THE BASICS: PART ONE

Learn how to configure your workspace and room settings in ohyay. Watch the video tutorial here: https://youtu.be/2IT4T2irZGQ.


🎨 Creating a Workspace

In ohyay, a workspace is a set of virtual rooms.

To create a new workspace from scratch:

  1. Click "Join Now" at the bottom of our website.
  2. Go to your ohyay homepage (https://ohyay.co/home.html).
  3. Click "Create" under "Create a New Space."

🛠 Accessing Workspace Settings

Your Workspace Settings are the big-picture items that apply to your entire workspace. You'll want to configure the Workspace Settings before inviting people into your space.

To access your Workspace Settings in the right-hand panel:

  1. Click on "Workspace" in the menu at the top of your screen.
  2. Select "Settings" from the dropdown menu.

🔡 Changing Your Workspace's Name

At the top of your Workspace Settings in the right-hand panel, highlight "Untitled" and name your workspace whatever you'd like.


🖋 Giving Admin Access

The first line item in Workspace Settings is "Admins" — the list of admins who can control the backend of your space.

To grant someone access to edit your space:

  1. Click on the pen icon next to "Admins."
  2. Enter the email address of the person you'd like to grant access to.
  3. Click "Save."

Now, when that person enters your space, they should see a pen icon at the top of ohyay studio that they can click to switch into Creator Mode.


🔢 Setting Your Workspace's Max Capacity

The next line item in Workspace Settings is "Capacity Limit" — the maximum number of people who can be in your space at once.

To set your workspace's capacity limit:

  1. Highlight the number next to "Capacity Limit"
  2. Enter a number based on your expected RSVP count.

🚧

🔢 Max Capacity Per Workspace

A single ohyay workspace can currently hold up to 500 guests at once.

If you're hosting more than 500 guests, you can spread them out across multiple "overflow" workspaces. Reach out to us at [email protected] for help with setting up this kind of space.


🎬 Director Mode

The next item listed in your Workspace Settings is "Director-only Admins."

Director Mode is a hybrid between Creator and Viewer Modes, allowing you access high-level controls. It's also helpful for testing out elements such as buttons and chat boxes.

To toggle Director Mode:

  • Click on the clapperboard icon at the top of your screen or hold down alt/option.** The clapperboard icon should turn red.
  • Click on the camera projector icon again to come back into Creator Mode.

If someone has "Director-only" access, they'll help you direct the event but won't be able to edit your space.

To give someone "Director-only" access:

  1. Click on the pen icon next to "Director-only Admins."
  2. Add their email address.
  3. Click "Save."

📘

🎬 Director-Only Access

We recommend giving "Director-Only" access to collaborators who will help run your event but don't need access to the backend, such as a TA.


📹 Setting Participant Video Quality

The next line item is "Participant Video Quality." The default is set to "Low," and we generally recommend that you leave it on there.

You may choose to change the default settings when:

  • High: You're hosting only a few people and don't mind using extra bandwidth.
  • Very Low or Extra Low: You're hosting a lot of people in an auditorium-like room and don't want to overload your guests' computers.

📘

🔎 Find Properties Quickly

When looking for properties, such as "Participant Video Quality," use the "Search Properties" bar at the very top of the right-hand settings panel.


🌎 Setting Your Workspace's Region

The next item in Workspace Settings is "Region." The region lets us know which global server you're going to be operating this space on.

You'll want to select the region that's closest to the majority of your expected guests.

🚧

🌏 Changing Your Region

If you change the region that this workspace is operating on, it will briefly refresh everyone in this space. Ideally, you'd do it prior to inviting people to your space.


👯‍♀️ Managing Your Workspace's Users

Click on the pen icon next to "Users" to see a list of people who have been in your space.

There are a few things you can do with this list of users:

  1. Before your event: Click on "Users" in the menu and select "Import User List." Import a CSV file with emails in the first column and tags in the second. (We'll cover this later).
  2. After your event: Click on "Users" in the menu and select "Export User List" to download a CSV file of all of the guests who attended your event.

✨ Adding a Vanity URL

To set a custom URL for your workspace (ohyay.co/s/your-space-name):

  1. Click on the pen icon next to "Vanity URL" in Workspace Settings.
  2. Enter whatever you'd like (e.g. anne's-birthday-party, team-standup, etc.)
  3. Click "Save."

