Minddistrict analyst 1 — Last update: 2016/02/11 Minddistrict
Table of Contents Handleiding voor de analist ....................................................................................................................... 2 Overzicht functionaliteiten......................................................................................................................... 3 Login ........................................................................................................................................................... 4 How do you login? .................................................................................................................................. 5 Home ........................................................................................................................................................... 6 Conversations ............................................................................................................................................ 7 Messages ............................................................................................................................................... 8 Video call .............................................................................................................................................. 10 Contactpersonen................................................................................................................................... 12 Professionals............................................................................................................................................ 14 Search for a professional ...................................................................................................................... 15 Data ........................................................................................................................................................... 16 Rapporten ............................................................................................................................................. 17 Exports ................................................................................................................................................. 20 Data bewerken .......................................................................................................................................... 21 Module gebruik ..................................................................................................................................... 22 Doorlooptijd modules ............................................................................................................................ 23 Toolgebruik ........................................................................................................................................... 24 Profile and preferences............................................................................................................................ 25 Online status ......................................................................................................................................... 26 Profile ................................................................................................................................................... 27 Preferences .......................................................................................................................................... 28 Log out.................................................................................................................................................. 32 Video call .................................................................................................................................................. 33 Video call for the first time..................................................................................................................... 34 Sart a direct video call........................................................................................................................... 36 Video call appointments ........................................................................................................................ 37 Planned appointments ..................................................................................................................... 38 Receiving a call..................................................................................................................................... 39 Start the video call ............................................................................................................................... 40 The video call........................................................................................................................................ 41
A group call........................................................................................................................................... 43 Frequently asked questions .................................................................................................................... 44 Login problems ..................................................................................................................................... 45 Video call first aid.................................................................................................................................. 48 Devices and browsers ........................................................................................................................... 49
Minddistrict
Minddistrict analyst - 1
Handleiding voor de analist Beste lezer, In deze handleiding vind je meer uitleg over de functies die je als analist tot je beschikking hebt binnen het Minddistrict platform
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In de handleiding kom je tips en opmerkingen tegen. Ze worden getoond in deze blauwe balken.
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Overzicht functionaliteiten Algemene functies, beschikbaar via je startpagina: Naam functie
Korte Uitleg
Home
Je persoonlijke startpagina.
Contact
Een overzicht van je uitgewisselde contacten en contactpersonen.
Professionals
Een overzicht van collega professionals.
Data
Download rapporten en exportbestanden vanuit en over het platform.
Online status
Laat je online beschikbaarheid zien.
Profiel
Pas je eigen gegevens aan.
Instellingen
Pas je wachtwoord, profielfoto, of achtergrondafbeelding aan.
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Login
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This login guide does not refer to accounts created via an external system
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How do you login? 1. Your application manager will create an account for you. 2. You will receive an e-mail with the subject “Access to name platform”. In this e-mail you will find a link from where you can set your own password. 3. As soon as you click on the button you will be redirected to the platform in your internet browser. Set your password on the page shown. 4. After you have set your password you are immediately logged in and you can start working within the platform. Forgot your password? On the login page you can request a new e-mail. This e-mail will include a new link with which you can set a new password. Login troubles? Read the most common login issues
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Home De homepagina is de startpagina van je platform. Afhankelijk van de instellingen van het platform zie je op je homepagina de volgende panels:
• Je gemiste videobeloproepen. • Je nieuwe berichten. • Je geplande videobelafspraken. • Je contactpersonen. Hier kun je: 1. Naar het profiel van je collega gaan. 2. Een videogesprek starten. 3. Een videogesprek plannen. 4. Een bericht sturen.
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Conversations
Depending on the settings of your platform, the conversations page will show the following panels: • Missed calls. Delete a missed call by clicking the ‘x’. • Messages. Here you see all your read and unread messages. Within this panel you can search for a message by entering the sender or the title of the conversation • Planned appointments. An overview of your scheduled video calls. You can start (provided that the appointment is scheduled for today), edit or cancel an appointment. • History. You can open the list of conversations by clicking on the panel. • Contacts. Search for the right contact and perform the desired action.
A number in the tab shows how many new notifications you have.
