below). When the design is finished, click the “Save” button to save the current design.

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 Figure: Adjust Layout

 Save CVF
Don’t forget to save the CVF when the design is completed by clicking the “Save” button. If it is the first
time you save a new CVF, select the path and input filename in the pop-up dialog box. Then click “OK” to
save and exit.

Special hint: the CVF shall be saved in the “Rooms” folder in the main install directory of the application to
make it available for creating new conference information. The filename of the saved CVF is the name of both
the corresponding conference venue and the option of the drop-down list box in the Conference Information
interface.

4.2.2 Venue Designer (Advanced Edition)

The functional buttons for file operation (bitmap buttons) and object operation (buttons below bitmap
buttons) are in the toolbars at the upper side. The functions are also available in the file right-click pop-up
menu. Moreover, the “Object Properties” dialog box is floating on the window for quick changes of the
properties of the current object group.
The initial interface of the venue designer (Advanced edition) is as in figure below:

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 Figure: Venue Designer (advanced)

1. Operation menu
(1) File operation menu
New: create a new CVF (conference venue file);
Open: open an existing CVF;
Save: save a CVF;
Save As: save current CVF as another;
Save As Image: save current CVF as an image;
Print: print conference venue image;
Configuration: reconfigure current CVF (background color, room size, and so on);
Normal: switch to normal venue designer;
Exit: exit venue designer.
(2) Object operation menu
Define Object: open “Define Object” dialog box, and its usage is given in the following section;
Add Object: add new object into current meeting room;
Offset: globally offset all objects in current venue in both horizontal and vertical direction;
Object Properties: Show/Hide “Object Properties” dialog box;
Check Object ID: Show/Hide “Check Object ID” dialog box;
Copy: copy the selected object(s);
Cut: cut the selected object(s);
Paste: paste object(s);
Delete: delete the selected object(s);
Undo: undo previous operation;
Redo: redo previous operation.

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2. Object properties instruction

“Object Properties” dialog box is as figure above, and it contains:

Group Name: define the name shown in the object list on the left side;
Object Name: select object name for current object group in the combo box; user can input the name
in textbox directly, if the name is not existing, the textbox turns red;
Object ID: define the object ID shown in Seat Arrangement and Unit Arrangement; while if it has left
null, the object will not be arranged in neither;
Caption: the caption displayed on the object;
Font Name: the font of caption;
Font Size: the font size of caption;
Status: select the initialized status of the group (6 states available);
Auto Size: auto size in order to display full name in conference room venue;
Word Wrap: Words wrap in order to display full name in conference room venue;
Vertical Text: display vertical text in the venue;
Start Index: set the start index of the object group;
Count: set the total number of the units in object group;
Increment: set the increment of numbering in the group;
Back Color: set the initialized background color of the group; if “Transparent” is checked, the initialized
background color is disabled;
Start Coordinate: set the start coordinate of an object/object group;
End Coordinate: set the end coordinate of an object/object group;
Radian: set the radian of the group.

3. Design a meeting room

This chapter describes the procedure of creating a CVF through the Venue Designer (advanced edition).
(1) Create a New CVF
Click the “New” button on the toolbar, and the “Meeting Room Configuration” dialog box pops up:

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 Figure: Meeting Room Configuration

The background color, room size, and other meeting room parameters (i.e. background image, line
number and number per line, etc.) are also configurable. Click “OK” to create a new CVF. These
parameters can be changed later in the “Configuration” menu on the toolbar.

The background color, room size, and other related parameters (i.e. background image, microphone
number and number per line, etc.) are available. Click “OK” to create a new CVF. Parameters can be
changed later in the “Configuration” menu.

Note: The comparison of the meeting room configuration menus

(2) Define object

After the creation of a new CVF, the user can add objects and modify the properties of the objects in the
“Define Object” dialog box (as in the figure below). The Venue designer has also some customized
common-used objects as default.
In the left textbox: a) a list of the customized objects, and b) the “Add” and “Delete” button - used to add
and remove object to/from the list respectively. On the right side, the related information of the selected
object is displayed, including object name, image path, and images in different states, etc.

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 Figure: Define Object

The functions of these items are:

Object Name: specify the name of the object/object group;
Image Path: specify the directory path of the status images of the selected object. The default
path is “Rooms” folder in the main directory path of the application. It is recommended saving these
images in the default path (i.e. "$AppPath$\Rooms" in the combo box);
Image0/Not Assigned: 0-state image and the image when the seat is not assigned;
Image1/Not Signed-in: 1-state image and the image when the delegate assigned to the seat
hasn’t signed in;
Image2/Signed-in: 2-state image and the image when the delegate assigned to the seat has
signed in;
Image3/Mic.: 3-state image and the image while the microphone of the corresponding seat is
OFF in microphone control mode;
Image4/Applying: 4-state image and the image while the microphone of the corresponding seat
is applying in the microphone control mode;
Image5/Speaking: 5-state image and the image while the microphone of the corresponding seat
is on in the microphone control mode;
Image6~10/Vote Result1~5: vote result state image in vote seat map.
Image11/Nameplate_Off: 11-state image and the image when the electronic nameplate is off;
Image12/ Nameplate_On: 12-state image and the image when the electronic nameplate is on.

After understanding the meanings of each status image, the user can choose appropriate images for
each state by clicking the ellipsis button following each textbox.

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 Special note:
 Since the image size of a group is determined by the size of “Image0”, user should pay special
attention to the size of this image. It is recommended that all other images have the same size as
image0; otherwise, they will be resized to the size of image0 when the size is larger than image0. It’s
strongly recommended using images of identical size for the same object group.
 If an object is a label or background, only image0 is necessary.
 Visible characters: if the size of the image is less than 30x30 pixels, no caption will be visible on the
image; neither will the delegate name be visible in Seat Arrangement.
 Transparency: if the initialized background color is set to transparent, the transparent area of the
object is transparentized; otherwise, the transparent area is substituted by the initialized background
color.
 When the object group is set to transparent, the transparent area of each state image of the object
group shall be identical, or the desired effects won’t be seen.
 About the transparent area: the area is a collection of elements with the same color as the element
in the lower left corner of an image. Generally, the transparent area can be set by specifying the
color in the corner to the same as the desired area through drawing tools (such as Windows Paint,
etc); whereas if no transparent effects are needed, just set the color of the corner element to the
color different from any colors in the image.

(3) Add object

After defining the object, it will be available in the Select Object dialog box list (figure below). Click Add
Object in the toolbar to open the dialog box.

Figure: Select Object

Choose the object and click “OK” to add it into the CVF.

(4) Object properties

Select an object in the current CVF, and click “Object Properties” to see its properties; meanwhile, user
can change values in the dialog box. Make sure to click the “OK” button or to press the Enter key to apply
these changes.

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 Figure: Modify Object Properties

Here are some explanations of these properties:

Object ID: it is the unique identification in seat arrangement for the unit. The default name is
"1Row$NUM$": “1Row” shall be replaced by an intelligible symbol according to the actual requirement,
such as numbers (1, 2, 3…), letters (A, a, B…) and strings (front, back, and so on), etc. “$NUM$” is the
index mark decided by start index, count and increment of the object group. In the figure below, the
group’s start index is 1, count is 10, and increment is 1; therefore the “$NUM$” of the first unit in the
group is 1, while the second is 2 (1+1), and so on.
Another two options - “$0NUM$” and “$00NUM$” - which stand for “0” or “00” to be prefixed to the
“$NUM$”; under this choice, if the start index is “1”, the actual result will be “01” or “001” respectively
(The “1”, “01” and “001” aren’t the same but stand for three different object IDs).
Note: if the object group is used as background, labels, and illustrations, etc, the object ID should
remain null.
Caption: the setup is similar to the "Object ID".
Status: generally, the default value is 0 or 3; it can be set to another if needed.
Radian: arrange the object group in an arc form according to the specified value.
Transparent: if checked, the transparent area is shown transparently; otherwise, the selected
background color is shown.

(5) Check object ID

Since the object ID is the unique identification of the object in the Seat
Arrangement, Venue Designer provides “Check Object ID” facility to ensure
the uniqueness. Click “Check Object ID” in the toolbar to open this facility, as
shown in the right figure; click “Check” to start, if there are duplicate IDs, the
duplicate IDs are listed in the dialog box, then double click “Object belongs

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 to” to localize the object. If there is no duplicate ID, a message box prompting - “Object ID is exclusive”
is shown.
Note: this function is only used to test object ID, not test the caption, so for future convenient operation,
caption should be changed together with the change of object ID.

(6) Object copy, cut, paste, and delete

For objects of the same type, “Copy”, “Cut”, and “Paste” buttons will be useful. Note that the properties
of the copied object and the pasted object are identical, so do not forget to change the ID of the pasted
object.
Use the “Delete” button to delete the unused object.

(7) Adjust object layer

Object layer is related to the order added by default. User can adjust the layer by using “” and “”
under the object list on the primary window of the Venue Designer.

(8) Save CVF

Do not forget to click the “Save” button to save the CVF when the design is completed. Select path and
input filename in the pop-up dialog box if it is the first time to save a new CVF, and then click “OK” to
save and exit.

Special hint: the CVF shall be saved in the “Rooms” folder in the main install directory of the application
to make it available for creating new conference information. The filename of the saved CVF is the name
of both the corresponding conference venue and the option of the drop-down list box in the Conference
Information interface.

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4.3 Screen Management

Screen management is to design each screen and their related activating event.

Figure: Screen Management

4.3.1 Screen Project Setup

Different pre-defined screen projects for different languages.

 Select Screen Project: select screen project to edit and display;

 New, Rename, Delete: create, rename or delete a screen project;
Note: the first screen project cannot be deleted.
 Load From File: load screen project from disk (*.screen and *.pages);
Note: load screen project from disk will overlay all current screen projects.
 Save To File: save current screen project to disk (*.screen and *.pages).
Note: *.Screen stands for screen project file and *.Pages for page file.

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4.3.2 Predefined Pages

Predefined Pages: define the display effects of screen.

Operation of predefined pages:
 Page Color: click the color pane at the right side of “Page Color”, select the color which you need from the
color palette;
 New Page: input “Page Name” and select “Page Size”, then click “Add” button; “Custom Page Size” is
allowed, the range is 480 - 2560;
 Modify Page: select one page from the predefined pages, input the new “Page Name” and select “Page
Size”, then click “Modify” button;
 Delete Page: select one page from the predefined pages, then click “Delete” button;
 Edit Page: select one page from the predefined pages, click the “Edit” button, or just double click the
page that you want to edit directly, and then design the content of a screen page. Screen page editor
appears as in figure below:

Figure: Screen Page Editor interface

There are several predefined object types: text, picture, panel, frame, graph, dynamic text, dynamic list,
dynamic Manuscript, delegate photo, dynamic chart, Seat Map, etc. The toolbar features:
OK: save and exit;
Cancel: discard and exit;
Open: open a screen page file from disk;
Save: save current screen page file to disk;
Preview: preview current screen page;
Select: in select mode;
Text: add a text object to the page;

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 Picture: add a picture object to the page;
Panel: add a panel object to the page;
Bevel: add a bevel object to the page;
Shape: add a shape object to the page;
Dynamic Text: add a dynamic text object to the page, dynamic text is a variable, such as voting result,
sign-in result, etc.;
Dynamic List: add a dynamic list object to the page, dynamic list is a set of variables, such as Speaking
List, Applying List, Seat Sign-in List, Entry Sign-in List, Vote Name List and SI Channel List;
Dynamic Manuscript: add a dynamic manuscript object to the page, dynamic manuscript is mainly used
for Topic display;
Delegate Photo: add a delegate photo object to the page;
Dynamic Chart: add a dynamic chart object to the page, dynamic chart is to display the voting result in
histogram or pie;
Seat Map：add a seat map object to page, seat map type include: Seat Sign-in, Entry Sign-in, Vote Map
and microphone map;
Edit Text;
Font and Color;
Edit Background Color;
Locked;
Alignment;
Bring to Front;
Send to Back;
Delete the selected object;
Load Picture;
Object Property;
Dynamic Object Property;

4.3.3 Screen Event

Define the display page when the conference event happens. “Conference Event” is the action of a
conference process operation. For example, when voting started, it is a voting start event; when voting ended,
it is a voting end event, etc. Each conference event corresponds to a certain screen page.
For each event, you can assign a user designed screen page (or do not assign any page). That means when
this event happens, this screen page will be displayed.

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4.3.4 Alias

Give each screen an alias for convenience.

Figure: Screen Setup interface

Modify: select a screen in the list, and input screen alias, click “Modify” button;
Visible: select this item, the screen content will be displayed immediately once the meeting started.

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4.4 Video Tracking

The video tracking system includes three sub modules: Video Matrix, Predefine Position, and Panorama
Control. This facility needs hardware support (HCS-4310/HCS-4311M/TMX-0804 Video Switch Unit).

4.4.1 Video Matrix

Setup video matrix, there are several kinds of video matrix: HCS-4310, HCS-4311, TMX-0808SDI,
TMX-0804SDI, TMX-1608SDI2, TMX-1604SDI2, TMX-0808SDI2, TMX-0804SDI2, TMX-0404SDI2,
TMX-1616MX and TMX-0808MX. Generate video matrix interface according to the actual connection.
 Matrix setup (TMX-1608SDI2 for example):
Open video matrix interface, read matrix type automatically, as in the figure below:

Figure: Video Matrix interface

Video input devices can be dome camera, fixed camera, PC, and other video input.
♦ Dome camera: for automatic video tracking, and is controlled by system software;
♦ Fixed camera: fixed for image output of panorama or chairman; is controlled manually and switched
by system software;
♦ PC: display vote result, proposal information or delegate’s information from PC output;
♦ Other video input: other video equipment for switching, such as DVD, VCD, and so on.
Three kinds of video output pattern: Video track, DVR, and Normal.
♦ Video track: switch output channels among dome camera, fixed camera, and PC;
♦ DVR: switch output channels between dome camera and fixed camera; for video recording. DVR is
different from Video track in that DVR won’t switch to PC input;
♦ Normal: in this mode, the input and output channel are preset.

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 Video matrix setup:
1． Assign video input type according to the actual situation;
2． Assign video output type;
3． Assign output channel for “normal” video output by clicking on the crosspoint of input and output;
4． Assign audio output channel;
5． Click the “Save and Send To CMU” button to save current video matrix.

