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Vidaoo Meeting Management

Vidaoo Meeting Management

Join a meeting

When starting or joining a meeting in Vidaoo, you are presented with a pre-join configuration screen where you can customize your settings before entering the session.

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  • Before entering the meeting room, you can:

    • Enable or Disable Camera and Microphone
      If browser permissions are granted, these devices will appear active . You can toggle them off if preferred .

    • Select Your Devices
      Change the default Camera, Microphone, and Speaker by clicking the device selection icon .

    • Set Your Display Name (Nickname)
      Click the name field to enter a custom nickname. This nickname will be shown to other participants and remembered for future meetings unless changed, clicking the edit icon .

    • Invite Others
      Copy the meeting link and share it to invite participants.

 

When you're ready, click Join to enter the meeting room.

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The meeting session begins once the first additional participant joins.

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Meeting session

The Vidaoo Meeting Interface is designed to be clean, user-friendly, and intuitive.

Entering a Vidaoo meeting session, you’ll see a window like this one:

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MAJOR SCREEN

  • The active speaker or selected participant is shown in full-screen.

  • You can switch the main display to another participant by clicking their preview box at the bottom.

PREVIEW SCREEN

  • All participants are displayed as thumbnails in preview boxes.

  • Each preview includes the participant’s nickname.

  • Click any preview to spotlight that participant in the major screen.

BOTTOM BUTTONS

Located at the bottom of the screen, this toolbar provides access to all meeting controls. Hovering over any button shows its name. Depending on your plan, some buttons may be limited to payment plans:

  • the time elapsed since the start of the meeting (i.e. since the first participant joined the meeting) on the left side

  • Buttons, that is the commands that can be used during the meeting. If you hover over a button, the system highlights its name. In addition to the default buttons, "custom" buttons can be displayed (click here to see how to create new buttons for your organization). You can use these buttons to activate / deactivate the available functions:

Button

Function

Button

Function

Pause/Restart videocamera. When you deactivate a function, the button is shown in red

Mute/unmute audio. When you deactivate a function, the button is shown in red

Share your desktop or a specific application window contents (this action will open a new preview box at the bottom of the screen containing the shared contents)

Start/stop recording.

When you click to start recording a meeting, all participants will see a red border on the main window informing them that registration is active. When the recording is stopped, the file is made available (its Status becomes Ready) in the Recordings section.

Access to other buttons 

Enable/disable full screen (it is possible to activate full screen also with double click on the screen)

Select background filters (choose the blur option or an uploaded image)

Snap a picture from the video

End the meeting (for yourself or for all the participants)

SETTINGS

From the Settings section, you can:

  • set Auto framing focus: enabling this feature, the focus is automatically set on the speaking participant

  • choose the devices (Camera, Microphone and Speaker) to use during the meeting session

  • enable/disable chat notifications

 

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SIDEBAR

From the right sidebar you can access to:

  • the Participants Tab which shows the participants' nickname and devices (in action or disabled). The participant who is speaking is highlighted in blue (as shown below).

  • the Chat Tab, where you can exchange text messages and files with the other Meeting participants (see below)

 

 

 

Chat during a meeting

During the Meeting session you can chat and exchange files with the other participants.

  • Click on the Sidebar tab Chats and start typing your messages in the input box below. Then press enter or click send icon . The message is sent to the other participants.

  • When there is a new message, participants will receive a notification  either in chat tab and in fullscreen mode

Notifications can be disabled from the Chat Settings:

 

Main Functionalities

 

Main Functionalities

  • notification when one of the participants joined and left the meeting

  • notification when the recording started and stopped

  • notification when one of the participants is typing a message

  • attach&send files (the size of each can be up to 15MB): click  and eventually enter a text comment

  • receive&download files: click on the file name or click the download icon edit the messages you sent: click on message box menu  and then click the edit icon   

  • delete the messages you sent: click on message box menu  then click the delete icon  and any time you delete a message this will be noted on the chat messages list

  • mention people: type @ in the text input box and the system will show you the list of all the participants among which to choose

  • reply to a specific message: click the message box menu and then and the message you're replying to will be shown in the same box

  • attached image preview: it is possible to preview the attached image (clicking on it), before downloading it

  • drag and drop files (the size of each can be up to 15MB): upload files with drag&drop mode and preview the attachments 

 

Give a feedback

At the end of the meeting, if the option is enabled, it is possible to give a feedback.

If the feedback option is enabled during meeting creation, participants will be prompted to submit their feedback at the end of the session.

See here how to enable this feature when creating the scheduled meeting.