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Client Appointment Recordings - Interns/Residents/Supervisors

Client Appointment Recordings - Interns/Residents/Supervisors

Owned by Violet Cozzarin
Last updated: Oct 21, 2024 by Campus Wellness Tech Support
6 min read

Video Appointments: Recording a Teams Meeting Appointment

  1. Ensure the client signs your Consent to Record form prior to creating this appointment.

  2. Create a meeting with your client through Outlook calendar or MS Teams Calendar, using the title "Consult" (do not include identifying information).

IMPORTANT: If you do not create a meeting, you will not be able to record the appointment with your client. Calls do not allow you to record.

  1. Join the meeting at the time of the appointment and start recording once the client joins by clicking the ellipsis … (more options) and select Start recording.

IMPORTANT: When recording, it automatically starts transcribing the meeting as well. We do not want the meeting transcribed. Click the ellipsis again and select Stop Transcribing. 

  1. When you need to end the recording, click the ellipsis … and select Stop recording.

  2. The recording is then saved to Microsoft Stream. It may take a few minutes to process.

  3. In the Chat of the Teams meeting/appointment, click the ellipsis … next to the recorded meeting once it loads.

  4. Select Open in Stream.

Video Appointments: Downloading a Teams Meeting Recording

In order for your supervisor to see the video, you need to download it from MS Stream to your OneDrive and notify them it is there.

Download Video from MS Stream

  1. Once you have the video open in MS Stream, click the ellipsis … and then the Download button in the top-left corner above the video.

  2. Navigate to your OneDrive and create a New Folder named ______ - Videos where “______” is replaced with your name (e.g., John Doe - Videos). Save the video in that folder.

  3. As soon as it's downloaded to your OneDrive, immediately delete the recorded video from MS Stream:

    1. Click the meeting name in the top-left corner.

    2. Click the Location - specifically, the folder where the video is saved.

  4. Select the video then click Delete.

  5.  If you attempt to open the recording again it will present this webpage:

Share the Video Folder with your Supervisor

If you haven’t done so already, be sure to share your ______ - Videos folder with your supervisor.

  1. Open OneDrive using File Explorer and find your ______ - Videos folder.

    image-20240909-161159.png

  2. Right-click that folder and choose Share.

    image-20240909-143116.png

  3. Enter the name or email address of your supervisor and click Send. They will receive an email with a link to the folder and can open/view it.

If you are only sharing one video

  1. Open OneDrive using File Explorer.

  2. Double-click the ______ - Videos folder to open it.

  3. Right-click the video you want and choose Share.

    image-20240909-143116.png

  4. Enter the name or email address of who it’s for and click Send. They will receive an email with a link to the video and can open/view it.

In-Person Appointments

You will be recording in-person appointments with the YouCam application on your computer. If you don’t already have YouCam installed, please submit a ticket and the Tech Team will install it.

Initial Set-up (to complete before meeting with clients)

  1. Click Settings (cog icon at top-right).

  2. Under the Camera settings:

    image-20240909-145320.png

    1. Ensure the Audio device is using the right microphone.

    2. Uncheck Flip horizontally so it doesn’t “mirror” the video.

    3. Ensure that Capture with audio is checked.

  3. Under the Capture & Snapshot settings:

    image-20240909-145648.png

    1. Use the triple-dots … to set the Capture folder to your OneDrive > Videos folder.

    2. Change the Capture quality to Good (so the video file isn’t enormous).

  4. Under the Other settings:

    image-20240909-145828.png

    1. Uncheck Run YouCam at system startup.

  5. Close the Settings panel.

  6. Ensure the camera is positioned to record the client and click the Record button.

  7. Stop the recording when done using the square icon next to the recording button.

Meeting with Clients

  1. Use the YouCam desktop shortcut to open the application.

  2. Click Launch Free Version (always launch this version).

  3. Ensure the camera is positioned to record the client and click the red Record button.

  4. Stop the recording when done using the square icon next to the recording button

Share your Video Folder with your Supervisor

  1. Open OneDrive using File Explorer. Make sure your video folder is named ( ______ - Videos).

    1. If it is not, right click the folder.

    2. Select rename and type it in.

    3. Hit the enter key when done.

      1. Note that you will fill in the blank with your name. Exampled below:

image-20240909-161159.png

  1. Right-click the _______ - Videos folder and choose Share.

image-20240909-143116.png

  1. Enter the name or email address of your supervisor and click Send. They will receive an email with a link to the folder and can open/view it.

Sharing a Specific Video

  1. Open OneDrive using File Explorer.

  2. Double-click the Videos folder to open it.

  3. Right-click the video you want and choose share.

  4. Enter the name or email address of your supervisor and click Send. They will receive an email with a link to the video and can open/view it.

For Supervisors

How to Save the Folder to your OneDrive

  1. Open Outlook and find the email “_______ invited you to edit a folder”.

  2. Click the blue Open button.

  3. Once the webpage has opened, click Add shortcut to OneDrive.

image-20240909-154514.png

How to Access the Folder

  1. Open File Explorer.

  2. Click on OneDrive in the left-side bar.

  3. Search for the folder with the name. It will show up in the list with a linked icon.

    image-20240909-155202.png

  4. Double-click to open it. All shared videos should be within.

Not showing up?

  1. Open up OneDrive on web (https://uofwaterloo-my.sharepoint.com/).

  2. Click my files on the side left bar.

    image-20240909-160102.png

  3. Look for the folder.

  4. Double-click to open.

  5. All videos will also be accessible from there. The folder will now show up after the above steps are complete.