4.4.2 Predefine Position

If the conference system is equipped with cameras, the system can carry out automatic video tracking, i.e.
display the image of the speaking participator to the display devices (large screen, TV, and so on). Predefine
Position is to set the predefined position of each seat/microphone.
The procedure is as follow:
1. Click the button to enter Predefine Position interface (the same as microphone control interface);
2. Open the microphone to be predefined;
3. Right click on the microphone activated in the previous step, and select Camera Control in the pop-up
menu to enter camera control interface, as in figure below:

4. The camera control interface is shown in the figure below:

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 Figure: Camera Control interface

5. Select the proper matrix in the Matrix Model combo box;

6. Select the proper camera in the Camera combo box (since each conference can be equipped with multiple
cameras, the operator shall select the proper camera to give the best image of each participator);
7. Select the predefine position1 number (each camera can accommodate 64 positions);
8. Adjust the camera angle by the four direction buttons, and click zoom in/out button to adjust the size of
the video image;
9. Click “save” button to save the current predefined position if the adjustment is done;
10. If you need to modify position, please click “Delete” and then set the new position again; click
“Management” to delete part or all positions;
11. If needed, please set position2 number, methods refer to position2 number;
12. Repeat steps 2~11 to set the predefined position for other seats/microphones.
Each unit can be set with two predefine positions, the two predefine positions must be saved in two cameras
but the two cameras must be connected to the same matrix. If “Synchro Switching” selected, when you
switch positions between position1 and position2, the picture switches synchronously.
During the conference, if all microphones are configured with predefined positions, the camera will aim at the
speaking participator automatically, i.e. automatic video tracking.
Note:
 In the module, only one microphone can be turned on at one time, while this is different from the
microphone control facility;
 Speech Timing and recording are not available in this interface;
 “Auto Iris” is applied for all predefined positions. If “Auto Iris” option is checked, then all predefined
positions will use auto iris; if not checked, the iris for each predefined position can be adjusted and saved
respectively.

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4.4.3 Panorama Control

Preset the panorama of the conference venue, as in the figure below:

Figure: Panorama Control interface

Operation: select proper matrix, camera and predefine position number, then adjust the camera angle by the
four direction buttons, and click zoom in/out button to adjust the size of the video image, at last, click the
“save” button to save the panorama if the adjustment is done.
You can set two panorama positions, the two predefine positions must be saved in two cameras but the two
cameras must be connected to the same matrix.

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4.5 Simultaneous Interpretation (S.I.)

Simultaneous interpretation system in conference preparation includes three sub modules: S.I. Channel Setup,
Booth Setup and Booth IC Card.

4.5.1 S.I. Channel Setup

Setup of simultaneous interpretation channel, as in the figure below:

Figure: S.I. Channel Setup

The system supports 63 S.I. channels, and distributes as well an output language for each channel. To set up
the S.I. channels, the user should first select the number of channels, according to the conference
requirement. If there are 30 different languages applied in the conference, the operator shall set the channel
number to 30 and click the “OK” button to confirm. Assign now a specific language for each channel. After
completion, click the “Save and Send To CMU” button to save the settings and to update the conference main
unit.
Click the “Language” button, languages can be added or deleted conveniently, as shown in the figure below.
Click the title of language list to realign SI language according to number, language or abbreviation, and the
drop-down list of each channel refreshed at the same time.

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 Figure: S.I. Language Setup

 Update from CMU: update SI language from the CMU;

 Send to CMU: send SI language to the CMU;
 New: create a new language name, please input number, language name and abbreviation;
 Save: save a new user-defined SI language;
 Delete: delete a user-defined SI language; the system SI language cannot be deleted.

4.5.2 Booth Setup

Set the outgoing languages for the A, B, C channels and auto-relay booths for each interpreter booth.
The system supports 63 Interpreter Booths. Each booth should set the outgoing A channel, and whether
outgoing B and C channel is needed. If the outgoing C channel is checked, the outgoing language of B
channel should be set. All settings shall be configured according to the actual conference requirements. When
the setup is completed, click the “Save and Send to CMU” button to save the settings and to update the
conference main unit.

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 Figure: Interpreter Booth Setup

Note: when deleting SI channel, the DCS will detect the booth setup; if the output channel of the booth was
deleted, the booth should be setup forcibly.

Click “Set” to set auto-relay booths, select booths on the list and then click the “OK” button.

Figure: Auto-Relay Booths Setting

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“Booths Combine” is used to assign the interpreter booth afresh after combination.: select a Booth, and select
assign to Booth number, click “OK” to confirm.

Figure: Booths Combine Information

4.5.3 Booth IC Card (only for HCS-4385U/50)

Figure: Booth IC Card Setup

A booth can be operated with or without an IC card.

If operated with an IC card, click “Use IC Card” and input the IC card password.
Click “Save and send to CMU”. When the CMU is connected to the PC application software, the interpreter
needs to insert his/her valid IC card into the IC card reader on the interpreter unit to be able to operate the
unit.
Each IC card is assigned to a certain booth, and only valid for that booth. An administrator IC card is valid for
all booths.
Note:
 A booth IC card can only be used on an interpreter unit and cannot be used on conference units.
 If the password is changed, all booth IC cards shall be rewritten.

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4.6 Short Message

Figure: Short Message

 Short Message List: existing short messages;

 Edit: edit short message;
 Preview: preview short message;
 Font: set up short message font and format;
 Control: create, save and delete short message;
 Send: send short message to all units, all non-interpreter units, all interpreter units (only for
HCS-4385U/50), chairman or selected units; the units must equip with graphic 256x32 LCD or higher
resolution, the units with OLED screen cannot receive messages.

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4.7 Unit Management

Unit Management in conference preparation includes five sub modules: Unit Language Setup, Unit Numbering,
Unit Setup, Unit Arrangement and System Test.

4.7.1 Unit Language Setup

Figure: Unit Language Setup

Select unit in the left list, select language in the right list, and then click the “Setup Language” button to setup
the operation language for congress unit except paperless multimedia terminal. Hold Ctrl or Shift can select
several contribution units. If select the item of “DCS units lock language”, the operation language cannot be
changed freely (include interpreter unit).

4.7.2 Unit Numbering

Figure: Unit Numbering

Give each unit a unique ID. After installation of a conference system or after adding new contribution units /
interpreter units in the system, unit numbering should be executed.

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 Congress Unit Numbering: When a new contribution unit is added, the existing contribution units do
not need to be renumbered. Only new added contribution units need to be renumbered. Click “Start
Numbering” to start numbering and reboot the conference main unit after numbering.
 Interpreter Unit Numbering: numbering for each interpreter unit in a booth. Click the “Start
Numbering” button to enter numbering status, and the ‘B’ indicator light was turned on. Turn the primary
knob to select a number (1-6), and press the ‘B’ button to confirm. Click the “Stop Numbering” button to
cancel numbering status, and close unit numbering interface to stop interpreter unit numbering
automatically.

4.7.3 Unit Setup

This module is to set up facilities for each conference contribution unit. The facilities include different Degrees
(Delegate, VIP, and Audience), Functions (Microphone, Vote, and IC Card), and Phantom Power (On/Off) for
multi-function connector HCS-4340A/50P.

Figure: Contribution Unit Setup interface

On the left side all contribution units are listed individually, on the right side, the available facilities are
displayed. To carry out setup, first select a contribution unit in the left list, and select the facilities to be set on
the right side, finally, click the “Setup CU” button to setup the contribution unit.
Right click on the unit in contribution unit list, and the pop-up menu for “Find” is shown. Select “Find” to turn
on the CU in the conference venue.
Set several contribution units at one time: hold Ctrl or Shift to select several contribution units; or right click
on the “Contribution Unit List”, and select “Select all” on the pop-up menu. Then select the facilities to be set
up on the right side, finally click the “Setup CU” button to set up the contribution units.
Note: when the meeting started, the unit status and microphone parameters can be reviewed, but cannot be
changed.

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Click the “Mic. Param.” button and the interface of the following figure is shown:

Figure: Microphone Parameters Setup

Here the microphone gain value and equalization can be set up; equalization parameters can also be saved
and reloaded by clicking the “Presets” button. The TAIDEN conference management system has four audio
effect presets: Normal/Press/Theatre/Parliament. If “For All Mics.” option is checked, the microphone gain
value and equalization will be applied to all the microphones.
The microphone parameters can also be adjusted by right click on the microphone icon and do corresponding
operation on prompt menu in microphone control interface in the process of the meeting.
Besides, the conference system can connect up to 100 chairman units. The user can choose any chairman
unit(s) to be the executive chairman unit(s). If there is more than one chairman unit connected in the system,
the dialog box below is shown to ask for chairman unit setup at entering “Conference system unit setup”:

Figure: Setup Chairman Unit interface

The user shall add the chairman unit(s) from the chairman unit list to the current chairman unit list and press
the “Setup Chairman Unit” button to set the selected the unit(s) as the executive chairman unit(s). If the
current chairman unit list is blank, there is no executive chairman unit in the system, all chairman units are
used as delegate units.

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4.7.4 Unit Arrangement

Unit Arrangement is used to arrange the contribution units connected with the CMU (Conference Main Unit)
and to make a correlation to the actual layout, seating arrangement and connection, which is essential for
microphone operation, nominative voting, conference sign-in, intercom, etc. The user interface of the Unit
Arrangement is shown in the figure below:

Figure: Unit Arrangement

Copy: copy the arranged CUs from another meeting room;

Delete Layout: delete all arranged CUs;
Export Map: export unit arranged seat to picture format: Bmp or JPG with conference room information;
Layout: arrange a CU;
Clear: clear a CU;
Operate: operate the arranged CU to check the arrangement;
Update List: get all CUs connected with CMU, and update current CU list;
Delete List: delete all CUs connected with CMU from the list;
Find Seat Note: right click on the ID in CU list, and the pop-up menu for “Find” or “Find Seat” is shown.
Select “Find” to turn on the CU, and “Find Seat” to find the relevant seat.
Display Field: right click on the venue to select display field on the pop-up menu.

Operation procedure:
1. Select a conference room in the drop-down room list box;
2. Copy: copy the arranged CUs from another meeting room - available only when the other meeting room
has the same CUs;
3. Update CU List: click the “Update List” button to get the updated connection of CUs;

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4. Locate a contribution unit: to locate a contribution unit; select “Find” in the pop-up menu to turn on the
contribution unit in the conference venue;
5. Layout: click the “Layout” button first; select the contribution unit in the list, and click the seat according
to the actual layout (located in previous step). The identifier of the CU is shown on the arranged seat;
6. Repeat step 4~5 to arrange the rest of the CUs in the list;
7. Clear: if there are incorrect arrangements, click the “Clear” button and click on the seat to clear;
8. Operate: click the “Operate” button and click on the seat to turn on/off the corresponding unit for
checking purposes (for the CU connected with the conference main unit, the microphone indicator of the
unit is on; while for the wired voting units, all its indicators will flash).
Contribution identifier explanation:
Contribution identity: use a letter to identify the unit: D: Delegate, C: Chairman, V: VIP, AM: Ambient
microphone, I: Interpreter unit, A: Audience unit;
Voting facility: if the unit is equipped with voting facility, it is identified by “ ”;
Discussion facility: if the unit is equipped with discussion facility, it is identified by “ ”.

Special hints:
The operation of the contribution units here is only for checking, and isn’t interchangeable with the
microphone control facility in the conference management module;
Right click on the arranged seat, and the relative CU is pointed at in the list (Marked with “”);
The CU can be sorted by ID, CU Remark, or Seat; if CUs are sorted by ID or CU Remark in Layout mode, the
next CU is selected automatically when the current CU is arranged;
If the size of the seat icon is less than 30x30 pixels, the delegate name will not be shown, and only the
contribution identity is displayed at the center in Unit Arrangement.
The figure below shows the interface when all contribution units are arranged.

Figure: Unit Arrangement

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4.7.5 System Test

TAIDEN conference system provides the facility for system testing to find out the problems of units accurately.
This facility aims to find out and solve the problems prior to a conference to ensure the reliability of the entire
conference system.
The System Test consists of Key Test, Microphone Test and Test Tone Test.

 Key Test
This module is used to test the keys of each contribution unit; if this facility is started, the test should be
performed on each contribution unit connected.

Figure: Key Test interface

The procedure of key test:

1. Click the “Start Test” button to begin;
2. All contribution units enter the key test state. To perform the key test, the operator shall press the keys
on each contribution unit following the indicator
prompt;
3. When all keys are pressed, click the “End Test”
button to stop;
4. The result of the test is shown in the left textbox;
5. Result print facility is also available in this module.
Seat Map：display the key test result by way of seat
map, convenient quickly locate the position of congress
unit with fault button(s).
Export Seat Map：export seat map to picture format:
bmp, jpg or jpeg.

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 Microphone Test
Test the microphone of the units connected to the conference main unit, and the interface of the following
figure is displayed:

Figure: Microphone Test interface

To begin the test, the user shall first set the test time for each microphone in “Test Duration (00:00:00,
HH:MM:SS)”, select “Play Sound” or not (play white noise to assist testing), then click the “Start Test” button
to begin. If the current microphone is in good condition, it will be activated, and its number is shown in the
“Current Microphone ID” textbox. The remaining test time will also be shown under the textbox. The system
is testing the microphones according to the microphone IDs, in ascending order.
Note: cannot start microphone test when priority key pressed, and microphone test will be paused when
priority key pressed.

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 Test Tone Test

Figure: Test Tone Test interface

To begin the test, the main unit generates a test tone. The amplitude and the frequency of the test tone
can be adjusted (Amplitude: -30 dBFS – 0 dBFS, default: -20 dBFS; Frequency: 300 Hz – 15000 Hz,
default: 1000 Hz). Test tone amplitude and frequency are synchronized with the settings on HCS-8301
series digital audio mixer.
Note: the HCS-8301 series digital audio mixer must be connected with the conference main unit before
test tone test.

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 SI Channel Test

Figure: SI Channel Test interface

When SI channel test started, HCS-8385/60 will play the monitor channel name, and if the channel is not
defined in the system, the sound “Floor” will be played.

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4.8 Audio Setup

Including Audio Output Setup, Audio MU Setup, Ambient Microphone Setup, Reset Unit Parameters and
Sound Mixer Setup.

4.8.1 Audio Output Setup

Figure: Audio Output Setup (with audio matrix module)

Figure: Audio Output Setup (without audio matrix module)

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 Master Volume: adjust the master volume of the audio output, Range: -30 dB~0 dB; it is a synchronous
adjustment with the “MASTER VOLUME” knob on the CMU front panel.
 Down Stream: adjust downlink audio, including loudspeaker volume, downlink bass setting, downlink
treble setting, and downlink threshold level setting:
♦ Speaker Vol.: adjust loudspeaker volume, range: -30 dB ~ 0 dB, mute;
click the “ ” button to mute loudspeaker, click the “ ” button to
cancel mute;
♦ Bass: adjust built-in loudspeaker bass of contribution units (except
interpreter units), range: -15 dB ~ 15 dB;
♦ Treble: adjust built-in loudspeaker treble of contribution units (except
interpreter units), range: -15 dB ~ 15 dB;
♦ Threshold Level: Setup threshold level to make sure that the sound
issuing from the built-in loudspeaker and the headphone of each
congress unit has no distortion.
 Frequency: displays the spectrum of the audio signal to determine the howling frequency that can be
suppressed by adjusting EQ parameters.

