When you create a Virtual Office meeting, create instant meetings on short notice to quickly mobilize your team, or you can schedule a meeting ahead of time and tailor it to your needs. After you set up your meeting calendar, a scheduled meeting remains available under My Meetings in the Meetings tab to edit and reuse as needed, while an instant meeting lasts only while it contains at least one participant.
If a task arises on short notice, you can instantly create a meeting without scheduling to save time. The meeting starts up using the default advanced meeting settings, and you can invite participants and view meeting access and dial-in information from within the meeting.
To start a meeting instantly via Host Meeting:
To promote a call to a meeting:
Note: You cannot promote a call to a meeting if you are using Call Using Deskphone.
To start a meeting instantly via chat:
Once you set up your meeting calendar, a meeting created in Virtual Office is reusable; you can use a meeting to schedule meeting events in your calendar under Meetings > My Meetings. You can create any number of these reusable meetings for various purposes (one meeting can be used to meet with your team, another can be used to host one-on-one meetings, and so on), and you can edit and reuse any of them as needed.
Let’s say Lisa is going to host a meeting for the project she is in charge of.
The scheduled event is sent out to all participants, with the relevant details attached, and can be found under Meetings > My Meetings.
Note: Before scheduling a meeting, you must first set up your meeting calendar.
Note: If you have synced with Google Calendar, the meeting details open in Virtual Office and in a browser page. However, if you chose not to sync with Google Calendar, you must manually open Meetings > My Meetings in order to schedule and edit the meeting.
Note: Hosts and participants joining via Virtual Office, and participants dialing in to the meeting, can join using the Meeting ID. If you are given the Host ID by the organizer but were not listed as a host for the meeting, you must use the Host ID to exercise your host rights during the meeting.
If you have not synced with Google Calendar: In the details screen for the meeting in the Virtual Office desktop app, click Advanced Settings to open your advanced settings for the meeting.
|Allow audio callback to external numbers||Allow dialing out to external numbers from the meeting; if a participant from the host's phone system is currently in the meeting, invitees can request to be called at specific numbers to join meeting audio.|
|Host required to start the meeting||Require a host to join a meeting before participants can join.|
|Start with all participants muted||Mute participants by default; participants can un-mute themselves when needed.|
|Display notifications when participant joins or leaves||Display a notification to all users when a participant joins or leaves the meeting.|
|Play announcements when participant joins or leaves||Play an audio announcement to all users when a participant joins or leaves the meeting.|
|Participants can see each other||Allow participants to see each other in the participant list.|
|Allow group chat||Allow participants to join group chat in addition to one-on-one private chats.|
|Participant can invite additional participant(s)||Allow participants to invite others to the meeting.|
|Play announcement when meeting recording starts or stops||Play an audio announcement when meeting recording starts or stops.|
|Play announcement if meeting is being recorded when participant joins the meeting||If the meeting is being recorded when a participant joins, play an audio announcement to notify them of the recording.|
When you go to Meetings > My Meetings, you are able to sync with Google Calendar to view all upcoming and past meetings day-by-day, or instead view a list of all meetings hosted by you regardless of which calendar they are scheduled in.
Under Meetings > My Meetings:
You can switch from your meeting list to Google Calendar when needed by opening the More tab, and changing your selection under Settings > Calendar for meetings. From the list view, you are unable to view meeting times or meetings that you do not host.
To switch from the calendar view to the list view, you must desynchronize all your chosen Gmail accounts by deleting them from the list under More > Settings > Calendar for meetings.
Note: Only Google Calendar meetings are visible in the calendar view; if you are using Outlook or another calendar app, you are unable to view your upcoming and past meetings. To view all meetings you host regardless of calendar, reject the prompt to sync with Google Calendar. Note that if you do not sync with Google Calendar, you can only see meetings that you host; you are unable to see meetings that you have been invited to.
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