1. Access the Admin Hub
Important: An itinerary must include at least one Thalamus Video virtual session and must be published before it will appear in the Admin Hub.
Select Schedule from the top menu bar
Select Thalamus Video Admin Hub from the dropdown list
Note: The Thalamus Video Admin Hub is only available for programs that use Thalamus Video to conduct interviews. It is not available for programs using a third-party video application, such as Zoom, Teams, or Webex.
2. Filter and view sessions
All events appear by default. Use the Filter By dropdown to narrow the view to a specific interview session date. Select Reset to return to the default view.
The Admin Hub organizes sessions into three tabs:
Active: sessions currently in progress
Previous: sessions that are completed or were previously scheduled
Upcoming: sessions scheduled for the future
Note: A session will only appear in the Admin Hub once its itinerary has been published.
3. Review session details
Each column displays specific session information. This information updates dynamically in real time, so you will not need to refresh your view to see changes.
Sessions: the name of the session type
Session ID: the ID shown on the itinerary session
Room Name: the number assigned to the room. Select the Room Name number to join the room
Start Time: the session's start time
End Time: the session's end time
Remaining: the amount of time remaining until the scheduled end time
Participants: the number of individuals currently in the room compared to the number assigned. Names will display on hover
Actions: the actions available for that session
To view the applicants currently in a session, select View Active Participants for that session.
4. Take action in an active room
An active room will display a green dot on the left side of its row, indicating that participants are present.
Four actions are available for an active room:
Manual Virtual Knock: notify participants of the time remaining
Send Custom Message: send a message to all participants in the room
End Meeting: close the room immediately
Join: join the room in a new browser tab
Send a manual Virtual Knock
Select the hand-knocking icon for the session and Thalamus Video will send the following message into the room: "There are [X] minutes left in the interview. Prepare to finish your discussions!"
Note: An automatic knock will be delivered at the set Virtual Knock Interval. If not customized, this notification will appear when 5 minutes remain in the session. Once a Virtual Knock has been sent, a counter badge will appear next to the knock icon showing the number of knocks sent. The counter will reset once the meeting has ended.
Send a custom message
Select the thought-bubble icon for the session
Type your message in the comment box
Select Send Message to broadcast the message to each participant's room
Note: Once a custom message has been sent, a counter badge will appear next to the custom message icon showing the number of messages sent.
End a meeting
Select the red X icon for the session. This will close the room immediately for all participants.
5. Send bulk notifications
You can send a Virtual Knock or Custom Notification to multiple rooms at once.
Select the box to the left of the Sessions header to select all sessions on the page, or select the box next to each individual session you want to notify
Confirm the number of sessions selected at the top of the list view
Select Knock Notification (hand-knocking icon) or Custom Notification (bell icon)
Note: Any sessions you select will remain selected when you move between pages.
A message will appear confirming the notification has been sent.
6. Reopen a closed room
If a room was closed using the red X, you can reopen it to allow participants to rejoin.
Select Reopen for the session
A confirmation window will appear
Select Reopen to confirm
Once the room reopens, the Join, Knock, Send Custom Message, and End Meeting icons will reappear.
For additional questions or support, please contact our team by emailing customercare@thalamusgme.com.