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Messages
On your conversation page, you will see an overview of your exchanged messages. Bold messages are new messages. Click on the message to open it. Below the message you can reply. When you write a response you can:
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1. Make parts of your text bold. 2. Make parts of your text italic. 3. Create an unnumbered list. 4. Create a numbered list (like this one).
You can also attach a file to your message (a text file, a presentation, a .PDF, etc.). This attachment can be 2MB max. in size. During the upload of this file, a virus scan takes place.
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Video call
Start a direct video call Click on ‘start video call’ to start a direct video call with your contact. This only works if your contact is online and available. The color of the dot in front of the name indicates the status:
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• Grey means offline. • Red means online but busy; you cannot start a video call. • Green means online and available.
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Someone can be busy for the following reasons: 1. The person is already engaged in a video call conversation. 2. The person has manually set his or her status to ‘busy’. 3. The person has activated his or her absence message.
Plan a video call By clicking on ‘plan a video call you can schedule an appointment with your contact. Your contact will be notified about this appointment by email and can see it in the list of appointments.
Find out more about video calls
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Contactpersonen
Hier kun je: 1. Naar het profiel van de professional gaan. 2. Een videogesprek starten (mits je contactpersoon online en beschikbaar is). 3. Een videogesprek inplannen. 4. Een bericht versturen.
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Je ziet maximaal 5 professionals per keer in het panel. Staat de professional die je nodig hebt er niet bij? Zoek hem of haar dan op via het zoekveld.
Bekijk profiel: details
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Door op de naam van je contactpersoon te klikken heb je de mogelijkheid om het profieldetails van je contactpersoon te bekijken.
Bekijk profiel: contactmogelijkheden In het profiel van je contactpersoon zie je opnieuw de verschillende contactmogelijkheden: 1. Start een videogesprek 2. Plan een videogesprek 3. Schrijf een bericht
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Professionals
Here you see all your colleagues added to the platform.
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Search for a professional
You can search for a colleague professional in several ways: 1. Type (a part of) the first name, last name or professional ID in the search field 2. Expand the list (10, 25, 50 or 100 results) 3. Sort the columns in the table. The list can be ascending or descending. The columns you can sort are first name, last name, groups, number of clients in caseload, creation date, last login 4. View the next page of the list 5. Filter by group (‘Who is a secretary?’) 6. Filter by status (all, active or inactive) 7. Filter by presence (present or away)
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Data Op de tab ‘data’ heb je als analist toegang tot een aantal rapporten en exportbestanden. Deze zijn te downloaden in .csv formaat.
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De bestanden kunnen groot zijn en het genereren kan daarom soms even duren.
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Rapporten
De rapporten bevatten bewerkte data. De volgende rapporten zijn beschikbaar:
Clienten
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1. Het aantal cliënten aangemaakt per professional per periode. Op het moment dat een behandelaar via ‘cliënt toevoegen’ een account aanmaakt wordt dit als nieuwe cliënt aangemerkt. 2. Het aantal nieuwe cliëntrelaties per professional per periode. Op het moment dat een behandelaar via ‘professionals’ als begeleidende behandelaar aan het dossier van een cliënt wordt toegevoegd, wordt dit als nieuwe cliëntrelatie aangemerkt.
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Er kan dus verschil zitten in de aantallen in deze twee bestanden. De twee meestvoorkomende: 1) Als de secretaresse een cliënt aanmaakt en hier een andere behandelaar aan koppelt, komt deze cliënt in het ‘aantal aangemaakte cliënten’ op naam van de secretaresse te staan en in ‘het aantal nieuwe cliëntrelaties’ op naam van de behandelaar. 2) Als er meer dan 1 behandelaar aan een cliënt gekoppeld is wordt deze cliënt 1 keer geteld in het ‘aantal aangemaakte cliënten’ en zo vaak geteld in ‘het aantal nieuwe cliëntrelaties’ als dat er professionals gekoppeld zijn.
Modules 1. Het aantal feedbacks verstuurd per professional per periode.
Contact 1. Het aantal berichten verstuurd naar cliënten per professional per periode.
Video 1. Het videogebruik per professional per periode. Hier wordt onderscheid gemaakt in gevoerde gesprekken, gemiste/geannuleerde gesprekken, afspraken, loketgesprekken. 2. Het gebruik van het loket.
