How to use | Meeting room

How to start a meeting
How to create a new meeting and set it up as well as how to invite others into the meeting room instantly

The configurable settings include: Meeting ID, Name, Microphone, Camera, Meeting topic, language, password, livestreaming page and advanced settings (audio/video selection, meeting agenda, file uploading and downloading)

How to book a meeting in advance and what’s the difference between “Book a meeting” and “Start a new meeting”
How to share a meeting or invite others to join the meeting
How to create a livestreaming page, and what’s the difference between a livestreaming page and a meeting room
How to estimate the fee for the meeting
How to join a meeting
How to watch the live meeting
How do interpreters enter the SI booth
Troubleshooting
Meeting history
What can be done in the meeting room
What can be done in the SI booth
What can be done on the livestreaming page

1. How to start a meeting

After logging in, you can start a meeting. Go to the home page and click “Start meeting”.

A meeting can be started by a meeting organizer, a participant or an interpreter.

2. How to create a new meeting and set it up as well as how to invite others into the meeting room instantly

a. Go to the home page and click “Start meeting”.

b. Click “New meeting”, and you will see a “Meeting ID”.

c. Enter a name that you want to use in the meeting right in the box under “Your name”.

d. Check or uncheck “Turn off my microphone” and “Turn off my camera” to turn off or turn on your microphone and camera.

e. Under “Meeting configurations”, enter the meeting topic in the topic box, and other participants will see it after entering the meeting room.

f. The default speaker languages are English and Chinese. Click “Modify” to check all the languages that will be used in the meeting. After selection, click “Save”.

g. If you are starting a new meeting, you don’t need to set up the start and end time. Just click “New meeting”, and the meeting room you create will be valid for 10 hours since the meeting room is successfully created. After 10 hours, the meeting room will be expired.

If you want to set up the start time and end time, you can return to last page and click “Schedule”.

h. Under “Meeting configuration”, check “Setup password” and you will see a randomly assigned password above, and you can also change the password to whatever you like. Once it is set up, all participants and interpreters will be required to enter the password to join the meeting.

i. If you want to create a livestreaming page, just check “Require livestreaming”, and you will see “Livestreaming QR code” above “Meeting configuration”, and you can download it and share it. The audience can go to the livestreaming page and watch the live meeting by scanning the QR code.

j. Click “Advanced settings” and you can choose the audio and video standard for the meeting. And you can enter the meeting agenda in the “Agenda” box below. Click “Save” when finish editing, and whoever enter the meeting room will be able to see the agenda you edited.

k. If there are materials, including documents in all format, videos, and audios you want to share with the participants, you can click “Browse” or drag the file into the box under “Upload attachments”. After entering the meeting room, the participants can download the attachments themselves. There’s no upper limit to the attachment.

3. How to book a meeting in advance and what’s the difference between “Book a meeting” and “Start a new meeting”.

a. After logging in, click “Start meeting”, and after that, click “Schedule” and you can start to book a meeting. Click the box under “Start date” and choose the start date for the meeting. If the meeting doesn’t recur, then you don’t switch on the “Recurring meeting” button, and you go directly to “Start time” and “End time” and set them up. If the meeting will recur in a certain period of time, you can switch on the “Recurring meeting” button. And then, you will see the “End date” box, it is where you choose the end date for the period of time. After you set up the end date, the meeting room will be available every day from the “Start time” to the “End time”. Click “Confirm” after it’s all set up.

b. After clicking “Confirm”, you will see a “Meeting booked” notice saying that your meeting is set up successfully. And you will also see the meeting information including the meeting ID, speaker languages, the start time and the end time. The speaker languages can be modified in “Meeting configuration”.

c. Click “Meeting configuration” and you can change the settings which are the same as in the “New meeting”. Go to “How to create a new meeting and set it up as well as how to invite others into the meeting room instantly for details.

d. You can view the history of the meetings you started by clicking “My meetings”.

e. When you need to have a meeting instantly or very soon within the day, you can choose “New meeting” and then you can use the meeting room right after it is set up. The meeting room will be valid for 10 hours once it is set up. You can’t set up the start time and end time for it. While, to “Schedule” a meeting room in advance, you need to set up the start and end time, and it will give you more time to share the meeting ID, password to other participants, and to go through all settings. And to schedule a recurring meeting, you only need to set up once.

4. How to share a meeting or invite others to join the meeting

a. If you started a “New meeting”: after the settings are saved, click “Invite”, and you will see the “Meeting links” information, including the meeting ID, video conference room URL and SI booth URL, you can either copy the information and share it with others or you can share it by email.

b. If you sheduled a meeting: after the meeting is booked, click “Meeting configuration”, and you will see the “Invite” button. Click “Invite”, and you will see the “Meeting links” information, including the meeting room ID, video conference room URL and SI booth URL, you can either copy the information and share it with others or you can share it by email.

5. How to create a livestreaming page, and what’s the difference between a livestreaming page and a meeting room.

a. No matter you started a new meeting, or you booked a meeting in advance, in both cases you can go to the “Meeting configuration” and check “Require livestreaming” to create a livestreaming page. And you will see a live streaming QR code. Download the QR code and share it with people and they will be able to watch the live meeting by scanning the QR code.

b. After scanning the QR code, the audience will be able to watch the live meeting, and listen to the simultaneous interpretation, but the audience cannot speak to the meeting; Participants in the meeting room can listen to speakers and simultaneous interpretation and they can also speak in the meeting room.

