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Conferencing

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.

Meeting Guest User Experience

Overview

Guest users, also known as external users, are non-registered nVX users. Non-registered users of nVX are given a default set of permissions and privileges.

Inviting Guest Users

There are 4 ways of inviting guest users to the meeting:

  • Schedule a meeting via the User Portal
  • Add guest user(s) into an active meeting
  • Schedule a meeting via the nVX Outlook Plugin
  • Add via nVX Mobile Apps (Android/iOS)

Schedule Meeting from User Portal

A meeting host can invite guest user(s) to the meeting while scheduling it in the User Portal.

  1. Click on Schedule Meeting from the User Portal
  2. Enter the meeting details and contacts to be invited
  3. Enter the guest user’s email address and press the Tab key. Note: Make sure to use the Tab key after entering the guest email address otherwise the guest will not receive the meeting invitation.

Add to Active Meeting

If a meeting has already been started, a host or participant can invite a guest user immediately using the invite button.

Invite via Email

Enter the guest users’ email address and press the tab key. Click the Invite button to send the email invitation. Click the Cancel button to cancel the meeting invite.

Invite via Meeting Info

Guests can be invited by sending the meeting details. Click on Copy button and paste to users. They can join meeting via suitable method:

  • Meeting URL – Click on meeting URL to directly enter Meeting (Registered users and Guest users)
  • Meeting ID – Open User Portal and enter Meeting ID to join the meeting (Registered users only)
  • Join via Phone – Dial in any of the suitable number and follow the instructions.

Invite via SMS

Click on SMS tab and enter a 10-digit mobile number to send meeting URL via SMS.

Schedule Meeting from nVX Outlook Plugin

A meeting host can invite guest user(s) to a meeting while scheduling the meeting through Outlook via the Outlook Plugin.

Add via nVX Mobile Apps (Android/iOS)

A meeting host can invite guest user(s) to a meeting while scheduling the meeting through the nVX Mobile Apps. Hosts can also add guest users to live meeting via the Mobile App following the same format as the User Portal.

Join Meeting as Guest User

Join through Email Invitation

External users will receive an email with following details in the email body when invited by a meeting Host. Guest user(s) can select the suitable method to join the meeting; Dial in or click the link to join in a single click via nVX User Portal.

Logging in as a Guest

Upon joining a meeting, the guest user will be asked to login. Because the user is unregistered, they must select Join Meeting as Guest. If the meeting host has not started the meeting yet, the Join Meeting as Guest button will not be selectable.

Guest join view if meeting has not begun.
Guest join view if meeting has started.

Guest users will then be prompted with a splash page asking them to enter their name and email address. Once both are entered, click the Join Now button to join the meeting.

After logging in successfully, guest users will be directed to the live meeting.

Feature Limitation for Guest users

Guest cannot start a meeting

Guest users are not allowed to start a meeting. They can enter meeting only if meeting is started by Host or any other participant. If meeting is not started, guest user login will not be available.

Guest cannot invite others

Guest users are not allowed to invite other participants. They will get following popup.

Meetings: Controls and Capabilities

When participating in an nVX video meeting, users will have acces to:

  • Invite participants
  • Share screen or application
  • Share a file
  • View participants
  • Record the meeting
  • Turn on/off video
  • Mute/unmute
  • View meeting details
  • Message with participants

Viewing Meeting Info

To view meeting details, click on the information icon located at the top left of the screen. Meeting details include:

  • Topic (Meeting Subject)
  • Host Name
  • Meeting ID

View Participant List

Select the participants icon shown in the top navigation to open/close the list of meeting participants.

Change Video Layout

Two different video layouts are available:

  • Default View – Gallery view of all video tiles at the middle of the screen
  • Spotlight View – Single large video tile with remaining tiles located at the top of the screen

To change the video layout, hover over the video tiles towards the middle of the screen. On hover, the layout selections will appear. Please note, the icons will disappear after some time.

