System requirements

To ensure optimal performance and compatibility, it’s important to consider the system requirements outlined below. By meeting these specifications, you can fully harness the capabilities of KloudHybrid and enjoy a seamless experience.

Let’s dive into the system requirements for both modes of accessing KloudHybrid:

Web Application:

When accessing KloudHybrid through the web application, you’ll need a reliable internet connection and a compatible web browser. We recommend using the latest versions of popular browsers such as Google Chrome, Mozilla Firefox, or Microsoft Edge. This ensures the best performance and compatibility with KloudHybrid’s user interface and features. Additionally, make sure your device meets the minimum hardware requirements for running your chosen browser smoothly.

Application Installed on Your System:

If you prefer installing KloudHybrid directly on your system, please ensure your device meets the following specifications.

Windows

• Microsoft Windows 10 and above
• Intel Core i3 with integrated GPU minimum
• Intel Core i5 with integrated GPU recommended
• 8 GB RAM
• 5 GB of available hard-disk space to install applications
• 1280 x 800 display resolution
• Internet connection required

Mac

• All MacBooks after 2018

See “How to Install KloudHybrid Application” section for more information about installation.

Log In to KloudHybrid

1. If you are using the KloudHybrid app for the first time, use the URL received from Kloudspot to open the login page, this might look something like hybrid.kloudspot.com. If you are not sure what your KloudHybrid URL is, please refer Installation guide.

2. The login page of the KloudHybrid application is shown below.

3. Click on the Single sign-on Button, if configured. If SSO is not yet configured, process to step #4 and login with your credentials. For detailed instructions on how to configure SSO, please refer to the External Authentication guide.

   Note: It is possible to make the sign-in using external authentication services such as OKTA/Microsoft, OpenID Connect/SAML V2.0 if it is configured in the KloudInsights by the admin.

4. OR, Enter the provided Username and click the Next button.

5. The text box for entering the password will then appear. Enter your password and then press the Continue button.

Avatar Button

To get started, configure your profile by clicking on the avatar button. Here, you can set your profile picture, write a status message, provide contact information, and update your profile details. Additionally, you will find various other options available in this section. For a comprehensive guide on how to configure your profile, please refer the following steps.

1. The logged-in users’ avatar (if available) is displayed on the top right corner of the application.

2. The header of the avatar button contains information about the user.

   • Profile picture
   • Name
   • Department
   • Status
   • Status message

3. The avatar button contains the below options also.

   • Questionnaire
   • Profile Info
   • Contact Info
   • Mood
   • Focus
   • Share Page
   • Setup Multifactor Authentication
   • Custom Link
   • Download Desktop App
   • Logout

Set profile picture

Make a memorable first impression by setting a profile picture that represents your unique identity. Stand out from the crowd and let others recognize you at a glance.

1. From the avatar button, click on the profile picture button.
2. In the “Change profile picture” popup window that opens, click on the Upload Picture button and select the desired picture.
3. Then click on the Save button.
4. If you want to delete a profile picture, Click on the Remove Picture button and Click Save.

Set Status Message

Share your current thoughts, or even a catchy tagline with a captivating status message. Express yourself and let others know what’s on your mind.

1. Navigate to the Avatar button > Set Status Message button.
2. Enter the status in the text box that appears and click the save button.

How to change availability status?

Control your availability and let others know when you’re ready to connect. Learn how to change your availability status effortlessly and ensure effective communication.

1. You can set your availability status to others such as “Available”, “Away”, “Do not disturb”.
2. Navigate to Avatar button > status button.
3. Select the availability status from the drop-down list.
4. If you select Do not disturb, a red circle will appear around your avatar.

Create Profile Info

Provide essential information about yourself in your profile. From professional details to personal interests, create a comprehensive profile that showcases who you are.

1. Navigate to the Avatar button.
2. Then click on the Profile Info button. This will take you to the Profile info page. This page contains the below options.

1. About

1. In this section, you can briefly describe yourself.

2. Enable mentorship

1. If you want to share your knowledge with others, you can enable this button. It will be enabled by default. You can turn it off if necessary.
2. By enabling this, others will be able to add you as a mentor.

3. Share your calendar

1. By enabling this, others will be able to see your calendar.

4. Overview Tab

1. Here you can add skills, Interests, desired skills, and mentors.

How to Add Skills?

1. Click on Add button.

2. Skill details pop-up window will appear.

3. Enter the first few letters of the skill you want to add, then choose it from the dropdown list that appears. Then select your level from the Level checklist.

4. Click on the Save button. A new skill is added successfully.

How to Add Interests?

1. Click on Edit button.

2. An editable text box will open.

3. Enter your interests and press Enter Key.

4. Click on the save button. New interests are added successfully.

How to Add Desired Skills?

1. Click on the Edit button.

2. An editable text box will open.

3. Enter the first few letters of the skill you want to add, then choose it from the dropdown list that appears.

4. Click on the Save button. A New Desired skill is added successfully.

How to Add Mentors?

