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Audio & Video Conferencing

Updated till version 4.0.8

Video meeting roles and permissions

Every user has a role, each with its level of permissions and access rights in a video meeting.

There are three channel roles: Moderator, Participant, and Audience. Their privileges are as follows:

  • Moderator: The user who started a video meeting. The moderator has the most editing privileges in the video meeting, including adding participants and assigning them roles. The star icon indicates a moderator. A user with this badge is a Moderator.
  • Participant: Someone who has joined the video meeting and has been given certain editing privileges. There can be multiple video meeting participants. A user with this badge is a Participant.
  • Audience: Someone who has joined the video meeting. A user with this badge has the role Audience.

The following table outlines what actions Moderator, Participant, and Audience can perform in a video meeting.

Action Moderator Participant Audience
Start a video meeting Yes No No
Share the screen Yes Yes Yes
Create a whiteboard Yes No No
Start a broadcast Yes No No
Send messages to participants Yes Yes Yes
Change participants' roles Yes No No
Remove participants from a video meeting/ group Yes No No
Add participants with a particular role Yes No No
Mute/ unmute participants Yes No No
Raise a hand Yes Yes No
Add participants without a role Yes Yes Yes
Mute/ unmute participants for themself Yes Yes Yes
Archive a video meeting chat Yes No No

Assign a role before a meeting

You can assign a role while scheduling a meeting and adding participants to a video meeting in progress. Refer to the "Schedule a video meeting" and "Add users to a video meeting in progress" subsections, for step-by-step guides.

Change a role during a meeting

Only the Owner and Admin can change a role for users in a video meeting.

There are 2 ways to change someone's role while a meeting is in progress.

Way 1. Clicking the arrow icon next to the user's name.

  1. While in the meeting, click the down arrow next to the user for whom you want to change a role.

    • The down arrow is viewable in the "Grid" and "Stripe" view only.

  2. Select Change Role from the dropdown menu.

  3. Assign a required role.
  4. Click Change.

You will see the notification stating "Mia Chesterfield's role has been changed".

Way 2. Using the info icon.

  1. In the top right corner, click the info icon .
  2. Click the kebab menu icon next to a user for whom you want to change a role.
  3. Select Change Role from the dropdown menu.
  4. Assign a required role.
  5. The further steps are the same as for the first way of changing a role for a user.

Start a video meeting

To create a new meeting and join the meeting directly, do the following:

  1. Click the plus icon.
  2. Select Start video meeting to start an instant video meeting.

To rejoin the same meeting anytime, find the meeting chat in your chat list and click the Join button.

Schedule a video meeting

You can schedule a new video meeting from:

Schedule a video meeting from VNCtalk

  1. Click the plus icon.
  2. Select Schedule meeting.
  3. Enter a video meeting name.

  4. Click the avatar icon to add a video meeting image.

    • Hover the pointer over the avatar icon and click Upload.
    • Select an image from your device, crop it, and click Apply.

  5. Select the meeting date, time, and expected duration.

  6. Under the Participants section, click the plus icon and assign a required role for participants. Then select the users you want to invite to a meeting and click the Select button.

  7. (Optional) Click the down arrow next to Settings, if you want to add a description, tags or set a password for a video meeting. You can also assign a video meeting to the corresponding Multi Conference Board.

    • Set a password for the video meeting. All participants have to enter this password in order to access the video meeting. You should communicate this password to all participants.

  8. Click Create.

The scheduled meeting will appear on the participant's calendar, and an invitation email will automatically be sent to the user.

Schedule a video meeting from VNCmail Calendar

To start a video meeting from the VNCmail Calendar, you have to switch the "Video Meeting" toggle on. Refer to the "Schedule a video meeting" subsection, for a step-by-step guide.

Add or remove users from a video meeting

You can add participants to a video meeting before and after the meeting starts.

Every meeting participant will continue to have access to the meeting chat, the recording, and anything else people share in the meeting (like files and meeting notes), even after the meeting ends.