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Deze bestanden alleen beschikbaar als er gebruik wordt gemaakt van de videobelfunctionaliteit.
Monitoring 1. Een .xml bestand met monitoring data. Dit bestand is geschikt voor aanlevering aan het .sbg.
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Dit bestand is alleen beschikbaar als er gebruik wordt gemaakt van de .sbg functionaliteit.
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Interoperability 1. Een errorrapport waarin alle fouten in de koppeling met een extern systeem worden vermeld.
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Dit bestand is alleen beschikbaar als er daadwerkelijk wordt gekoppeld met een extern systeem.
Tijdelijke toegang 1. Een overzicht van welke professional buiten zijn caseload heeft gezocht. In het rapport vind je wie er buiten zijn caseload heeft gezocht, met welke zoektermen dat was en of er uiteindelijk toegang tot een ander dossier is aangevraagd.
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Per zoekactie kunnen er dus 2 regels in de lijst staan: 1) De zoektermen waarop gezocht is. 2) Het dossier waar uiteindelijk toegang toe is verkregen op basis van de zoektermen. Deze beide acties kunnen twee verschillende motivaties (zoals geschreven door de professional) hebben.
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Door te klikken op de knop ‘genereer rapport’ wordt het rapport gegenereerd. Het kan een aantal minuten duren voordat het bestand klaar is. Zodra het bestand klaar is verandert de knop van naam; de knop heet nu ‘dowload rapport’.
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Exports De exportbestanden bevatten ruwe data. De volgende exportbestanden zijn beschikbaar: 1. Cliënten 2. Professionals 3. Behandelingen 4. Dagboeken 5. Berichten 6. Motivatieplannen 7. Oefenplannen 8. Terugvalpreventieplannen 9. Monitoring 10. Training 11. Screening De uitleg over wat er in deze bestanden staat en wat de kolommen precies betekenen staat op de datapagina in het platform.
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Door te klikken op de knop ‘genereer export’ wordt het exportbestand gegenereerd. Het kan een aantal minuten duren voordat het bestand klaar is. Zodra het bestand klaar is verandert de knop van naam; de knop heet nu ‘dowload export’.
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Data bewerken Door alle data slim met elkaar te combineren kun je op allerlei manieren het gebruik van het platform onderzoeken. We geven een aantal voorbeelden.
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Module gebruik Hoe vaak wordt welke module geactiveerd? Met onderstaande stappenplan is dit handmatig te onderzoeken. 1. Download het export bestand module.csv 2. Open het csv. bestand in Excel 3. Zet de data in kolommen (via ‘Gegevens’ > ‘Tekst naar kolommen’ > de komma is het scheidingsteken) 4. Verwijder alle kolommen, behalve A t/m G (client database id, professional database id, professional id, treatment id, treatment title, template id, template title) 5. Selecteer alle kolommen 6. Gebruik de functie ‘Duplicaten verwijderen’ en verwijder zo alle dubbelingen. 7. Verwijder nu alle kolommen behalve ‘Template Title’. 8. Nu heb je een overzicht van alle modules die aangeboden zijn geweest.
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Heeft een cliënt meerdere modules aangeboden gekregen, dan zijn deze zo allemaal terug te vinden. Het kan daarom dus ook zo zijn dat er meer modules dan cliënten zijn.
Wil je hier een overzicht met aantallen van maken? Neem de volgende stappen: 1. Zet de modules in alfabetische volgorde (via sorteren) 2. Kopieer de kolom en plak deze ernaast in kolom B 3. Verwijder uit kolom B de duplicaten (via ‘Gegevens’) 4. Gebruik de volgende formule in veld C1: =AANTAL.ALS . Gebruik ‘Enter’ om de formule uit te voeren op dit veld 5. Klik veld C1 aan en ‘trek’ via het vierkantje de formule naar de onderliggende rijen. 6. Je hebt nu in kolom B een overzicht van WELKE modules zijn ingezet en in klom C HOE VAAK ze zijn ingezet.
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Deze getallen zeggen niks over of cliënten de module daadwerkelijk hebben gemaakt, alleen dat de module is klaargezet.