1. Click on Add button.

2. Add Mentor window will appear. This window contains a list of people who want to be mentors.

3. Select the person you want to add from the list by clicking on the + Add as mentor button. It can also be filtered by name, title, skills, level, and location.

4. After clicking on the + Add as mentor button, click the yes in the confirmation popup window that opens.

5. As soon as it is added, a notification will be sent to the mentor’s email address. Until the mentor accepts it, the status will be pending.

How to accept mentor request?

1. Navigate to Avatar Button > Profile info. Then scroll down and find the new request in the mentee section.

2. Click on Accept button, then click yes in the confirmation popup window that opens.

How to set up a meeting with a mentor?

1. A meeting with the mentor can be scheduled if the mentor’s assistance is required in any situation. Click on the mentor’s name

or

3. Navigate to My Office > Company Hub > Discover.

4. Then search the mentor’s name in the window that opens and click on the View Profile button.

5. Then, in the profile information window, choose a date and time from the available sessions. After you have chosen a time, click the Confirm button in the popup window that appears.

6. The mentor will receive the notification of the meeting by mail. He can accept it and confirm the meeting.

5. Projects Tab

It is useful for viewing current and previous projects.

6. Circles

This function displays the profiles that have been added to my circle.

Setup Contact info

Welcome to the Contact Info section of KloudHybrid! Here, you have the opportunity to configure various general information options that will enrich your communication and collaboration experience. The information you provide in this section will be displayed on your profile card, allowing others to easily access and connect with you.

1. Navigate to Avatar button > Contact Info.

2. Within the Contact Info section, users can configure various general information options to enhance communication and collaboration.

Phone and Mobile Numbers:

Users can input and configure their phone and mobile numbers, ensuring that their contact details are up to date and readily available for communication purposes.

WhatsApp:

Users can now configure their mobile number specifically for WhatsApp communication. This enables seamless communication through the popular messaging platform.

Teams Email:

Users have the option to configure their email ID for Microsoft Teams. By doing so, they can ensure that their Teams-related communication is streamlined and connected to their preferred email address.

Zoom Link:

The contact info section now includes the ability to configure a personal Zoom link. Users can set up their unique Zoom link, making it easy for others to join Zoom meetings or video conferences with them.

Skype ID:

Users can configure their Skype ID within their contact details. This allows others to connect with them directly through Skype for instant messaging, voice, or video calls.

Slack URL:

The contact info now provides the option to configure a direct message URL for Slack communication. Users can enter their Slack URL, enabling others to initiate direct communication with them on the Slack platform.

UnivergeBlue Link:

Users can configure their personal meeting link for UnivergeBlue meetings. This allows for easy access to UnivergeBlue meetings by sharing the personalized meeting link.

Google Meet Link:

Within the contact info, users can configure their personal link for Google Meet communication. This link can be shared with others to quickly join Google Meet calls or conferences.

Zoom Phone Number:

By adding your Zoom phone number to your contact info, you enable seamless connectivity, ensuring that colleagues, clients, and partners can easily reach out to you whenever needed. Whether it’s for quick discussions, important updates, or collaborative projects, having your Zoom phone number readily available streamlines the communication process and fosters efficient collaboration.

Meta Workplace:

Users can now include their Meta workplace link as part of their contact details. This allows for easy access and navigation to their Meta workplace, promoting collaboration and communication within the Meta platform.

Use of Mood Button

Discover the power of the Mood Button and express your emotions through your avatar. Learn how to use this feature to enhance your communication and interaction.

1. You can record your real-time feelings here. And every time you log in, a default mood pop-up opens up where you can record how you feel about your day.

Setup Multifactor Authentication for user

Protect your kloudhybrid data with an added layer of security. Set up multifactor authentication to ensure your account remains safe and secure.

1. Multi-factor Authentication (MFA) is an authentication method that requires the user to provide two or more verification factors to gain access to a “Kloudspot Hybrid work”. Rather than just asking for a username and password, MFA requires one or more additional verification factors, which decreases the likelihood of a successful cyber-attack.
2. This is useful for users who login with their username and password without the help of external authentication.

3. To activate it navigate to the Avatar button > Setup Multifactor authentication.

4. Then the QR code will open.

5. Scan your QR code on your Google Authenticator App.

6. Enter the first verification code from the Google Authenticator App.

7. Click on setup.

8. After you have been authenticated, you will be prompted for the MFA Passcode every time you log in. You can get it from the Google Authenticator app and use it to log in.

Focus Mode

Boost your productivity and minimize distractions with Focus Mode. Learn how to utilize this feature to create an optimal working environment.

1. The focus mode can be used when the work requires more focus.

Activate Focus mode

1. Click on the Focus button from the avatar dropdown menu.
2. From the dropdown list, choose the time when the focus should be on.
3. Click on enable button to enable focus mode.
4. The user’s status will change from “available” to “Do Not Disturb” while in focus mode, in all connected apps.

