Who is Lena?

NetSpeek’s Lena is the world’s first Language Enabled Network Administrator designed specifically for managing complex, multi‑vendor Pro AV (professional audio/video), UC (unified communications) and digital signage systems.

Key Features

• Device Onboarding, Installation & Organization
  Simplify deployment, configuration, and organization of your Pro AV devices for scalable, efficient management.
• Intelligent Remote Monitoring & Control
  Solve problems, execute commands, and administer your AV network from anywhere.
• Enterprise-Grade Security & Compliance
  Role-based access, secure protocols, and compliance with security standards.

Getting Started with NetSpeek

This guide walks you through a step-by-step setup of the NetSpeek platform, from account activation to setup and initial use.

1. Account Activation (Required)

1. You will receive an email invitation from NetSpeek.
   1. This invite will come from donotreply@netspeek.com – please ensure that delivery from that address is permitted to users being invited.
   2. The invite is valid for 48 hours. If the invitee does not claim their account within this timeframe, another user with relevant permissions can press the button next to the invitee’s name to re-send an invite.
2. Click the invitation link in your email to begin setup.
3. You’ll be redirected to the NetSpeek login portal, initially to accept the privacy policy and terms of service.
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4. Create a password for your account, adhering to the requirements presented.
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5. Sign in with your new credentials (email + password).
6. You’ll be logged into the portal, viewing the tenant you’ve been invited to, and with the permissions configured for your user account.

2. Invite / Manage Users

1. Navigate to Tenant Management – this is found in the lower left of the portal interface, above your user avatar.
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2. Select Tenant Users – in this interface, with relevant permissions, you can create/invite new users to the tenant (via the “Add User” button), or administer existing user accounts with functions like editing the user, the user’s role, resetting the password, deactivating the user, or for inactive/unclaimed accounts, resending the activation email (most typically, when the account is not claimed within 48 hours of the initial invitation).

The Add User workflow includes the steps depicted in the following images. First, define the identity of the user to be invited.

After creation of the User’s account, click the three-dots icon and select Edit User Roles. On the resulting screen, click “+ Add role” to define the permissions this user should have to the tenant. Select the role, and click Next.

The tenant-assignment defines how the selected role is inherited when sub-tenant hierarchy is configured. The role can be applied exclusively to the tenant where the user was created (no inheritance), to direct children of the tenant, or to all descendants of the tenant to any hierarchy depth. To define inheritance for specific subtenants, click the > to expand the subtenants list and make the desired selections.

Repeat the role assignment process described above to assign multiple roles to a User.

3. Sub-Tenant Management (Conditional)

Create or Edit a Sub-Tenant

The intention of sub-tenants is to provide a method of logical separation between organizational units within a NetSpeek subscriber account. For example, a company with separate brands operating independently, or a company merging with another, may wish to have brand-based groupings of rooms/devices within a subtenant, or to provide the same user with varying levels of access (via RBAC) to different subtenants. Contact your NetSpeek representative to discuss this tenant design consideration if of interest.

1. Navigate to Tenant Management > Subtenants.
2. Click “Add subtenant” to create a new one, or select an existing subtenant to edit its name or profile image.

4. Create / Manage Connectors (formerly Integrations)

Connectors / integrations are the basis for Lena’s orchestration of devices added to your NetSpeek tenant via the Room Canvas. There are three methods of connection devices – all of these are created and managed via the Connectors tab of Platform management shown below.

The three Connector types are:

• Cloud-to-Cloud
  • The NetSpeek cloud connects to another vendor’s cloud. The only on-premise equipment is the orchestrated equipment itself.
• Edge Direct
  • An on-premise NetSpeek Edge VM connects directly to an orchestrated device – for example, the Edge VM sends API commands directly to a display at the display’s LAN-local IP address.
• Edge Sub-Integration
  • The NetSpeek Edge VM relays commands through an intermediate system to reach an orchestrated device. For example, the NetSpeek Windows Runtime Service (NWRS) communication path is: Edge VM → NWRS installed on PC → Orchestrated Windows OS. The intermediate system in this example is the NWRS developed by NetSpeek, though there are sub-integrations where a third-party vendor provides an infrastructure component comparable to how the NetSpeek Edge VM functions.

To see the full list of currently-available NetSpeek connectors and supported devices, visit:

• Device/Platform Integration Guides
• NetSpeek Supported Devices and Controls

5. Set Up Locations

Define your organization’s real-world structure, from global offices to individual rooms, to reflect where devices are physically located.

1. Open a new workspace, and click Locations
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2. Click Add Location and define the hierarchy of the location to be added to your tenant.
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3. The full location hierarchy of a NetSpeek tenant is:
   Country → State → City → Campus → Building → Floor → Room
4. When navigating location hierarchy in your tenant, use the toggle to move between Folder View and Table View.
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5. In Table view, any part of the hierarchy (such as the campus highlighted in the image below) is a clickable link to that section.