Add users to a video meeting in progress

There are 4 ways to add participants to a video meeting in progress.

Way 1. Using the "Add Participants" button in the pop-up.

  1. Click the Add Participants button in the pop-up in the bottom left corner.
  2. Assign a required role for participants — Moderator, Audience, or Participant.
  3. Search for participants you want to add to a meeting and select them.
  4. Click Update.

They will join a meeting right away.

Way 2. Clicking the info icon.

  1. In the top right corner, click the info icon .
  2. Click the Add Participants button.
  3. The further steps are the same as for the first way of adding participants to a video meeting.

Way 3. Using the "Add participants" option from the dropdown menu.

  1. Click the kebab menu icon at the bottom bar.
  2. Select Add participants from the dropdown menu.
  3. The further steps are the same as for the first way of adding participants to a video meeting.

Way 4. By using a meeting link.

You can also copy the meeting link and send it to anyone you want to meet with, and they can join by clicking it. Just click the copy icon and paste the link into a message.

Add users before starting the meeting

You can also schedule a meeting and add participants before starting the meeting. Refer to the "Schedule a meeting" section, for a step-by-step guide.

Invite external users to a video meeting

You can start a video meeting not only with internal users, who are members of your organization but also with external users, who do not belong to your organization.

  1. Follow the steps above 1 through 5 to schedule a meeting.
  2. Under the Participants section, click the plus icon to add users to the video meeting.
  3. Assign a required role for a user — Moderator, Audience, or Participant.
  4. Enter the user's email address in the "Search" field and click the blue arrow icon. The address will appear in a circle if it has been successfully entered as a participant.
  5. Click Select.
  6. Click Create.

This will send out an invite to the user with a link to join a video meeting.

Remove a user from a video meeting

Only the Moderator can remove users from a video meeting.

There are 2 ways to remove someone from a meeting.

Way 1. Clicking the arrow icon next to the user's name.

  1. While in the meeting, click the down arrow next to the user you want to remove from the meeting.

    • The down arrow is viewable in the "Grid" and "Stripe" view only.

  2. Select Remove from call from the dropdown menu.

The participant will be removed from the meeting and will not be able to join again.

Way 2. Using the info icon.

  1. Click the info icon in the upper right corner.
  2. Click the kebab menu icon next to the user you want to remove from a meeting.
  3. Select Remove from call from the dropdown menu.

Remove a user from a video meeting group

Only the Moderator can remove users from a video meeting group.

If you remove a user from a group chat, they will be removed from a video meeting too.

There are 2 ways to remove a user from a video meeting group.

Way 1. Clicking the arrow icon next to the user's name.

  1. While in the meeting, click the down arrow next to the user you want to remove.

    • The down arrow is viewable in the "Grid" and "Stripe" view only.

  2. Select Remove from group from the dropdown menu.

Way 2. Using the info icon.

  1. Click the info icon in the upper right corner.
  2. Click the kebab menu icon next to a user you want to remove from a video meeting group.
  3. Select Remove from group from the dropdown menu.

Leave a video meeting

You can leave the video meeting and also join again after you left by using the JOIN button. As long as the call has at least two participants left, the call keeps running and the video session remains active. Even in case all participants have left the meeting, you can join again for up to 10 seconds after the end of the session, which will keep the meeting alive and joinable.

  1. In the control panel, click the End Call button .
  2. Confirm that you want to leave the meeting – click Leave Meeting in the pop-up.

Join a video meeting

You can join a video meeting from VNCtalk or VNCmail Calendar. You can also join a video meeting if you do not have a VNClagoon account.

Join a video meeting from VNCtalk

There are 2 ways to join a video meeting from VNCtalk.

Way 1. Join by link.

  1. Open a chat.
  2. Click the link to be taken to the pre-meeting lobby.
  3. Enter your name to join a meeting.
  4. (Optional) Enter the company's name, role, and password.
  5. Click Join.

Way 2. Join from chat.

If the meeting has already begun, it appears in your recent chat list.