Share the Hybrid workspace page to KloudDisplay

Overview

Collaborate and showcase your work by sharing the Hybrid workspace page to KloudDisplay. Discover how to seamlessly integrate your workspace with others.

Get the share page URL

1. To get the share page URL, you can use the Share page button.
2. To do so, open the page to be shared and then select the Share Page option from the avatar button.
3. In the popup window that opens, add the user credentials of the person to be shared and click the Share button. Immediately the KloudDisplay URL will appear. You can copy it and save it somewhere else for future use.

4. After receiving the URL, the next step is to log in to the KloudDisplay platform.

5. There are basically 3 steps here.

   • Create a Resource
   • Add Resources to a Template
   • Publish Template to a Display Terminal

Create a resource

1. Login to your KloudManage account to create a new resource.

2. Then, Navigate to DISPLAY TERMINAL > RESOURCES. Then click on the Create New button.

3. In the window that opens, enter the resource Name, and select WebPage as Type. Then paste the URL we copied earlier in the URL column and click the Save button.

4. New resource added successfully.

Add resources to a Template

1. Navigate to DISPLAY TERMINAL > TEMPLATES. Then click on the Create New button.

2. In the window that opens, enter all the information.

   Name: Enter the names of the template.

   Display Type: Select the resolution from the dropdown list.

   Background color: Select background color.

   Priority: Select the priority from the dropdown list.

   Orientation: Select the display orientation and Type.

3. Click the Add Region button to add a region. Then click on the Edit button to edit the region property.

4. The resource can be added in the Region Properties popup window that opens. For that, select the resource we created earlier from the Add a Resource dropdown menu and click the Add button.

5. Then click the Update Region Properties button and save the changes.

6. Finally click on the Save template button to save the template.

7. Click the preview button next to the template to preview the new template.

Publish template to a Display Terminal

1. Navigate to DISPLAY TERMINALS. From the terminal list, find the terminal we need.

2. Then click on the Template button from the action column.

3. In the window that opens, click on the +Add Template button.

4. Then in the popup window that opens, select the template we have prepared earlier from the dropdown list and click the Save button.

5. Once the template is added. Click on the Apply Template button to publish the template.

6. The template is successfully published to the display terminal.

7. This way you can publish a hybrid workspace page to KloudDisplay.

Custom links

Tailor your avatar experience to suit your preferences by adding custom links. Directly access your favorite websites or resources with just a click.

1. Click News Button. It will take you to the news feed section. There you can read RSS and company specified news.

   Note: These buttons can be configured by the admin. Admin can add the required quick links using Advance settings. Refer to the KloudHybrid Administrator Guide for more details.

Ookla Speed Test

1. Click the Ookla Speed test button. This will take you to a page where you can test your internet speed.

2. Click Go button. You can test your internet downloading and uploading speed here.

Download and install desktop App

Take your avatar experience to the next level by downloading and installing the desktop app. Enjoy enhanced performance and convenience with easy access to all features.

1. With this you can install the hybrid application on your laptop/personal computer. See How to install KloudHybrid application? section for more information.

Book a seat for myself

1. Click Book now or New Booking from the home screen.
   • A pop-up menu is displayed.
2. Click “For myself” to book a seat for you.

3. The “Book your seat” window is displayed.

4. Click Timezone to select the zone.

5. Click Date to select the date. It allows selecting a date from present-day and future dates.

6. Click, From time to select the time.

7. Select the Duration from the drop-down menu, you wish to book a seat for.

8. Check the “Repeat” checkbox to enable the repeat booking feature. Note that this step is optional, and you can proceed without repeating the booking.

To enable Repeat booking

1. After checking the “Repeat” checkbox, the **“Frequency”**and “End Date” fields will become available.

2. In the “Frequency” field, select the desired repetition frequency from the drop-down list. The system provides three options:
3. Daily: Choose this option if the booking needs to be repeated every day.
4. Every weekday: Select this option if the booking should only be repeated on weekdays (Monday to Friday).
5. Weekly: Choose this option if the booking should be repeated on specific days of the week.
6. If you selected the “Weekly” frequency, a list of days will appear. From this list, select the specific days on which the booking should be repeated.

7. In the “End Date” field, select the date on which the repetition of the booking should end. This serves as the termination point for the recurring booking.
8. Check the “Repeat” checkbox to repeat the booking frequently. This is an optional step, and you can use this feature if you want to repeat your booking for some time.

9. Check the checkbox, “Check-in Remotely” to select the virtual seat. If you need to log in physically. Uncheck the “Check-in Remotely” option.

10. Select the location from the Site drop-down menu.

11. Select the floor from the Floor drop-down menu.

When you click on the drop-down menu, the available floor details in that location are displayed. Along with the floor details, it also displays the booked/total available seats as shown in Figure.

It is possible to book a seat when seats are available on the floor. If seats are available, the green status bar is displayed, else the red status bar is displayed.

