Meetings

Webphone Meetings function the same way as they do in an office environment. You can create an audio or video meeting with multiple people to discuss a topic virtually.

The Meeting Space

Meetings set up conversations via Webphone in which invited participants can chat before and after the meeting. This space will contain all the necessary information and details such as meeting materials, updates, or details about meeting participation.

The Meeting Space is essentially the mecca of all things related to meeting communication. Actions such as calling, rescheduling, messaging, and more are all part of the functionality of this feature.

Note: Meetings can only be launched from a browser, not within the mobile app.

Types of Meetings

Webphone has two types of meetings: Ad Hoc and Scheduled.

• An Ad Hoc Meeting is spontaneous and impromptu. These meetings are used to setup quick gatherings to discuss a pressing topic or issue.

• A Scheduled Meeting is planned before the meeting occurs. Participants are notified via email and invited to a pre-meeting messaging conversation to share materials, notes, and other information.

A meeting has a limit of 50 participants and up to 16 Video streamers.

Starting an Ad Hoc Meeting

To start an Ad Hoc Meeting (a meeting that is not scheduled), follow these steps:

1. Navigate to the main menu by clicking the plus icon () at the bottom left corner of your Webphone.
2. Select Start a Meeting.

3. Name the meeting and then click Start the Meeting. You will then be in the meeting space without participants.

4. To add participants to the conversation, click on Add Participant () in the top right section of the screen. Search for teammates by typing their name into the search bar.
5. Select the plus icon () to bring your contacts into the conversation. They will be then be added to the Invitees list.
6. Once your invitees accept the call, they are officially in the meeting!

Joining an Ad Hoc Meeting

In order to join an Ad Hoc Meeting, the invitees must be given a notification on their screen and can select the green phone () to accept the meeting, or the red phone () to decline the meeting.

Scheduling a Meeting

In order to Schedule a Meeting via Webphone, follow these steps:

1. Go to the main menu by clicking on the plus icon () at the bottom left corner of your Webphone.
2. Select Schedule a Meeting.

3. You will then be able to select who to invite as a participant by searching their name or email address. Once you have selected all participants, click Next.

4. On the next page, you can set the start date/time for the meeting, duration, time zone, and the meeting recurrence (if applicable). You can also add a reminder so that participants are notified before the start of the meeting. Click Next when the details are confirmed.

5. In the last step, name the meeting and give it an optional description. Then click Schedule the Meeting to finalize the scheduling process.

Participants will be given a notification in Webphone about the scheduled meeting in their Missed Activities. They will also receive an email notification about the meeting with a direct link for joining.

Joining or Starting a Scheduled Meeting

There are three ways to join a meeting on Webphone. You can either:

1. Visit the Meeting's Conversation.

2. Use the meeting badge in the Meetings tab.

3. Click the link in the invitation email.

From the Meeting's Conversation

1. Go to the Conversations tab on the left side of your Webphone.

2. Search for the Meeting title.

3. Once you have entered the conversation space, at the top right corner click on Join to enter the meeting. Note: If you are co-host of the meeting, you can also start the meeting here.

Using the Meeting Badge in the Meetings Tab

1. Open the Meetings tab from the right sidebar in your Webphone.

2. There, you will find upcoming meetings. Scroll to locate the meeting that you would like to join or start.

3. Click Join the Call to join the meeting as a participant. If you're the host, click Start the Call to initiate the meeting.

Clicking the Link in the Invitation Email

1. Find the meeting invite in your email inbox.

2. Click on the button Join the Meeting in order to join. Note: Participants may join calls via the email link, but a host is not able to start the call from the email link. The host of the call must start the call from the Webphone Conversation or Meeting.