  1. Click the Meetings chip.
  2. Open a chat.
  3. Click Join at the top of the chat.

Join a video meeting from VNCmail Calendar

  1. Navigate to VNCmail > Calendar.
  2. Select the calendar where a required appointment is located.
  3. Find the meeting you want and click Join.

Join a video meeting as an external user

Users who do not have a VNCtalk account can also join a video meeting.

  1. Before a video meeting is due to start, open the invitation email and click the Join the Meeting button at the bottom.

  2. The button will open up a VNCtalk page in your web browser. Select Join in your Browser.

    • If prompted, allow access to your microphone and webcam. If you do not do this, other users in the meeting will not be able to see or hear you.

  3. You will now join the pre-meeting lobby. Here you can execute the following actions:

    • To customize your video and sound settings, click the settings icon .
    • To turn your microphone and webcam on/ off, click the microphone or camera icons accordingly.
    • To change your background, click the following icon .

  4. Enter the name other users in the meeting will see.

  5. (Optional) Enter the company's name, role, and password.
  6. Click Join.

If the organizer has not yet started the meeting, you will see the screen below. Otherwise, you will be taken straight into the meeting.

View scheduled/ previous video meetings

You can view your scheduled meetings by navigating to Meetings via the left navigation menu, where you will see a list of your upcoming and previous meetings.

Edit a scheduled video meeting

Only organizers can modify meetings.

You can make changes to meetings that you have already scheduled from the meeting list sidebar or video meeting chat.

If you want to add more participants to the meeting, add the new participants to the existing list; removing the original participants from the list will cause them to receive meeting canceled emails.

Way 1. From the meeting list.

  1. Navigate to Chats > Meetings.
  2. Hover the pointer over the video meeting you want to edit and click the kebab menu icon that appears in the upper right corner.
  3. Select Modify scheduled meeting from the dropdown menu.
  4. Make your changes.
  5. Click Create.

Way 2. From the video meeting chat.

  1. Navigate to Chats > Meetings.
  2. Open the video meeting chat you want to edit.
  3. In the chat header, click the down arrow .
  4. Select Modify scheduled meeting from the dropdown menu.
  5. The further steps are the same as for the first way of editing a scheduled video meeting.

All meeting participants will receive an update notification.

Cancel a scheduled video meeting

Only organizers can cancel meetings.

You can cancel scheduled upcoming video meetings if the meeting is not necessary and you want to let the meeting participants know the meeting is canceled. You can do that from the meeting list or the video meeting chat.

Way 1. From the meeting list.

  1. Navigate to Chats > Meetings.
  2. Hover the pointer over the video meeting you want to cancel and click the kebab menu icon that appears in the upper right corner.
  3. Select Cancel scheduled meeting from the dropdown menu.
  4. Confirm that you want to cancel the video meeting — click Yes in the pop-up.
  5. Type a message to let the participants know the meeting is canceled. It’s not necessary, but it helps to avoid confusion.
  6. Click Send.

Way 2. From the video meeting chat.

  1. Navigate to Chats > Meetings.
  2. Open the video meeting you want to cancel.
  3. In the chat header, click the down arrow .
  4. Select Cancel scheduled meeting from the dropdown menu.
  5. The further steps are the same as for the first way of canceling a scheduled video meeting.

When you are finished, you should see the notification stating "Meeting canceled" and the meeting participants receive an email stating that the video meeting has been canceled by the organizer.

Video meeting settings

Customize video meeting settings

You can adjust your camera and microphone, customize the background, check the sound, and more.

  1. While in the meeting, click the kebab menu icon at the bottom bar.
  2. Select Video meeting settings from the dropdown menu.
  3. On the left navigation menu, switch between Video Meeting Settings and Background.
  4. Customize your settings.
  5. Click Save.

Option Description
Behavior on the top/ bottom bar You can customize the top and bottom bars in a video meeting. By default, they are always visible during a video meeting. But you can customize them and they will be visible only if you hover the pointer over them.
Video quality You can select your preferred video quality:
— High Definition and Standard Definition options are appropriate when you do not have issues with the internet connection;
— Low Definition or Low Bandwidth options are appropriate when you have some issues with the internet connection.
Show confirmation box when leaving video conference You can enable the pop-up window to confirm that you want to leave a video meeting.
Background You can select the desired virtual background while in a video meeting.

