Video Conference

Access Video Conference

1. Navigate to the Portal, click on the Apps dropdown, and select Video Conference. This will open Video Conference without a password required (since the user is already logged into the Portal). 

2. Using a direct link will prompt for a login name and password, or Join As Guest.

Note: User Scopes that get access to Video Conference are as follows. Advanced User and Office Manager.

Start or Join a Meeting

The first screen in Video Conference is the "Start or join a meeting" modal. Scheduled meetings display in the left panel and indicate how many participants are invited. The right panel starts a new meeting, joins an existing meeting (meeting ID required), schedules a meeting (conference or webinar), creates a meeting room (for a conference or webinar), and views past meeting dates.

1. Click to Start a New Meeting or Join a Meeting

2. Join a Meeting prompts for a "Meeting ID" (provided by the meeting host), and will also prompt for a name if entering the meeting as a guest rather than through the Portal.

Start a New Meeting prompts to setup a meeting. Give the meeting a name and a description. Decide whether to limit cameras, microphones, in-meeting chat, and other administrative options. On this screen, select participants (by name, extension, number, or email address). When finished, select to "schedule" the meeting for another day or click "next" to setup the meeting now.

3. The first time accessing a video meeting, the browser should ask for permission to access the camera and microphone

4. On the Get Ready to Join the Meeting screen, select whether or not to share video and whether to mute microphone before joining. Click Join Meeting. (The ability to share your video and use your microphone during the meeting may be turned off by the host)

Navigating the Meeting

While actively in a video conference, the following buttons are available to the host and the participant (options may differ based on permissions):

Invite Users

Users can be invited to an active meeting by clicking on the "Meeting ID" in the left-hand corner of the screen, or by clicking on "Show Participants" on the right-hand side of the screen (see the images above).

Enter the user's name or extension for on-net users, or enter an email address or phone number for off-net users. The invite can specify whether the user will be a host, presenter, or attendee.

On-Net User Invite

On-net attendees can be invited to a Video Conference meeting and utilize the video and microphone features. Video Conference is fully functional using a Chrome web browser (see examples above).

Off-Net User Invite

Off-net attendees can be invited to a Video Conference meeting, but they cannot utilize the video feature because they are connecting to the meeting through their mobile device (which is currently not supported for video)

1. Type in the off-net attendee's email address or phone number in the Invite tab or their phone number in the Call tab. Press enter/return on your keyboard

2. If it is a valid email address / phone number, pressing enter will move the number from the grey entry field to the invite list. If it is not a valid email address / phone number, then nothing will happen

3. Once there is at least 1 new attendee invite in the list, the option to Call or Send Invite becomes clickable

4. Next to each invite there is a person icon. Optionally, click on this icon to change the invitee's permission from an attendee (the default) to either a host or presenter. Remember though that off-net users joining from their cell phone cannot share their screen

5. An off-net user connecting to a meeting receives the meeting invite on their cell phone similarly to any other phone call. It rings in. When the user answers the call, they are immediately joined to the meeting

Meeting Invitation

An email meeting invitation will look similar to this (note that the user sending a video invite must have an email address in their profile for the invite to be sent.

Chat

Click on the chat button to open the chat panel and view conversations. Chats can be between all participants ("room"), just between you and the hosts, or a private message to any user in the meeting.

People / Participants

In the chat panel, click on People. These are the participants in the meeting. Badges indicate the number of new chat messages and participants. In this example, the badge "2" indicates that there are two people in this meeting.

Screen Share

The Screen Share button is located in the top panel.

Choose whether to share the entire screen, a specific window (such as a single document or a single web page), or a specific Chrome tab.