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Vonage Meetings

Updated: 4/19/2024 12:08 AM

Our free video conference service is available for both scheduled and instant meetings, where in-meeting features allow you to chat, watch videos, collaborate on whiteboards, and have roundtable discussions.

  • Invite participants from 60 countries.
  • Audio conference and Screen Share with up to 200 participants.
  • Video conference with up to 25 participants.
  • Record and store up to 15 hours of meetings.

    NOTE: Meeting recordings are stored for 30 days in the Desktop App. If you need to retain the recording for more than 30 days, you must download the recording to your local drive within 30 days.
  • Integrate and schedule with Google Calendar and Microsoft Outlook.

For a list of supported countries and access numbers, see Vonage Meetings Access Numbers.

System and Internet Browser Requirements
System Requirements
Operating SystemVersion
Windows
  • 7
  • 8 and 8.1
  • 10
  • 11
MacOS10.10.6 or higher
Supported Browsers
BrowserVersion
Google ChromeCurrent and 1 prior major version
Mozilla FirefoxCurrent and 1 prior major version
Microsoft EdgeCurrent and 1 prior major version
NOTE: Microsoft Internet Explorer is not supported
Prep for Your Meeting

Settings specify how you want to handle your meetings, such as preventing participants from joining before you. These settings can be modified as needed. You can also create instructions on how to join your meeting and share with those you want to attend.

Apply/Modify Meeting Settings

Your meeting settings specify the controls for your scheduled or instant meeting. You can adjust these settings as needed, using these same steps. 

  1. Sign in to the Desktop App.
  2. Click the Avatar (initials at top left), then click Settings.
  3. Click Application, then click Meetings.
  4. Choose whether to generate a temporary ID or use an assigned ID, then select options to apply to your meeting:

    NOTE: A new ID is created each time you generate a Temporary (Temp) ID and is suggested for instant meeting. An assigned ID is best for scheduled and especially recurring meetings. 
     
    Always open meetings in Vonage Business AppVonage Meeting invitations would open meetings in the Vonage Business Application.
    Enable Waiting RoomPlaces attendees in a virtual waiting room as they join and requires approval from the host to enter the meeting. See Waiting Rooms for Vonage Meetings for details.
    Allow participants to join before the hostAllows participants to join a meeting before the host (owner).
    Use hardware acceleration for receiving video (requires restarting the app)Utilizes hardware resources to improve rendering of receiving video feeds.
    Display preview screen before joining a meetingShow the Meeting Owner (Host), Meeting ID, and allow all participants to adjust camera, microphone settings before entering the meeting. 
    Share recording automatically with anyone in meetingEnable all Vonage participants to receive the meeting recording. 
    Allows users in meeting to recordEnable all Vonage participants to record meeting, even if the host is recording. 
    Allow others join my meeting via mobile web browsersLet participants join meetings using available mobile web browsers without installing application. 
Create Meeting Details

Create the instructions to join a meeting, then copy these details and share with those you want to participate: 

  1. Sign in to the Desktop App.
  2. Click Plan (upper right).
  3. Select whether to generate a Temporary Meeting ID or use your regular Meeting ID.

    NOTE:  A new ID is created each time you generate a Temporary (Temp) ID and is suggested for instant meeting. An assigned ID is best for scheduled and especially recurring meetings.
  4. Click Select Countries to Dial in From and add countries, if applicable, then click Next.
  5. Click Copy Invitation and share.
Start or Join a Meeting
Start a Meeting

You can schedule or host an instant meeting with participants both inside and outside of your organization, including other countries. Whether a scheduled or instant meeting, you can invite participants before the meeting starts and even once it is underway. 

Once started, all participants can use features to chat, watch videos, collaborate on whiteboards, open a roundtable discussion, raise a hand, and share emotions.

Schedule a Meeting

To set up your scheduled meetings, adjust your settings as needed and create the meeting details to add your calendar as outlined in prep for your meetings. Share your meeting details using your calendar options. 

If you are integrated with Google Calendar and Microsoft Outlook, follow the instructions for those products to set up your scheduled meetings.

NOTE: Integration is not required to add a meeting invite to your Google or Microsoft Outlook calendars. 

Start an Instant Meeting

Use instant meetings when you need to quickly align and collaborate with others

You can start an instant meeting from the Vonage Desktop or Mobile App, or to initiate within Slack (see VBC for Slack).

From Desktop App

You can launch from the landing page or an active call in the Desktop App. 

Landing Page
  1. Sign into the Desktop App.
  2. Click + New > New Meeting (upper left) or Start a Meeting (upper right).
  3. Choose to generate a Temporary Meeting ID or use your regular Meeting ID. 

    NOTE: A new ID is created each time you generate a Temporary (Temp) ID and is suggested for instant meetings. An assigned ID is best for scheduled and especially recurring meetings.
  4. Go to the Participants field to add attendees from your contacts.

    You can enter and select individuals or scroll through the list to select multiple attendees.

    NOTE: This field is limited to your contacts so if you did not create join instructions beforehand, you can invite others after you start.  
  5. Click Enter Meeting.
Active Call
  1. Click the Video button while on an active Desktop App call.
  2. Add from contacts or enter a number in the Invite field.
     