For example:

As shown in the above diagram, the 1st floor is occupied with more than 50% capacity which is not allowed in the current COVID 19 scenario. Therefore, it is not possible to book a seat on this floor. However, the 2nd floor is empty which can be booked.

12. Choose your workstation from the Seating position drop-down menu.

• All the vacant workstation numbers are displayed to choose from. The selected seat is highlighted in red. A hand symbol is displayed which allows to drag and view the entire floor view.
• You can also choose a vacant seat when you view it. When you choose a different seat, the workstation number is also updated and marked as occupied by highlighting with red.

13. Finally, Click the Book button to book your seat.

• You will receive a confirmation message from KloudHybrid for the successful booking.

Check-in to virtual Workspace

1. Go to the home page.
2. Click the Check-in button to check-in.

3. Once checked in, the “360” view of the seat is displayed. Here you can drag and view the entire floor to get a better picture.

Check-in into Physical Workspace

There are two options for physical check-in.

1. Using Hybrid app.
2. Using confirmation mail.

Check-in using the Hybrid workspace app

1. As soon as the seat is booked it will take you to the home page. You will see the questionnaire button there. Click on the questionnaire button on the home page. Then answer the questions asked in the window that opens. Then click the Submit button.

   Note: This button will appear only if the administrator makes the questionnaire mandatory. Otherwise, you can proceed from the next step.

2. Then two check-in options will appear.

• Lobby Check-In
• Self Check-In

Lobby Check-In

1. If the Lobby Check-In option is selected. A QR code will appear on your device. It can be scanned and checked-in at the KIOSK machine installed in your office.

Self Check-In

1. If you choose the Self Check-In option. The camera on your device will be turned on so that you can scan the QR code placed on your seat. That way you can check-in.

Check in Using confirmation mail

1. A confirmation mail will be sent to the mail ID as soon as the seat is booked.
2. Click on the Booking Code provided with the mail.

3. Then answer the questions asked in the window that opens. Then click the Submit button.

notice 4. Once the questionnaire has been submitted. You will see a window mentioned below.

5. Here are two ways you can check in.

   • If you choose the Check-In option. The camera on your device will be turned on so that you can scan the QR code placed on your seat. That way you can check in.

• If the QR code option is selected. A QR code will appear on your device. It can be scanned and checked in at the KIOSK machine installed in your office.

6. If the worker does not want to use his personal device for office use. He can also Check-in by entering the booking code received with the mail on the KIOSK machine.

Manage my bookings

The My Bookings menu contains 4 tabs:

• Current: Shows the data of currently active booking details.
• Previous: Shows the data of previously booked sessions.
• Delegated: Shows the data if it is booked for you by someone else (delegated user) or booked by you for some other users/guests.
• Visit: If you have created a visit without a seat for a guest, that information is displayed on this tab.

The details are shown if it exists, else an appropriate message is shown in the respective tabs.

1. Current tab
2. View Seat
3. Context menu
4. Booking status
5. Previous tab
6. Delegated tab
7. Visit

Booking Status:

1. Displays the details either as Virtual (if you are working from home) or Office (if you are working from any of your office locations).
2. Displays the booking status such as pending, confirmed, released based on the status.

View Seat

Helps to view the currently booked seat.

To view the seat:

1. Click View Seat.

   • The “User location” is opened with a display picture (if uploaded).

2. Click on the display picture to view the workstation details.

Context menu

The Context menu helps to extend the timings for the currently booked seat, the Delete helps to delete the current seat and the Details option helps to view the seat booking details.

To extend the timings:

Method 1

1. Click context menu button from the bottom right corner.
2. Click Extend on the context menu.
3. The “Extend your booking” dialog box is displayed with the current booking details.
4. Click “Select timeframe” drop-down menu and select the extension timings.
5. Click Extend.
6. A message is displayed for the successful booking. In case, the seat is not available for extension, the error message is displayed.

Method 2

1. A popup window will appear asking if you want to extend the booking 15 minutes before it expires.

2. If you want to extend the booking, click on the confirm button.

3. Select the time to extend from the dropdown list and click the extend button on the page that appears.

4. Your booking has been successfully extended.

To Checkout from the current booking:

1. Click context menu button from the bottom right corner.
2. Click Checkout on the context menu.
3. The “Checkout” dialog box is displayed.
4. Click the “Checkout” button to Checkout.
5. A message is displayed for the successful Checkout.

To report an issue

1. Click the menu icon on the booking card and then select the Report option. describe your problem in the description column and click the Submit Issue button.

2. Submitted issues can be viewed in the incident window of ServiceNow.

3. Depending on the nature of the issues, the supporting team will resolve them as soon as possible.

4. To Know how to integrate ServiceNow with Hybrid, refer Application Integrations section and see the ServiceNow integration document.

To view the booked seat details:

1. Click context menu button from the bottom right corner.
2. Click the Details button on the context menu.
3. Seat details will appear in the new tab.