👍

Vanity URL

Share your vanity URL with your guests to send them to the first room in a workspace, which is typically a welcome/landing room.


👏 Customizing Reactions Across Your Workspace

Under "Defaults" in Workspace Settings, you can customize default emoji reactions that are available across your space. (You can still change the default in individual rooms).

Reactions are one of the most popular features in ohyay. With reactions in the "Reactions Bar" at the bottom of the screen, your guests can react to the conversation with custom emojis.

To change out the emojis in the "Reactions Bar":

  • Click on the pen tool and select the emojis of your choice from the emoji library.

🧭 Enabling Room Navigation

If "Enable Room Navigation" under "Interaction" is checked, your attendees will be able to self-navigate into different rooms.

Keep in mind that you can still go into certain rooms (e.g. a presentation room) and change the room settings to hide the room navigator list on the left-hand side.

To change the way that your rooms appear in the left-hand rooms list:

  1. Click on "Names" next to "Room Navigation Style" in the Workspace Settings.
  2. Select an option from the dropdown (e.g. Images, Names and Images, etc.)

For larger events, the "Map Room" style is a custom room that will function as a map for your space.


📺 Enable Screen Sharing Across Your Workspace

If you want to give guests the ability to share their screens, you'll want to make sure that "Enable Screen Sharing" is checked.

📘

Screen Sharing in ohyay

To share their screens, your guests can click on the monitor icon at the top right of ohyay. See our "Setting Up" guide for more info!

In individual rooms, you can also limit the people who can screen share based on their email addresses. See the "Enable Screen Sharing in Your Room" section below.


⛔️ Adding Security to Your Workspace

The default security setting on every ohyay workspace is "All Users," meaning that anybody with a link to your space can view it. Click here for more info.

To change how your space is secured:

  1. Click on “All Users” next to “Authorization” in the Security section of the Workspace Settings to pull up a dropdown menu.

You'll see that you have a few different options:

  1. Allow Anonymous Users: Your guests will not need to create an account to come into the space.

🚧

Allow Anonymous Users

With "Allow Anonymous Users," you will not be able to assign guests to breakout rooms, specific slots, etc., since their email addresses will not be recorded.

  1. Password: Click on the pen icon next to "Password" to enter a password. Your guests will need to enter the password before accessing your space.

  2. SSO: We currently offer SSO single sign-on options for Google. If your organization uses Google to log in, you can do a domain-based restriction (e.g. berkeley.edu).

  3. Invite Only: Your guests will only be able to access your space with an invite link. To get that link, click on the icon with the singular person/+ sign (at the top right of the tool).

  4. Referrer Only: Gives you the ability to set another website as the gateway to this space.


🎶 Adding Music to Your Workspace

To add the same music to every room in your workspace:

  1. Search for "Music" in "Search Properties" at the top of Workspace Settings or scroll down until you see the "Music" section.
  2. Click on the pen icon next to "Live Music URL" to upload an MP3 file, or a drop a link to a YouTube playlist in the text box next to the pen icon.
  3. Click "Play" next to "Play Workspace Music" under "Actions."

🎨 Creating a Room

To add a room in your space, you have a few options:

  1. Create a blank room: Click on "Room" in the menu at the top of ohyay studio and select "New Room" from the dropdown.
  1. Import a room from the Room Gallery: Click on "Room" in the menu and select "Import Room" from the dropdown.

📘

🎨 Room Gallery

The Room Gallery is a collection of rooms published by our community of creators. You can filter rooms by "Tutorials" and "by ohyay," and publish your own under "Room" > "Publish Room."


⬆️ Moving a Room in the Room List

To move a room up and down the room navigator list:

  • Select the room and drag it, or use a keyboard shortcut (Command-⬆️ or Command-⬇️).

🔡 Changing Your Room's Name

Similar to your workspace, you can change the name of your room by highlighting "Untitled" at the top of your Room Settings and filling in the text box.

🚧

Right-Hand Settings

The settings in the right-hand panel changes based on what you click on: your room name in the room list, your workspace name, or an element in your room.