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Doorlooptijd modules Doorlooptijd In de kolom ‘session state’ en ‘session state datetime’ is elke statuswijziging van een sessie terug te vinden en is van deze statuswijziging te zien wanneer deze dan was. Aan de hand van deze informatie kun je bijvoorbeeld de volgende conclusies trekken: 1. Hoeveel sessies zijn er in de afgelopen maand afgerond (= status done) 2. Hoeveel tijd zit er gemiddeld tussen de start (= status session active) en het afronden (= status done) van een sessie? 3. Hoeveel cliënten wachten op dit moment op feedback (=status waitforfeedback) 4. Hoeveel tijd duur het voordat een behandelaar zijn feedback heeft geschreven (= de tijd tussen status waitforfeedback en status feedback available)
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Deze informatie is halverwege 2015 aan het bestand toegevoegd en pas voor alle sessies beschikbaar waarvan sinds die tijd de status is veranderd.
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Bekijk ook eens van de afgeronde sessies hoeveel er begeleid (=met feedback van de behandelaar) en hoeveel er onbegeleid waren. Dit is te doen door naar de kolom ‘session guided’ te kijken.
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Toolgebruik Hoeveel unieke clienten maken gebruik van een bepaalde tool? Met onderstaande stappenplan is dit handmatig te onderzoeken. 1. Download het export bestand voor de tool die je wilt onderzoeken 2. Open het csv. bestand in Excel 3. Zet de data in kolommen (via ‘Gegevens’ > ‘Tekst naar kolommen’ > de komma is het scheidingsteken) 4. Verwijder alle kolommen, behalve client database id 5. Selecteer de kolom 6. Gebruik de functie ‘Duplicaten verwijderen’ 7. Je ziet nu hoeveel unieke cliënten een tool aangeboden gekregen hebben. De uitkomsten van deze tools zijn met elkaar te vergelijken. Hiermee kun je bijvoorbeeld onderzoeken hoeveel cliënten een module én een dagboek aangeboden hebben gekregen, of hoeveel cliënten wel berichten uitwisselen, maar geen module gebruiken. 1. Plak de kolommen met unieke ID’s van de verschillende tools in een excelbestand 2. Gebruik de functie ‘Voorwaardelijke opmaak’> ‘Markeringsregels voor cellen > Dubbele waarden en markeer alle dubbele waarden of juist alle unieke waarden. 3. Sorteer de juiste kolom op celkleur en selecteer de cellen die je wilt tellen. Je weet nu hoeveel dubbele of unieke cliënten er zijn.
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Profile and preferences
By clicking on your own name, you will find your own profile and preferences. Here you can adjust some settings for your account.
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Online status
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This option is only available if the video functionality has been activated for the platform.
As soon as you are logged in your status will change to ‘Available’. When you have this status, your contacts can start a video call with you. If you change your status to ‘Busy’, your contacts can no longer start a video call. The platform remembers this setting even if you log out. The next time you login you will have the setting you set up the the last time you were online.
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Profile
Here you will see some information about your account. Click edit to adjust (parts of) this information yourself.
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Preferences
Via preferences you can adjust some parts of your account.
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Absent? Write your message here. Your contacts will see this message on multiple pages in the platform, such as when they try to write you a message or look for you in the list of contacts.
Don’t want your clients to be able to start a video call with you? Disable the possibility on this page.
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Add your profile picture and set your own background image here. Your profile picture is visible for all your contacts, while your background image only is visible for yourself.
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Adjust your password here. Your new password needs to meet the requirements (12 or more characters, at least 1 special character).
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Log out Done working with the platform for now? Don’t forget to log out!
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Video call
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Video call for the first time On a computer or laptop In order to be able to have a video call on a computer or laptop you need a to install a specific software (‘Vidyo desktop”) on your computer. In case you have not done this, you can download the software here: http://www.minddistrict.com/professional/video-calling/ In case you do start a video call without the software being installed first, you will be redirected to a page from where you can also download the software.
On a tablet or smartphone In order to video call on a tablet or smartphone, you need to install a (free) App (‘VidyoMobile’) on your tablet or smartphone. If you have not done it yet, you can download the app via this link in the App Store (iOS) or Google Play Store (Android): http://www.minddistrict.com/professional/video-calling/ In case you do start a video call without the App being installed first, you will be redirected to a page from where you can also download the App.