    • Company contacts receive a meeting invitation in their Desktop App.
    • External contacts receive an SMS with the meeting details. (SMS is available on U.S. based accounts only.)
  3. Click Start.

    IMPORTANT: Start does not end your active call. Instead, once attendees join the meeting, navigate back to the Call Options screen to end the call
From Vonage Mobile App
Apple
  1. Open Mobile App.
  2. Tap Phone icon, then tap Video icon (center).
  3. Add participants from your contact list or enter contacts.
  4. Click Next to start the meeting.
Android
  1. Go to Calls menu, tap the + icon, then tap New Meeting.
  2. Tap your PIN (Meeting ID) and copy to your clipboard
  3. Tap Join a Meeting, then paste your PIN (Meeting ID).
  4. Tap Join and add your participants.
Join a Meeting

All participants can join a meeting from the invite they receive, where options generally include a Web Link, Meeting ID, and Dial-In instructions.  

For participants who join by a Web Link or Meeting ID, options to adjust camera and microphone options are also presented.

To join from the Vonage Desktop and Mobile Apps: 

Desktop App
  1. Sign in to the Desktop App.
  2. Click Meetings.
  3. Click Join (top of screen). then enter the 9-digit Meeting ID you received.
  4. Click Join a Meeting.
Vonage MobileApple
  1. Tap Phone icon, then tap Join a Meeting.
  2. Enter PIN (9-digit Meeting ID you received) when prompted, then tap Join.
Android
  1. Go to Calls menu, tap the + icon, then tap New Meeting.
  2. Click Join a Meeting, then enter the PIN (9-digit Meeting ID you received).
  3. Tap Join.
Use In-Meeting Features

In-meeting features provide you with the controls to mute and record, and other tools that allow collaboration, such as reactions, and share screen. Hotkeys provide shortcuts for certain options like mute/unmute.

Navigate Meetings

Icons across the top of screen and in the  bottom tray are described from left to right. 

Top of Screen
Info Specifies the name of the meeting owner (host). 
DisplayChoose how to display participants. All participants can manage their own view. 
 
DominantShows a single tile, where the icon changes based on the speaker.  
AudienceShows a single tile in center and lists other participants in a column on right. 
GalleryShows all participants in tile format.
HamburgerOpen a menu, where you can access chat, invite others, and adjust settings. 
 
Participants

Participants are categorized as either Active or Inactive. Inactive users are those who have left, declined, or have not yet joined.
 

Owner
Only

Mute All 
 

Click the button (top right) to place all meeting participants in silent mode. Participants must click on their microphone (bottom left) to toggle mute/unmute.

For dial-in participants, instructions describe how to mute/unmute.
Mute (individual)Click the Down Arrow next to a participant and select option to Mute or Remove that individual. 
Remove (individual)
Owner / Participants
Be Right BackClick the Down Arrow next to your name, then select Be Right Back to leave meeting and notify other participants you are gone.

Your microphone/camera is turned off, status is updated, and your icon changes to indicate you are away.

To return, turn microphone/camera back on or click Down Arrow next to your name to update status.
ChatExchange messages, links, images, and files with all attendees. 

NOTE: You can access Chat transcripts in meeting history. 
Invite (Owner Only)
  • Click Meeting Info to view and copy instructions to join meeting.
  • Enter name or phone number of others you want to attend.
Settings
  • Adjust Speaker, Microphone, and Camera settings. 
  • Turn Notifications off or on to alert you when a person enters or exits the meeting. 
Bottom Tray
MicrophoneClick to Mute or Unmute microphone. 
VideoClick to Stop Video or Start Video. If video is turned on, you also have the option to choose a blurred background or a virtual background:
 
  1. Click Up Arrow (on right).
  2. Select the option to use for your background.
     
    Blur Softens the focus of your actual background. 

    To use, click Blur, then click Apply Background.
    Virtual Offers a library of images that you can use instead of your actual background. 

    To use, select an image, then click Apply Background.
RecordCapture meeting. To retrieve, see View Meeting History.
Share ScreenLet any participant share their environment with other attendees.
ReactionsChoose a reaction (Thumbs Up, Clapping Hands, and so forth), which floats through the meeting display.
PrivacyEnables meeting owner to prevent others from joining.
MoreClick this icon to access the following collaboration tools. 
 
Whiteboard

Displays a whiteboard, where the person who initiates is specified as the owner and whiteboard is shared by default, if less than 20 participants. Board is closed if owner leaves meeting. 

All participants (except Mobile) can insert text, shapes, arrows, and undo/redo while shared by owner. 

The whiteboard is saved with meeting history.
 

Stop SharingEnds view of whiteboard by participants.
Lock BoardPrevents others from applying changes.
Download BoardSaves the board for any participant.
Clear AllErases board.
Watch Together
Share a YouTube video and this feature is available to all participants.
Round Table

Open discussion to all participants, where each participant is allowed to speak for two minutes before next participant is prompted. Participants can click Next to move to next person.

