Running a meeting

Running a meeting

As the organizer you have more controls in the meeting room than your participants. How participants join and use the meeting room is explained in the participant hand book.

Remember to log in before you join your meeting, otherwise the system will not recognize you as the meeting organizer.

Some controls depend on the meeting permissions of the meeting (see the account administrator hand book). The room looks different in the “Classic meeting room layout” and in the “Meeting room layout optimized for presentations”: in the presentation layout, most controls are icons in the sidebars and show their name when you move the mouse over them.

Lobby

If the meeting uses “Lobby - access granted by moderators”, moderators see the tab “Lobby”. When someone is waiting, a message appears: “… would like to join the meeting”.

• Click “Admit to meeting” to let the person in.
• Click “Reject” to refuse the person.

Rejected participants are listed under “Rejected participants”. You can still admit them later.

Invite others

Click “Invite others” in the participants tab. Enter the email addresses, add a message if you like, and click “Send invitation”.

Participants

In the participants tab, the organizer can act on each participant:

• “Lower hand”: click the raised hand of a participant.
• “Change volume”: change how loud you hear this participant.
• “Put in first position”: show this participant first in your own video view.
• “Mute audio” / “Unmute audio”: in meetings with “Participants are muted by default”, this mutes or unmutes the participant for everyone. Otherwise it only mutes the participant for you.
• “Chat”: start a private chat with the participant (not in Off-the-Record meetings).
• “Pin”: pin the participant’s video for everyone.
• “Remove from meeting”: in meetings with a lobby, this sends the participant out of the meeting.

In meetings with “Participants are muted by default”, you also find “Mute for everyone” and “Unmute for everyone” on the participant’s video.

How to give the floor to participants of a webinar is explained in Webinar.

Follow me

Open “Tools”, then “Meeting controls”, and click “Follow me”. Whenever you switch to another tool, for example from the documents to the whiteboard, your participants switch with you. Click “Follow me” again to stop it.

Click “Take the participants here” to bring everyone to the tool you are using, once.

Follow me is not available in Off-the-Record meetings.

Remaining time

The top bar shows the “Remaining time”. To extend your meeting, open it, choose the number of minutes and click “Extend meeting”. The meeting can only be extended if the meeting room is still free.

Recording

If the meeting is recorded entirely, the top bar shows “This meeting is being recorded”.

If you chose “Start and stop recording during meeting”, click “Start recording” when you are ready. The recording starts after a countdown of 10 seconds: “Recording starts in … seconds”. Click “Stop recording” to stop it, even during the countdown. You can start and stop the recording several times. After the meeting, you find each part in the summary (see After the meeting).

Breakout rooms

With breakout rooms (if available), you split your participants into smaller groups. Breakout rooms are not available in Off-the-Record meetings. Your platform administrator decides whether breakout rooms are available.

For boardroom meetings and webinars, you can prepare them before the meeting: on the meeting details page, click “Show and edit breakout rooms”, enter a name for each room and click “Save”.

In the meeting room, open “Tools”, then “Meeting controls”, and click “Breakout rooms”.

1. Click “Create room” to add a room.
2. Select participants in the “Main room” and choose a room under “Assign selected to”, or click “Assign randomly”.
3. Click “Open room” for each room, or “Open all rooms”. The participants move to their rooms.
4. Click “Join room” to visit a room.
5. Click “Close room”, “Close all rooms” or “Bring everyone back” to bring the participants back to the main room.

In a breakout room, participants click “Back to the main room” to return.

TV channels

With TV channels (if available), you decide what each screen connected with the “TV link” shows. Open “TV channels” in the sidebar and assign participants or tools to a TV. A TV without a channel follows you.

Chat moderation

If chat moderation is switched on for your platform, chat messages appear only after a moderator approves them. Below each new message you see “Awaiting your decision”.

• Click “Approve” to show the message to everyone.
• Click “Reject” to keep it hidden. The message is marked “Not shown to the room”.
• Click “Delete this message” to delete its text permanently.

Moderators can also delete all chat messages with “Delete chat messages”.

See Meeting room and webinar in the white-label administrator hand book.

Polls

In the “Polls” tool:

1. Click “Create new poll”, or use a poll you added when you scheduled the meeting.
2. Click “Publish poll for voting”. Participants can now vote.
3. Click “End polling” to close the vote. With “Preview results” you see the results yourself.
4. Click “Publish results” to show the results to everyone.

Off-the-Record meeting summary

In Off-the-Record meetings, the top bar shows “Meeting summary”. Click it to download the summary in your browser before you leave, because the server cannot send one.

Cleanup meeting room

In an always-open room (if available), the organizer sees “Cleanup meeting room” (broom icon). Your account administrator sets up always-open rooms. Click “Cleanup meeting room” to clear the content of the room for the next meeting. There is no confirmation.

Close meeting

“Leave meeting” only takes you out of the meeting room. To end the meeting for everyone, close it in the portal: click the X icon (“Close meeting”) in your “Upcoming meetings” or on the meeting details page and confirm (see Your meetings). Otherwise the meeting room, and a running recording, stay active until the scheduled time has ended.