6. How to estimate the fee for the meeting

In the “Meeting configuration” page, click “Fee calculator”, select the audio/video standard, enter the number of participants and for how many hours the meeting will last, the you will get the fee estimation result.

7. How to join a meeting

a. Only the meeting initiator needs to log in, participants can go directly to the home page and click “Start meeting”, and then click “Join”. Enter the meeting ID you received in advance, and the name that you want to use in the meeting. Click “Start meeting”, then you are in the meeting room already.

b. You can also join the meeting with the meeting room URL shared by others.

8. How to watch the live meeting

You can watch the live meeting by scanning the live streaming QR code.

9. How do interpreters enter the SI booth

a. You can click “Start meeting” on the home page, and then click “Join”. After entering the meeting ID and the name you want to use, click “I’m an interpreter”. Now you are at the SI booth page. Confirm your language pair, and you can click “Start interpreting” to enter the SI booth.

b. Interpreters can also use the SI booth URL to enter the SI booth.

10. Troubleshooting

You can find the “Troubleshooting” button on “Meeting configuration” page , “Join a meeting” page and “SI booth” page.

11. Meeting history

1. Click "Start meeting" to enter the meeting room.

2. Click “Start meeting” at the home page. Then click “My meetings” and you can view the list of meetings you started or booked.

3. Click the headphone button, and you are going to the SI booth page.

4. Click the setting button, and you can change the meeting room settings.

5. Click the delete button, the meeting room will be deleted. To delete all the meetings in the list, you can click “Delete all”.

6. Check or uncheck the “Show expired meetings” to show or hide the expired meetings.

12. What can be done in the meeting room

a. After entering into the meeting room, you can click “Settings” to choose “My camera”, and “My microphone”, and check or uncheck “Turn off my camera” and “Turn off my microphone” to turn them off or on. You can also select the resolution of your camera and the standard of your microphone. If you check the “Autohide control buttons”, the buttons will be hidden.

b. Click “Microphone” button to turn it off or on

c. Click “Camera” button to turn it off or on

d. Click “Attachments”, and you can download the existing files or upload new files. The files you upload can be downloaded by other participants in the meeting room.

e. Click “Share screen” button, you can decide if you want to share “Your Entire Screen”, “Application Window” or “Chrome Tab” to other participant and the audience who are watching the live meeting.

f. Click “Listen SI” button, and you can select the original sound or the language you want to listen to. You can also choose to scan the QR code with your mobile device and listen to the SI on your mobile device. Both the floor volume and the interpretation volume can be adjusted. Click “Apply” to save the changes.

g. Click “Invite” button, and you will see meeting links information, including the meeting ID, the video conference room URL and the SI booth URL. You can share the information by clicking “Copy URLs” or “Share by email”.

h. Click “Participants” button, you will see the list of all participants in the meeting room. Here you can turn on or off your camera and microphone, and you can also see whose camera and microphone is on or off, but you cannot control them.

i. Click “Chats” button, and you can send messages and view the messages sent by others here.

j. Click “Info” button to view the meeting topic, agenda and here you can also upload and download files.

k. Click “Fullscreen” button to switch to full-screen mode. And press the Esc key to quit full-screen mode.

l. Click menu button, if you click “Exit meeting room”, you will leave the meeting room while other participant may be still in the meeting room; if you click “End meeting for all”, then you will receive a notice on your screen saying “if you end this session, all other participants, interpreters and audience will be kicked out of this meeting room automatically”, and the meeting room will be closed only after you click “Confirm”.

m. After you exit the meeting room, we recommend you to rate your using experience and leave your feedback.

13. What can be done in the SI booth

a. Click “Settings” and you can choose your microphone and decide the quality standard of your audio. Check or uncheck “Show relay button” to show or to hide the relay buttons. When the relay buttons are shown, you will see all language channels, and you can click the channel that you want to listen to.

b. Both the floor volume and the booth volume can be adjusted.

c. Click “Invite” button, and you will see meeting links information, including the meeting ID, the video conference room URL and the SI booth URL. You can share the information by clicking “Copy URLs” or “Share by email”.

d. Click “Participants” button, you will see the list of all participants in the meeting room.

e. Click “Chats” button, and you can send messages and view the messages sent by others here.

f. Click the blue button to send a switch signal to your booth mate. Once you click it, your booth mate will receive a notice on the screen. Click the green button to send “Ok” to your booth mate. Once you click it, your booth mate will receive “Ok” notice on the screen.

g. Click “Mic” button to turn on or off the microphone. You will also see the notice on your screen telling you that your microphone is turned on or off. The button is red when your microphone is on, and it is gray when it’s off.

h. Click on your output language.

i. Click “Info” button to view the meeting topic, agenda and here you can also download files.

j. Click “Fullscreen” button to switch to full-screen mode. And press the Esc key to quit full-screen mode.

k. Click menu button, if you click “Exit meeting room”, you will leave the meeting room while other participant may be still in the meeting room; if you click “End meeting for all”, then you will receive a notice on your screen saying “if you end this session, all other participants, interpreters and audience will be kicked out of this meeting room automatically”, and the meeting room will be closed only after you click “Confirm”.

l. After you exit the meeting room, we recommend you to rate your using experience and leave your feedback.

14. What can be done on the livestreaming page

a. Scan the livestreaming QR code, and you can watch the live meeting, but you cannot speak to the meeting room.

b. You can choose the user interface language by clicking the globe icon.

c. You can toggle the images of different speakers

d. You can choose different SI channels to listen to

e. Click “Chats” button, and you can send messages and view the messages sent by others here.