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After you have installed the App you will never directly use it: the video calls will always start via the browser on your phone. You can’t directly login to the app.
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Do you have a Windows tablet? Don’t install the App, but install the Vidyo Desktop software instead
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Sart a direct video call You can start a direct video call in several places: 1. On your homepage you see all your contacts. Click on the (online) contact you want to call and click ‘Start video call’. 2. On your conversations page you see all your contacts. Click in the (online) contact you want to call and click ‘Start video call’.
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You can only start a direct video call with a colleague. With clients you need to make video call appointment first.
You can only start a video call when your contact is online and available. You can tell by the dot in front of the name of your contact. If your contact is online, the dot will be green, red means your contact is busy and grey indicates that he or she is offline.
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A contact can be busy if he is in another video call or because he manually set his status to absent.
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Video call appointments In the dossier of a client you can click on ‘Plan video call’.
As soon as the appointment is made the contact receives an e-mail stating there was a change in the list of video calls. The contact can login to check which changes were made.
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Planned appointments Your planned appointments can be found on your home page, conversations page and on the conversations page in the dossier of your client. Once an appointment is planned you can: 1. Adjust it (and set a new date and time) 2. Remove it 3. Start it, if it is an appointment of today
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Receiving a call
You can receive a direct video call from your colleagues. If this is the case, a bar will appear on top of the page. In addition, you will hear a sound. Before you start the conversation you can look at the profile of your colleague first to get some more information on that person. You can accept or decline incoming calls. The caller can cancel the call. In this case the bar will disappear again.
If you don’t pick up or the caller cancels the call before you can accept it, you have a missed call. You can delete this missed call on your conversations page.
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Start the video call On a computer A call starts as soon as you accept the incoming call or as soon as the person you are calling accepts the call. The video call screen will open by itself. In case the opening of the video call screen takes too long you will get the possibility to restart the call.
On a tablet or smartphone A call starts as soon as you accept the incoming call or as soon as the person you are calling accepts the call. The platform recognises that you are trying to place a call on a tablet or smartphone. You are asked to start the call via the Vidyomobile App. Click the button to accept the opening of this app.
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The video call A video call on a computer Calling for the first time? Read the information on a video call for the first time.
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The call will start in a new window on your computer, which means that you can use the platform fully during the call.
When in a call, you have a number of functionalities available:
1. Show the participants 2. Change the lay out 3. Show full screen 4. Share your screen 5. View what is being shared 6. Change the lay out; don’t see yourself, see yourself in a small screen, see yourself in an equally big screen 7. Turn your camera off 8. Turn your microphone off. Your contact can no longer hear you 9. Alter the volume 10. Check the configurations 11. The duration of the call 12. Close the screen
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After you have closed the screen, end the call by using the button in your browser.
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A video call on a tablet or smartphone Calling for the first time? Read the information on a video call for the first time. When in a call, you have a number of functionalities available:
1. A menu with which you can see the names of your contacts and information on the quality of the call 2. An overview of the participants in the call 3. Turn your camera off or switch between the camera in the front and the back of your device 4. Turn your microphone off 5. Mute the other participant 6. Close the screen
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During the call you are working in the Vidyomobile App. This makes it possbile to look at the platform during the call. But, you do need to leave the app, so you can’t keep talking to one another. During your leave the call is still there, but your camera and microphone are turned off until you return to the app.
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After you have closed the screen, end the call by using the button in your browser.
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A group call
It is possible to be in a group call with 8 people max. This can consist of multiple clients and/or multiple professionals. To add a person to a call, you go the the platform and click the + button to add the person. This can be done on the conversations page.
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Working on a tablet or smartphone? During the call you are working in the Vidyomobile App. This makes it possbile to look at the platform during the call. But, you do need to leave the app, so you cannot keep talking to one another. During your leave, the call is still there, but your camera and microphone are turned off untill you return to the app.
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Frequently asked questions
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Login problems Questions on / problems with logging in are relatively common. Most issues can be solved by using the tips below.
