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

• Effortless Device Onboarding, Installation & Organization
  Simplify deployment, configuration, and organization of your Pro AV devices for scalable, efficient management.

• Intelligent Remote Monitoring & Control
  Push firmware updates, execute commands, and monitor your AV network from anywhere.

• Real-Time Data & Advanced Insights
  Gain visibility into performance, generate reports, and uncover trends.

• Lifecycle & Subscription Management
  Track warranties, support tickets, and subscriptions with automated workflows.

• 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 automation and general 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 24 hours. If the invitee does not claim their account within this timeframe, press the button next to that user’s name to re-send their invite.

2. Click the invitation link to begin setup.

3. You'll be redirected to the NetSpeek login portal.

4. Create a password for your account.

5. Sign in with your new credentials (email + password).

6. Review and accept the Terms of Service and Privacy Policy.

7. You’ll be logged into your environment and ready to proceed.
   
   

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2. Invite Additional Users (Optional)

1. Navigate to Settings > Tenant Management.

2. Select the customer or tenant you’d like to invite users to.

3. Select the Users tab

4. Click Add Users.

5. Enter your teammate’s email and send invitations.

6. Roles, licenses, and permissions can be updated anytime.
   
   

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3. Customer Management (Conditional)

Create or Edit a Customer

1. Navigate to Settings > Tenant Management.

2. Locate the ( ⁝ ) More icon next to the customer’s name and click it to open the dropdown menu.

3. Click Create New Tenant/ Manage Tenant

4. Add or edit the following:

   • Customer/brand name

   • Logo

   • Contact information

   • Designated point of contact

5. Click Save changes to confirm and apply your updates.
   
   

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Manage Tenant Users

• After selecting Manage Tenant, go to the Users tab.

• Add or edit users tied to each customer or property.

Manage Tenant Integrations

• After selecting Manage Tenant, go to the Integration tab.

• Add or edit your device and service integration list.

4. Set Up Tenant Integrations (Required Before Provisioning)

To begin assigning devices, you must first connect your third-party integrations. For step-by-step instructions on how to set up and sync these integrations, please refer to the Integration Guides.

1. Navigate to Integrations.

2. Click Create New Integration.

3. Select an integration type

4. Enter:

   • Integration name

   • Integration description

   • Username and password/API key/Serial number (specific data required will vary by integration type)

5. Activate the integration and click Save Changes.

6. Test the connection to ensure it’s working.
   
   

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5. Set Up Locations (Required)

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

1. Navigate to Location Management.

2. Click Create New Campus.

3. Define your location hierarchy. Start by creating a campus to set up your organization’s hierarchy. Assign the Campus to a geographic location (Country → State → City). This will add that campus and campus location to the location tree chart. Then, use the tree chart to add Buildings, Floors, and Rooms in order to define your endpoint locations.
   Country → State → City → Campus → Building → Floor → Room

4. Once created, navigate to Provisioning to assign devices to rooms.
   
   

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6. Add Devices & Map Connections (Required)

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

Enter the Room Canvas

1. Navigate to Provisioning.

2. Use the Location breadcrumb filter at the top to identify the room you would like to provision.

3. Once you select the room you would like to provision, click on the Launch Room Canvas link to open the digital map of your rooms.
   
   

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Add Devices

1. Click Add device to room.

2. Enter the information according to the prompt, such as:

   • Model

   • Manufacturer

   • Serial Number

   • Integration Type

   • API Key/Password or other vendor specific credentials

   • Note that information required will vary based on the device/integration type

3. Once saved, devices appear on the canvas.
   
   

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Connect Devices

• Once a device has been placed on the Canvas, you will see the list of device connection sources.

• Use drag-and-drop to map physical connections (e.g., Device A’s HDMI1 output to Device B’s HDMI 2 input).

• Click Save all changes when all source connections are complete.
  
  

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7. Define Target States (Optional but 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 confirm room readiness.

1. Use the Select Target State dropdown and click Create new state to create a mode (e.g., Presentation, Signage, Meeting).