 Settings: including “Sound Test Status”, “Earphone Status”, “Line in source setting”, “Cobranet/Dante
input setting”, “Cobranet/Dante output setting”, “Floor mode setting”, “Sample Rate”, etc:

Figure: Settings (Cobranet)

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 Figure: Settings (Dante)

♦ Sound Test Status: select test signal type (Normal, Sine, White Noise, Pink Noise);
♦ Earphone Status: the audio output can be monitored with a headphone at the monitor jack on the
front panel of the CMU. The monitor channel can be selected from group output 1~6, line output
1~2. Monitor headphone volume range: -30 dB ~ 0 dB;
♦ Line in source setting
HCS-8300MAU/FS: Analog, AES, Cobranet;
HCS-8300MAD/FS: Analog, AES, Dante;
HCS-8300MA: Analog, Cobranet;
HCS-8300MB, HCS-4100M/50: only analog input as default;
♦ Cobranet input setting: when select Cobranet as the line in source, please set Cobranet input.
“Cobranet to line 2” is default by the conference system and cannot be changed; for the
HCS-8300MAU/FS main unit, “Cobranet to line 1” is optional and need to set input bundle
(256-511);
♦ Dante input setting: when select Dante as the line in source, please set Dante input. “Dante to line
2” is default by the conference system and cannot be changed; for the HCS-8300MAD/FS main unit,
“Dante to line 1” is optional;
♦ Cobranet output setting: enable/disable Cobranet output and setup output bundle (256-511);
♦ Dante output setting: mute Dante output or not;

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♦ Floor mode setting:
 Normal Mode: the signal on LineIn1 and LineIn2 of the CMU are added to the floor signal;

Figure: Floor mode setting – Normal Mode

 Insert Mode: the signal on LineIn2 of the CMU is used as floor signal. LineIn2 of the CMU is used
to add signal from external audio device; and you can connect an external audio mixer between
LineIn2 and LineOut;

Figure: Floor mode setting – Insert Mode

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  Sync. Line Out1 Mixer: Adjust the audio parameters (Conference Management System - Setup -
Audio Output Setup) of LineOut1 and the floor signal via Mixer 1 synchronously. This mode is
used in the conference room without PA.

Figure: Floor mode setting – Sync. Line Out1 Mixer

In the three modes above, if ambient microphone (used to pick up ambient sound in the congress
room) is enabled via software (see section 4.8.3 for details) and this microphone is active, its signal
is added to the floor signal only. When any one microphone is activated, the ambient microphone
will be turned off automatically.

♦ Single microphone output mode: when selected this item, microphone 1~6 was transmitted to
group out 1~6 respectively, it is used for microphone recording. Under this mode, the mixer and
group out volume adjusting are unavailable;
♦ Enable Line Out1 Noise Gate: enable the compressor of groupout6 as the noise gate of line out 1;
♦ Sample Rate: select sample rate between 32 kHz and 48 kHz.
 Audio Input
Based on TAIDEN CongressMatrixTM technology, supports 2 audio “line in” (Analog/AES/Cobranet/Dante)
or 1 audio “line in” (Analog/Cobranet/Dante) + 1 external microphone and 6 “Mic. in”. Gain and EQ for
each input are adjustable separately. +24 V phantom power supply at microphone input, condenser
microphone can be connected directly.
♦ Mic. In: selecting this item means that the audio input channel 1 is an external microphone, select
On/Off phantom power supply according to actual microphone specification;
♦ Phantom: On/Off phantom power supply;
♦ Line 1/AES1/Cobranet1/Dante1: double click the “Parameters” icon to adjust gain and EQ (5
band) or select mute in the pop-up dialogue box, gain range: -30 dB ~ 0 dB, EQ range: -12 dB ~ 12
dB;
♦ Line 2/AES/Cobranet2/Dante2: double click the “Parameters” icon to adjust gain and EQ (5
band) or select mute in the pop-up dialogue box, gain range: -30 dB ~ 0 dB, EQ range: -12 dB ~ 12
dB;
Note: when select AES or Cobranet/Dante as line in source, only the EQ (5 band) can be adjusted.

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 ♦ Active Mic.: congress unit microphone input. When a congress unit microphone is activated, the
corresponding white icon will turn yellow. Congress unit ID will be displayed prior to sign-in and
delegate's name will be displayed after signed-in. Double click yellow icon to adjust gain and EQ (5
band) or select mute in the pop-up dialogue box. Gain and EQ (5 band) of each microphone can be
adjusted separately, fitting individual orator’s voice to achieve perfect speech pickup at any time;
Note: when the HCS-8300MI works on mixer mode, the audio interface is set as digital or
Cobranet/Dante, and the output is “On” ( ), the input gain cannot be adjusted but can be
muted (see the following figure on the right).

Figure: Audio Input Parameters Setup

Note: open several audio input parameters setup interfaces through multi selection, parameters
adjusting is synchronous with the HCS-8301 series digital audio mixer, click the” Close All Windows” label
on the lower-left to close all setup interfaces quickly.

To view the audio input parameters, just put the mouse on the corresponding icon.

Figure: Audio Input Parameters Display

 Audio Output
Based on TAIDEN CongressMatrixTM technology, supports 8 discrete audio outputs
a) Line Output 1/AESOut1: 15 band graphical EQ + 8 band parameterized EQ + DRC (dynamic range
compressor);
b) Line Output 2/ AESOut2: 5 band graphical EQ + DRC (dynamic range compressor);
c) GroupOut1~6: 5 band graphical EQ + DRC (dynamic range compressor) +Delay, the maximum
delay time is 1.5 s for 32 kHz sample or 1 s for 48 kHz sample.

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 Figure: Audio Output Setup

♦ 8×1 Mixer n: pop-up setup interface by double click on the icon, gain of 8 audio inputs and output
channel n can be adjusted separately, click to mute input or output; (n: 1~8);
♦ Gra. Equalizer: pop-up setup interface by double click on the icon, it’s only for Line Output
1/AESOut1; EQ (15 band) range: -10 dB ~ 10 dB; with four audio effect presets:
Normal/Press/Theatre/Parliament;
♦ Para Equalizer: pop-up setup interface by double click on the icon, it’s only for Line Output
1/AESOut1; EQ (8 band) range: -15 dB ~ 15 dB; the value of F0 and Q need to be set manually;
♦ Equalizer n: pop-up setup interface by double click on the icon, it’s for Line Output 2/AESOut2 and
GroupOut 1~6; EQ (5 band) range: -10 dB ~ 10 dB; (n: 2~8);
♦ Compressor n: pop-up setup interface by double click on the icon;
: Bypass;
: Compress;
 Threshold: when the volume of the microphone is higher than the threshold value, the volume
will be compressed according to the compression ratio;
 Ratio: compression ratio;
 Attack time: when the volume of the microphone is higher than the threshold for a certain
period of time, the audio compression will start;
 Decay time: when the volume of the microphone is below the threshold for a certain period of
time, the audio compression will stop;
♦ Delay n: pop-up setup interface by double click on the icon to set up audio delay time; (n: 3~8);
♦ Line Output 1~2/AESOut 1~2, GroupOut 1~6: pop-up setup interface by double click on the
icons to rename the audio output. For example, loudspeaker from Line Output 1 is “platform”, and
loudspeaker from GroupOut1 is “side gate 1”, rename Line Output 1 to “platform”, and GroupOut1
to “side gate 1”. It is convenient to find out the loudspeaker and the output channel.

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Just put the mouse on the corresponding icon to view the audio output parameters.
Note: the audio matrix module is only available for the HCS-8300 Series Paperless Multimedia Congress
System.

4.8.2 Audio MU Setup

HCS-8300MI audio MU can work in three modes: SI mode, Mix mode, and CobraNet mode.
 HCS-8300MI List: lists all HCS-8300MI in the system;
 Audio Interface: Analog, AES, CobraNet (SI mode and Mix mode)
Analog, AES (CobraNet mode);
 RX Bundle: when the audio interface is CobraNet, setup RX Bundle, range: 256~511;
 Line In 1~8: 8 input channels, double click to setup separately;
♦ Gain: adjust input gain or mute;
♦ Input From: input signal type, Microphone or Line In;
♦ Phantom Power: On/Off phantom power;
♦ ALC: On/Off auto level control;
Note: if the input interface is AES or CobraNet, only ALC function is available.
 Sending SI Channel: setup output channel and language (SI mode);
 8×1 Mixer: double click to set up input gain separately on the pop-up dialogue box, and input can be
muted in Mix mode;
 Output: On/Off output channel in Mix mode;
 CobraNet: double click to set up TX Bundle on the pop-up dialog box, range: 256~511.
Just put the mouse on the corresponding icon to view the audio parameters.

Figure: Audio MU Setup (SI Mode)

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 Figure: Audio MU Setup (SI Mode)

Figure: Audio MU Setup (Mixer Mode)

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 Figure: Audio MU Setup (Mixer Mode)

Figure: Audio MU Setup (CobraNet Mode)

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 Figure: Audio MU Setup (CobraNet Mode)

4.8.3 Ambient Microphone Setup

Set up one contribution unit as ambient microphone (used to pick up ambient sound in the congress room), if
any other contribution unit microphone turns on, the ambient microphone will turn off automatically;
otherwise, the ambient microphone keeps activated. Please set up ambient microphone properly before the
meeting, because ambient microphone cannot be changed when meeting started.

Figure: Ambient Microphone Setup

Ambient microphone setup:

1. Select “Enable Ambient Mic.”;
2. Select one contribution unit from the contribution unit list;
3. Click “Select From List” button;
4. Click “Setup” button.
Ambient microphone cancels:
1. Cancel select “Enable Ambient Mic.”;
2. Click “Setup” button.

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4.8.4 Reset Unit Parameters

Include master volume adjusting, reset all microphones parameter (except ambient microphone), reset all
interpreter units parameter and reset all units monitor channel and earphone volume. The master volume can
be adjusted from -30 dB to 0 dB. User can define other reset parameter, click the “Add” button to add new
parameters up to 8 to save, then selected the parameter to reset all microphones or all interpreter units by
clicking the “OK” button.

Figure: Reset Unit Parameters Figure: Add Microphone Parameter

4.8.5 Sound Mixer Setup

Figure: Sound Mixer Setup

Update the unit arrangement and the seat arrangement from the conference database. When the microphone
is active, the seat ID will be displayed on the correspond channel of the sound mixer.

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4.9 Multimedia Terminal

Including multimedia terminal network status, function and multimedia terminal setup.

Figure: Network status

Figure: Function

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Network Status: click the "Query" button to get multimedia terminal network status of all the Paperless
Multimedia Congress Terminals, including ID, delegate name, seat, Ethernet port 1 status (100M/1000M),
Ethernet port 2 status (100M/1000M). If the option "Only Display 100M" is checked, only the multimedia
terminals connected to 100M network will be displayed in the list.
Function: click the "Query" button to get multimedia terminal function of all the Paperless Multimedia
Congress Terminals. You can select the function items to setup; and the selected function items will be
displayed in the main interface. The gray function item means that multimedia terminal cannot support this
function in factory default setting. Please set multimedia function before meeting started.
Multimedia Terminal Setup includes:
 Password: setup the password for all Multimedia Terminals;
 Language: setup the display language for all Multimedia Terminals;
 Camera Frame: setup the camera frame rate for all Multimedia Terminals;
 Luminance: setup the luminance for all Multimedia Terminals;
 Switch Interface: switch interface for all multimedia terminals, including Information, Network,
Calibrate, Welcome and Main interface;
Note: the above operation cannot be carried out in desktop sharing status.
 Turn Off the Display: setup LCD off for multimedia terminals. When not in the progress of a meeting, if
there is no operation on multimedia terminals for a specified time, the LCD of multimedia terminals will
be turned off automatically;
Note: the above operation will be carried out after clicking the "Apply" button.
 Clear MMT User Files: click the “Execute” button to clear user files of all multimedia terminals by
operator before meeting started, the operation was unavailable when meeting started;
 Standby Control: select whether use MMT standby function or not;
♦ Stand By: click the "Stand By" button, then all multimedia terminals will go to stand-by mode;
♦ Power On: click the "Power On" button, then all multimedia terminals will power on.
Note: the HCS-4100/50 Series Fully Digital Congress System does not have this function.

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4.10 Video Monitor Setup

Set up video input channel for monitor in interpreter booth and service type for HCS-8336.

Figure: Video Monitor Setup interface

Supports 16 channels video input and 8 types service. Please enable the channel and service type first, and
then input the channel name and the service type name. After setting, click the “OK” button. T
Note:
 Cannot support Chinese character, please input valid characters.

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4.11 Video Monitor Management

Manage and control the SDI monitor of HCS-8335 series economical multimedia congress terminal and
HCS-8336 SDI monitor for interpreter.

Figure: Video Monitor Management interface

 Control Object: include Selected SDI Monitor for Interpreter, All SDI Monitor for Interpreter, Selected
Economical Multimedia Terminal, All Economical Multimedia Terminal and All Video Monitor;
 Open LCD screen: open LCD screen of the control object;
 Close LCD screen: close LCD screen of the control object;
Note:
 Blank in “LCD Screen” column means that the LCD screen is opened;
 “Closed” in “LCD Screen” column means that the LCD screen is closed.

 Play Video: play video input signal on the LCD screen;

 Close Video: close video display.
Note:
 Video control is available when the LCD screen is opened;
 Video control is only available for All Video Monitor;
 Blank in “Video Input” column means that the video signal is normal;
 “Lost Signal” in “Video Input” column means that the video signal is abnormal.

When video input signal lost, the prompt information displayed in the status bar, and double click to activate
Video Monitor Management interface.

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4.12 Room Combine Information

Figure: Room Combine Figure: Booth Combine

View room combine information and booth combine information. When the new combination happened, the
prompt information appeared in the status bar (after meeting started).
Assign the interpreter booth after combination: select a Booth, and select assign to Booth number, click “OK”
to confirm.

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4.13 User Management

The module is to create/delete a new user, and change user password and authority, as in the figure below:

Figure: User Management interface

New User: click the “New User” button, input user name in the account editor and password in the password
editor, then select authority for new user, finally, click the “Save” button;
Delete User: select a user in the “User manage.” list on the lower left side, click the “Delete User” button.