The most important solutions summarised: 1. Use the link ‘forgot password’ on the login page 2. Check your spam filter 3. As professional, check if the e-mail address was entered correctly for a client in the dossier 4. As professional, resend the welcome e-mail to a client
What can go wrong and how to solve this? Below you will find the most common login issues, what is likely to cause these issues and how they can be solved. Some may sound very obvious, but do check them properly.
I did not receive an email to create my password with
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Cause
Solution
There was a typo in the email address when the account was created
Ask the person who created your account to check if the email address was entered properly
You did not yet receive an account
Ask the person responsible for creating your account to check if you do already have an account. If not, please ask this person to create this account
An inactive account was created for you
Ask the person responsible for creating your account to activate your account. Then ask this person to resend you the welcome email or use the ‘forgot password’ functionality on the homepage
The email went into your spam folder
Check your spam folder and open the email here
The email got blocked by a (network) filter
Check again in a couple of minutes if the email arrived
None of the above, but I still can’t find the email
Go to the homepage of your platform. Click the link ‘forgot password’. A new email will be sent to you
I did receive an email, but I can’t click the link in it Cause
Solution
Some email programs do not change the link into a hyperlink, so the link is not clickable
Select the whole link and copy it to your browser
I can click on the link, but I get an error when creating my password
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Error message
Cause
Solution
One or more of the fields have not Your password does not contain been completed correctly. – Password: at least 12 characters Password is too short.
Your password should contain 12 or more characters and one or more special characters like !”#$%&’()*+,-./:;<=>?@[\]^_`{|}~
One or more of the fields have not been completed correctly. – Password: Your password does not contain Password does not contain enough at least 1 special character characters of special characters.
Your password should contain 12 or more characters and one or more special characters like !”#$%&’()*+,-./:;<=>?@[\]^_`{|}~*
The new password and the confirmation are not the same.
You made a typo in either the first or the second field*
Retype both fields
The link has been used before or is no longer valid
You have already used the link to try to reset your password
On the page you see there is a button to request an email in which the link to create a new password is present
The link has been used before or is no longer valid
You use the link in the email after the link expired (7 days for the original login email and 1 hour for the forgot password email)
On the page you see there is a button to request an email in which the link to create a new password is present
The requested resource can not be found.
Somebody is already logged in on Ask this person to log out before the device you are using. you login
I have been able to login before, but now I can’t login anymore Cause
Solution
Your email address is incorrect
Check if you filled out your email address properly
Your password is incorrect
Retype your password. Check if your caps lock button is off
Your account has been locked
This happens if you try to login with a faulty email address 10 times. Use the button on the screen to request an email to unblock your account
None of the above, but Go to the homepage of your platform. Click the link ‘forgot password’. A new email is I still can’t login sent to you
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Video call first aid General issues Problem
Possible solution
My computer runs slowly
Plug in the power cord of the computer. Working with the battery can diminish the speed and quality of the conversation
My computer runs slowly
Do not use a USB hub to connect your computer with a camera or microphone, but connect these devices directly to the computer
My computer runs slowly
Drivers or software could be outdated. Make sure you use all recent softare (VidyoDesktop, Vidyo Mobile App and drivers for you camera, microphone and operating system
It is going very slow on my tablet or smartphone
Try experimenting with the connection. Sometimes wireless is best, sometimes 3g / 4g.
The sound is ok, but the video is not Problem
Possible solution
Go to the vidyo configuration, select ‘devices’ and see if there is another camera you The video image is very can use. You can often switch between the front and back camera on a tablet or low in quality smartphone Another program is already using my webcam
Shut down this other program, as the webcam can only be used for one program at a time
There is no driver/ software installed for my webcam
Install the driver/software. Restart your computer and restart your video call
The video is ok, but the sound is not Problem
Possible solution
I used a headset the last time I made a Vidyo remembers your last settings and will still think you are using a call, and can’t get the sound through headset. Go to the configuration of Vidyo, select ‘devices’ and select my speakers the proper speakers
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Minddistrict
Minddistrict analyst - 1
Devices and browsers
The Minddistrict platform can be used on pretty much all computers, laptops, tablets and smartphones. The platforms functions in the last 2 versions of the browers Internet Explorer, Google Chrome, Firefox and Safari. The Minddistrict App works on the last two versions of iOS and Android.
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