Prior to the session: Add new and existing users as a group or individually with permissions appropriate for your participants and protocols.
To add participants, as the Manager, click on Users & Groups on the left-hand menu. Click +Add in the top right of the screen to create a new user. Type in the email address of the person you want to create as your new user. Then click Add. Once you've filled out their account details, click Add, and a welcome email will be sent to your new users with details on how to complete the setup of their account.
Then you’ll need to edit the participant’s user account. Click on Users & Groups on the left-hand menu. Click Search. Type in the email address of the user and select the pencil icon. Then change the Transfer Permission to Transfer Own.
Note: If the email address is already in another Guardify license, the user’s full name and phone number will auto-populate.
To add a group, click on the Groups tab at the top of the page. This page contains groups that you created or are a member of. Select +Add at the top right of the screen to create a new group. Fill in the Group Name field at the top, and then click Add Users. This will prompt you to select users that you have already added to the system. Click Add when you’ve selected the users you'd like to add to this group. Then click Create.
Once the users have been added to the Account, invite the Interviewer to upload their interviews and documents.
To upload an interview, under the Interviews tab in menu, click on the purple +Create button. When filling out the interview details, all fields marked with a red asterisk are required fields. Use the lavender upload box on the right to add videos, images and documents. You may load up to five camera angles. Once complete, select Create.
Once the interview has been uploaded and processed, the interviewer can add their tags, edit their transcript, and use the notes feature.
To add a tag to an interview, type in the Add Tag box on the right side of the player. The tag can be set to private (only you can view the tags), to group (you may designate a group to view the tags), or all permitted users (users who have access to this interview).
To add a note, click on the second icon on the far right of the screen.
To view or edit the transcript, click on the three dot menu towards the right of the screen. Select Transcribe Video. When the transcription is ready, you may now click View/Edit Transcript in the three dot menu.
To edit the transcript, click on Edit. The purple moving bar shows where the video is at while it's playing. Users may edit, switch the speakers, and edit the speaker's names. When the user is done editing, the user can save or publish the new CC. User can now download the transcript and upload it as an attachment.
Note: The interviewer may also upload any additional attachments prior to transferring the interview card to the host.
Transfer Workflow: The Interviewer can then transfer the interview card to the host of the Peer Review. To transfer, first, go to the Interviews tab in the menu and select Transfer from the 3-dot menu on the interview card. The Select New Custodian window will pop up, search for the person to whom you would like to transfer custodianship. You will be asked to confirm the action by typing TRANSFER into the provided field. Then, click Confirm.
Once the interview has been transferred, the host may now attach any additional documents by clicking the three dot menu on the interview card and selecting Edit. The Edit Interview pop up will appear. Use the lavender upload box to add any additional documents.
If there are designated groups for peer review, you can share the interview with the participants in their designated group prior to the session. By clicking the clock, you can select what time the interview can be shared and what time their access expires.
Share Workflow: The Interviewer can then share the interview card with the host of the Peer Review. To share, first, go to the Interviews tab in the menu and select Share from the 3-dot menu on the interview card. Or, within the interview card, click on the purple Share paper airplane icon in the top right and select share. The share table will appear, search for the person with whom you would like to share the interview with. Then click Save.
Note: If the interview is shared, the interviewer could share their screen during peer review to allow the participants to observe the interview. If the interview was transferred or shared with the Host, the Host could share their screen to allow the participants to observe the interview.
To schedule your Guardify Live session, select Guardify Live on the left hand menu and click +Create.
Fill in all the fields and click Save. An email with a link will be sent out to the participants that were added to the session. The session will be available closer to the time and date of the scheduled peer review. When a purple "Join" button appears next to your scheduled peer review, that session is ready for participants to join.
Note: The Auto-start Recording is turned on by default. If you do NOT want the recording to start automatically, uncheck the box. The Host can still manually start the recording within the session.
Day of Peer Review: Click on the purple "Join" button to join the Live Session. The Live Session will open up in a new tab.
To share your screen, select the green "Share Screen" option at the bottom of your screen.
Note: If you are on a Windows computer, use the "Entire Screen" or "Tab" option to share your screen. If you are on a Mac computer, use the "Tab" option to share your screen. Toggle on the "Also share tab audio" button if you'd like to share your audio. Then click "Share."
To create breakout rooms, select "Breakout Rooms" at the bottom of the screen. The Host can choose through the options and click Create.
When you are ready to start the breakout room, select Open All Rooms. The participants will be able to join their designated rooms.
As the host, you can speak to all the breakout rooms from the main session.
To record the main session, select the Record button at the bottom of your screen. You may pause or stop the recording at any time. If you are recording in the main session, and participants join the breakout rooms, the recording will NOT capture the breakout rooms, only the main session would remain recording.
To end the meeting, select End at the bottom right of the screen. Then select End Meeting for All. If the Live Session was recorded, the recording will process and be ready to be associated to an interview card. If the Live Session was already associated to an interview card, the recording will upload directly into the associated interview card. The purple file icon will take you to the interview card.
Click on the red "No associated interview" bar or the purple upload cloud. That will allow you to associate it to an interview card you have created. A Save Recorded Session will appear. You can preview the recorded Session by clicking the purple "Preview" button. Then you can associate the Session to an interview card by clicking on the Associated Interview drop down box. You can save the recording as a streaming video or as a download-only attachment. Then click save.
After Peer Review: The participants access to the video should expire or the Host can revoke the participant's access by clicking on share on the interview card or clicking the purple airplane icon inside the card view. Next, you'll find the participant's name and click on the Revoke share access button.
You can take note of which users participated in the interview history, within Guardify Live's participant list, or in the share section within the interview card. You can also delete all of the contents by going to the interview card, selecting the three dot menu on the top right of the interview card, and selecting Delete. A Delete Interview pop up will appear, type in DELETE, and click confirm.
Note: Only the Originator of the interview card or License Manager can delete the interview.