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4.14 IP Authorization

License authorizing clients to connect to server. Only an appropriate & authorized client with a correct IP can
connect to a server. The IP management interface is shown in figure below:

Figure: IP Management interface

An appropriate client type can be: sign-in machine, back-up console, multi-user client (with options), video
server, file server or nameplate console.
Authorized: input IP address and select client type, then click the “Add” button. When we add multi-user,
the user options must be set up; multi-user cannot process unauthorized functions;
Cancel Authorized: select an IP address in the left list, then click the “Delete” button.

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4.15 System Parameters

Figure: System Parameters

1. General:
 Play message ring: when applying speaking, booth calling, booth help request or intercom request
happened, the DCS server will play message ring to the operator.
 Limit the mouse in the primary monitor
 Convert Russian coding (HCS-4311)
 Record voice automatically when microphone is active
 People's congress mode: switch multimedia terminals to the dedicated mode for the National
People's Congress.
 Save conference log to TXT file
 Save conference log to XML file: if the number of log articles exceeds 500, the earlier will be deleted.
2. Room
 Show seat caption in meeting room
 Show seat hint in meeting room
 Allow double click to stretch meeting room
 Show text in miniature meeting room
 Display default field in meeting room: display default field and set default field in meeting room
venue; if checked, display default field in each room venue, display filed cannot be modified in room
venue of conference control module; if not checked, display the last time selected field and can be
modified;
3. Sign-in:
 Save sign-in detail to conference log
 Start sign-in automatically after start conference (Automatic sign-in)
 Allow belated sign-in after stop (Key-press sign-in)
 Prompt stop sign-in before start voting (IC card, Pincode or Fingerprint sign-in)

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  Chairperson privilege is needed when sign-in at chair unit (Free seating)
 Auto save sign-in seating (Free seating)
 Allow sign-in on manual sign-in console after stop sign-in
4. Topic:
 Select next proposal automatically
 Topic content need confirm display
 Display Proposal Number: display proposal number on large screen, report, etc.
 Proposal Number Style: select proposal number style
 Proposal preview parameters: align and font (Auto Font Size, Word Wrap, Line Spacing)
 Topic content size: set topic content size for operator monitor, user-defined size can be available
5. Voting:
 Present include the delegates who have no the right to vote
 Display UN vote process: please set before voting started, at this time, the vote key status will be
highlighted always and “Display nominative status to unit LCD” was selected automatically
 Display nominative status to unit LCD
 Publish voting result to unit LCD: the vote result will be sent to the LCD of delegate units when the
vote is ended
 Print result after end of voting
Note:
 When set default printer as print to file, please do not select this option, because it will affect
multi-user console and congress terminals control;
 When default printer name contains "PDF", DCS will automatically ignore this option, and voting
result will not be printed directly after voting;
 Save voting result to conference log
 Display result percentage on MMT
 Apply voting result to all sub-proposals (with the same voting mode)
 Real time voting name list
 Open name list when voting starts
 Name list order by (Number/Spelling/Strokes)
 Name list options display style ( or )
 Highlight display vote key status (Never/Always/When Nominative): please set before voting started
♦ Never: highlight display vote key status on the congress unit never
♦ Always: highlight display vote key status on the congress unit always
♦ When Open mode: highlight display vote key status on the congress unit when the mode is
nominative
 Voting buttons (for HCS-8338/8348)
♦ Hard buttons and soft buttons
♦ Hard buttons
♦ Soft buttons
6. Microphone:
 Only show controllable microphone
 Prompt applying microphone in status bar
 Display unit ID in microphone list
 Display speaking count in microphone list
 Allow double click to control in microphone list
 Automatically activate the first request microphone (Open Mode)

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7. Center Database:
 Auto startup background program
 Auto update local database (Add/Update/Delete)
Note: when DCS has connected to the CMP server, auto updating local database (add/update/delete) is
available; if CMP server add/update/delete data first, and then DCS connected to the CMP server, auto
updating local database (add/update/delete) is unavailable; operator needs to open Center Database
Management interface to download data to the DCS.

4.16 CMU Parameters

Setup the operation parameters of the conference system, as in the figure below:

Figure: CMU Parameters - Microphone Parameters

Microphone Parameters:
 Voice Sensitivity Level: set the sensitivity “Level” and “Off Time” to open microphone in Voice mode;
 Video Track:
♦ Status: turn on/off video track function;
♦ Display Name: whether display delegate name or not when video track is active;
♦ Mode: set video track mode as FIFO, VIP First or VOX when video tracking;
 Chairman Priority Mode: set the operation when the chairman unit presses the priority button;
♦ All Off: turn off all microphones of delegates (except VIP units and other chairman units);
♦ All Mute: mute all microphones of delegates (except VIP units and other chairman units) temporarily;
once the button released, the former state is restored;
♦ Disabled: disable chairman unit’s priority function. If disabled, the function of the priority key is the
same as the Mic. On/Off key;

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 Ring Mode: turn on/off all ring tones of the conference units when applying to speak, on receipt of a short
message or on IC card insertion;
 Reduce HP Vol When Mic. Active: select whether reduce headphone volume or not when Mic. active;
 Handheld Mic. PTT Mode: force handheld microphone to PTT mode;
 Mic. Green LED Ring: the illuminated ring will be lighted when the microphone is applying;
 When abnormally disconnected, switch from Apply mode to Open mode;
 Hands Up Key Use As Microphone Key: hands-up key is used as microphone On/Off key except discussion
mode.

Figure: CMU Parameters - Other Parameters

Other Parameters:
 Interlock Mode Between Booths: Booths output channels interlock mode (Interlock/ Override/
BC-Override), in BC-Override mode, channel B and C was protected, cannot override;
 Interlock Mode in A Booth: interlock mode (Interlock/ Override) in the same booth among the interpreter
units;
 Distribute Floor to Used SI CH: select whether to distribute floor to used SI channel automatically or not
when the SI channel is not operated;
 Interp. Unit Mic. Gain Boost: 0dB, +3dB or +6dB is optional;
 Room Information Setting: set up room ID and room name, the setup will take effect after restart the
main unit;
 Main Unit Time Setting: setup the time displayed on the LCD of the main unit’s front panel;
♦ Current: display the time of the DCS server;
♦ Get: read the time of the main unit;
♦ Set: set the time of the main unit according to the time of the DCS server;
 DCS Units Display Real Time: select whether the contribution units display real time or not;
 Use Extension Port: select whether use extension port or not;
 Use Fiber Port: select whether use fiber port or not.

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 Chapter 5. Conference Preparation

Including Select Meeting, Conference Information, Proposal Information, Agenda Information, Delegate
Information, Participator, Seat Arrangement, Delegate Authority, IC Card Management, PIN Code
Management, Fingerprint Management, Speech Timing Setup.

Figure: Conference Preparation

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5.1 Select Meeting

Figure: Select Meeting interface

Created meetings are listed in the textbox, the user can start a meeting by selecting and clicking the “OK”
button.
When the meeting has been invoked, its color will change automatically. “Reset Meeting Data” button restores
the meeting data (Sign-in and voting result will be eliminated).
Select “Display Locked Meetings” to display locked meetings. To protect meeting data locked meetings cannot
be revoked again.
Select “Today” to list today meetings only.

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5.2 Conference Information

Click “Conference Info.” button to enter the conference information interface, as in the figure below. The
created conferences are listed on the left side, while the related information is shown on the right side by
clicking on one conference. Conference information management includes conference information and
meeting information. Each conference consists of several meetings with different IDs, names, contents,
meeting rooms and start times, etc.

Figure: Conference Information

The relevant functional buttons in the line below the text windows are:
 New Conference: create a new conference, input the conference name in the prompt dialog;
 New Meeting: create a new meeting, input the meeting name and setup related parameters;
 Save: save conference/meeting information into database;
 Delete: delete a conference/meeting, administrator authority is needed;
 Copy Data: copy data from other meeting, inc. Participator, Delegate seat;
 Return: exit current interface and return to the upper;
 Create meeting duplication: right click on meeting list, “Create duplication” menu will prompt to create a
duplication of the selected meeting and the meeting information, participator and seat arrangement of
the selected meeting will be duplicated;
 Import/Export Meeting: right click on meeting list, “Import/Export Meeting” menu will prompt to
import/export meeting information (.xml).

Edit conference information

Select a conference in the left side list, click “New Meeting” button to create a new meeting. Input the
meeting name and setup related parameters, and click “Save”.

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Public IC Card and Pincode: when checked this option, current meeting will share IC card and pin code
with other meetings. IC card and pin code are only related to participants and have nothing to do with
meeting;
ICCard Scheme: it used update IC card scheme simultaneously, but must be connected to center database;
if you need to clear the scheme, please selected “No Scheme” and then click the “Select” button;

Figure: Select Scheme

Note:
 IC Card Scheme is available for conference not for meeting, so IC card scheme is available for all the
meetings under the conference;
 For touched IC card, if selected IC card scheme, it will associate with the scheme automatically; if
clear or modify the scheme, all cards will disabled for sign-in.
Meeting ID: it is convenient for user to mark the meeting, blank is OK;
Sign-in Mode: includes Seat Key-press Sign-in, Seat IC Card Sign-in, Entry Sign-in and Seat Key-press
Sign-in, Entry Sign-in and Seat IC Card Sign-in, Entry Sign-in (Fixed Seat), Entry Sign-in (Optional Seat), PIN
Code Sign-in, Seat IC Card and PIN Code Sign-in, Fingerprint Sign-in, Fingerprint and PIN Code Sign-in,
Fingerprint and IC Card Sign-in, Automatic Sign-in.
Only One Seat: if this option is checked, when participator sign-in, his/her pre-assigned congress unit will be
activated.
Any Seat: if this option is checked, participator can seat freely.
Exterior Result: suit for entry sign-in (optional seat), input exterior sign-in result by user; if checked, DCS
server cannot control sign-in; when voting, delegate votes on any voting unit until voting number reached
sign-in number.
Quorum: set the minimum number of delegates necessary to conduct the business of the current meeting. If
the number of the delegates present does not reach the quorum, the vote cannot start.
Locked: lock a conference or a meeting. When a meeting is convoked, it can be locked to protect meeting
data. A locked meeting will be invisible. “Display Locked Meetings” can be set to display locked meetings.
Copy meeting data:
If the participators of the current meeting are the same as for another meeting, the meeting data can be
copied by “Copy Data” function. Participator and delegate seats can be copied from one meeting to another.

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Figure: Copy Meeting Data

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5.3 Proposal Information

Figure: Proposal Information interface

Click “Proposal Info.” button to enter the proposal information interface, as in figure above. Existing meeting
and proposal information are listed on the left (* for multi-voting). Select a meeting from the list, all proposals
of this meeting will be displayed; click the proposal, and its content is displayed in the right textboxes,
including: proposal name, proposal content, voting or not, photo or not, vote mode, control, nominative and
key-press, preview window, etc. Right clicking on preview window, there are three pop-up menus: Default
Parameters, Custom Parameters and Set Parameters.
If “Show Locked Meetings” is selected, the locked meetings can be displayed in the meeting list, but the
proposal information of locked meetings cannot be modified. The functional buttons are:
 New: create a new proposal; if based on sub-proposal, the new proposal is sub-proposal too;
 Save: save the current proposal into the database;
Note: the voted proposal cannot be modified.
 Delete: delete a proposal but cannot delete a proposal with sub-proposal, you must delete sub-proposal
first;
Generally, the proposals are associated with the specified meeting; therefore, user should select the meeting
first before creating a new proposal and input the specific contents for each proposal. You can adjust proposal
order through “ ” and “ ” or dragging the selected proposal. You can adjust proposal level
(proposal/sub-proposal) through “ ” and “ ”. The above operation is available for one proposal, not for
several proposals.
Note: proposal and its sub-proposals are independently of each own, they are voting separately.
Here is the detailed description of each item:
 Display Content: if checked, the proposal will contain proposal content, click the “Edit” button to open the
proposal content editor and input multi-page proposal content;

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 Voting: if checked, the proposal will be voted;
 Photo: take the delegate’s photo when voting, and upload photo with vote result to the DCS server on the
occasion of an important conference. This feature is only available when paperless multimedia congress
terminals are operated and this feature is unavailable on multi-voting;
 Multi-voting: if checked, the proposal contains several sub-proposals. Click the “Edit Sub.” button to open
the sub-proposal editor;
 Vote Mode: includes Parliamentary (3-key), Questionnaire, Audience response (5-key), For/Against
(2-key), Parliamentary(NPPV), and Appraisal; a) if chosen Parliamentary, Parliamentary(NPPV) or
For/Against, the result calculation parameters shall be set up as well; b) if selected Questionnaire, the
number and the names of the candidates should be specified;
♦ Parliamentary: YES/NO/ABSTAIN;
♦ Questionnaire: 1/2/3/4/5;
♦ Audience response: --/-/0/+/++;
♦ For/Against
♦ Parliamentary (NPPV): YES/NO/ABSTAIN/NPPV; NPPV means that the delegate doesn’t want to
participate in the vote, and the delegate has pressed the voting key;
♦ Appraisal:
 satisfied
(Four keys voting: perfectly satisfied / satisfied/basically satisfied / unsatisfied)
(Three keys voting: satisfied/basically satisfied/unsatisfied)
(Two keys voting: satisfied/unsatisfied)
 Qualified (four/three/two keys voting)
 Competent (four/three/two keys voting)
 Nominative: Open mode and Closed mode. If selected Open Mode, the delegate list and the voting results
shall be saved into the database after the voting;
 Control: includes chairman control, operator control, and predefined vote time, involving who controls
start/end of a voting. If predefined vote time is chosen, the duration of the voting shall be specified;
 Key-press: includes first key-press mode and last key-press mode;
Note: only last key-press mode is available for multi-voting.
 Voting weight: voting weight can be set for nominative voting;
 Pass mode: pass rate (%) or pass number;
 Pass rate based on: calculate pass rate according to Present / Predefined / Have voted / Resultful voted
(Yes + No) number;
Note:
 For/Against mode: pass rate of Resultful voted (Yes + No) is unavailable;
 When calculate pass rate according to “Have voted” number, “No-Voting” percent is null;
 When calculate pass rate according to “Resultful voted (Yes + No)” number, “No-Voting”, “Abstain”
and “NPPV” percent are null;
 Only items with percent can be displayed in pie;
 Chairman determines the final result: when the pass rate/pass number is equal to the setting
rate/number, chairman cast the final vote to decide the voting result.

