Adding team members

To add team members so that they can log into the Platform, simply go to Site settings and click on team.

Here you can add team members by clicking on Add new teammate. Fill in their e-mail address, first- and last name (function is optional) and click on save. The team member will receive an e-mail. When clicking on the link in the e-mail they can registrate their account and log on to the Platform.

Changing or deleting account

To change or delete an account, simply click on the edit or delete icon mentioned under actions for that e-mail address.

PWA

Acces PWA

Finding the page

To access the PWA settings and its accessibility options, navigate to Site Settings and select PWA (Mobile Website).

QR Code

Instead of manually typing the code, visitors can conveniently scan a QR code. This can be achieved by displaying the code on printouts near the tour’s starting point or on your counter. Simply click the download button to obtain a scalable QR code version. When a smartphone scans the QR code using a dedicated app or the device’s camera, visitors will be automatically redirected to your Mobile Website page.

Design

To improve site recognition, it is highly recommended to upload a cover image for your PWA. Click the “Upload image” button to get started, select an image to upload, and crop it to the specified aspect ratio. Upon clicking “Save,” you can immediately observe the applied changes.

By utilizing these PWA features, you can improve accessibility for visitors, simplify access via custom URLs and QR codes, and enhance the visual appeal of your site with a personalized cover image.

How to enable PWA

To enable PWA simply go to Tours, select the tour you want to make available for PWA and go to the tour settings.
To activate PWA, click on PWA. If it is highlighted with a green border, it is actiated. If the green border is not displayed, then PWA is not active. Then click Save at the bottom right.

To use the QR code, copy or download the QR code from the tour settings. You can also find the QR code via Site Settings > PWA.

When the visitor scans the QR code with their mobile phone, they will see the following:

The visitor will be advised about their surroundings when using PWA and will be advised to use headphones or earphones.

If PWA is activated for multiple tours, the visitor can select which tour they want to listen to.

Depending on the language available for the tour, the visitor can select the desired language.

To listen to the desired stop, the visitor selects the stop.

After that, they can listen to the stop.

Podcatcher V3 settings

Here you will be able to adjust the volume, Alarm, Podcatcher settings and Autostart. Go to Site Settings and click on Podcatcher V3.

Podcather Volume

The toggle to the left represents the minimum volume, whereas the toggle to the right represents the maximum volume

Minimum volume: Minimum volume that can be set by the visitor when they press the volume down button.
Maximum volume: Maximum volume that can be set by the visitor.
Initial volume: The Podcatcher’s initial volume when it is taken out of its dock

Alarm

The Podcatcher can sound a warning signal if it ‘thinks’ it’s being taken out of the Site. See this article for more information.

Idle time: If this is set to something above zero, the Podcatcher will play its warning signal after the set number of minutes.

Duration: How long will the warning signal continue to sound, in seconds. The warning signal will also stop when any button is pressed.

Podcatcher settings

Generate audible feedback when a button is pressed: When this checkbox is checked, the Podcatcher will make an audible click noise when a button is pressed.

Warning IDentifier manual

Preventing your Podcatchers from going missing

Introduction

When a visitor uses a Podcatcher, you can expect them to return it after use. However, some visitors may neglect, or simply forget to do so. To lower the amount of Podcatchers ‘disappearing’ over time, there are two ways to activate a warning signal built into the Podcatcher to alert visitors they should return the device. The first is a special IDentifier called the Warning IDentifier, the second is a Podcatcher setting namely the “idle time Alarm”. You can use either, neither, or both, depending on what you think is appropriate.

Warning IDentifier

The Podcatcher can sound its warning signal when it receives a Warning IDentifier code. This is a special IDentifier that is typically placed near the building exit so visitors should be notified at the right time.

The advantages of this method are that Podcatchers are more likely to be dropped off over time (especially if you have a lanyard or wristband attached), and your staff will know to ask specific visitors to return the player before leaving the building.
The disadvantage is that the IR signal doesn’t go through much in the way of cloth or leather, meaning Podcatchers won’t sound the warning signal if it’s been put in a bag or pocket.

Installation of the Warning IDentifier

CAUTION: Avoid looking directly into the Warning IDentifier’s front at close range! The infrared LEDs in the device are invisible to the human eye but are very bright, especially at close range.