To share your booking details

1. Click context menu button from the bottom right corner.
2. Click Share on the context menu.
3. Enter the email address in the popup window that opens. Then click the Share button.
4. Your booking information is sent to the email address you provided.

To delete the current Booking:

1. Click context menu button from the bottom right corner.
2. Click Delete on the context menu.
3. A confirmation dialog box is displayed.
4. Click Delete.
5. A message is displayed for the successful deletion.

Add a New Guest

Guest Page

1. The “Guests” page displays the list of guest users and allows you to add a new guest. You can search for a guest from the search box, who is already added.
2. It is not possible to extend the timings booked for a guest user.
3. Page navigation is available on the Guests page and it is enabled if the number of guests extends further.

Add a new guest

1. Select the Guest menu.
2. Click the New guest button.

3. The “Add Guest” window is displayed.

4. Update all the mandatory fields such as first name, last name, e-mail address in the “Add Guest” dialog box and click Save.

5. A new guest is added to the KloudHybrid.

6. Only the admin can edit the guest details.

Create a visit

1. Navigate to New Booking > For others > Without Seat.
2. This will take you to the Create a Visit page.

3. Type Visitor name in the provided field.

4. If the Visitor details are not added already, click +visitor button.

5. The Add Guest window is displayed.

6. Update all the mandatory fields such as first name, last name, e-mail address, Phone number, and Company name in the Add Guest dialog box and click Save.

7. A new guest is added to the KloudHybrid.

8. Then go back to the Create Visit page and fill out all the information in the New Visit window that appears.

   Time zone: Choose a time zone from the dropdown menu. This is determined by the location of the office.

   Date: Choose the visitor’s arrival date.

   From time: Choose the visitor’s arrival time.

   Duration: It is useful for indicating how much time the visitor will spend in the office.

   Site and floor: Select office site and floor.

   Purpose Of Visit: Specify the reason for visitor arrival.

9. Finally click Book button to make booking.

10. Once booked, a confirmation email with an 8-letter code will be sent to the visitor. Refer To check-in for the physical workplace section for check in details.

Check in a visitor

1. A confirmation mail will be sent to the mail ID as soon as the seat is booked.
2. Click on the Booking Code provided with the mail.

3. Then, a window with visit details will appear, you can proceed by clicking on the Questionnaire button.

4. Each organization will have its own set of questions. Answer the questions and press the Submit button.

5. The questionnaire button immediately transforms into the QR code button. When you click on it, a QR code will appear.

6. It can be scanned at the office’s KIOSK machine.

7. Immediately following the scan, a checkbox with the terms and conditions will appear. Accept it after reading it. The check-in button will appear immediately; click on it.

8. You are checked in successfully.

9. By clicking on the Print Badge button, you can generate a temporary ID card.

10. There is also another way to check in.

11. Click on the I have a Booking Code button on the kiosk machine installed in the office.

12. Then, in the text box that appears, enter the code you received via email.

13. By clicking on the Print Badge button, you can generate a temporary ID card. The booking status will then be changed from pending to confirmed.

Book a conference room

1. Click New Booking from the home page.
   • A pop-up menu is displayed.
2. Click Conference Room to book a Conference Room.

3. The “Conference Room” window is displayed.

4. Select the date by clicking on the Next button.

5. Choose the conference room and time, from the table or click on Create new button.

6. You will get a booking menu with an availability message.

7. Update all the mandatory fields in the “make a booking” dialog box and click the book now button.

8. Both Participants and organizers will get Email notifications.

Check-in to Conference Room

To check in Physically

1. For every conference room booking, a Unique QR code will generate.
2. Click on Room Checkin.

3. The Participant can Scan the QR code and enter the meeting.

To check in virtually

1. Click on the Home button.
2. Click on the Join button. It takes you to the Teams app, where you can join the meeting.
3. To check in, click the Check-in button. This way, you’ll be able to record your attendance at the meeting.

4. Click on the View button for more information about the meeting.

Start Zoom meeting from the conference room

1. Book a seat to a conference room where a Zoom meeting is available and check in. To know how to book a seat and check in, refer to sections How to book a seat for myself?, How to check-in to virtual seat, and How to check-in to Physical seat.
2. Then click on the Zoom button from the home page 3D view.

3. Zoom meeting will start immediately after clicking. Everyone who has checked in that conference room will receive a notification that the meeting has started.

4. Others can join the meeting by clicking on the same Zoom button.

My Space

Overview

My Space is you personal My Office dashboard! Here, you can easily manage and access key features that help you stay organized and connected:

• My Schedule: Keep track of your appointments and deadlines in one place.

• Messages: Communicate with colleagues and collaborate effectively.

• Department Users: Find and connect with team members quickly.

• My Tasks: Stay on top of your assignments and tasks.

My Space is designed to simplify your work and enhance productivity. Access these features effortlessly and enjoy a streamlined workflow.