🌅 Adding a Background to Your Room

To add a background asset to your room:

  1. Click on “Room” in the menu at the top of the tool and select “Settings."
  2. Click on the background media icon at the top of the right-hand panel to access the Asset Library.
  1. Select a background asset from the Asset Library or click “Choose File” to upload a new image or video.

You can also change the color and gradient of the default black background, instead of uploading a background image.


🔢 Setting Your Room's Max Participants

To set your room's capacity:

  1. Highlight the default number of max participants (16) in your room's settings and enter the max number of people you'd like to let into the room.

In ohyay, the "Max Participants" (the number of people who are allowed in your room at one time) is not necessarily equal to the amount of people that you have on screen.

For example, if you set your "Max Participants" to 12, and only have one face bubble on the screen, there's only one element for somebody's camera stream to come into. When the 13th person tries to enter the room, they'll get an error message.

👍

Max Participants vs. Face Bubbles

If you're building a room that's meant for conversation, make sure that the "Max Participants" in your room matches the number of face bubbles you have on screen.


🙍‍♀️ Adding a Participant Video to Your Room

Without a participant video, you will not see yourself on screen.

To add a participant video to your room:

  • Click on the icon of a single person at the top left of your screen (a "Participant Video Element").

👨‍👩‍👦 Adding Fake Participants to Your Room

Adding fake participants gives you the ability to see exactly what you're editing.

To add fake participants to your room:

  1. Highlight the default number of fake participants under the "Room" section of Room Settings and change it to whatever you'd like.

📘

Fake Participants

Fake participants will only appear in Creator Mode. Your guests will not see them when they enter your space in Viewer Mode.


🔘 Rounding Your Participant Video Element's Corners

"Borders and Corners" are a great place to start with your participant video elements.

To round your participant video's corners:

  1. Click on a participant video to pull up its settings in the right panel.
  2. Search for "Borders and Corners" in "Search Properties" at the top of the panel or scroll down until you see the "Borders and Corners" section.
  3. Drag the "Corner Radius" slider and watch how the participant video's corners round.

You can also make your participant video circular by checking the box next to "Circular/Elliptical."

📘

Make Your Participant Video 3D

Click on your face bubble, hold down "d," and drag its corners to instantly give it a 3D effect.


❍ Adding Shadows to Your Participant Video

Adding shadows is an easy way to make your participant videos look more realistic.

To add shadows to your participant video:

  1. Click on your participant video to pull up its settings in the right-hand panel.
  2. Search for "Shadows" at the top of the right-hand panel or scroll down until you see the "Shadows" section.
  3. Check the boxes next to "Drop Shadow" and "Perspective Shadow" and adjust their blur, spread, offset, etc.

🚧

Copying-Pasting Elements

To avoid doing double work, you can copy-paste face bubbles or clone them by clicking on "Clone" under "Actions" in their settings in the right-hand panel.


👥 Adding a Multiuser Grid Chat to Your Room

To add a face bubble that can hold multiple people:

  1. Click on the "Multiuser Video Chat" icon at the top of ohyay studio.

A "grid chat" auto-populates based on how many are in it. As people come in, it auto fits them to the box that you set up.


🏟 Setting Your Grid Chat to "Audience Mode"

In each ohyay room, we recommend a maximum of 20 face bubbles on screen at one time. So what if you have 50 people in a room, all watching a presentation together?

Setting your grid chat to "Audience Mode" gives you a carousel that rotates people on and off-screen, so that you can see who's in the room without having everybody on screen at once.

To set your grid chat to "Audience Mode":

  1. Click on the grid chat to pull up its settings in the right-hand panel.
  2. Set the max amount of people who can be in the grid chat. (If you will have 50 people in the room at the same time, up the max participants to 50).
  3. Search for "Audience Mode" at the top of the settings and check the box next to it.
  4. Adjust the default number of "Audience Participants" (6) to appear in the "Audience Mode" grid chat and adjust the "Audience Rotation Time" with the slider.

🚧

20 people on screen / room

In an ohyay room, we don't recommend having more than 20 people on screen at the same time.


🔊 Adjusting the Volume of Your "Audience Mode" Grid Chat

If your audience members don't need to speaking, you may want to mute them by default in case someone forgets to mute.