Testing:

Plug the adapter into a power socket and the adapter plug into the 9V DC input on the Warning IDentifier. Although there also is a RCA connector on the back, you only need to connect the 9V DC adapter plug and nothing else.
The 2 LEDs on the back will blink green for a couple of seconds.
Then the Warning IDentifier will start transmitting alarm codes. The top LED should be red and the bottom led should flash green every time an warning signal code is transmitted (about 4x per second).
Take a Podcatcher from the Docking Station. The warning signal should sound when you are in range of the Warning IDentifier. It will sound for about 120 seconds. You can stop the warning signal sound by pressing any of the buttons on the Podcatcher, but when you are still in range it will sound again!

Configuration:

You can change the Warning IDentifier transmission power by setting the red/white switches at the back of the device.
The change takes place immediately and each increase adds about 2-3 meters of range.

Switch 1 up, all others down = 25% intensity

Switch 1 and 2 up, all others down = 50% intensity

Switch 1, 2 and 3 up, all others down = 75% intensity

Switch 1, 2, 3 and 4 up, all others down = 100% intensity

Mounting:

Podcatchers can only react to the warning signal when they are in visible range of the Warning IDentifier. The Warning IDentifier sends infrared signals and infrared cannot pass through objects, therefore the Warning IDentifier works best when the Podcatcher is aimed directly at it. It is wise to place the Warning IDentifier in such a way that it is most likely to ‘reach’ a Podcatcher.

When mounting the Warning IDentifier near an exit, it is best to place it at the ceiling facing towards the visitors inside the building, so visitors that are walking towards the exit are most likely to get in range of the Warning IDentifier. When mounting near an entrance it is best to place the device in the other direction,thus facing outside of the building, because if it is facing inside, it is very likely that the Warnng IDentifier would trigger Podcatchers at the handout desk as well.

Please experiment which location and direction/angle works best to reach the Podcatchers, but not interfere with normal operations.

Warning signal after idle time

The Podcatcher can also sound an warning signal when it is engaged in a Tour but has not played audio for a while. By default this functionality is turned off, but you can set it up in the Podcatcher Site settings, under “Podcatcher idle time before alarm starts”.

The advantage of this method is that the warning signal will always sound after a while, unless properly handed in. The disadvantages are that if you set it to sound the warning signal too quickly, visitors may become annoyed; if you set it to sound the warning signal too late, the visitor may already be on the bus back home by the time it goes off. Further, if your site doesn’t collect Podcatchers in docks after visitors finish the tour (such as a drop-off box), they may start to produce a very annoying chorus over time.

Post-Alarm trigger

The Podcatcher can be made to play audio after sounding the warning signal using the Post-Alarm trigger in a stop. This will make the stop play its audio after the warning signal has stopped playing (either due to it playing for its full duration or a button being pressed). This is – as all content is – localized to the language of the tour.

Prevent missing Podcatcher

There are a number of ways to minimize the risk of losing Podcatchers. Below in the spec-sheet you’ll find a number of tips and best practices.

Prevent missing Podcatcher

Publishing a tour

Publishing a tour means making the latest version of your tour available to visitors.

Any change made so far is only visible in the tour builder, but not yet on the Podcatcher or other devices.

There are three publishing “states” a tour can be in:

Unpublished: Tour is not available to visitors and has never been published
Published: Tour is available to the public and up to date
Published: with changes: The tour has been edited since it was last published.

Once you’re happy with your tour, go publish it. Go to the tour and select the Publishing Options button at the top-right of the stop list of that tour.

Clicking the button will bring up a dialog where any missing content is listed, as well as allowing you to see what has changed since the last time you published.

The changes made to the tour since it was last changed, can be viewed in a similar fashion.

Status

In the My Tours list you can easily see the status of each tour.

**For the Podcatcher the synchronisation is still needed for each Podcatchers to have the latest content & changes. This is often scheduled in the evening.**

To publish the tour in My tours, simply click on the icon with the arrow facing up.

Network Requirements

This article explains the network requirements and setup options for Guide-ID services in your organization. Whether you’re preparing for a new installation, adding devices, or troubleshooting connection issues, you’ll find the necessary technical specifications and configuration options here.