Customize audio & video settings for a video meeting

There are 2 ways to customize audio and video settings for a video meeting.

Way 1. Using the microphone button.

  1. While in the meeting, click the microphone button at the bottom bar.
  2. Click the settings icon in the upper right corner.
  3. Customize your settings.
  4. Click Save.

Way 2. Using the kebab menu icon.

  1. While in the meeting, click the kebab menu icon at the bottom bar.
  2. Select Audio & Video from the dropdown menu.
  3. Customize your settings.
  4. Click Save.

Option Description
Input The dropdown menu may suggest the types of input devices in case you have external headphones connected. For example, if you use a laptop and you do not have external headphones connected, the laptop microphone will be used for the input sound. In this case, only the default option is available in the dropdown menu. But if you connect the external headphones, you will be able to select them from the dropdown menu.
Level To check that your sound and microphone work properly, just say something.
Output The dropdown menu may suggest the types of output devices in case you have external headphones connected. For example, if you use a laptop and you do not have external headphones connected, the laptop microphone will be used for the output sound. In this case, only the default option is available in the dropdown menu. But if you want to use your headphones, you can connect them and select them from the dropdown menu.

Customize security options for a video meeting

You can protect a video meeting using VNCtalk additional security options. The Add password is available only for group video meetings. If you add a password, other users will have to enter this password while joining a video meeting. In this case, you should share the password with all users before the video meeting begins.

  1. While in the meeting, click the kebab menu icon at the bottom bar.
  2. Select Security options from the dropdown menu.
  3. Click Add password and then enter the password in the field that appears.
  4. Click Save.

Chat during a video meeting

Send a broadcast message

Only the Moderator can send a broadcast message in a video meeting.

  1. On the bottom, click the broadcast icon .
  2. Click the down arrow and select the message template.
  3. If you select "Custom message", you should type your message in the in the field that appears.
  4. Click the Send button.

Send a message to everyone

You can send messages, pictures, files, and even voice messages during a meeting to other participants. In that case, messages are visible to everyone in the meeting.

  1. While in the meeting, click the mini chat icon in the bottom right corner.
  2. Enter your message or send pictures.
  3. Press Enter to send your message.

Send a private message

There are 2 ways to send a message to an individual participant.

Way 1. Clicking the arrow icon next to the user's name.

  1. While in the meeting, click the down arrow next to the user you want to send a private message.

    • The down arrow is viewable in the "Grid" and "Stripe" view only.

  2. Select Send a message from the dropdown menu.

  3. The quick message dialog will open. Enter a message.
  4. Click Send.

The user can answer your message immediately by clicking Reply.

Way 2. Using the info icon.

  1. Click the info icon in the upper right corner.
  2. Click the kebab menu next to a user you want to send a message.
  3. Select Send a message from the dropdown menu.
  4. The further steps are the same as for the first way of sending a message to an individual participant.

Send a wake-up message

Only the Moderator can send "wake up" messages to users during a video meeting.

There are 2 ways to send a "wake-up" message to a user during a video meeting.

Way 1. Clicking the arrow icon next to the user's name.

  1. While in the meeting, click the down arrow next to the user you want to send a wake-up message.

    • The down arrow is viewable in the "Grid" and "Stripe" view only.

  2. Select Wake up from the dropdown menu.

The user will receive the notification stating "You have been called to wake up by Mia Chesterfield".

Way 2. Using the info icon.

  1. Click the info icon in the upper right corner.
  2. Click the kebab menu next to the user you want to send a wake-up message.
  3. Select Wake up from the dropdown menu.

View people in a video meeting

Customize the layout in a video meeting

You can customize the video layout preferences during a video meeting. There are 3 available video layouts for your convenience.