2. Once you select devices, view the left-hand menu and assign device attributes like:

   • Power actions (e.g., reboot)

   • Audio levels (e.g., set volume to 100)

   • Input sources (e.g., switch to HDMI 1)

3. Name the target state (e.g., Room A – Videoconference).

4. Click Save target state.
   
   

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Navigating the Platform

Tenant Selector

Located in the top-left of the portal, the tenant selector dropdown allows switching between brands, customers, or properties.

• Selecting a tenant updates the entire platform view.

• All actions and content displayed is scoped to the selected tenant.
  
  

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Top Navigation

In the top-right corner, click the Help (❓) icon to:

• Replay the Guided Tour – Restart the guided walkthrough.

• Access the Help Center – Browse documentation and setup guides.
  
  

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Console Area

The Lena Console is the dynamic workspace in the center of the platform.

You can have multiple tabs open, each showing different content from the below categories, allowing you to switch between locations, actions, and resources without losing your place.

It displays content and provides access to:

• Devices by location

• Real-time actions (e.g., reboots, updates)

• Device owner's manuals/ troubleshooting guides
  
  

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Lena Chat

Lena Chat appears on the right panel—your conversational interface for real-time support.

You can:

• Ask environment-specific questions

• Troubleshoot devices

• Access manuals

• Create installation workflows

• Run commands (e.g., restart device)
  
  

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Focus Mode

Activate Focus Mode (above the message bar) to route requests directly to a specific manufacturer agent for more accurate assistance. Each agent is trained to handle questions within their domain, allowing for faster and more accurate responses. By selecting the right agent before sending your message, you give Lena the context needed to streamline the conversation. This reduces back-and-forth and helps resolve your request more efficiently. 

Left-Hand Navigation

Main sections:

• Lena Console – Monitor rooms and devices in real-time.

• Room Check – Verify operational readiness of rooms.

• Provisioning– Build and configure physical spaces.

• Location Management – Manage and update your organizational structure and room hierarchy.

• Settings – Manage users, brands, and integrations.
  
  

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Platform Sections Overview

Lena Console: Live System Portal

The Lena Console provides a real-time snapshot of your AV environment.

Capabilities:

• Inspect endpoint details

• Analyze device logs

• Troubleshoot with Lena

• Execute real-time actions (e.g., restart, update)

• Open multiple chat tabs – Click the + (New tab) symbol in the Lena Console tool bar to start new chat sessions without closing your current one. Each tab acts as its own dedicated conversation, allowing you to work on multiple topics or troubleshooting threads in parallel. This makes it easy to multitask, keep different issues organized, and quickly switch between contexts without losing any chat history.

Room Check: Diagnostics & Readiness Verification

Ensure every room is ready for use.

Capabilities:

• Run manual room checks

• Schedule automated checks (e.g., daily at 6:00 AM)

• Access historical room reports

Room Management: Organize Spaces & Devices

Map your AV devices to physical rooms.

Capabilities:

• Install devices with step-by-step workflows

• Use Room Canvas for visual mapping

• Assign target states (for example, Meeting, Presentation, Signage)

Location Management: Structure Your Organizational Hierarchy

The Location Management section is where you define and maintain the physical structure of your organization, ensuring Lena understands the layout of your environments and organization.

Capabilities:

• Build your full location hierarchy:
  Country → State → City → Campus → Building → Floor → Room

• Edit or reorganize existing structures to reflect changes in the field.

• Assign rooms and devices to precise physical locations for targeted monitoring and control.

Maintaining an accurate location model is essential for room-level diagnostics, automation, and reporting.

Platform Settings: Manage Users, Brands & Preferences

Accessed via the avatar menu in the bottom-left corner.

Profile Management

• Update profile image

• Edit contact info

• Reset password

Click Save Changes to apply updates.

Customer Management

• Create/manage customers or brands

• Add logos, contacts, and designated admins

• Manage/invite/remove customer-specific users and integrations

Support

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