Open My Space

1. Click on My Space from the My Office dropdown menu.
2. This is your personal dashboard. From this, we can know the following.

• My Schedule
• Messages
• Department Users
• My Tasks

My Schedule

Provides information about upcoming meetings.

Messages

If someone sends you a message that was mentioned to you in any project or open room in which you are involved, you can find it here.

1. Indicates from which project the message came.
2. Displaying the date, the message was received.
3. Shows what the message is.
4. Click on the message to proceed to the project.

Department Users

1. You can see the users in your department.
2. Click on the member’s button. Department users window will open.
3. Under the Online section, you can see a list of users who have checked in.
4. Under the Offline section, you can see a list of users who have checked in.
5. Under the Team Emotions section, you can see overall department emotion.
6. A Presence Details session contains the following.
   • How many people have logged in Physically?
   • How many people have logged in virtually?
   • How many are offline?
   • Where have people logged in from?

My Tasks

1. You will be able to see the tasks that you have created as well as those that have been assigned to you by others.
2. You can use the search bar if you want to search for a specific task.
3. You can organize the tasks by due date and priority. To do so, click the filter button and select the appropriate option.

Create new tasks

1. Click on add button. A popup window will appear.
2. Enter the task name and select status from the dropdown.
3. Describe the task in detail.
4. Add labels if required.
5. Select priority and enter the assignee’s name.

6. Select the project and select the due date.

7. Then click the Save Button.

My projects

Overview

The “My Projects” feature in the KloudHybrid app provides a comprehensive overview of the projects in which you are involved. This section offers valuable information and tools to help you manage and stay updated on your projects.

By leveraging the “My Projects” feature in the KloudHybrid app, you can efficiently manage your project portfolio, collaborate with team members, stay updated on project progress, and access essential project-related information. This feature enhances productivity, fosters effective teamwork, and contributes to successful project outcomes.

Open My Projects

1. Click on My Projects from the My Office dropdown menu.
2. This section contains information about the projects in which you are involved.
3. You can search for Projects using the search bar
4. You can sort projects using the drop-down menu.
5. You can also change the view to list view and grid view.

How to view Project details

1. Click on Project Info from the menu Icon.

2. This will take you to the project info page.

3. You can find the following information related to the project in general information page.

• Project title
• Project description
• Project Tag
• Project Code
• Start date and End date
• Thumbnail Image

4. To check in to the project click on Project details Button or Obeya button from the Project card.

5. If you are checking in through Obeya button it will direct, you to obeya screen. Refer Obeya mode Button for more details.

6. If you are checking in through Project Details button This will take you to the project dashboard. There you can see the following.

A. Overview

B. Tasks

C. Chats

D. Updates

E. Apps

F. Members

G. Meeting Room Button

H. Obeya mode Button

I. Menu Icon

J. Slack and Teams

A. Overview tab

1. On the overview page, there is a bulletin board. This is an open board. All project members can see the changes that have been made to this.

How to add note

1. Click on +Add Note button from the top right corner. If the Add Note button is not visible, hover the mouse pointer over the bulletin board and the Add New button appears at the top right corner.

2. New note is added. Enter title and description to the text box.

3. You can edit font, color of the note, and font size using toolbar.

4. Click + button to add new Item.

5. To delete the note, Click the Delete button and click delete on conformation popup window.

6. To convert the contents of the note to the task, click the Convert to Task button.

How to add a comment on a note

1. Click on the comment button from the top right corner. If the comment button is not visible, hover the mouse pointer over the bulletin board and the comment button appears at the top right corner.
2. Then, to add a comment, click on the note. Then a new comment icon will appear; click on it to add a comment.

3. To delete the comment, click on the delete button.

How to create a new tab

1. You can add multiple tabs to a bulletin board. For that scroll down on the bulletin board and click the + button found in the Tab list.

2. Then type the tab name in the pop-up window that opens and click the OK button. The new tab is added successfully.

3. Drag and drop the tabs according to your priority.

B. Tasks tab

1. You can see all the tasks associated with this project.
2. Visit the create new task section to learn how to add a new task.
3. You can use the search bar if you want to search for a specific task.
4. You can organize the tasks by the due date, priority, specific user, and reporter. To do so, click the filter button and select the appropriate option.

5. By clicking on the task, the edit task window will open. you can make the necessary changes on it.

6. To assign a task to someone else, click the Assign to text box and type in the desired name and click Save.

7. If you want to delete the task, click the delete button and confirm the deletion in the window that appears.

C. Chats tab

1. Project-related information can be communicated to team members in the form of text.
2. You can mention members with @ symbol in the chat. The @all tag can be used to mention the entire team members.
3. Mentioned messages can be found in “My Space”.

D. Updates tab

1. In this tab you can find chat activity, project configuration change, task added, and task updated information related to the project.

E. Apps

1. You can see the Apps added by the organizer related to the project.
2. Select one of the available Apps. The app launches in a new window.

