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Conferencing

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.

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.