Audio & Video Conferencing¶

Updated till version 4.0.7

Video meeting roles and permissions¶

Every user has a role, each with its level of permissions and access 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 the eye badge has the role Audience.

The following table outlines what actions the 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 video meeting¶

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

While in the meeting, tap the back arrow in the upper left corner. When you do that, your video appears as a floating window and you get access to a video meeting chat.
In the upper right corner, tap the kebab menu icon and select Chat Info from the dropdown menu.
Navigate to "Participants".
Tap the kebab menu icon next to the user for whom you want to change a role.
Select Change role from the dropdown menu.
Assign a required role for participants — Moderator, Audience, or Participant.

Start a video meeting¶

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

In the bottom right corner, tap the plus icon.
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.

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" option from the dropdown menu.

In the bottom right corner, tap the kebab menu icon .
Select Add participants from the dropdown menu.
Assign a required role for participants — Moderator, Audience, or Participant.
Search for participants you want to add to a meeting and select them.
In the upper right corner, tap the checkmark.

They will join a meeting right away.

Way 2. Using the chat icon.

While in the meeting, tap the chat icon in the bottom left corner.
Tap the add participant icon in the upper right corner.
The further steps are the same as for the first way of adding participants to a video meeting.

Way 3. From the video meeting chat.

While in the meeting, tap the back arrow in the upper left corner. When you do that, your video appears as a floating window and you get access to a video meeting chat.
In the upper right corner, tap the kebab menu icon .
Select Chat Info from the dropdown menu.
Tap the add participant icon .
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 tapping it.

Tap the kebab menu icon in the bottom right corner.
Select Copy link from the dropdown menu.
Paste the link into a message.

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.

Follow the steps 1 through 4 from "Add users to a video meeting in progress" instruction.
Enter the user's email address in the search field and tap Return on the keyboard.
Tap the arrow icon. The address will appear in a circle if it has been successfully entered as a participant.
In the upper right corner, tap the checkmark.

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

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. From the video meeting chat.

While in the meeting, tap the back arrow in the upper left corner. When you do that, your video appears as a floating window and you get access to a video meeting chat.
In the upper right corner, tap the kebab menu icon and select Chat Info from the dropdown menu.
Navigate to the Participants tab.
Tap the kebab menu icon next to the user you want to remove from chat.
Select Remove from chat from the dropdown menu.

Way 2. Tapping the chat icon.

While in the meeting, tap the chat icon in the bottom left corner.
Navigate to the Participants tab.
Tap the cross icon on the user's avatar.
In the upper right corner, tap the checkmark.

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.

In the control panel, tap the End Call button.
Confirm that you want to end a video meeting — tap End 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 a chat¶

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

Way 1. Join by link.

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

Way 2. Join from chat.

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

Tap the Meetings chip.
Open a chat.
Tap Join at the top of the chat.

Join a video meeting from VNCmail Calendar¶

Navigate to VNCmail > Calendar.
Find the meeting you want to join and tap it.
Tap the checkmark icon .

Join a video meeting as an external user¶

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

Before a video meeting is due to start, open the invitation email and tap the Join the Meeting button at the bottom.
The button will open up a VNCtalk page in your web 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.
Enter the name other users in the meeting will see.
(Optional) Enter the company's name, role, and password.
Tap 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 navigation bar, 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 chat list or video meeting chat.

If adding additional participants to the meeting, append 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 chat list.

Tap the Meetings chip.
Tap and hold a video meeting you want to edit.
Select Modify scheduled meeting from the dropdown menu.
Make the desired changes to the meeting.
In the upper right corner, tap the checkmark.

Way 2. From the video meeting chat.

Tap the Meetings chip.
Open the video meeting you want to edit.
In the upper right corner, tap the kebab menu icon .
Select Modify scheduled meeting from the dropdown menu.
The further steps are the same as for the first way of editing a scheduled video meeting.