Import topic
Click the “Import” button and the import topic interface is shown as in the following figure. This interface
enables the user to import topics from a text file.

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 Figure: Import Topic interface

 Browse: click the “Browse” button to select the text file;

 Line Separator: in above interface, each text line is one topic. The Line separator is used to separate lines
for each topic;
 Voting Options: configure voting options such as voting mode; press the “Save As Default” button, the
parameters will be displayed automatically when enter the proposal information interface and import
proposal next time;

Figure: Voting Options Setting interface

 Import: import topics from list into database;

 Return: return to proposal information interface.

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Multi-proposal
Click the “Edit Sub.” button to open the sub-proposal editor, the interface is shown as in the following figure.

Figure: Edit Sub-proposal interface

Existing sub-proposals are listed on the left. Select a sub-proposal from the list, all information of this
sub-proposal will be displayed on the right, includes sub-proposal name, content, vote mode, etc. You can
adjust sub-proposal order through “ ” and “ ” or dragging the selected sub-proposal.
The functional buttons are:
 New: create a new sub-proposal for the multi-proposal;
 Save: save the current sub-proposal into the database;
Note: the voted proposal cannot be modified.
 Delete: delete a sub-proposal.

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5.4 Agenda Information

Figure: Agenda Information

The Agenda is the process of the meeting prepared in advance. The whole process of the meeting can be
made up of several sub-processes, including sign-in, voting and discussion. The Agenda is to prepare every
sub-process and its sequence to achieve a better operability and control of the whole meeting process.
The left side of this window shows a sub-process list, the right side displays the name, type and content of
each sub-process. The bottom line has several functional buttons: Up, Down, Add, Modify, Delete.
Up, Down: adjust the ranking of each sub-process;
Add, Modify, Delete: add, modify or delete a sub-process;
Available Agenda types: sign-in, voting or discussion.

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5.5 Delegate Information

All delegates in the database are listed on the left side of the delegate information interface. Click a delegate
in the list, his/her related information (incl. gender, nation, team, and so on) are filled in the blanks on the
right side, as in the figure below:

Figure: Delegate Information

This module is provided with searching facility:

 Null or All: search all delegates;
 Number: search delegate(s) according to ID number, for example: 1, 1-20;
 Name: search delegate(s) according to name (full or part), for example: John, J;
 Team: search delegate(s) according to team (full or part), for example: /T:America, /T:Ame;
 Position: search delegate(s) according to position (full or part), for example: /P:Director, /P:Dir.
Note:
 When search delegate(s) according to name (all or part), most find one hundred qualified delegate;
 The searching facility in other interfaces shall be performed in the same way.

The functional buttons are listed in the upper line, including Export data, Group, Add, Delete, Update, Cancel,
Input list, and Close, etc. Three function buttons are listed under the photo: Load, Clear, More.
 Export data: export delegate information to a file;
 Group: create a new or modify a grouping condition;
 Add: add a new delegate;
 Delete: delete one delegate;
 Update: save the changes of delegate information;
 Cancel: discard the changes of delegate information;
 Input list: add new options to the items of delegate information;

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 Load: load delegate’s photo, photo formats supported include bmp, jpg, jpeg, gif, png, tif, tiff;
 Clear: clear delegate’s photo;
 More: more detailed information can be edited, including: address, postcode, mobile, phone, email,
memo, etc.

The following “Group” and “Input list” are described in detail to enable the operator to carry out relevant
functions clearly and exactly.

Define Group
By clicking the “Group” button, the dialog box of the below figure is shown:

Figure: Define Group

The operator is able to create a new (or modify) a grouping condition in the dialog box. Three functional
buttons are available: Add, to add a new group; Delete, to delete the selected group; and Save, to save the
changes of grouping. To create a grouping condition, the operator shall click the Add button to add a new
group and input the name of the group in Group Name first (the default name is New Group); the next step is
to set up grouping conditions. There are four columns from left to right. The first column is to set the logic
relations (logic “And” and logic “Or”) between the previous and current condition, while “X” is to delete the
condition in the current row. The second column contains all items of the delegate information. The third
column are the comparison operators (“=”, “<>”, and “>”, etc). The fourth column should be filled with an
option of the item selected in the second column in the current row. Finally, click the Save button to save the
grouping; the SQL description is shown under Group Name.
Auto Grouping: establish grouping automatically.
Note: if all columns are left blank, the group includes all participators.

Define Input List

Click the “Input List” button, the “Input List Editor” is shown as in the figure below:

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 Figure: Input List Editor

The left textbox lists all items of the delegate information, the right textbox lists the options of each item, e.g.
click Specialty, and its options are listed on the right. There are two points to be specified:
1. The contents in the right textbox (separated by Enter key), such as Jurisprudence, Mechanics, and so on,
are relevant to options of the item in the delegate information interface, i.e. the content in one row
stands for one option. If the user wants to redefine or modify an option, just type the word in the right
textbox and click the Enter key to separate it from the others.
2. The items and their options are related to Field Names and Values respectively in the Define Group. To
create a new group, user must be clear about the options of each item to group the delegates accurately.
Click the “OK” button to confirm changes, or the “Cancel” button to discard changes.

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5.6 Participator

Figure: Participator

Click “Participator” to enter the interface shown in the above figure.

The left list includes all created delegates in the current system database, and the “Group” combo box above.
It includes the existing delegate groups for viewing the delegates grouped.
Click “Add” or “Add All” in the middle column to add the selected or all delegates into the current meeting. The
participators of the current meeting are listed in the right list, and the function of the right “Group” is the
same as the left. The functional buttons in the middle column are:
 Copy From…: copy the participators of another meeting into the current meeting; however, the function is
available only if the participators of the two are identical;
 Add: add the selected delegate in the left list (marked with “”) into the current meeting;
 Add All: add all delegates in the left list into the current meeting;
 Delete: delete the selected delegate in the right list from the current meeting;
 Delete All: delete all delegates from the current meeting;
 Write Card: open IC card distribution interface to write cards for delegates. Refer to Chapter 5.9.1 for
details;
 Report Loss: Open “IC card report loss” interface. Refer to Chapter 5.9.2 for details.

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5.7 Seat Arrangement

Seat Arrangement is to arrange participators to the specified seats in the conference venue. The interface
appears as in figure below.

Figure: Seat Arrangement

Copy From…: copy the arranged seat from another meeting;

Delete layout: delete all arranged seats of the participators;
Layout One: arrange seat for the selected participator;
Clear One: clear the arranged seat of a participator;
Area Layout: arrange participators to the selected area;
Export Map: export arranged seat to picture format: Bmp or JPG with conference information;
Import/Export: import arranged seat from text file or export arranged seat to text file;
Save: red boxes represent modified seats, click the "Save" button to save it to the database;
Display Field: right click on the venue to select display field on the pop-up menu, cannot modify when
meeting started.

Operation procedure:
1. Copy From: if the current meeting room has been used before and the participators are identical, click the
“Copy From…” button to copy the previous arrangement to the current meeting;
2. Delegate Seat Import: import delegate seats from text file; as in the figure below:

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 Press the “Import” button and select a file from the pop-up dialog box, then click “Open”;
3. Delegate Seat Export: export delegate seats to text file;
4. Layout One: click the “Layout One” button, and select the participator to be arranged, then click on the
relevant seat in the meeting room to arrange the participator to the seat; on the arranged seat the name
of the participator is shown;
5. Clear One: this is the opposite operation of “Layout One”, click the “Clear One” button first, then click on
the seat to clear the arranged delegate;
6. Area layout: automatically arrange the participator to the selected area:

New area: create a new area for automatic arrangement; the dialog box below for naming new area pops up
when the button is clicked;

Input name and click OK, then select the color for the area – as in the figure below (the area with lime
background is Area1):

Auto Layout: click this button to arrange participators to the seats in a created area (the area should be
selected first in the combo box of “Area” in the Area Layout column) automatically.
Use Clear Area to clear all arranged participators in a selected area;
Auto Arrange Seat: after creating a new area, select a delegate group, then click “Auto Layout” button, Auto
arrange seat dialogue box will be shown;
Seat arrangement rules: Number, Spelling, Strokes. The delegates who do not need to be arranged
automatically can be deleted from the delegate list. The “Set First” button is used to set the first delegate
under seat arrangement rules, then click the “OK” button to accomplish the auto seat arrangement. The seats
will be arranged automatically according to the following figure:

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Figure: Auto Arrange Seat Settings

Figure: Seat Arrangement

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Seat identifier explanation:
Delegate identity: use a letter to identify: C: Chairman, V: VIP, AM: Ambient microphone, A: Audience unit.

Click "Clear area" can clear seating in current area.

Right click “at any position” in seating chart, "Export area seating protocol" menu will pop-up, and the
selected area seating can be saved as text document. This text document can be imported into any meeting
from "Import & export seating" menu.

7. Adjust arrangement: If some individuals need to be rearranged, use Clear One and Layout One to adjust.
Delete Area and Delete Layout will delete the arranged area and all arranged seats respectively.

Special note:
 Right click on the seat arranged, the associated participator is selected (marked with “”).
 Right click on one participator in the list, and select “Find Seat” in pop-up menu, the associated seat is
pointed at.

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5.8 Delegate Authority

This module is to set up delegate authority. The degree can be either chairman or delegate, while the
authority is the right to speak and/or to vote. “Entry Sign-in (Optional Seat)” does not need to set up delegate
authority.
Explanation about unit authorities:
1. Before meeting and end meeting, the authorities are in accord with unit settings
2. Unit authorities under different sign-in mode:
1) Key-press sign-in mode, Entry Sign-in and key-press sign-in mode
 Meeting started: the authorities are in accord with delegate authorities
 Units without seat: the authorities are in accord with unit settings
2) Automatic sign-in mode
 Meeting started: the authorities are in accord with delegate authorities
 Units without seat: without voting authority and the speaking authority is in accord with unit
settings
3) Seat IC-card sign-in mode, Entry sign-in and seat IC-card sign-in mode, Entry sign-in mode (Fixed
seat), PIN code sign-in mode, seat IC-card and PIN code sign-in mode, Fingerprint sign-in mode,
Fingerprint and PIN code sign-in mode, Fingerprint and seat IC-card sign-in mode
 After signed-in: the authorities are in accord with delegate authorities
4) Entry sign-in mode (optional seat)
 The authorities are in accord with unit settings
3. The unit seated as nonvoting: no voting authority
4. PIN code sign-in mode, seat IC card sign-in (fixed seat) mode: the participator no needs chairman
authority to sign in on chairman unit
5. Seat IC card sign-in (optional seat) mode: the participator needs chairman authority to sign in on
chairman unit

Figure: Delegate Authority

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Steps:
1. Select delegate(s);
2. Select the degree: chairman or delegate;
3. Select authority: speak, vote, vote board (if “vote” is selected, “vote board” is selected forcibly.);
 If “vote board” is selected, the delegate name will be added to the voting name list;
 If “vote board” is not selected, the delegate name will be not added to the voting name list;
4. Click “Setup”.
Special note:
 If set up many delegates authority simultaneously, after clicking the “Setup” button, it will turn to “Stop”.
Click the “Stop” button can end the authority setting.
5. Copy From…: select a conference and then copy delegate authority to current conference, when meeting
started, the function is unavailable.

Figure: Conference Data Copy

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5.9 IC Card Management

This module is to distribute IC cards for conference sign-in. For the contribution units and systems, which
support IC card facility, the IC card reader is essential. By the dedicated IC card, conference participators are
able to carry out identity certification, degree and authority identification, and conference sign-in. If the
conference uses IC cards, the contribution unit can perform the normal facilities only if a valid IC card is
inserted.
IC Card Management includes three sub modules: Distribution, Report Loss and Take Back.

5.9.1 IC Card Distribution

Figure: IC Card Distribution

Guide to write an IC card for participants:

The IC card contains the conference number, the participant’s number, delegate type, seat information etc.
One card can be used for one conference. Its built-in conference number is the number of the conference for
which the IC card is applied for. The participant’s number is to confirm the identity information of the
participant and is the number of the cardholder.
Master Card and Backup Card: a backup IC card can be delivered with the master IC card. If the master card
is lost, the delegate can sign-in with the backup card.
Note:
 Master Card and Backup Card are only available as entry sign-in IC card.
 The distributed contactless IC card cannot be rewritten to another delegate when meeting started.

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Copy From…: select a conference and then copy IC-card data to current conference, when meeting started,
the function is unavailable. It is used to copy IC-card data between “Dedicated IC Card and Pincode”
conferences or copy IC-card data from “Dedicated IC Card and Pincode” conference to “Common IC Card and
Pincode” conference.

Figure: Conference Data Copy

The procedure of writing the IC card is as follow:

1. Install USB driver for the IC card encoder from the DCS software CD, and then connect the IC card
encoder to the server computer USB interface;
2. After the USB driver installation and IC card encoder connection, the server computer increases a new
serial port, select this new serial port as communication port between the server computer and IC card
encoder;
3. Select the IC card type and the serial port of the encoder connected with PC;
4. Insert the IC card into the slot of the encoder or put the contactless IC card on the sensor of the encoder;
Note: the correct way to insert the IC card is with the IC pointing downwards and inwards.
5. For entry sign-in IC card, select to write either the master IC card or the backup IC card;
6. Select the participant;
7. For seat sign-in IC-card. Select to write either the common IC card or the complex IC card;
8. Click “Write Card” button to write the IC card; or press shortcut key F5;
9. If the prompt of “XXX OK.” displays, the IC card is written; otherwise, the corresponding measures shall
be taken by the error prompted;
Note: If the IC card isn’t written successfully, the system will prompt the possible causes for checking, such
as “Card operate time out”, “Bad command”, “No card”, “write IC card error”, etc.
10. Take the written IC card out;
11. Write another IC card according to steps 4-10.

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5.9.2 IC Card Loss

Report the loss of the card. A card reported lost cannot not carry out conference sign-in; meanwhile, the
operator can check whether the reported card is used on a contribution unit.

Figure: IC Card Loss

Button:
 Report: select one delegate information from left list, click the “Report” button to report IC card loss;
 Cancel: select one delegate information from right list, click the “Cancel” button to cancel IC card loss;
 Cancel All: cancel all IC card losses in the right list;
 Read Card: read IC card, display IC card delegate information, and find out the delegate in the list;
 Select COM: select communication port between the server computer and IC card encoder;
 Find: find out matching information from the list according to keywords.

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5.9.3 IC Card Take Back

When the conference is over, the cards used in the conference can be taken back. Erased and rewritten for
next conference. The IC cards can be used repeatedly.
The functional buttons in the middle column are:
“>Take Back”: clear the card record of the selected delegate from the database;
“>>Take Back All”: clear the card records of all participators from the database;
“Read & Take Back”: read the card in the reader, clear the card and take back;
“Read Card”: read the card in the reader;
“Select COM”: select communication port between the server computer and IC card encoder.