You’ll need this information when:

Your IT department needs to prepare the network for Guide-ID installation
You want to understand the basic network requirements before purchasing
You’re experiencing connection issues with Guide-ID devices
Your organization has specific network security policies or restrictions
You need to set up multiple Guide-ID devices across your location(s)

Connection Requirements Overview

For a working connection with Guide-ID, there are two options:

Option 1 (Recommended)

Allow access to all Guide-ID services using a single domain:

*.guide-id.com

Option 2 (Alternative)

Allow access to these specific domains:

app.guide-id.com (web application)
api.guide-id.com (basic services)
platform.guide-id.com (platform)
account.guide-id.com (login)
syncboxdebug.guideid.com (diagnostics)

Technical Requirements

Internet Connection

No port forwarding required
Outgoing access for HTTPS (TCP port 443) required
No incoming ports need to be opened
Proxy servers are supported (additional configuration may be needed)

Network Infrastructure

Wired connection (Ethernet) is preferred over WiFi
- WiFi connection on the Basecamps requires manual configuration

Share this information with your IT department to ensure proper setup

Generate content using AI

The AI functionality in the Platform allows you to generate content quickly and effectively using predefined prompts.

This tool utilizes advanced algorithms to enhance or modify your script based on specific needs, such as simplifying text, adjusting the tone, or translating it into another language

Step-by-step Guide for Using AI Content Generation:

1. Open a Stop: Begin by selecting a stop within an existing or new tour for which you want to generate or modify content.
2. Fill in the Script Field: Enter the text you want to use or modify in the script field. This can be a short snippet or a longer piece of text.
3. Click ‘Ask AI’: After entering your text, click the ‘Ask AI’ button to activate the AI functionality.
4. Choose a Predefined Prompt: A dropdown menu with various predefined prompts will appear. These prompts range from making the text child-friendly, shortening it, simplifying it, adjusting the tone, to translating the script.
5. Select a Prompt: Choose a prompt that aligns with the purpose of your modification. The chosen prompt determines how the AI will edit your text.
6. View the AI Output: Once you’ve selected a prompt, the AI generates a new version of your text in real-time, which automatically appears on the screen.

image-20240124-152250

Review and Decide: Wait for the AI to finish generating the text. Then, review the generated content and decide whether to keep it or not.
Use ‘Discard’ or ‘Apply’: If you decide not to use the AI-generated text, click ‘discard.’ This will remove the new text, retaining the original. If you want to use the AI-generated text, click ‘apply,’ replacing the original text with the AI-generated one.

These steps provide an efficient and user-friendly process for applying AI-driven content creation within your tours, saving time and enhancing the quality of your content.

How can I use AI?

After selecting ‘Ask AI’ on our platform, you’ll see various prompts to help adjust your text. These options are categorized into three groups: ‘Rewrite,’ ‘Change Tone,’ and ‘Translate.’ Each category offers specific functions for rewriting, tone adjustment, or translating your original text to better align with your goals and target audience. Here’s an explanation of each prompt to assist you in choosing the most suitable option for your text.

Rewrite

Kids Friendly: Rewrites the text to make it appealing to children aged 7 to 12. It uses simple and positive language with short sentences and repetition for emphasis. The content is suitable for short audio segments, considering sensitive topics carefully.
Make Shorter: Intended to shorten the text by approximately 33% while preserving the essence and key themes. The result is a concise text that still clearly and coherently conveys the original message.
Simplify: Simplifies the text for readers with basic language knowledge (B1 level CEFR). It simplifies complex ideas using straightforward language and sentence structures while maintaining accurate and informative content, suitable for short audio segments in museum tours.

Change Tone

Casual: Adapts the text to an informal, casual tone. Designed for museum audio tours where a relaxed and accessible style is desired. The prompt retains the original message and factual content but changes the tone to address listeners more effectively.
Confident: Rewrites the text to reflect a confident tone. Useful for conveying authority and expertise in museum audio tours while preserving respectful and thoughtful treatment of sensitive historical and cultural subjects.
Friendly: Adjusts the text to a friendly tone. Ideal for creating a warm and inviting atmosphere in museum audio tours, with the text remaining respectful and considerate for a diverse audience.
Professional: Converts the text to a professional tone. Suitable for audio tours requiring a formal and authoritative approach while maintaining accuracy and respect for historical and cultural context.
Straightforward: Makes the text direct and uncomplicated. Intended for audio tours where clear, no-nonsense communication is desired, especially when addressing complex topics in a simple and understandable manner.

