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Conferencing

Meet Now

Users can start meetings on-demand for unplanned or ad-hoc meetings. With Meet Now meetings, hosts can start a meeting immediately and invite participants to join via different communication channels.

Step 1

To initiate a Meet Now meeting, navigate to the Meetings page of nVX by selecting the calendar icon, , from the left navigation panel. 

Step 2

Click the Meet Now button.

Step 3

Hosts will be redirected to the new webpage where the conference bridge will be opened. Upon opening the conference bridge, the host will be asked to select an audio option:

  • Phone: Use an external device to dial-in to the conference bridge
    • If Phone is selected, dial-in incormation including dial-in country name, dial-in phone number, Meeting ID, and participant number will be provided. If multiple countries are available for your organization, the dial-in country can be changed, automatically adjusting the dial-in phone number.
  • Internet Audio: Use internet audio to connect to the conference bridge

Step 4

To invite participants, click on the Invite button on right top corner of the meeting webpage. Participants can be invited via email, phone, or SMS message. Meeting information can also be copy and pasted into other communication channels.

Copy and Paste Meeting Info

If you would like to share meeting information outside of nVX, you can copy and paste meeting information by selecting the Meet Info button, , at the top of the Invite window. To easily copy meeting information, select the copy button, , from the Meeting Info.

Invite via Email

To invite participants via email, select the Email button, , at the top of the Invite window. Enter the email addresses of Required and Optional participants.

  • Adding Participants, Company Directory: Start typing the name or email of the participants you would like to invite and the system will suggest the best match from your company directory. Select the contact from the populated list.
  • Adding Participants, Non Company Directory: If the participant is not available in your company directory, type the complete email address of the desired participated and hit the Tab key.
  • Removing Email Addresses: Click on red cancel button to remove contacts from the participants list

To trigger the email invite, click the Invite button, , at the bottom of the Invite window to send the email to all participants. User will receive a confirmation popup “Email Invites Successful” to confirm email invitations were sent successfully.

Invite Experience: Invitees will receive an email invitation with the meeting details including meeting date, meeting time, meeting duration, and the URL to join the meeting.

Invite via Phone

To invite participants via phone, select the Phone button, , at the top of the Invite window. Enter the 10-digit phone number or extension of desired participants.

  • Adding Participants, Company Directory: Start typing the name or extension of the participants you would like to invite and the system will suggest the best match from your company directory. Select the contact from the populated list.
  • Adding Participants, Non Company Directory: If the participant is not available in your company directory, type the complete phone number of the desired participated and hit the Tab key.
  • Removing Phone Numbers: Click on red cancel button to remove contacts from the participants list

To trigger the phone invitation, click the Invite button, , at the bottom of the Invite window to trigger a call to invitees. Users will receive a confirmation popup “Phones Invites Successful” to confirm phone invitations were sent successfully.

Invite Experience: Invitees will receive the incoming call with the prompt, “You are invited to the TetraVX meeting, please press 1 to join the meeting”. Invitees will be entered to the meeting after pressing 1.

Invite via SMS

To invite participants via SMS, select the SMS button, , at the top of the Invite window. Enter the 10-digit phone number of each desired participant. Seperate each 10-digit phone number with a comma.

If desired, edit the SMS message that will be sent to the invitees. Click the Invite button, , to trigger the SMS message to invitees. Users will receive a confirmation popup “SMS Invites Successful” to confirm phone invitations were sent successfully.

Note: When editing the SMS message, be sure to keep the invite URL in the SMS message as is. Editing or removing the invite URL will result in errors for invitees.

Join a Meeting

Participants can join meetings, both scheduled and ad-hoc, from the nVX Meetings page.

Step 1

Navigate to the Meetings page of nVX by selecting the calendar icon, , from the left navigation panel. 

Step 2

Join the nVX meeting by:

Selecting Join from the Upcoming Meetings List
If joining a scheduled meeting, participants will be able to join from the list of Upcoming Meetings. Simply click the Join button, , from the list of available meetings.

Copy and Pasting the nVX Meeting ID
Enter an nVX Meeting ID in the Join a Meeting field. After the Meeting ID has been entered, the Join a Meeting button will highlight blue. Click the button to open the conference bridge in a new tab of your web browser.

Step 3

Meeting participants will be redirected to the new webpage where the conference bridge will be opened. Upon opening the conference bridge, the host will be asked to select an audio option:

  • Phone: Use an external device to dial-in to the conference bridge
    • If Phone is selected, dial-in incormation including dial-in country name, dial-in phone number, Meeting ID, and participant number will be provided. If multiple countries are available for your organization, the dial-in country can be changed, automatically adjusting the dial-in phone number.
  • Internet Audio: Use internet audio to connect to the conference bridge

Screen Share

Meeting hosts, presenters, and participants can screen share while on a meeting. Participants can select from the following available options:

  • Your Entire Screen: Share your entire desktop as you move across documents, applications, and web browsers
  • Application Window: Share only a specific application with participants
  • Chrome Tab: Share only a specific web browser tab with participants

Click on Stop Sharing tab to stop screen sharing.

