You are here: Desktop App 5: Use Meetings > Start Meetings Instantly

Create Meetings

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.

You can easily schedule Virtual Office meetings using integration with:

Start Meetings Instantly

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:

  1. Go to Meetings > Host Meeting.
  2. Enter the name of your meeting, and click Meet Now to launch the meeting immediately.
  3. Continue to invite participants from within the meeting.

To promote a call to a meeting:

  1. While on a call, notify the other party that you are about to begin a Virtual Office meeting and invite them.
  2. Go to More > Meet Now to seamlessly promote the 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:

  1. Go to Messages or Groups in the Messages tab to open your list of chats.
  2. Click the contact or group you want to meet with.
  3. While in the selected chat, click the More icon next to the chat name to open a drop-down menu.
  4. From the drop-down, select Meet Now to launch a Virtual Office meeting and send an invitation to the contact or contacts.

Schedule Meetings

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.

You can:

Set up Meeting Calendar

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.

Note: In the calendar view, you are able to join and view details of the meetings that you host, but to access meetings you do not host, you must open the Google Calendar event in your browser.

 


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