When you're finished, all the meeting participants will see the notification stating Mia Chesterfield has updated the group photo. An updated meeting invitation is sent out to all the invitees after the changes are saved.

Cancel a scheduled video meeting¶

Only organizers can cancel meetings.

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

Way 1. From the chat list.

Tap the Meetings chip.
Tap and hold a video meeting you want to cancel.
Select Cancel scheduled meeting from the dropdown menu.
Confirm that you want to cancel the video meeting - tap Yes in the modal window.
Type a message to let the participants know the meeting is canceled. It’s not necessary, but it helps to avoid confusion.
Tap Send.

Way 2. From the video meeting chat.

Open the video meeting you want to cancel.
In the upper right corner, tap the kebab menu icon .
Select Cancel scheduled meeting rom the dropdown menu.
Confirm that you want to cancel the video meeting - tap Yes in the modal window.
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.

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.

Tap the kebab menu icon in the meeting control at the bottom of your screen.
Select Floating window from the dropdown menu and then 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 bottom.

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¶

If you want to text a message during an audio/ video call, you can switch to a floating video view.

In a call, tap the back arrow in the upper left corner.
When you do that, your video appears as a floating window.
Tap the floating video window to return to the full window.

Switch from front to back camera during a video call¶

VNCtalk will select the facing default camera to display videos when video calling. To switch from front to back camera and vice versa:

Tap the camera icon in the meeting control at the bottom of your screen.
Tap it again to switch back to the front camera.

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.

Tap the kebab menu icon in the meeting control at the bottom of your screen.
Select Mute for everyone or Turn off the camera from the dropdown menu.

Deactivate the individual's microphone or camera¶

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

Tap the down arrow next to a user you want to mute.
Select Mute for everyone or Disable camera access 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.

Tap the down arrow next to a user you want to mute for yourself.
Select Mute for me from the dropdown menu.

Turn the camera on or off¶

To turn on your camera during a meeting, tap the camera icon in the meeting control at the bottom of your screen.
To turn off your camera, tap the camera icon again.

Mute/ unmute the microphone¶

If you are already muted in a meeting and you want to speak:

Tap the microphone icon in the meeting control at the bottom of your screen.
To turn off your microphone, tap the microphone icon again to mute yourself.

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.

In the upper right corner, tap REC . You should see that the recording is in progress:
- Other participants are notified when the recording starts or stops.
To stop recording, tap the stop button .
You should see the notification stating "The recording is completed". Select an option:
- Close the notification.
- Open in files.
- Download.

Access video meeting recordings¶

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

Open a chat.
In the upper right corner, tap the kebab menu icon and then select Media.
Swipe left and tap 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 a required user. Once done, tap Start.

There are 3 ways to start an audio or video call:

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

Open a chat.
In the chat header, tap the handset icon to start an audio call.
In the upper right corner, tap the kebab menu icon and then select Video call from the dropdown menu to start a video call.

Way 2. From the chat list.

Tap and hold a chat.
Select Voice call/ Video Call from the dropdown menu.

Way 3. Using the Action Wheel.

In the upper left corner, tap the hamburger menu icon
Select Users.
Navigate to the Contacts tab.
Tap the user's avatar and then select the handset or camera icon.

Way 4. Using the "Voice call"/ "Video Call" menu options.

In the upper left corner, tap the hamburger menu icon
Select Users.
Navigate to the Contacts tab.
Tap and hold a required user, then select Voice call or Video call from the dropdown menu.

Way 5. From the "User's Profile" page.

In the upper left corner, tap the hamburger menu icon
Select Users.
Navigate to the Contacts tab.
Tap and hold a required user, then select User's Profile from the dropdown menu.
Tap the handset or camera button.

Answer an audio/ video call¶

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

Tap to accept an incoming call/ accept a video call as an audio call.
Tap to accept a video call with the enabled camera.
Tap to decline a call.

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:

Tap the message icon under the user's avatar.
By default, you get four quick response text message samples. Select 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?