Figure: IC Card Take Back

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5.10 PIN Code Management

Figure: PIN Code Management

PIN code management interface is shown as the above figure. All participators will be shown in the list.
Functions include:
 Name: the name of selected participator;
 PIN code: setup PIN code;
 Save: save PIN code for selected participator;
 Auto Generate: generate PIN code automatically. PIN code can be generated from participator ID (offset
can be set) or random number (PIN code length can be set);

Figure: Auto Generate PIN Code

 Clear All: clear PIN code of all participators;

 Copy From…: select a conference and then copy pincode data to current conference, when meeting
started, the function is unavailable. It is used to copy pincode data between “Dedicated IC Card and
Pincode” conferences or copy pincode data from “Dedicated IC Card and Pincode” conference to
“Common IC Card and Pincode” conference.

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 Figure: Conference Data Copy

 Import: import PIN code from file;

 Export: export PIN code as text file;
 Print: print PIN code list.
Note:
 Cannot modify PIN Code when meeting started; but can generate PIN code for the delegate(s) without
PIN code before sign-in;
 Units with graphic 256x32 LCD or higher resolution LCD screen support Pin Code sign-in, but the
HCS-8335 series economical multimedia terminal cannot support Pin Code sign-in; and units with OLED
screen cannot support Pin Code sign-in.

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5.11 Fingerprint Management

This module is to manage fingerprints for conference sign-in. For the contribution units and systems, which
support fingerprint facility, the fingerprint identification module is essential. Fingerprint Management includes:
enroll, search, delete, manage, etc.

Figure: Fingerprint Management

 Export Delegate: export delegate data to text file, the file can be import into TAIDEN Fingerprint
Collection System;
 Open Device: open the device of HCS-4345F/50 before enrolling or searching fingerprint;
 Enroll: click the “Enroll” button or Ctrl+E on the keyboard to enroll fingerprint according the prompting
information, the fingerprint will be numbered automatically by the system;

Note: the capacity is 9999 fingerprints and no more than 5 fingerprints can be recorded for each delegate.

 Search: click the “Search” button or Ctrl+S on the keyboard to search fingerprint according the
prompting information, the result is listed with matching score;

Note: when matching score is more than 50, the result is OK; the score is higher, the better it matches.

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 Delete One FP: delete one fingerprint of one delegate;
 Continuous:
♦ Enroll: fingerprints were enrolled one by one automatically;
♦ Search: fingerprints will be searched automatically;
 Management:

Figure: Fingerprint Management

♦ Export Delegate: export delegate information to *.txt file, and the text file can be imported to
fingerprint collection software;
♦ Delete All FP: delete all fingerprints of all delegates, it means to clear the fingerprint database;
♦ Export FP: export fingerprint data to file;
♦ Import FP: import fingerprint data from file.

5.12 Speech Timing Setup

For Speech timing setup, refer to section 6.7 for details.

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 Chapter 6. Conference Control

Figure: Conference Control

Including Hot Backup, Start Meeting, End Meeting, Agenda Control, Entry Sign-in, Seat Sign-in, Microphone
Control, Topic and Voting, Video Switch, Screen Control, Intercom, Short Message, Booth Management, CMU
Control Panel. Click the “Conference Information” on the lower right can hide/display conference information.

6.1 Hot Backup

Hot-spare (backup) server starts upon startup of the meeting. If the system server fails, the backup server
will take over and control the CMU automatically. Refer to Chapter 10 for details.

6.2 Start Meeting

Select meeting and start meeting. When meeting started, the meeting title will display in the status bar,
operator can display/hide meeting title by right clicking pop-up menu. The microphone control list will appear
on the right side of the interface, when wide of the screen resolution ratio is more than 1280. Refer to 6.7 for
details.

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6.3 End Meeting

End the current meeting, exit the conference control state, and return to the primary window of the
conference management system.

6.4 Agenda Control

Figure: Agenda Control

Process control of the meeting accords to the predefined agenda. The agenda can be edited, added, modified,
or deleted in the meeting. The interface of the agenda control is shown in the figure above. It displays the
agenda list and the status of each agenda (done or undone). Select an agenda from the list and click
“Execute” to execute the corresponding operation.

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6.5 Entrance Sign-in

Figure: Entrance Sign-in System interface

The entrance sign-in system includes the manual sign-in for the complex IC cards and the sign-in server
management. In cooperation with the entrance sign-in server, access control, entrance sign-in and multiple
affairs of conference management can be performed.
 Start Sign-in: in start sign-in state, participators can carry out entrance sign-in by complex IC cards;
 Stop Sign-in: in stop sign-in state, participators cannot carry out sign-in;
 Sign-in Display: display sign-in result;
 Manual Sign-in: perform manual sign-in for the participator, who fails in normal sign-in;
 Seat Map: indicates current sign-in status;
 Sign-in Report: creates sign-in report;
 Import Sign-in data: imports the offline sign-in data;
 File Transfers: send files to sign-in client;
 Sign-in Total: display delegate sign-in information;
 Client Total: display sign-in information of each sign-in machine;
 Input Exterior Result: input exterior sign-in result.
Note: refer to Entrance Sign-in System Software Manual for details. Entrance Sign-in module is only available
when the sign-in mode of the current meeting is “Entrance sign-in”.

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 Figure: Input Exterior Sign-in Result

6.6 Seat Sign-in

The seat sign-in management displays and controls the seat sign-in status, including seat key-press sign-in,
seat IC card sign-in, PIN code sign-in, Fingerprint Sign-in and automatic sign-in.

Figure: Seat Sign-in interface

Seat Key-press Sign-in: delegates press the sign-in key on the conference units to perform sign-in;
Seat IC Card Sign-in: delegate inserts or reads the IC card on the unit to achieve sign-in;
PIN Code Sign-in: delegate inputs the PIN code on the unit to achieve sign-in;
Seat IC Card and PIN Code Sign-in: delegate inserts or reads the IC card or inputs the PIN code on the
unit to achieve sign-in;
Fingerprint Sign-in: delegate presses finger on the scanner of the unit to achieve sign-in, but need to
collect fingerprints before meeting;

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Fingerprint and PIN Code Sign-in: delegate presses finger on the scanner or inputs the PIN code on the
unit to achieve sign-in, but need to collect fingerprints before meeting;
Fingerprint and Seat IC Card Sign-in: delegate presses finger on the scanner or uses IC card on the unit
to achieve sign-in, but need to collect fingerprints before meeting;
Automatic Sign-in: start sign-in automatically and controlled by the operator.
The delegate sign-in information are statistical parameters according to the different delegate types, but only
formal delegate sign-in information will be displayed on large screen and status bar. The sign-in process
includes Start/Restart, Stop, Manual Sign-in and Display Sign-in Status.
 Start/Restart Sign-in: start or restart sign-in progress. When the delegates sign-in correctly on each
contribution unit, the system will calculate the sign-in result automatically;
 Continue Sign-in: delegates can continue sign-in when the operator resumes the sign-in by pressing the
“Continue Sign-in” button; the delegate who has signed-in does not need sign-in again;

Note: continue sign-in is used for seat IC card sign-in, PIN Code sign-in, fingerprint sign-in, Seat IC card and
PIN Code sign-in, fingerprint and PIN Code sign-in, fingerprint and seat IC card sign-in.
 Stop Sign-in: stop sign-in progress, the delegates cannot sign-in after the stop of sign-in;
 Display: display sign-in prompt, sign-in result and quorum status. Green font means quorum reached and
red font means quorum not reached (Bi-output VGA adapter needed).
 Find: search delegate according to number, name, team or position; search unit according to ID.

Manual Sign-in/Manual Sign-out: after the sign-in process, the operator can sign-in or cancel sign-in
manually according to actual instance
♦ Only One Seat: select one delegate or unit in the left list or select one seat in the venue, then select
Manual Sign-in/Manual Sign-out on right-click pop-up menu.
♦ Any Seat: select one delegate or unit in the left list, then select Manual Sign-in/Manual Sign-out on
right-click pop-up menu, at last, click one seat in the venue.
Note: cannot Manual Sign-in/Manual Sign-out in Automatic Sign-in mode.

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6.7 Microphone Control

This module is to control and to monitor the status of the microphones, as well as the automatic video
tracking.
To perform microphone control, the following steps must be done sequentially:
1. Use the Venue Designer module to design the layout and seating of the actual meeting room/conference
venue;
2. Use the Conference Management module to create the conference/meeting, and select the venue;
3. Use the Delegate Management module to build the database of all participators, and choose participators
for a certain meeting;
4. Use the Seat Arrangement module to arrange the seats of participators and lay out the contribution units
to the corresponding seats respectively.

Figure: Microphone Control

Click the “Microphone Control” button to enter the interface, as in figure above.
The arranged microphones are shown in the interface. There are four microphone states: Off, On (red icon in
the above figure), Applying (yellow icon in the above figure) and Intercom (green icon). By left clicking on the
microphone icon, the corresponding contribution unit is on/off alternatively; while a pop-up menu is shown by
right clicking on the microphone icon, including functions such as Turn on/Turn off, Flash/Stop Flash,
Approve/Reject, Track This Unit, To Panorama, Camera control, Mic. Parameters/Direction (only for HCS-8315
series congress unit), Retractable Unit (for HCS-4851/50 series congress unit and HCS-8368/FM series
congress terminal), Audio Output Setup, Start/Stop Record, etc. If Camera control is selected (feature only
available for active microphones), the camera control interface is shown, as in the figure below:

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 Figure: Camera Control interface

As mentioned in chapter 4.4.2, the predefined positions for each microphone are preset in the conference
preparation according to the actual conference layout. Each camera supports 64 predefined positions. Click
the “Save” button to save the predefined position. In the System Parameters Setup module, select “Video
Track” to perform automatic video tracking when the microphone is on. The camera turns automatically to the
predefined position of the associated delegate, and the image is shown on the large screen.
Mic. parameters setup refers to section 4.7.3.
Mic. Direction setup: select “Left” or “Center” or “Right”, and then click the “Setup” button. If “For All Mics.”
option is checked, the microphone direction setup will be applied to all the microphones.

Figure: Microphone Directions Setup

Mic. Audio Output Settings: independently adjust microphone gain on line output or group output, any of the
outputs can be muted. For example, supposed microphone (ID: 4) is in front of group output 3 loudspeaker
system, we can mute group output 3. At the same time, we reduce the gain of group output 2 and group
output 4. By that, we suppress effectively the howling caused by acoustic feedback.

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 Figure: Audio Output Settings

Note: audio output settings are unavailable for ambient microphone.

Retractable Microphone: it is used to control HCS-4851/50 series congress unit and HCS-8368/FM series
congress terminal. If you select “Show Status”, microphone array status will be displayed in the venue (gray:
bottom; green: top; yellow: middle; red: abnormity).
 HCS-4851/50: only supports Raise, Retract and Stop, when the microphone raised to the top, it can be
turned on;
 HCS-8368/FM: supports Raise, Retract, Stop and Control;

Note: cannot control microphone when chairman unit priority key is pressed.

On the upper side of the microphone control interface, some functional buttons are arranged: Setup, List,
Reject All Apply, Turn Off All Mic., Show Info., and Return.

Click the “Setup” button, and the following interface is shown:

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 Figure: Microphone Setup interface
The functions of the microphone control:
 Active Microphones: set the maximum number of active microphones: 1, 2, 3, and 4 optional. If the
active number reaches the limit, other delegate microphones cannot be activated, while the chairman
and VIP unit(s) can be activated at any time (the setup only affects the delegate units). Whatever may be
the operation mode, the maximum number of active microphones cannot exceed six.
 Operation Mode: seven modes are available: Open, Discussion, Override, Voice, Apply, PTT, and
Parliament.
♦ OPEN: if the number of active microphones reaches the limit, the rest of the delegate microphones
enter the request-to-speak state; if select
(Setup  System Parameters
Setting), the microphone ranking first in the request-to-speak list will be activated once an active
delegate microphone is deactivated; if not select, operator controls request (approve or overrule);
♦ Discussion: check “Discussion” option from “Open Mode”, “Discussion” mode stands for that: a
delegate (using the congress unit with discussion function) can request to speak to put his/her name
in the request list and can press microphone On/Off button to turn on microphone after chairman’s
approving;
♦ OVERRIDE: if the number of active delegate microphone reaches the limit (1/2/3/4), turning on
another delegate microphone will switch off the delegate microphone turned on first: delegates
speak in FIFO mode; if the number of active microphone (including chairman and VIP unit) reaches 6,
turning on another microphone will switch off the delegate microphone turned on first;
♦ VOICE: voice control mode, the microphone ON/OFF is controlled by voice: participator speaks
towards the microphone and turns it on. In case of a speech pause (300 ms, 600 ms, 1 s~15 s), the
microphone will turn off automatically, refer to section 4.16;

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 ♦ APPLY: apply mode, the delegate applies to speak by pressing the apply key. The delegate can only
speak when the operator (connected with PC) or the chairman (not connected with PC) approved his
application;
♦ PTT (Push To Talk): when the delegate presses and holds the microphone ON/OFF button, the
microphone will be activated; when the ON/OFF button is released, the microphone will be
deactivated;
♦ Parliament: the parliamentary control mode, parliament is available only under “Apply” mode.
 Master Volume: master volume control.

List: List control.

 Common mode (including Discussion mode):

Figure: List Control in common mode

♦ Delegate List: all delegates, (C) for chairman, (V) for VIP, (A) for audience, (AM) for ambient
microphone;
♦ Requested List: delegates who have requested and spoken;
♦ Request List: delegates who are requesting;
Note: when the delegate is located in the first of the request list, the microphone lamp ring will flash.
♦ Speaking List: delegates who are speaking.
Note: speaking time and times are displayed in the list.

Color indicator for speaking time:

♦ White: speaking time is enough;
♦ Flash green: speaking time is limited now;
♦ Flash red: speaking time is out.

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Operator can turn on/turn off, flash/stop flash, start/stop record a delegate’s unit by menu operation, control
camera, setup Mic. Parameters, setup Mic. direction, setup Mic. audio output, and add speaking time, etc.
The status and timing will be displayed to large screen shown as below:

Figure: Large Screen Display for common mode

♦ Speaking Setup: speaking parameters configuration;

Figure: Speaking Setup for common mode

 Speech Timing: if checked, the delegate will have a time limit when giving speech; two types are
available: Uniform speaking time and Custom speaking time;
 Close microphone when time out: if checked, delegate’s microphone will be turned off
automatically in speech timing mode when time out;
 Cumulative Speaking Time: if checked, a delegate’s speaking time will be cumulated;

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  Timing For Chairman/VIP: if this option is checked, speaking time of the chairman and the VIP
will be time limited;
 Timing and count only for the microphones opened from applying;
 Max Request Count: set up the maximum number of request microphones.

