Use Heropa’s integrated comms to enable seamless voice, video, and chat communication within your virtual instructor-led training (VILT) events. This article explains how to enable the feature and use functionality such as following the host, sharing VMs and applications, and providing over-the-shoulder support.
In this article:
Using integrated comms in Events
- Enable integrated comms for your event
- Join the event and configure media permissions
- Preview and confirm media devices
- Using the comms panel
- Providing student assistance
Using the host presentation mode
- How to start presenting to your event
- How to share your screen to your event
- How to stop sharing your screen to your event
- Sharing participant VMs
- How to stop sharing your screen to your event
How participants can follow host
Prerequisites
- You must be an Event Host or Company Administrator.
- Your browser must allow access to microphone and camera permissions.
- Participants must use a supported browser and allow device permissions to join the session.
Using integrated comms in Events
Enable integrated comms for your event
- Go to the Events page.
- Click on the event you wish to configure.
- Open the Configuration tab.
- In the Options section, toggle Show comms to ON.
- Click Save.
Join the event and configure media permissions
When participants or the host join the event workspace, a modal prompts them to grant access to their microphone and camera.
Users can:
- Enable both microphone and camera.
- Enable only one.
- Choose to continue without either (view-only mode).
The browser will then request device permission access. Users must click Allow to participate fully.
Note: If users block access, they will need to manually reset browser permissions to re-enable comms functionality.
Preview and confirm media devices
After granting permissions, a settings modal appears with:
- A camera preview.
- A microphone level indicator.
Users can test and select the preferred input devices, then click Save settings to join the comms session.
Using the comms panel
The integrated comms for the event will show in the comms side panel.
For event participants, they will be shown:
- Video feed of the host
- Video feed of the participants video (if enabled)
- Enabled/disable microphone button
- Enabled/disable video button
- Media settings button
- Request to talk button
- Event group chat panel
By default, all users join with their microphone and camera turned off. To participate, users must manually click Enable Camera and Enable Microphone buttons.
For event hosts, they will be shown:
- The host sees the same comms panel as participants.
- Event group chat is converted to be a tab, with the addition of a Participants tab.
- Host controls include:
- Mute/Unmute all participants button
- Mute/Unmute individual participants
- ‘Request to Speak’ notifications
- 'Request for assistance' notifications
Providing student assistance
Participants can click the Call for Assistance button in the top bar of their workspace.
The host will receive a 'Request for assistance' notification within their workspace and can join the participant’s workspace to provide over the shoulder assistance to the student privately while the rest of the class continue with their work.
To join a participants workspace:
- Navigate to the Participants tab,
- Hover over the participants name
- Click the More button
- Click Join workspace
- The particpant's VM will be added to the top bar of the host workspace
The host can also cancel the participants request for assistance:
- Navigate to the Participants tab,
- Hover over the participants name
- Click the More button
- Click Cancel the request
Note: By default, joined VMs are not shared with the rest of the class.
Using the host presentation mode
How to start presenting to your event
If you are the host of the event:
- Click the Start presenting button in the top left corner of your workspace.
How to share your screen to your event
Hosts can also share an application or desktop window from their local machine.
Once you have clicked Start presenting:
- Click the Screenshare button.
- Click Start sharing button.
- Select an application or desktop window to share.
The Screen share page will show the host a preview of what is being shared with participants.
How to stop sharing your screen to your event
To stop screen sharing:
- Click the Screenshare button.
- Click on the Stop sharing button
Sharing participant VMs
To share a VM with others the host must first join the participants workspace:
- Navigate to the Participants tab,
- Hover over the participants name
- Click the More button
- Click Join workspace
- The particpant's VM will be added to the top bar of the host workspace
Initially the participants VM will not be shared. To share the participants VM with the rest of the event:
- Click the gear icon of the participant’s VM button in the top bar.
- Select Share VM.
All participants following the host will now see the shared VM.
Tip: Use this feature to showcase student work or demonstrate common troubleshooting steps.
Stop sharing a participants VM
To stop sharing the participants VM with the rest of the event:
- Click the gear icon of the participant’s VM button in the top bar.
- Select Unshare VM.
All participants following the host will now see a screen that shows Waiting for host until the host switches to their own VM or the screen share.
How participants can follow host
Once the host has clicked the Start presenting button, participants in the event will see an additional Host screen button in the top bar of their workspace.
If a participant wants to follow the host:
- Click the Host screen button
The workspace will now follow the host as they switch between the host VM, the host screenshare, or any shared participant VMs.
If the host switches between their VM, a participant’s VM, or shared applications, followers will automatically follow the view.
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