Default View

Spotlight View

Note: View selections are disabled while content is being shared.

Meetings Overview

nVX Meetings allow users to use all features of TetraVX conferencing solution.

To navigate to the nVX Meetings tool, select the calendar icon from the left navigation panel. Once selected, the user will be redirected to nVX Meeting page. Here, users can perform the following meeting actions:

  1. Schedule a Meeting – Schedule future meeting
  2. Meet Now – Create ad-hoc meetings
  3. Join a Meeting – Join scheduled or ad-hoc meetings

Meetings Participant Roles

  • Presenter:
    • Mute/unmute all participants (but not single participant)
    • Mute/unmute Host (but not single participant)
    • Make another participant Presenter (but not Host)
    • Leave meeting
  • Host:
    • Mute/unmute single participant
    • Mute/unmute all participants
    • Make another participant Host
    • Make another participant Presenter
    • End meeting
  • Participant:
    • Cannot mute/unmute another participant
    • Leave meeting

Meeting Features

Users have access to the following meeting features after joining/starting meeting:

Scheduling a Meeting

Scheduling a Meeting allows users to invite participants to a future video or audio conference bridge.

Step 1

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

Step 2

Select the ‘Schedule a Meeting’ button from the nVX Meetings page.

Step 3

Complete the meeting details to schedule the meeting. Meeting details include:

Subject: Enter meeting subject, this is the meeting title that will appear in your calendar and to guests

Automatically Record Meeting:

  • If enabled, the meeting recording will start automatically when the meeting begins
  • If disabled, the meeting will not be recorded

Starts:

  • Enter the date of the meeting by either typing the date of the meeting or selecting from the calendar view
  • Select the time the meeting will begin from the dropdown

Duration: Enter duration by selecting the hours and minutes from the available dropdowns

Recurrence: Select how often you want the meeting to occur from the available dropdown. Options include:

  • Never
  • Daily:
    • Everyday: Select Everyday if the meeting is going to be held daily at fixed time and duration.
    • Recur every_day(s): Enter the number of fixed days between your reocurring meetings. Users will be allowed to enter 1-30 day(s).
    • End Repeat: Enter the date when the reocuring meetings should end.
  • Weekly:
    • Recur every_weeks(s): Enter the number of fixed weeks between your reocurring meetings.
    • Select the day of the week the reocurring meeting should occur on
    • End Repeat: Enter the date when the reocuring meetings should end.
  • Monthly:
    • Day_of every_month(s): Users can enter 1-30 for which day of each month the meeting should occur on and monthly increments
    • End Repeat: Enter the date when the reocuring meetings should end.

Agenda: Enter the agenda or description for your meeting. The Agenda field allows you to include meeting details that will be sent to your meeting participants

Invite Contacts: Invite your meeting participants to the scheduled meeting by either typing their name or email address

  • If adding contacts from your Company Directory, available contacts will populate as you type. Select the contact from the populated list
  • If adding contacts from outside of your Company Directory, type the email address of the contact you’d like to add and click the Tab key
  • To remove a contact from your ‘Invite Contacts’ list, select the X , , icon next to the contacts name or email

Step 4

Select the Schedule, , button to schedule the meeting.

List of Upcoming Meetings

Users can see a list of all upcoming scheduled meetings under the Upcoming Meetings view. Available meetings will include details such as Meeting Subject, Date, Time, Duration, Meeting ID, and a Start or Join button.

  • Start: If the user is the host of the meeting, a Start button will appear
  • Join: If the user is a paricipant of the meeting, a Join button will appear

Editing and Deleting Scheduled Meetings

Step 1

To edit or delete a scheduled meeting, hover over the upcoming meeting and select the edit icon from the list of Upcoming Meetings.

Step 2

The meeting details window will open, allowing users to edit the existing meeting information or delete the meeting from occuring.

Note: Only Hosts can edit the meeting.