  1. In the bottom left corner, click the customize layout icon .

  2. Select one of the following options:

    • Floating view will be shown with 2 participants in the meeting. If it is just you and one other participant, your video will be smaller at the right top and their video will appear in the center of the meeting view.
    • Grid view lets you see thumbnails of participants in a grid that expands and contracts as participants join and leave the meeting. When in Grid view and a participant start speaking, that active speaker's window is highlighted in green, making it easier to recognize who is speaking.
    • Stripe view will provide the main image is the active speaker or shared screen. You will see thumbnails of additional participants at right.

Once you have changed the screen layout, you will see the notification stating "You have switched to the grid view".

Switch to floating video view

The floating video window allows you to minimize the main video window while keeping the video on top. You can move the window around your screen as needed.

  1. Click the chat icon in the bottom right corner.
  2. Once in a mini-window view, you can change the video window state from rectangle to circle. To do that click the customize view icon at the top right. Click the icon again to return to the previous state.
  3. While in this mode, you can also easily mute/ unmute yourself or turn on/ off your camera by clicking the microphone button and camera button accordingly.
  4. Click the kebab menu icon to add participants, start recording, mute all, or turn off all cameras.
  5. Hover your mouse pointer over the floating video window. Holding down the left mouse button on the rearrange icon allows you to move the window around the screen.
  6. Double-click on an empty area of the floating video window to return to the full window.

View a participant in full-screen

You can switch the layout to full-screen mode during a video call. There are 2 ways to view a participant in full screen.

Way 1. Clicking the arrow icon next to the user's name.

  1. While in the meeting, click the down arrow next to the user you want to view in full screen.

    • The down arrow is viewable in the "Grid" and "Stripe" view only.

  2. Select Full screen from the dropdown menu. The video stream will expand to full screen.

Way 2. Using the info icon.

  1. Click the info icon in the upper right corner.
  2. Click the kebab menu icon next to a user you want to view in full screen.
  3. Select the Expand to full screen from the dropdown menu.

Pin a participant

Only the Moderator can pin/ unpin a user's view to full screen.

There are 2 ways to pin a participant.

Way 1. Clicking the arrow icon next to the user's name.

  1. While in the meeting, click the down arrow next to the user you want to pin.

    • The down arrow is viewable in the "Grid" and "Stripe" view only.

  2. Select Pin to full screen from the dropdown menu. You should see that the user's view is expanded to full screen.

  3. To unpin a user's view from the full screen, click the info icon in the upper right corner. Click the kebab menu icon next to the user you want to unpin and then select Unpin to full screen from the dropdown menu.

Way 2. Using the info icon.

  1. Click the info icon in the upper right corner.
  2. Click the kebab menu icon next to a user you want to pin.
  3. Select Pin to full screen from the dropdown menu.

Manage audio and video permissions

Deactivate all participant microphones or cameras

The Moderator can disable the microphone or camera of all the participants, or individuals, at any time during the meeting.

  1. Click the kebab menu icon at the bottom bar.
  2. Select Mute everyone or Disable everyone's camera. Attendee mics and cameras will appear disabled.
  3. (Optional) If you want to enable everyone's microphone or camera later, click the kebab menu icon again and then select Unmute everyone and Allow camera access for everyone.

Deactivate the individual's microphone or camera

Only the Moderator can mute/unmute users in a video meeting.

  1. Click the info icon in the upper right corner.
  2. Click the kebab menu icon next to a user you want to mute.
  3. Select Mute for everyone or Turn off the camera from the dropdown menu.

Mute/ unmute a user for me in a video meeting

You have an option to mute another participant just for yourself.

  1. Click the info icon in the upper right corner.
  2. Click the kebab menu icon next to a user you want to mute for yourself.
  3. Select Mute for me from the dropdown menu.

Participate in video meetings

Use the "Raise hand" option

Only a user with "Audience" and "Participant" rights can raise a hand in a video meeting.

When attempting to speak in a meeting with a muted microphone, a tooltip appears notifying you that the microphone is muted. This ensures you are aware of the mute status before continuing the conversation.