F. Members

1. Helps to identify project members.
2. Click on members button. You can see the members in your department.
3. Under the Online section, you can see a list of users who have checked in.
4. Under the Offline section, you can see a list of users who have not checked in.
5. Share Thanks points: If any of the team members assisted you in any way with the project requirements, you can rate their assistance on a scale of 1 to 10. See the Thanks Points section below for more information.
6. Under the Team Emotions section, you can see overall team emotion.
7. A Presence Details session contains the following.
   • How many people have logged in Physically?
   • How many people have logged in virtually?
   • How many are offline?
   • Where have people logged in from?
8. Team members’ project-related activities can be viewed in the Activity Details section.

Thanks Points

1. Thanks Points are a way for members of a project group to show appreciation for their teammates. They can be awarded for contributions such as going above and beyond on a task, helping a fellow team member, or consistently doing excellent work. They are a simple and effective way to boost morale and recognize the hard work of team members.
2. For this, click on the Share Thanks Points button. Then a window containing the list of team members will open.
3. Select the Thanks points you want to give to the members from the Share Points dropdown list on the right side of the members. If you have any comments, write them in the comment column.

4. Click the Submit button to submit the points.

5. See the Menu Icon section to see how you can view the Thanks points you have earned.

G. Meeting Room Button

1. The organizer can connect the Meeting room link if required. This allows project meetings to be held.
2. Various meeting room providers can be added as required.
3. Available providers are Zoom, Teams and WebEx.
4. By clicking the meeting button, you can attend the meeting in any platform.

H. Obeya mode Button

1. The admin will configure the obeya mode according to the project requirements when creating the project. If the administrator has not configured it. The Obeya will be created automatically with an overview tab, task tab, and Project members
2. This allows integrated apps to be viewed in different modes. These are the 3 modes currently available.
   • Multi screen mode
   • Wide screen mode -3D screen mode
3. The obeya screen toolbar allows you to do the following.

A. Project switching menu: It helps to switch from project to another project.

B. Obeya mode switching tool: Allows you to switch to different obeya modes.

C. Go Back: Allows you to go back to the previous page.

D. Reload the window: It helps to refresh obeya screen.

E. Dynamic sync: If Dynamic Sync is enabled, your modifications will be visible to other project members who have Dynamic Sync enabled. You can also observe if they make any modifications.

F. Flip to different screens: It helps switch between screens.

G. Change Integrated Apps: It helps to switch between the integrated apps.

H. View fullscreen: Helps to make fullscreen.

I. Voice command: Helps to control the obeya screen with voice commands. Click on the button to find out which voice commands are available. It works only on 3D screen mode.

J. Add to the shortcut menu: Helps to add Obeya to your homepage.

K. Meeting App: Helps to conduct internal meetings.

L. Chat with project members: It helps to chat with project members.

M. View team members: It helps to know who the team members are.

N. Show project updates: It helps to know about the most recent project developments in real time.

O. Settings: Helps to make other changes related to the project.

P. Hide the menu bar: Helps to hide the menubar.

Q. Exit Obeya mode: It helps to exit the Obeya screen.

Multi screen mode

1. If you choose the multi-screen mode, all three screens will be open in separate tabs.

2. Depending on the browser you are using, sometimes Multi screen mode may not work. In such cases, privacy and security settings of the browser need to be changed.

   Chrome browser is taken as an example here. The steps will vary depending on the browser you are using.

   1. On your computer, open Chrome. At the top right, click More > Settings.
   2. Click Privacy and security > Site Settings.
   3. Click Pop-ups and redirects.
   4. Choose the option Sites can send pop-ups and use redirects.

Wide Screen mode

1. In Wide Screen mode, all screens can be viewed in one tab.

3D screen mode

1. These three tabs can be viewed in 3D. This allows you to work by swiping to the desired screen.

I. Menu Icon

1. Click the Menu icon from the top right corner of the project window. There are two options available here.

   • Project Info
   • Evaluation details
   • Trend
   

2. Project Info: This will help you to go back to project info. Refer to Project Info for more details.

3. Evaluation details: Evaluations of members are an important part of ensuring project success and ensuring that everyone is working toward the same goal. Both the project administrator and the members can conduct evaluations.

4. Evaluation details menu helps to know the evaluation points you have got.

• In the evaluation window that opens, you can see the evaluation details of each team members.
• Click on Details button to view your evaluation details.

5. There are three tabs in the evaluation popup that opens.

   • Evaluation
   • Points
   • Trend

Evaluation tab: The star rating given by the project administrator can be seen here. Admin can give star rating based on user’s activity once in every evaluation cycle.

You can see the average number of stars earned so far on the right side of the window. It is evaluated out of five.

Points: This tab displays thanks points awarded by other members based on one’s ability to collaborate with other project members.

You can see the average number of thanks points earned so far on the right side of the window. It is evaluated out of ten.

