Dynamail: Online Meeting
Posted by Uvaraj N. on 25 April 2023 10:47 AM
While live chat is a great resource, it's only available to coworkers and others who share your same domain. In addition, its focus is text messaging, with some audio and video capabilities. For those times when you need to invite other people -- contract workers, consultants or even clients -- into the conversation, and focus on using video chat, there's Dynamail's Online Meetings.
Online meetings include real-time audio and video chat, inline group chat, and document sharing. NOTE: While any number of participants can be invited to an online meeting, audio and video chat is handled via a peer-to-peer system, so it's limited to up to 9 concurrent users. However, an unlimited number of people can use the group text chat during a meeting.
A Dynamail online meeting is a great way to gather people together. There's no software to download, no services to sign up for and meetings are both desktop and mobile friendly! (As long as your mobile browser supports WebRTC.)
In addition, online meetings can be set up and scheduled from within Dynamail's powerful calendaring system. When creating a meeting invitation -- whether it's a one-time meeing or a recurring appointment -- a new online meeting can ALSO be created and the link is included with the invitation when it's sent out.
NOTE: In order to use online meetings your Dynamail installation MUST be secured with an SSL certificate. This is because the audio, video and live chat connections require HTTPs connections in order to work properly and securely.
Creating an Online Meeting
When creating a new online meeting you'll be presented with this:
Title your meeting and you're ready to get started as the meeting's title is all that is actually required to save the meeting. However, there are a few other settings you can add on the creation screen: you can add a password and/or you can schedule the online meeting so that it will be used on a regular basis. Once you click the Save button, you can either stop there or open the meeting and further customize your settings.
After you create your meeting, you can open it and modify its settings. As an aside, you can edit these settings at any time by clicking on the Settings (gear) icon whenever you open your meeting. Below is what the settings page looks like:
Just as with other areas of Dynamail, the settings for an online meeting include various cards for categorization. The cards, and their respective settings, include:
This section will initially be empty. However, as you use the meeting, it will keep track of the number of files shared in the meeting and the space taken up by those files.
While chat is a great feature of online meetings, it my be necessary to delete the chat. For example, if the same meeting is used on a weekly or monthly basis for a meeting, you may want to delete the live chats after whatever information in the chat was transcribed to a separate document, once tasks have been created from action items, etc. This area allows you to delete all of the live chats that have occurred during the meeting.
Once you have all your settings in place, be sure to save them. As an aside, if you need to change a setting, like allowing guests to upload images, you can change that during the meeting and the setting takes effect immediately.
Online Meetings and Calendar Invites
When creating a meeting invitation in your calendar, you have the option to "Create Online Meeting". This setting allows organizers to have a new online meeting created, automatically, to be used for the appointment that's being set up. The meeting will use the appointment's Subject as its name and will appear in the Online Meetings area. In addition, a link to the meeting is sent with the meeting invitation to all attendees. By default, meetings are initially created to allow for guest users, do not have passwords assigned, and are set so that only the Organizer can upload files. Therefore, if any of these settings need to be changed, they'll need to be changed prior to the meeting date/time, and any changes manually sent to the attendees. NOTE: If an appointment that has an online meeting associated to it is cancelled or otherwise deleted, the online meeting is not deleted immediately. Instead, Dynamail runs a nightly routine that will removed online meetings associated with deleted/cancelled appointments.
Access Previous Meetings
Any meeting room you create are saved as a separate cards. That means you can access, and re-access, any past meetings. While the video isn't saved, any live chats and shared documents ARE saved, allowing you to refer back to those at a later date whenever needed.
Not only are the meetings that YOU create listed, so are meetings that you've been invited to. To access these, simply click on the Participated Meetings option from the left navigation pane. Here, meetings that you've participated in are listed as separate cards. While you won't be able to edit any information on these cards, you do have the ability to revisit the meetings, see chats, re-login to the video chat and more.
Sharing Online Meeting URLs
The URL for an online meeting can be accessed in two locations:
The first method is, by far, faster and more convenient. It allows you to quickly grab a URL and share it in a live chat, in an email or when creating a single or recurring appointment.
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