To adjust the volume of your grid chat:

  1. Click on the grid chat to pull up its settings in the right-hand panel.
  2. Search for "Volume" at the top of the right-hand settings or scroll down until you see the "Interaction" section.
  3. Adjust the external volume (how loudly people outside of the grid chat can hear the grid chat).
  4. Adjust the internal volume (how loudly people within the grid chat can hear each other).

🙋‍♀️ User Assignment: Auto, Click-To-Join, and Manual

Click on a participant video element to bring up its settings in the right-hand panel. You'll notice a section called "User Assignment" at the very top of the settings.

Click on "Auto" under "User Assignment" to see a few different options:

  1. Auto: The default setting. Your guests automatically pop into the video slot you've added.

  2. Click: Your guests can click into a slot to appear on screen. (Import "Tuchinksi Auditorium" from the Room Gallery to see a great example of click-to-join slots).

📘

"Click here to ask a question"

With click-to-join slots, it's helpful to add an instructional text element or change their background colors, so that guests know to click on them.

  1. Manual: Assign a slot to a specific email address. Only that guest will be able to fill the slot and will automatically appear in it upon entry to the room.

🎶 Customizing Your Room's Music

To set music for your room:

  1. Search for "Music" in "Search Properties" at the top of Room Settings or scroll down until you see the "Music" section.
  2. Click on the pen icon next to "Live Music URL" to upload an MP3 file, or a drop a link to a YouTube playlist in the text box next to the pen icon.
  3. Click "Play" next to "Play Room Music" under "Actions."

📺 Enabling Screen Sharing in Your Room

To enable/disable screen sharing in your room:

  1. Check/uncheck the box next to "Enable Screen Sharing" under the "Interaction" section of the Room Settings.

To restrict screen sharing in your room:

  1. Click on the pen icon next to "Screen Sharing Email List."
  2. Add the email addresses of the people who will need to share their screens in the room.

👏 Customizing Your Room's Reactions

Reactions are a very popular interactive element in ohyay, especially in auditorium spaces.

To enable and customize reactions in your room:

  1. Check the box next to "Enable Reactions" under the "Reactions" section of the Room Settings.
  2. Click on the pen icon and select the emojis you'd like to appear in the Reactions Bar at the bottom of the screen.
  3. Adjust the "Reaction Emoji Height," which is how high the emojis rise on the canvas, to your liking.

There are a few other options in the "Reactions" section of Room Settings:

  • Allow Custom Reactions: Allows your audience to choose their own emojis to react with.
  • Allow Text Reactions: Allows your audience to send chats from the Reactions Bar that disappear after a few seconds on screen.
  • Enable Audio Reactions: When checked, the clapping emoji reaction will produce audio. The more people click the emoji reaction, the louder the applause.
  • Allow Custom Reactions: Allows you to add a logo or photo as a default emoji.

🔒 Hide Room Navigator

If you hide your room navigator list on the left-hand side, people won't be able to navigate away from that room.

To hide the room navigator list and "lock down" your room:

  1. Click on "Room" in the menu and select "Settings" or click on your room's name in the left-hand room navigator list.
  2. Search for "Navigation" in the Room Settings or scroll down until you see the "Navigation" section.
  3. **Check the box next to "Hide Room Navigator."

🕵️‍♀️ Show in Room Navigator

By default, every room in ohyay is visible in the room navigator list on the left-hand side, provided that room navigation is enabled in the space. Your name will be visible to other guests; your tags and email will be visible to admins of the space (unless the space is set to "Allow Anonymous Users.")

If you'd like to have a private room (e.g. an organizer's room or tech support lounge), it can be useful to turn off the room in the room navigator list.

To hide your room from the room navigator list:

  1. Click on "Room" in the menu and select "Settings" or click on your room's name in the left-hand room navigator list.
  2. Search for "Navigation" in the Room Settings or scroll down until you see the "Navigation" section.
  3. Uncheck the box next to "Show in Room Navigator."

Congratulations! You've made it through the "Part One" guide.

Email us with questions and feedback at [email protected], chat live with us on Discord, or post a question on our new community forum: https://ohyay.readme.io/discuss.


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