Trend: This tab contains a bar chart based on the points and ratings you received.

J. Slack and Teams

This is optional. This tab is available if Slack or Teams application has been added to the project. Using this, you can send messages to Teams App and Slack App without leaving the Hybrid workspace.

Send messages using Slack.

1. Click on the Slack tab. When you click on the Slack tab, the slack application will open if you have installed it on your computer.

2. If not, you can open slack by clicking on the “Open this link in your browser” Link.

3. Then You can then use Slack to send messages and view messages sent by team members.

Send message using Teams.

1. Click on the Teams tab, Immediately the Teams app will open in the hybrid workspace app.

2. If you are not a member of that group, you can join by clicking on the Join button.

3. Then You can then use Teams to send messages and view messages sent by team members.

Discover a colleague or mentor

Overview

The “Company Hub” feature in the KloudHybrid app promotes networking, collaboration, and professional development by enabling users to find and connect with their coworkers, learn more about them, and potentially request mentorship. By leveraging this feature, users can foster a culture of knowledge sharing, collaboration, and continuous learning within the organization.

Open Company Hub

1. This will assist you in find a coworker, learning more about him, and, if necessary, requesting his mentorship.
2. To do so, navigate to My Office > Company Hub > Discover.

3. Then you will see a list of employees. To view the desired profile, click the View Profile button.

4. You can use the filter option to look for a specific person. It can be filtered by name, title, skills, level, and location.

Project Analytics

Overview

The “Project Analytics” feature in the KloudHybrid app empowers users with the tools and insights necessary to analyze and evaluate project performance. By leveraging the data and metrics provided, users can make informed decisions, optimize project outcomes, and drive continuous improvement within their projects and organizations.

Open Project Analytics

1. Project analytics can be used to get insights about the project. To go to the project analytics page, click on Project Analytics from the My Office dropdown menu. The list of projects will open.

2. You can search for Projects using the search bar

3. You can sort projects using the drop-down menu.

4. The project analytics page contains basic information related to the project.

   Project name, Project administrators, Project members, total tasks, incomplete tasks, overdue, etc.

5. To know more about the project, click on the View Analytics button.

To view the Analytics

1. Click on View Analytics Button.

2. If you want to know the project statistics for a specific period, you can use the date filter option. 4 filter options are available Today, This week, This Month and Custom date range.

3. It mainly consists of 2 tabs.

   • Overview tab
   • Members tab

Overview tab

The information contained in the overview tab is listed below.

1. Overall team emotion: Shows the average of everyone’s emotion. It is calculated based on the time of mood recorded by each member.
2. Total tasks: Shows the number of tasks that have been added to this project so far.
3. Incomplete tasks: Shows the number of unfinished tasks.
4. Overdue tasks: Shows the number of tasks that have not been completed even after the due date.
5. Avg Hours By a Member:
6. Favourite App: Shows which app is most used in this project.
7. Most Tasks Completed: Shows who has completed the most tasks.

8. Team Emotion graph: The emotions of the members of the team are recorded in graph form. This is shown based on the selected period.

9. Task Completion graph: The completed projects in the selected period are shown in graph form.

10. Top 5 Used Apps: Shows which are the 5 most used apps for this project.

11. Teams task graph: The chart shows the number of tasks assigned to each member of the team.

Members tab

1. The member’s tab mainly shows the activities of the individuals who are part of the project.

Member activity graph: This graph displays the check-in activity of project members.

Employee Details:

1. Employee name

Shows the name of the members contained in the project.

2. Hours Logged In

Displays the amount of time spent on the project.

3. Task details

Helps to find out how many tasks have been completed and how many are yet to be completed.

4. Emotion

Displays each member’s mood for the day. Visit the Avatar Button to learn more about mood.

Open Rooms

Overview

The “Open Room” feature in the KloudHybrid app fosters collaboration, knowledge sharing, and networking among employees. It provides a platform for employees to engage in meaningful discussions, exchange ideas, and build professional relationships based on common interests. By leveraging this feature, organizations can promote a culture of open communication, employee engagement, and continuous learning.

Please refer to the tutorial video page for related video tutorials.

Navigate to Open Rooms

1. Click on Open Rooms from the My Office dropdown menu.
2. It helps employees interact with coworkers about topics of interest in Open Rooms created by the admin. Only the admin can create rooms.
3. You can search for rooms using the search bar.
4. You can sort rooms using the drop-down menu.
5. You can join the room by clicking on the view button.

6. After joining a room you can see the following.

   A. Activity

   You can read other people’s comments and suggestions on this topic. You can also leave your thoughts and concerns in this section.

   B. Members

   You can see the members who have joined this room.

   C. Zoom button

   The organizer can connect the zoom link if required. This allows meetings to be held.

   D. Topic details

   Complete information on what is meant by this room is provided.

   E. Media post

   Displays the media links relevant to the topic.

7. See the Open Room section from admin guide to learn how to create a new open room.