    End MeetingEnables meeting owner to exit and stop meeting for all participants.
    Leave MeetingEnables a participant to exit the meeting. 
    Use Hotkeys (Shortcuts)
    Within Meeting Tab

    Action    		Key Sequence
    WindowsMac
    Join MeetingCtrl+JCommand+J
    Start MeetingCtrl+Shift+VCommand+Shift+V
    Schedule MeetingCtrl+PCommand+P
    Meeting InfoCtrl+ICommand+I
    Within Active Meeting

    Action    		Key Sequence
    WindowsMac
    Start/Stop RecordingCtrl+Shift+RCommand+Shift+R
    Start/Stop VideoCtrl+Shift+VCommand+Shift+V
    Start/Stop Audio (Mic)Ctrl+Shift+ACommand+Shift+A
    Copy Invite LinkCtrl+Shift+ECommand+Shift+E
    Toggle Be Right Back (BRB)Ctrl+BCommand+B
    Raise/Lower HandCtrl+Shift+HCommand+Shift+H
    Push to TalkSpaceSpace
    Start/Stop ScreenshareCtrl+Shift+SCommand+Shift+S
    Toggle Fullscreen Off/On (Desktop)Ctrl+Shift+F Command+Shift+F
    Mute All Participants (Host Only)Ctrl+Shift+M Command+Shift+M
    Show/Hide ParticipantsCtrl+UCommand+U
    Show/Hide ChatCtrl+OCommand+O
    Switch Speaker/Gallery ViewCtrl+Shift+LCommand+Shift+L
    Open Meeting InfoCtrl+ICommand+I
    Leave MeetingESCESC
    View Meeting History

    You can view details and access recordings for meetings that you have hosted or attended and this includes chat transcripts and whiteboards.

    1. Sign in to the Desktop App.
    2. Click Meetings, then toggle between Recent (default), Missed, and Recorded (in left column).
    3. Click a meeting to drill down to further details (on right).
       
      Info
      • Displays meeting status, date (or day if current week), number of participants, and duration.
      • Lists participants.
      ChatDisplays Chat transcript.
      Media
      • View, download or delete recordings.
      • View and download whiteboards.

    NOTE: Account Administrators have access to meeting reports. See Reporting and Analytics - Meetings for details.

    Troubleshoot Issues
    IssueSymptomSolution
    Wrong Audio Device In UseAudio plays out of the incorrect output, or audio is recorded from the incorrect input.
    Windows
    1. Open Control Panel > Hardware and Sound.
    2. Click Sound, then select Speakers or Headphones.
    3. Click Properties, then click the Advanced tab.
    4. Unmark Give exclusive mode application.
    5. Click OK.
    6. Click OK to exit.
    MacOS
    1. Open System Settings > Sound.
    2. Confirm the applicable Output and Input devices are selected.
    3. Adjust Levels as needed.
    4. Go to System Settings > Privacy & Security > Microphone.
    5. Confirm Vonage Desktop and/or the web browser you are using to access the Meeting have permission to use the microphone.
    Desktop App
    1. Open Desktop App, then click Avatar (or initials) in the top-left corner.
    2. Click Settings and then Audio.
    3. Confirm Microphone and Speakers are set to System Default.
    Close and relaunch the Vonage Meetings. If the issue persists, restart your computer.
    Mic will not un-muteUnable to come off mute when using Windows.
    1. Go to Sound Settings and click the Sound Control Panel; the New Sound Window opens.
    2. Go to the Recording tab.
    3. Right-click on Microphone and select Properties; the New Microphone Properties window opens.
    4. Go to the Levels tab and click the sound icon to unmute (this unmutes Vonage Meetings instantly).
    ChoppyAudio breaks up sporadically.Typically related to the internet connection, which causes low speed or filtering from a router, modem, or firewall; the issue can appear suddenly.

    For more details, see:
    One-Way Audio/No-Way AudioOne or both parties cannot hear each other.
    DelayedDelay when one party speaks and the other party hears audio.
    EchoOne or both parties hear their own voice.Often results from high speaker volume that causes feedback into the microphone. Try to lower the volume for the microphone or headset. 
    StaticPersistent hissing, buzzing, humming, and even crackles or pops. Usually results from interference from other electronic devices. If you are using a wireless headset, move to another location to see if the audio improves.
    GarbledDistorted or muffled audios for one or both parties.Your headset may also have a low battery or poor signal. Ensure your headset is fully charged or test with a wired headset or computer microphone. 
    Need More Info?

    How can I tell which version I am using?
    Within an active meeting:

    1. Click Hamburger icon, then Settings. 
    2. Scroll to bottom to view version.


    What is the best way to use Vonage Meetings in a conference room?
    We recommend that you connect your display to the conference room screen, then dial-in separately using the conference room phone. If you have a camera in the conference room, you can connect it to the computer and select the appropriate source in the meeting’s Settings tab.


    My Microphone and/or Camera are not working. Why?
    You must allow access to the Vonage Business app in your web browser or accept access when you enter a meeting. If access is still denied, check the URL (Address bar) for a Lock icon, then click to allow access.


    Is Vonage Meetings HIPAA Compliant?
    Yes. Vonage Meetings is HIPAA compliant.

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