Translate

Translate: Can be used in two ways.

a. If you have entered text in the main language of the tour (main language), you can go to the translations. Here, the text in the main language is displayed in gray. Click on ‘translate’ to translate it into the language of the tab.

b. You can also manually enter text in the script field. If you want it translated into the language of the tab, click on ‘translate.’

Adding IDentifiers

IDentifiers are essential for activating content on Podcatchers. By holding the device close to the IDentifier, visitors can access the associated content. Adding an IDentifier to a stop links it to the content, with the first stop of each tour acting as the start of the tour and requiring an IDentifier for each language.

Note: Any IDentifier used to start a tour and select a language can be present only once on your site. Otherwise, Podcatchers and PWA wouldn’t know which tour and language to start with. Other IDentifiersmay be used once per tour, but can be used just fine in multiple tours as a non-language Beacon.

1. Adding IDentifiers for the tour languages

To add an IDentifier to start the tour in a language, click on the first stop and open the Stop Settings.

Enter the IDentifier code from the physical device and make sure the label’s flag matches the language. Then, add the IDentifier to each language by clicking the language codes and entering the IDentifier codes there.

Save the settings by clicking the Save button.

The IDentifier code can be found on the back of the IDentifier

2. Adding IDentifiers for other stops

Adding IDentifiers to other stops is just as simple. Click the stop, open Stop Settings, and add an IDentifier by clicking the Add IDentifier button and entering the IDentifier code.

Click the Add IDentifier button and enter the IDentifier code.

More Beacons can be added by clicking Add another IDentifier.

Note: Other language settings do not apply to IDentifiers here. They do, however, apply to the title of the stop.

3. Hardware overview

The Hardware tab provides a quick overview of the battery levels in your IDentifiers.

Stop IDentifiers are the IDentifiers assigned to stops in your tours, and the list shows the last activation and battery status.

New IDentifiers can also be added using the Add new IDentifier button. You can add multiple IDentifiers at once, or save the IDentifiers and close the popup with the buttons.

Lastly, you have the option to link the IDentifier to a stop as the final step, although it is not required.

By following these simple steps, you can simply add and manage IDentifiers for your tours. Do not forget to publish the tour and synchronise the Podcatchers.

Stops

Stops correspond to locations in the real world and are used to play the appropriate audio. A Stop has one or more Clips that are linked together with Connections. A Stop has the following pages:

Introduction

While a Stop is a place in the Site – usually near a piece of art in a museum, it can also be a room or an explanation for visitors – a Clip (or set of Clips) is the content that gets played when a Stop is triggered. This page gives you full control over how Clips flow into one another.

Note: If your Stop should just play one Clip, then you can skip most of the explanation and just use the Script field to add content or upload an audio file.

Creating a tour

Start Clip

Go to Tours and click on Add new Tour. Select what tour you like to create and click on continue.

when selecting AI generated audio tour, it will create up to 10 stops with AI based on your site and the name of the tour. Go to Generate content using AI for more information

Fill in the name of the tour, this will be visible for visitors using PWA.
Select the desired device. It’s possible to use both Podcatcher and PWA and click on continue.

Select the main language.
Select other languages if prefered.

After clicking on create tour, a Stop with Tour Start is created. This is your tour start, a.k.a. you’re language start and is set in the languages you have chosen in the previous step.

To add more stops, just click on Add Stop.
This way you can add several stops to your tour. Don’t forget to give it a title.

Adding content

When adding content to a stop, you can choose whether you want to upload audio, or use the AI options with Text-to-Speech. Repeat the process for as many stops as you need to complete the tour.

Uploading audio: Click on select file or just drag the audio file to the uploadfield next to select file.
Ask AI: Enhance or modify your script based on specific needs, such as simplifying text, adjusting the tone, or translating it into another language.
Using Text-to-Speech: With Text-to-Speech you can simply generate the inserted script to audio file when clicking it

For more information on AI and Text-to-Speech Generate content using AI

Your contect is automatically saved when uploading audio or when a script is added.

To add IDentifiers go to Adding IDentifiers

Brainbox manual

Understanding AV-Sync

AV-Sync is an innovative feature that enhances the way audiences enjoy multimedia presentations. With AV-Sync, audio content is perfectly synchronized with video content. This means an unlimited amount of visitors can watch a video displayed on a screen and listen to the corresponding audio track on a Podcatcher, all in real-time and in their preferred language.

By offering multiple language accommodation, AV-Sync ensures that every visitor, regardless of their language preference, can have a fully immersive, personalized, and synchronized audiovisual experience.

