How to use the meetings feature
Starting a video meeting just got easier. Everything you need is now in one place - find it under the Messages tab.
Before you start
Make sure you have the following ready depending on what you need:
- Access to the Messages tab in the Web or Desktop app.
- Microsoft or Google Calendar connected if you want to see today's meetings synced with your calendar. To connect your account, go to Settings > My Account > Connected services.
The Meetings landing page
The new meetings landing page brings all your video meeting options together in one place.
- Open the Web or Desktop app.
- Go to the Messages tab.
- And then click on Meetings.
Here's what you'll find on the landing page:
| Option | What it does |
|---|---|
| Instant meeting | Start a meeting right now and share the link on the spot |
| Create a room for later | Set up a meeting room in advance, start it whenever you're ready |
| Your personal meeting room | Your always-on personal room - one click to start |
| Today's meetings | See all your synced meetings (Google, Teams, Zoom and more) with join links |
Click on the tabs below to learn more about the different options you can choose from under the Meeting tab:
Option 1 - Instant meeting
Need to jump into a call right now? Here's how:
- Click New meeting.
- Select Instant meeting.
- You will be taken straight into the meeting.
- A pop-up will appear with a link.
- Share it with participants so they can join.
- Or add participants directly from inside the meeting.
- Share it with participants so they can join.
How chat works in instant meetings:
- A temporary chat is available as soon as the meeting starts - everyone can message right away.
- Messages are not saved by default - think of it like a whiteboard that gets wiped when everyone leaves.
Want to keep the chat?
If at any point you decide you want to save the conversation.
- Click Activate Chat History.
- In next step you can turn the temporary chat into a permanent room.
From here you can:
- Save all messages from that point forward.
- Keep the conversation alive after the meeting ends.
Please note
Saved chat history is only visible to internal participants.
Option 2 - Create a room for later
Want to set up a meeting in advance? This option lets you create a room now and start it whenever you're ready - perfect if you don't have access to the Outlook plugin.
- Click New meeting.
- Select Create a room for later.
- Choose a Name and add Participants.
- When done, click Create room.
- Your room is created - you'll have two options from here you can:
- Copy Full Details - Copy and paste the meeting information into your calendar app to schedule it manually.
- Start meeting - Joins the meeting immediately when you're ready.
-
Got o room - Opens the chat room so you can share information with participants ahead of the meeting.
- In the chat room you can in the right side panel go to settings, see and add members, summurize messages and go to the meeting video room directly.
Managing Meeting Participants
During a meeting, you can manage who has permanent access to the chat room.
- Guests (participants who are not permanent room members) are clearly listed separately so you always know who's just visiting.
- Each internal participant has an Add button next to their name.
- Clicking Add will show a confirmation message: "Heads up - this gives them permanent access to the room" - so no accidental adds.
- Permanent room members are listed separately from guests at all times.
Please note
Permanent room membership is only available for internal participants.
Option 3 - Your personal meeting room
Your Personal meeting room is always on and ready to go - just one click away whenever you need it.
Here you can:
- Mute your microphone before joining.
- Turn off your camera before joining.
- Set a background picture or filter before joining.
-
Join the meeting directly on the Join button.
- Configure your microphone, speaker, and camera settings before joining.
- Open and close the meeting for new participants.
- See live participants in the meeting.
-
View and copy joining info.
-
Schedule the meeting in your external calendar.
Good to know
Your personal meeting room was previously found under PBX Services > Meetings. It has now moved to the new meetings landing page in the Messages tab.
Option 4 - Today's meetings
See all your upcoming meetings for the day in one list - including links from Google Meet, Teams, Zoom, and more. No more tab-hopping to find your join link.
To get this working:
- Go to Settings > My Account > Connected services
- Connect your Microsoft or Google account.
- When connected, click on your email address on the same page.
- Toggle Calendar on to start the sync.
Heads up
The meetings list refreshes every 10 minutes. If a meeting is missing, check that calendar sync is turned on.
In-call controls & features
Once the call has started, you have access to the following options:
- You can expand the call widget to Fullscreen, the Right panel, or the Bottom bar. If you minimize to the Bottom bar, the video feed will be hidden.
- Click the Cogwheel icon to change your audio or video settings (e.g switching to a headset).
- View current participants or click Add participants to invite others.
- Access the meeting link and details to send to external guests or customers.
- Use the icons to Mute microphone or Turn camera off/on.
- Select Backgrounds and effects to blur your room or choose a virtual background.
- Open the chat conversation window with your colleague without leaving the call.
- Simply share your screen.
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