If you want to indicate that you need something from the moderator or other participants, you can use the "Raise hand" option in a video meeting.

  1. Click the kebab menu icon at the bottom bar.
  2. Select Raise your hand from the dropdown menu. Everyone in the meeting will see that your hand is raised.

Share your screen in a video meeting

You can share your entire screen or a specific window during a meeting.

  1. In the bottom left corner, click the screenshare icon .

  2. Select what you want to share:

    • Your entire screen lets you show everything on your screen.
    • A window lets you share an open window on your screen, like a browser page.
    • A tab lets you share one of your tabs.

  3. Check the box next to Share system audio to share your computer's audio.

  4. Click Share.
  5. Click Stop Sharing to stop showing your screen.

Turn on noise suppression during a video meeting

Noise suppression can be turned on or off during a meeting.

  1. In the bottom left corner, click the noise suppression icon .
  2. The icon will turn blue confirming that you have turned on noise suppression. All background sounds (that aren't speech) will be suppressed.

Record a video meeting

Recording meetings is useful when you want to review the meeting later or share it with people who couldn’t attend.

  1. In the bottom left corner, click the start recording icon . You should see that the recording is in progress.

    • Other participants are notified that the meeting is being recorded.

  2. To stop recording, click the recording icon again.

  3. You should see the notification stating "The recording is completed". Select Close the notification, Open in files or Download on your computer.

Access video meeting recordings

A recorded video meeting is saved in the Meetings folder. To access the folder, proceed as follows:

  1. Open a chat.
  2. Click the down arrow next to the chat's name.
  3. Select Files from the dropdown menu.
  4. Navigate to the Meetings tab.

Audio & Video Calls

Start an audio/ video call

The process for starting in group chats is the same as in one-on-one chats.

  • When you start an audio/ video call in a group chat, select whether you want to start a call with all users of the group chat or a particular user.
  • If you want to start an audio/ video call with a particular user, navigate to the Selected only tab and then select the required user. Once done, click Start.

There are 5 ways to start an audio or video call:

Way 1. Using the handset/ camera icon in the header of a chat.

  1. Open a required chat/ group chat.
  2. In the chat header, click the handset button or the camera button to start an audio or video call respectively.

Way 2. From the chat list.

  1. In the left-side column where all your chats are shown, hover the pointer over a required chat and click the kebab menu icon that appears in the upper right corner.
  2. Select Voice call or Video call from the dropdown menu.

Way 3. Using the Action Wheel.

  1. Click the notebook icon at the left of your profile image.
  2. Navigate to the Contacts tab.
  3. Click the required user's avatar and then select the handset icon or camera icon to start an audio or video call respectively.

Way 4. Using the kebab menu icon.

  1. Click the notebook icon at the left of your profile image.
  2. Navigate to the Contacts tab.
  3. Click the kebab menu icon next to the required contact.
  4. Select Start a call or Start video call from the dropdown menu.

Way 5. From the "Profile Information" sidebar.

  1. Click the notebook icon at the left of your profile image.
  2. Navigate to the Contacts tab.
  3. Click the kebab menu icon next to the required contact.
  4. Select View profile from the dropdown menu.
  5. Click the handset button or camera button .

Answer an audio/ video call

If you receive an incoming call, do one of the following:

  • Accept an incoming call/ accept a video call as an audio call: Click .
  • Accept a video call with the enabled camera: Click .
  • Decline a call: Click .

If you miss an audio call, you should see the notification stating Missed call.

Use a quick response

A quick response is a short message that you can send when rejecting a call. The default quick responses let people know you cannot answer right now and how to contact you next.

When someone calls you, you see the incoming call screen. If you want to reject the call and send a quick response, do the following:

  1. Click the kebab menu icon in the upper right corner.

  2. By default, you get four quick response text message samples. Click the response you want to send:

    • Can't talk. What's up?
    • I'll call you right back.
    • I'll call you later.
    • Can't talk now. Call me later?

  3. You also have the option to mute sound or block the user.