Enabling AV-Sync

This guide walks you through the process of setting up AV-Sync, ensuring compatibility, preparing and testing your files, and conducting a flawless tour. What we will achieve is extracting the existing audio track from the video and replacing it with a time code. The original audio track will be transferred to the Podcatchers, allowing visitors to listen in real-time. Don’t worry, the original video will stay intact.

Step 1: Preparing the Movie File

Use the Guide-ID AV-Sync Tool to process your original movie file. Assign a unique Video Code to each movie file – starting with “A1”. Make sure that the ‘Use Code’ check box is checked. The tool generates two files: one for video playback on the media player and an audio file to be uploaded to the Guide-ID Portal.

Both files will be exported to your computer next to the original video. The audio file ends with “_audio” the video with the added timecode end with “_video”.

You can download the AV-Sync video tool here:
https://pguideidweust.blob.core.windows.net/downloads/AV-Sync-Video-Tool-0.5.exe

Step 2: Adding the Audio File to the Portal

Log into the Guide-ID Platform, and create a new AV-Sync stop. Upload the audio file generated by the AV-Sync Tool. If you have alternate languages for the tour, upload these audio files as well. They should have the same length as the original audio.

Enter the Video Code you’ve chosen in the tool in the Video Code box. Also add an IDentifier that visitors can scan

Step 3: Test the Video Playback

Begin playing the video on the media player to ensure it is displayed correctly on the screen.
You will note a beeping sound, don’t worry. This beep is translated by the Brainbox to a time code.
Make sure that the volume on the media player is unmuted and set to an appropriate level, ensuring it is neither too quiet nor too loud.
1. Setting the volume to 30 or 40 % is mostly perfect.

Step 4: Brainbox Setup

Now, connect the supplied cables:

Use a 3.5mm Jack cable to connect the media player (or TV) to the Brainbox.
Use the IR Out connector to connect the RCA cable to the supplied AC-Sync IDentifier with the Brainbox
Connect the USB-C cable to the power adapter or use a USB-A port on the media player.
- Both the led’s (WiFi and AV-Sync) blink Orange once.
Press the small switch button on the Brainbox.
- The AV-Sync LED will turn orange. Indicating Auto Gain has started where the Brainbox is searching for the best setting. The LED light will flash green within around 15 seconds; all done.

Step 5: Test the Tour

Lastly, ensure that your tour is published and synced on the Guide-ID Platform. Test the tour’s audio by playing the AV-Sync stop on the Podcatcher or holding your phone close to the IDentifier if using an app. Point the Podcatcher or phone at the AV-Sync IDentifier and ensure the expected audio starts playing, indicating a successful setup.

Following these steps will provide a seamless and enjoyable tour experience for your audience, further enhanced with the power of synchronized multimedia delivered by AV-Sync.

Understanding the LED Indicators on Your Brainbox

Make sure the Brainbox is connected to a mediaplayer with a running video

color AV-Sync LED	Meaning
Green blinking	the AV-Sync signal is functioning correctly, ensuring perfect audio-video synchronization.
Orange (1 short blink)	The Brainbox is powered on.
Orange	Auto gain is in progress. It’s fine-tuning the settings for optimal audio synchronization. it’s started and stopped by pressing the switch button. If it takes more than 15 seconds you need to check the audio volume of the media player. Make sure it’s unmuted and not too quiet.
Red blinking	The Brainbox is receiving an audio input, but it’s not the correct AV-Sync track. Test the audio output of the media player with headphones or speakers to check if you can hear the AV-Sync track (beeping noises at regular intervals).If you don’t hear the beeps, the AV-Sync track isn’t added to the video or the audio output isn’t selected on the player. Alternatively, the audio track was added to the left channel.Alternative, adjust the volume by lowering is 20 %. restart the auto gain by pressing the switch button.
off	No audio signal is being processed. Verify the volume on the media player. Note, when plugging in the USB-C cable it wil blink orange once indicating it’s powered.

Remember, the Brainbox doesn’t need a Wi-Fi connection to work; it just needs power (through a USB-C 5V adapter) and the correct audio signal from a media player. With AV-Sync, your visitors can enjoy videos in perfect harmony with audio, in real-time and in any language. Setting up your Brainbox is the first step to offering an immersive and synchronized audiovisual experience!