Adding new hierarchy levels during initial setup may be more efficient in Table view. The Add workflow allows for configuring new hierarchy components, while leveraging existing components where helpful.

6. Add Devices & Configure Connections

Add your devices to the platform and map their physical and logical connections to accurately represent your real-world setup.

Find the Room

1. Navigate via Locations to the room to configure.
2. By default, the devices currently in the Room are shown in a listed-cards format – you may prefer to configure the room via the Canvas, which can be accessed via the “View canvas” button at the upper right.

Add Devices

Devices can be added via either the “Add Devices” button shown above, or the “Add device to room” button on the Canvas.

Configure device information according to the model-specific prompts, generally values such as:

• Model
• Manufacturer
• Serial Number
• Integration Type
• Username/Password/IP address/MAC address or other vendor specific information
• Note that the data required will vary based on the device/integration type – see details about your specific device type in its integration guide from the list here.

Once saved, devices appear on the Room interfaces, device list, and elsewhere in the platform.

Connect Devices (A/V, power, network)

• Once a device has been added to a room, the Canvas can be used to depict the physical connections to its input/output (I/O) ports, like HDMI, USB, power, networking, and other cabling.
• Use drag-and-drop to map physical connections (e.g., Device A’s HDMI1 output to Device B’s HDMI 2 input). Each connection made will provide the opportunity to confirm the ports being connected, a name for the connection, and notes about it.

Click the Save icon in the upper right of the Canvas (a disk) when all devices are added and connections are complete.

7. Define Target States / Room Checks (Optional but Strongly Recommended)

Define each room’s intended use (e.g., meetings, presentations, or digital signage) by selecting the appropriate device actions required to support that use. Lena uses these device action settings as the baseline for the room’s purpose and then matches them to assess and ensure room readiness.

1. Use the Room Target State dropdown and click + Create new state to create a room persona (e.g., Presentation, Signage, Meeting).
2. Select devices, and configure desired device settings for the persona such as:
   • Power actions (e.g., on/off)
   • Audio levels (e.g., mute, unmute, set volume to 50)
   • Input sources (e.g., HDMI 1)
   • Connect / disconnect test call to UC platform
   • Other device-specific configuration parameters or commands
3. Name the target state (e.g., Videoconference).
4. Click Save Device Actions.

8. Schedule Room Checks (Optional but Strongly Recommended)

After defining Target States via a Room Canvas, you can schedule Room Checks to re-occur on a schedule you set. Commonly, for example, a Room Check will occur prior to the start of the workday day to ensure equipment is functioning as expected. Note that different Room Checks can occur at different times – for example, the same room might be used for videoconferencing on Monday, presentations on Tuesday, digital signage on Wednesday, powered off over the weekend, etc.

The configuration interface for Room Checks allows specifying the desired parameters – all configured Target States for the Room are shown in a list to choose from:

You can then specify the remaining configurations – when the Room Check should run, if it should continue on a recurrence, and users to be notified by email of Room Check results.

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Navigating the Platform

Tenant Selector

Located in the top-left of the portal, the tenant selector dropdown allows switching between tenants/subtenants.

• Selecting a subtenant switches to showing only that subtenant’s contents and configuration.
• To leave a subtenant and return to the primary tenant, click the X in the tenant selector dropdown.

Top-Left Navigation

In the top-left corner, click your profile picture or first initial to visit NetSpeek Docs (this site) or logout.

Top-Right Navigation

In the top-right corner, click the icons to perform functions discussed previously (access Room Management, or Tenant Settings), and to use Room Checks to schedule future checks or view reports from past checks, and the three dots to close all open chat tabs within the Console area.

Console Area

The Lena Console is a dynamic, flexible workspace in the web portal interface.

Access the Console by clicking the + sign to open a new Chat tab. Within the console you can:

• Chat with Lena – Ask questions, orchestrate rooms, and access previous chats from the list on the left.
• Navigate to functional areas – Use quick links to access common functions
• Read release notes – See what’s in recent updates to the platform
• Replay the Guided Tour – Restart the guided walkthrough (also shown to each user at their first login)
• Download the Edge VM – Get the .ova file for deployment

Lena Chat

Lena Chat appears on the left and mid-left panels – you can expand/collapse the chat history sidebar to provide more screen area to other functions when chat history is not needed.

You can use Chat to do various activities, including but not limited to:

• Ask environment-specific questions about your devices
• Troubleshoot devices
• Access manuals and other vendor documentation
• Run commands (e.g., restart device, get status)
• If you ask Lena to do something she can’t do, she’ll tell you – so feel free to experiment.

Ask Mode

Activate Ask Mode (above the message bar) to route requests directly to a specific manufacturer agent. Each agent is trained to handle questions within their domain, allowing for faster vendor-specific responses. By selecting the right agent before sending your message, you give Lena the context needed to streamline the conversation – for example, if a model name or other information is used by multiple vendors, Lena does not have to clarify which vendor you’re inquiring about.

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Support

If you run into any issues during onboarding or have questions, contact NetSpeek Support at support@netspeek.com.