Custom speaking time setup:

Select “Custom speaking time” and click the “Speaking Time Setup” button, the following dialogue box will
prompt:

Figure: Speaking Time Setup for common mode

♦ Copy from other meeting: copy speaking time setup from other meeting to current meeting;
♦ Speaking time setup
 Setup: setup speaking time for a delegate; select a delegate, setup speaking time and flash time,
then click the “Setup” button;
 Clear: clear speaking time setup; select a delegate, then click the “Clear” button;
 OK: after accomplishment all delegates’ speaking time setup, click the “OK” button;
 For all delegates: if “For all delegates” option is checked, the speaking time setup will be applied
to all the delegates.

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 Parliamentary mode:

Figure: List Control in parliamentary mode

Parliamentary mode is specially designed for parliamentary use. Every speaker will have two timings: timing
for request, and timing for response.
Menu:
♦ Turn On: turn on a delegate’s microphone;
♦ Add to Request: add a delegate into the request list;
♦ Add to Response: add a delegate into the response list;
♦ Approve: approve a delegate’s request and open the microphone;
♦ Reject: reject a delegate’s request;
♦ Turn Off: turn off a delegate’s microphone;
♦ Flash/Stop Flash: flash is used to give the speaker a note that his/her time is out;
♦ Add Time: give a delegate more time;
♦ Mark: draw a line at this position;
♦ Track This Unit: video track to the selected unit;
♦ To Panorama: video track to panorama;
♦ Camera Control: control the camera;
♦ Mic. Parameters Setup: control microphone gain and equalizer;
♦ Mic. Direction Setup: control microphone direction for HCS-8315 series congress unit;
♦ Mic. Audio Output Setup: control microphone gain in output channel or mute microphone;
♦ Start/Stop Record: start/stop audio record;
♦ Pause: pause timing;
♦ Sort By: sort by selected order (Speaking/Request/Response Order, Unit ID, Spelling, Strokes);

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 Note:
 Request/Response list: you cannot adjust microphone order if it does not sort by
Request/Response Order (mark line can be adjusted);
 Request list: the blink microphone is always the first microphone in request list at any sort
mode;
♦ Print: print request/response list.
Display:
♦ Request List: display request list;
♦ Response List: display response list;
♦ Timer: display timer.
Reset List: reset request list and response list; clear all speaking record.
Speaking Setup:

Figure: Speaking Setup for parliamentary mode

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 Figure: Speaking Time Setup for parliamentary mode
The same as common mode, but for parliamentary mode, each delegate will have two timings: request timing
and response timing.
The functional buttons are listed on the upper side, including Reject All Applications, Turn Off All Mic., and
Show Information, etc.
Reject All Applications: reject all delegates’ speaking requests;
Turn Off All Mic.: turn off all microphone;
Show Info.: display delegate information (name, team, photo, etc.) to large screen. When a microphone is
activated, the relevant delegate information will be displayed. The operator can right click on the microphone,
and select “Show Info.” on the pop-up menu. When the microphone is deactivated, the previous delegate
information on the screen will disappear.
 Microphone control list on the right side of the interface: it is convenient for the operator to control the
speaking at any interface when meeting started, the list has the same operation with the above control
list (common mode and parliamentary mode).
Note: the wide of the screen resolution ratio should be reached 1280.

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Common mode Parliamentary mode
Figure: Microphone control list

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6.8 Topic and Voting

Integrated proposal topic display and voting function in one interface.

Proposal edit please refer to 5.3.
Click the “Topic and Voting” button to enter the voting interface, as in the figure below:

Figure: Topic and Voting

The upper left list displays all proposals of the current meeting. At the upper right side, information about the
current proposal is displayed. On voting, voting result is displayed instantly.
Three mini windows at the bottom display topic status. “Preview” is a preview of the selected topic. “Display1”
is a preview of delegate’s display (with dual-head VGA adaptor equipped). “Display2” is a preview of
chairman’s display (with quad-head VGA adaptor equipped).
The control of topic and voting:
 Select a proposal: select a proposal from the proposal list, the display preview will display a preview of
the selected proposal;
 Display Title: display the proposal name to large screen;
 Display Content: open topic control interface and display proposal content to large screen, Multi-page can
be displayed by clicking “Prev. Page” and “Next Page”. When selected “Topic content need confirm
display” in system parameters setting, the operator should click “display” button to confirm display;
 Display Options: display proposal options to large screen, it is only available on questionnaire mode and
appraisal mode;

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 Figure: Topic Control

 Load Result: load voting result from database for voted proposal;
 Start: start voting, instant voting result will be displayed at the upper right side;
 Continue: operator can resume voting after voting end to allow delegates to vote if they did not yet vote;
Note:
 In IC card sign-in mode, PIN code sign-in mode and Fingerprint sign-in mode, “continue” is unavailable
after the end of voting;
 When the voting was controlled by chairman (second chairman), “continue” is unavailable;
 When the multimedia terminals are in standby status, “continue” is unavailable too.
 End: end voting;
 Display Result: display voting result to large screen and multimedia terminals;
 Name List: display voting name list;
 Print: click to pop up Vote Result Print interface, please select port type, display type and file type;

Figure: Vote Result Print

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 ♦ Preview: preview vote result;
♦ Export: export vote result to Word or Excel, and the exported file can be edited;
Note: Microsoft Office software needed.
♦ Print: export vote result file to printer;
♦ Set as Default: set the above report type, display type and file type as default;
♦ Print All Sub-proposals: this item is available for multi-voting, if selected, only “Normal” report
can be previewed and printed; “Export” function is unavailable;
 Voting result display mode: numeric, bar, pie;
 Default Screen: display default screen to large screen on button click;
 Clear Screen: clear the content displayed on large screen;
 Temporary Title (Button: ): edit and display a temporary title.

Figure: Temporary Title

Right clicking on temporary title preview window, there are three pop-up menus: Default Parameters, Custom
Parameters and Set Parameters.
Note: the operator can resume voting after the end of the vote to allow delegates to vote if they did not yet
vote. But he cannot resume voting if add or modify participator, if refresh or modify seat/unit arrangement, if
sign-in restarted, if sign-in result changed, or if voting result has already been displayed.

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In voting status:

Figure: Topic and Voting (in voting status)

When the multi-head VGA adaptor is installed, the large screen will display:

Figure: Topic and Voting (large screen in voting status)

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In display voting result status:

Figure: Topic and Voting (in display voting result status)

When the multi-head VGA adaptor is installed, the large screen will display:

Figure: Topic and Voting (large screen in display voting result status)

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In name list status:

Figure: Topic and Voting (in name list status)

In nominative mode, click the “Name List” button to get the detailed voting information of each delegate.
Display the name list in group, team or list mode. Column and row can be setup:
 Display Mode:
 Group display: 2~10 columns;
 Team total: only 1 column;
 Party total: only 1 column;
 List display 1: 1~3 columns, 1 column display No-Voting, 2 columns or 3 columns cannot display
No-Voting;
 List display 2: 2~10 columns, “All Participators” option is available.
At most 40 rows (including topic row) can be displayed in one page. Use “Prev. Page” and “Next Page” button
to browse all names in the list. Click “Display” button to display the name list on a large screen and multimedia
terminals.
Note: please setup suitable columns and rows adapted to the font size in the name list to get best display
effects on the large screen.

After the meeting, the vote result can be viewed through the “vote result” item in the report system.

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6.9 Video Switch

Perform video switch according to the actual requirements, as in the figure below:

 Video switch:

Figure: Video Switch (TMX-1608SDI2 for example)

Operation:
1． Click an output channel, the corresponding input channel will be displayed in a specific color, and current
output channel will also be displayed;
2． Click an input channel, the selected input channel will be switched to the selected output channel;
3． Select “Video Track” under video 6 - 8, the selected output channel will be switched to the video track.

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6.10 Screen Control

Figure: Screen Control

Screen control is used to monitor the current display status and to switch to display page manually.
The current display status is displayed at the left side – the pages for display are listed on the right side.
Click a screen and its current display page will be highlighted in the right side list. Select a display page from
the list and it will be displayed on the selected screen. Hold Ctrl to select several screens. Check “All Screens”
and select a display page, the selected page will be displayed on all screens. Check “Preview Page” and select
a display page, the selected page will be displayed on the operator screen to preview it. Preview screen can
be closed by pop-up menu operation.
 Switch To PC: setup the output of the video switch as PC interface;
 Switch To Video Track: setup the output of the video switch as video track signal;
 Screen No.1 (F8): display No.1 interface to operator screen.
The “Display Screen” and “Close Screen” buttons on the upper right side can control the selected screen
display. If the screen is closed, the selected screen will not display the content of the DCS software, it can be
used for displaying user defined content, for example, PPT, etc.

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6.11 Intercom

The TAIDEN conference system provides intercom facility, which is only available for the CUs equipped with an
LCD (or OLED); an operator unit must be connected to the conference main unit also. Paperless multimedia
terminals can initiate intercom directly without an operator, other congress units need operator connected,
other congress units and operator cannot initiate intercom to paperless multimedia terminals. Intercom
initiated by paperless multimedia terminals look like the following:

Figure: Intercom initiated by paperless multimedia terminals

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 Figure: Intercom with operator unit

The operator can monitor and control the intercom status in the intercom interface. TAIDEN conference
system supports 16 channels intercom simultaneously, and the intercom units will be highlighted in the
meeting room or in the list.
 Call Microphone: by clicking this button, and clicking a contribution unit in the meeting room or in the
list, the operator can call up a contribution unit for intercom; meanwhile, the contribution unit gives out
a prompting ring tone, and the information asking for connection is shown on its LCD.
 CU call: the conference participator is also able to call up the operator. Once the operator unit receives
the call, the application will generate a pop-up message box prompting the call, and if the operator
accepts the call request, the participator can talk with the operator.
 Connect to…: connect the CU talking with the operator to another CU. Click the button, and click on
the CU to create the intercom between the two CUs; meanwhile, the contribution unit gives out a
prompting ring tone, and the information asking for connection is shown on its LCD.
 Call Booth: the operator can call up an interpreter unit HCS-4385U/50 for intercom; press “Call Booth”
button, select a booth in the pop-up dialog box to start the call, and if the interpreter accepts the call
request, the operator can talk with the interpreter.
 Interpreter call:
♦ Interpreter call the operator (CB button, PTT mode): interpreter press the CB button to ask the
operator for intercom;
♦ Interpreter call the chair (CALL button, PTT mode): interpreter press the CALL button to ask the
appointed CHAIR (chairman, delegate or operator) for intercom;

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 Setup: click the “Setup” button to appoint chair and operator
♦ CHAIR Object Setting: appoint CHAIR from participators (chairman unit or delegates unit);
♦ Operator Setting: appoint operator from the connected operator unit(s) in the system, when the
operator unit is in talking, cannot reset the operator.
 Remote Operator: in case the operator leaves for a short time, he/she clicks “Remote Operator”, the
local operator unit switches to remote mode, the other operator can take over intercom control. Operator
presses the ‘5’ key on the operator unit to end remote mode.

6.12 Short Message

Refer to section 4.6 for details.

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6.13 Booth Management

This module is to monitor and control booth status and channel status.

Booth Status:
If the microphone in the booth is activated, the interface is shown as the following figure; if no microphone in
the booth is activated, it will display "No Output" and interpreter unit amount in the booth.

Figure: Booth Status

Double click the booth, the following interface pops up. Interpreter unit was listed with number and
interpreter unit without number or cannot support numbering was listed with ID.

Figure: Booth Status – Mic. Off Figure: Booth Status – Mic. On

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 Select Booth: select the booth to set up;
 Interpreter Unit: the interpreter units in the booth will be listed here;
 Input Channel: display the input channel language;
 Output Channel: select the output channel language with a mark of A/B/C;
 Turn On: turn on the selected interpreter unit;
 Gain: adjust output gain for current active microphone in the booth;
 LF/MF/HF: adjust output balance for current active microphone in the booth;
 Low Cut: cut low band of the audio of current active microphone in the booth;
 Reset: reset output gain and output balance value for current active microphone in the booth;
 Turn Off: turn off current active microphone in the booth.
Note:
 The above parameters will be automatically saved for the current active microphone in the booth;
 The interpreter unit turning on/off information of the booth will be saved in conference log after meeting
started.
 Service: click to pop up the following figure to view or respond the service from booth;

Figure: Asks for Service

When interpreter asks for service, prompt information will be displayed on status bar, and double click to
activate Booth Status interface. Right click on the booth with service to pop-up the “Service” menu, and click
“Service” to open Asks for Service interface.
When the booth number changed of SDI monitor, the service information will be cleared automatically.

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Channel Status:
If the microphone of the current output channel is activated, the interface is shown as the following figure; if
no microphone is activated, it will display "No Output".

Figure: Channel Status

Double click the channel, the following interface pops up. Interpreter unit was listed with number and
interpreter unit without number or cannot support numbering was listed with ID.

Figure: Channel Status Setting

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 Select Channel: select a channel in the booth to set up;
 Interpreter Unit: the interpreter units on the channel will be listed here;
 Input Channel: display the input channel language;
 Output language: display the output language of this channel;
 Gain: adjust gain for the active microphone of the current output channel;
 LF/MF/HF: adjust balance for the active microphone of the current output channel;
 Low Cut: cut low band of the audio for the active microphone of the current output channel;
 Reset: reset gain and balance value for the active microphone of the current output channel;
 Turn Off: turn off the active microphone of the current output channel.
Note:
 The above parameters will be automatically saved for the active microphone of the current channel;
 The channel switch information will be saved in conference log after meeting started.

Parameters Setup (only for HCS-8385/60):

Figure: Booth Parameters Setup

 Booth Parameters
 Allow Help: Enable HELP button on HCS-8385/60, press the “HELP” button to request for operator’s
help;
 Allow Call: if output channel C is “No Output”, press and hold C button to call the operator (PTT mode);
 Allow Slow: Enable SLOW button on HCS-8385/60, respond when getting appointed “Slow” request
number within given time;
 Listener Count: display how many people are listening to the output channel;
 Receive Message: HCS-8385/60 receives message;
 Allow Repeat: Enable REP. button on HCS-8385/60, push the REP. button to playback input channel
audio;
 Auto Distribute Floor: if the selected input language is the same as the output language, the interpreter
unit will switch the input channel to floor language automatically;

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  Display Speech Time: display speech time on the LCD of the interpreter unit to inform interpreter to stay
on schedule;
 2 letters abbreviation: display 2 letters abbreviation on HCS-8385/60 LCD screen;
 Allow switching output channel when microphone is active.