Collaborate on Files and Whiteboards in Meetings

Meeting participants can share and annotate files and whiteboards while in meetings.

Sharing Files

Participants can share Files directly within a meeting by clicking the Share File icon on the top of the meetings window. Select from the following:

  • Add files from Desktop: Select files stored locally on the desktop
  • Add files from Conversations: Select files stored in existing nVX messages

Creating Whiteboards

Participants can create whiteboards directly within a meeting by clicking the Share File icon on the top of the meetings window. Select Whiteboard from the dropdown. A new Whiteboard will be opened.

Annotating Files and Whiteboards

Participants can simultaneously annotate shared Files and Whiteboards using a variety of tools. All annotation tools are available from the bottom of the meetings window.

Navigate through shared Files and Whiteboards
Zoom In and Zoom Out
Make Files and Whiteboards Fullscreen
Undo Action
Redo Action
Draw
Highlight
Insert Text
Insert Arrows
Insert Rectangles
Identify specific areas of a File or Whiteboard using the laser pointer
Eraser (Note, participants cannot erase other participants annotations. Only their own.)
Turn on and off Annotation
Delete (Note, participants cannot delete other participants Files or Whiteboards. Only their own.)
Open color selector for annotations

Stop Sharing Files and Whiteboards

You can stop sharing Files and Whiteboards by:

  • Selecting the Share File icon and clicking Stop Sharing, , from the dropdown
  • Hovering over the File or Whiteboard being presented and selecting Stop Sharing

Manage Meeting Participants

Click on the Participants icon to see the list of conference participants. In the Participants pane, meeting Hosts can:

  • Change to a Participant to a Presenter or Host
  • Mute a single participant
  • Mute all participants

Meeting Chat

All meeting participants can group chat in the same meeting. To open the group chat, selec the Participants icon at the top of the Meetings window. Group chat will be available on the bottom right of the screen. Participants can type into the text box marked by the placeholder ‘Send message..’. So send the message, press the Send icon, .

Manage Video Capture in Meetings

All Meetings are video enabled. To turn on Video, select the Start Video icon on the top right of the Meetings window.

To manage the device capturing video, select the dropdown arrow next to the Stop Video icon and select Video Options. Available devices will appear in the Capture Video dropdown. After selecting the desired device, click Okay.

To stop video capture during a meeting, click the Stop Video icon located at the top right of the Meetings window.

Manage Audio in Meetings

Meeting participants will be prompted with Join Audio options upon Joining a Meeting. However, participants can manage meeting Audio at anytime.

Joining Audio

To join audio after a meeting has begun, select the Join Audio icon from the top right of the Meetings window to open the dropdown selections.

  • Call Using Phone: Use an external device to dial-in to the conference bridge
    • If Phone is selected, dial-in incormation including dial-in country name, dial-in phone number, Meeting ID, and participant number will be provided. If multiple countries are available for your organization, the dial-in country can be changed, automatically adjusting the dial-in phone number.
  • Call Using Internet Audio: Use internet audio to connect to the conference bridge

Mute and Unmute Audio

After meeting audio has been joined, a Mute icon will be made available where the previous Join Audio icon was. To mute and unmute audio, click the Mute icon.

Manage Audio Options

Click the dropdown arrow next to the Mute/Unmute icon. From the dropdown, select Audio Options. An Audio Options window will appear. Select from the available Speakers and Microphones. This window will also provide a level test that audio is being captured correctly. After selecting the desired devices, click the X icon to exit the Audio Options window.

Leave Audio Mid-Meeting

Click the dropdown arrow next to the Mute/Unmute icon. From the dropdown, select Leave Audio.

Ending a Meeting

Meeting Participants

Meeting participants can Leave a meeting at anytime without impacting other Meeting attendees. To exit the meeting, participants can click the Leave icon at the top righ tof the meeting window. Participants will be prompted with a confirmation before leaving the meeting. Click the Cancel button to stay in the meeting. Click the Leave button to leave the meeting. After leaving a meeting, the browser will be closed and the user will be redirected back to the nVX User Portal.

Meeting Hosts

Unlike meeting participants, meeting hosts will impact all participants when exiting a meeting.

  • To end a meeting for all participants, Hosts can select the red End button located at the top right of the meetings window. Hosts will be prompted with a confirmation before ending the meeting. Click the Cancel button to stay in the meeting. click the End button to end the meeting for all participants.
  • To leave a meeting without ending it for all participants, the active Host will need to make a different meeting participant the new Host.