 Channel Status: set channel status and status will display on HCS-8385/60;
 IR Receive: the output channel is transmitted to Digital IR Language Distribution System;
 Record: the output channel is recorded;
 Network Live: the output channel is transmitted on network.

Send Message (only for HCS-8385/60):

 Message List: existing short messages;

 Message Edit: edit short message;
 Control: save and delete short message;
 Send: send short message to all booths or selected booths.

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6.14 CMU Control Panel

Figure: Main Unit Control panel

Control and monitor the control panel of the conference main unit, including Active Microphones, Operation
Mode, and Master Volume, etc.

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 Chapter 7. Report System

The module provides the facility to save and print the related information of the conference, including
conference information, proposal list, delegate information, sign-in result, vote result, summarizing voting
result, and more reports (incl. basic report and sign-in report) etc.

Figure: Report System

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7.1 Conference Information

Click “Conference Info.”, the following figure is shown:

Figure: Conference Information Report

In this interface, the operator can view the contents of report, and export the reports as files:

The available file formats are:

 HTML file: open in IE, open and edit in MS Word, Excel;
 RTF file: open and edit in MS Word;
 JPEG/ BMP image file.

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7.2 Proposal List

Click “Proposal list”, the following figure is shown:

Figure: Proposal List Report

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7.3 Delegate Information

Click the “Delegate Info.” button, and the figure below is shown:

Figure: Print Delegate Information

Print detail information include photo:

Figure: Delegate Information Report

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7.4 Entry Sign-in Report

Entry sign-in report includes various reports of entry sign-in, e.g. entry sign-in statistics, absent list, present
rate statistics, etc. The reports can be printed by delegate type. The Entry sign-in report is illustrated in the
following figure:

Figure: Entry Sign-in Report

When checking or printing the entry sign-in report, select delegate type, report type and setup report format,
and click “Preview” to open it, click “Print” to print. Click “List view” to check more reports, please refer to 7.8
for more information.
The entry sign-in report of formal delegates is shown in the following figure:

Figure: Entry Sign-in Report of the formal delegates

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7.5 Seat Sign-in Report

Figure: Seat Sign-in Report

Sign-in statistics and sign-in list can be printed by clicking “Preview” or “Print”.

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7.6 Voting result report

After vote, the user can open the “Vote Result” in the Report System to view and print the vote result.

Figure: Voting Result interface

Enter the Report System interface; Click the “Voting Result” button to enter the interface as in figure above.
At the upper left side all proposals of the current meeting are listed; select a proposal, and its related
information is listed at the lower left side, including proposal name, vote mode, nominative, control, and
key-press, etc.
Some functional buttons are placed at the bottom, name list, print, etc.
 Display the result in different modes: Numeric, Bar, and Pie;
 Name list: for a nominative voting, click the button to view the name list which lists the names of the
delegates who voted for a candidate, an attitude (yes, no, and abstain, etc), as shown in the figure
below:

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 Figure: Name List interface
The sources of nominative list:
♦ For the meeting using IC cards, the nominative list comes from the information in the IC cards on
each distribution unit;
♦ For the meeting without IC cards, the nominative list comes from the results of Seat Arrangement;
♦ If neither the seat arrangement nor IC cards can get the information, the nominative list comes from
the numbers of the contribution units;
 Print: click to pop up Vote Result Print interface, please select port type, display type and file type. “Select
All” item on the top of proposal list is used to print all voted proposals results except multi-proposal; you
can also press Ctrl/Shift on the keyboard and click proposal name to select several proposals, the selected
proposals had been marked with “ ” icon. At this time, only “Normal” report can be previewed and
printed; “Export” function is unavailable;

Figure: Vote Result Print

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 ♦ Preview: preview vote result;
♦ Export: export vote result to Word or Excel, and the exported file can be edited;
Note: Microsoft Office software needed.
♦ Print: export vote result file to printer;
♦ Set as Default: set the above report type, display type and file type as default;
♦ Print All Sub-proposals: this item is available for multi-voting, if selected, only “Normal” report
can be previewed and printed; “Export” function is unavailable.

7.7 Summarizing Voting Result

Summarize the voting result of all proposals of the meeting.

Figure: Voting Result of all Proposals

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7.8 More Reports

Click on “More Reports…” button, and the figure below is shown:

Figure: Report System interface

Report system consists of the basic report and the sign-in report. Double click on the items to view the details.
Click the “Export data” button to export the related information to save, edit, print, and so forth.

The exportable file formats include:

 Excel: export to MS Excel directly;
 CSV file: open and edit in MS Excel;
 Text file: open and edit in MS Notepad.
Note: the export facility here is different from the previous one. The former exports the fixed report format
with modifications, while the facility here only exports the data from the forms.

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 Chapter 8. Assistant Functions

Including Record Management, Screen Monitor, Vote Map, Delegate Detail, Conference Log, Discussion
Information, Nameplate Print, Service, Assets Management, Edit Shortcut Button, Lock Operation Interface.

8.1 Record Management

Figure: Record Manage interface

This module includes Record and Playback.

Note:
 The Windows compatible sound card should be installed to perform recording function;
 Connect Line Out on the back of the conference system main unit to the Line in socket of the sound
card via audio cable (dual RCA connectors);
 Open Windows volume control panel, and select the audio input device as “Line in”, meanwhile,
adjust the volume of “Line in” to a proper level;
 The Audio file format can be *.wav and *.mp3 alternatively.
Record: if the automatic record is inactive, the operator is able to select the speech of a specified participator
to record; the save path, format and name of the file are also set in this module;
 Save Path: select path to save audio files;
 Set As Default Path: set the path as the default path to save audio files;
 File Name: give a name to the recording file; if the file name is blank, the file will be named with the
congress name and recording time automatically by the system;
 Set Tone: set audio sample rate and bit, default is 11025 Hz/16 Bit.

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Playback: playback the record, as well as Search and Play function;
 Search: search the record by Meeting ID, Speaker, start of the speech, duration of the speech;
 Copy To…: Copy the record files to another folder;
 Playback functional buttons: the functional buttons from left to right are Play, Pause, Forward, Backward,
and Stop; if “Playback All” is checked, the record is to be played sequentially;
 Delete: includes Delete Current File and Delete All Files.

Figure: Playback interface

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8.2 Screen Monitor

Figure: Screen Monitor

8.3 Vote Map

Display real-time voting status of each unit:

Figure: Voting Map

 Export Seat Map: export voting map as a picture file with conference information;
 Return: exit voting map interface.

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8.4 Delegate Detail

Figure: Delegate Detail

View the delegate detail in the meeting, including name, team, gender, photo, etc. The delegate detail can be
displayed on large screen and on status bar by right click and use of the prompt menu.
Note: delegate detail can only be displayed when the meeting starts.

8.5 Conference Log

Figure: Conference Log

Record the whole process and operation of the meeting, including sign-in, microphone operation, voting
operation and voting result.
Note: conference log cannot be deleted once the meeting started.

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8.6 Discussion Information

Figure: Discussion Report

Record the discussion information, including speaker, remaining speech time, and number of speeches.
Import discussion information: import discussion information for multi staged meeting to keep the
continuity of the meeting. For example, a meeting consists of 2 parts: forenoon and afternoon, the afternoon
meeting being the continuation of the forenoon meeting. The discussion information of the forenoon meeting
needs to be imported for the afternoon meeting. This operation is only available after meeting started.

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8.7 Nameplate Print

TAIDEN paperless multimedia congress units can be equipped with an environment-friendly nameplate. The
nameplate printing module in TAIDEN DCS software supports the nameplate design. The window shown in
the following figure is a template editor, the print preview of a delegates’ nameplate is shown in the lower
right corner.

Figure: Nameplate Print Management

Template editor:
Open: open template file, .NPT;
Save: save current template file;
Save as: save current template file as a new file;
Parameters Setup: setup page type, and insert space count, etc;
 8307P: for HCS-8307 series multimedia terminal;
 8318P: for HCS-8318 series multimedia terminal;
 8318P/20: for HCS-8318/20 and HCS-8328 series multimedia terminal;
 8338P: for HCS-8338, HCS-8348, HCS-8335 and HCS-8336 series congress terminal;
 8368P: for HCS-8368 series multimedia terminal;
Select: select elements in the editor window to move, delete or edit, etc;
Text: click this item to add text in the template editor;
Image: click this item to add image in the template editor, then right click on it, and select “Load Image…”.
Edit Text: edit text content;
Edit Font and Color: setup font and color for selected text;
Locked: lock and protect element, the locked element cannot be edited until unlocked;
Bring to Front: bring the selected element to front;
Send to Back: send the selected element to back;
Delete: delete the selected element;

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 Object Properties: setup object properties
 Static Text: cannot change with delegate’s information, such as conference name, etc.;
 Others: Number, Name, etc, changes when delegate’s information changes;
Custom List: this item is used for opening a customized list to print (the list items should be separated by
Tab), or add/edit/delete delegate information according to actual requirements.
Export BMP: export the designed nameplates to *.bmp or *.jpg file.
Note: the HCS-4100/50 Series Fully Digital Congress System does not have this function.

8.8 Service

Paperless multimedia congress units have a service request function. When there are new services requested,
“New service requesting, double click it to check up.” will be displayed on the DCS software status bar, double
click the item, service request list will prompt, as shown the following figure:

Figure: Service

When the server receives service information, the seat icon turns green, and presents the service content,
double click the icon to respond the service (respond or close).
Request List: display the request list, double click the item to respond the service (respond or close);
Response List: display the response list;
Close Client: close the HCS-8319 Service Request Control Unit after meeting ended;
Export Data: export request list or response list to a file.
Note: the HCS-4100/50 Series Fully Digital Congress System does not have this function.

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8.9 Assets Management

Figure: Assets Management interface

Assets management is used for querying assets information, include main unit, congress unit, interpreter unit,
channel selector, multimedia terminal, video switchers, video monitor (HCS-8335 and HCS-8336), electronic
nameplate, HCS-8300MI, HCS-8300MO, HCS-8301, HCS-8300MX/FS and operator unit.
 Query All: click the “Query All” button to update all the assets information;
 Query Selected: click this button to update the select asset information;
 Export Data: export assets information to a file, the file format includes Excel, CVS file, Text file.
Note:
 When querying the assets information, please do not operate the devices, or else, will cost more time.

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8.10 Center Database

Figure: Center Database Management

 Operation Type: includes delegate information and IC card information;

 Function: add or update, “Delete local data” item is only available for “Download”;
 Upload: upload data from local database (DCS) to center database;
 Download: download data from center database to local database (DCS);
 DB status: when start up the CMP application, database connected automatically;
 Server status: if disconnected, please set the center database IP address; if connected, you can
edit the center database IP address.
Note: if you click the “Hot Backup” button, the CMP server will disconnect automatically to guarantee
local database backup normally.

8.11 Data Service

Figure: Data Service Setting

1. Install Taiden DCS Data Service (Taiden DCS Data Service Installer.exe)；
2. Open Data Service Setting interface, input data server IP address to connect to Taiden DCS Data
Service and generate key;
3. Open Taiden DCS Data Client, and then input the generated key to connect to Taiden DCS Data
Service, when control conference on DCS, conference data will be displayed on client.

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8.12 Edit Shortcut Button

Figure: Edit Short-cut Button

The shortcut buttons in the primary window can be edited:

1． Select button group from the group box in the middle of the interface (System Setup/Preparation/Start
Meeting);
2． Select and add function buttons from the left side list into top buttons list or bottom buttons list at the
right side，and adjust the top or bottom list orders by the “ ” and the “ ” buttons;
3． Click “Save”.
The “Shortcut Key” button on the upper side of the menu list is used for defining keyboard shortcut key for
menu items; after defined, the common interface can be opened directly through keyboard shortcut.
Note:
 Cannot define F1/F5/F8 Alt+F5 as shortcut key, because they have been used as conference system
function and cannot be modified.
 Some keys cannot be defined as shortcut key, such as space, enter.
 Cannot allocate shortcut key for the menu of Video Track, Simultaneous Interpretation and Unit
Management.
 If input the number via the numeric keypad, there is a “Num” added as a prefix in the shortcut key
input box, but there is no prefix in the shortcut key list.
 If you define Ctrl+C and Ctrl+V as shortcut keys, the shortcut key of Windows function (copy, paste)
will be invalid.

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8.13 Lock Operation Interface

Figure: Lock Operation interface

Lock operation interface to protect the meeting information temporarily in case the operator leaves for a short
time.

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 Chapter 9. Help

Provide on-line help; click “F1” key in any interface of this software to open the help file.

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 Chapter 10. Software Hot-spare Dual Server

Software hot-spare dual server is a disaster protective structure. If the main operating computer breaks down
during the conference, the backup computer can substitute the main computer and continue conference
management.
The flow chart is shown in the following figure:

While the operating computer breaks down:

The procedure to carry out hot-spare dual server is as follow:

1. Install system software application on two computers;
2. Run system software on two computers, main computer in conference control mode;
3. Run backup console application on the backup computer, as in the figure below:

Figure: Software Hot-spare Dual Server

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Input server’s IP addresses and press the “Connect” button. If the IP address is unknown, the operator can
send a broadcast message (set the numbers of IP address to 255, and click “Connect”) to search for the server.
If the server is available, its IP address will be listed in the pop-up window for selecting, select one IP address,
and then press the “Connect” button.

Figure: Backup Parameter Setup

“Setup” is used to set backup state report. If “Report Backup State” is selected, once the connection to the
Software Hot-spare Dual Server has changed, system will report to the appointed IP address.

After connection with the main operating computer, the backup console application first runs backup
automatically (incl. database and conference related information). If there are any changes in the database,
the backup console application will backup these updates automatically.

Figure: Software Hot-spare Dual Server

If the main operating server breaks down during the conference, “Connect DCS server failed.” will prompt on
the backup server.

150
 Figure: Software Hot-spare Dual Server

Two options will prompt:

 Start new meeting: restart the meeting;
 Continue the meeting from server: continue the meeting; the key-press sign-in information will be kept.

Select one option and click “Start Meeting” to start the meeting from the backup server, it will connect to the
main unit automatically. If “Continue the meeting” was selected, the software will install sign-in data
automatically and all signed-in delegate units go to active state (only for key press sign-in system). If the
original main operating computer has been repaired, it can be used as the backup computer now.

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Last Revision: 09/2017
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