David Corcoran

Using meeting rooms & custom start pages

Meeting rooms allow you to to create a dedicated space where you can meet with others.  There is no pre-defined way that insists how meeting rooms are used, so you have the flexibility to adapt this feature to your company requirements.

A meeting room can be an individual room that you create for a specific type of meeting or more general reflecting a departmental purpose.  For example, a weekly sales or executive meeting, or dedicated meeting space for departments like HR or IT.  Meeting rooms are a simple way to persistently keep a meeting active, which could be linked to various aspects of your operations.  

Creating a meeting room

When you create a meeting room, the following options are available:

  • Topic - Give the room a name
  • Join before host - do you want to allow participants to join the room prior to the hosts arrival
  • Add participants - add users, groups, or contacts (you can edit this option after the room has been created, to add/remove participants
  • Meeting Type - start meeting as screen share (video off), or video meeting (video on)
  • Add notes - meeting room description displayed on start page (more on this feature below)
  • Password - set a password to your meeting room
  • Send invitation email - If enabled, all participants will receive an email with login details regarding your meeting in progress 

 

Meeting Start Page

With meeting rooms, the URL generated will navigate your participants to a starting page prior to joining the meeting.  This intermediary step, provides the attendee with further information about the meeting they are about to join.  For example, the meeting start page will display the following information:

  • Meeting Host - yourself
  • Company that you represent
  • Meeting Topic
  • Custom notes 
  • Start type of meeting (Screen Share or Video)
  • Dial-in numbers, if they choose to use the phone for audio

The participant can then click on "Join Meeting" to enter your meeting room.  Our roadmap will continually develop this feature allowing you greater control over the information that is displayed, as well as, customization of the branding.   

Tips:

  • By enabling join before host, other participants can join the meeting room and start a conversation prior to your arrival
  • Create a group and attach to your meeting room.  If you need to add/remove participants, you can easily edit the group
  • Meeting rooms can be linked throughout your business, whether, connecting this to your website, or internally on your intranet.  

Your personal meeting room is only 2 clicks away

The quickest method to start a meeting is to join your personal meeting room.  It's two clicks from landing at Batipi, by clicking on "login", then "join meeting room" from the main dashboard.  Your personal meeting room is an ideal option for meetings on the fly with colleagues or clients.  

Inviting participants to your personal meeting room

Prior to meeting:

To invite participants to your meeting room, simply copy the URL to your clipboard (option next to join meeting room) and send this to your attendees

In-meeting:

There are more options available for inviting participants to your meeting room, once you have logged into the meeting.  Select invite on the meeting toolbar and the following options will be available:

  1. Select your email client (default program, gmail, yahoo), to automatically create message and pre-populate an invitation to participants
  2. Copy the meeting URL to your clipboard
  3. Copy the meeting invitation to your clipboard

In-meeting options to invite participants to your meeting room

The meeting URL will provide direct access to your personal meeting room.  If it's the first time the attendee has joined a meeting, they will automatically download the meeting client in the background.  The process for attendees to join a meeting is straight forward and self explanatory to navigate.  

Note: Participants joining your personal meeting room will enter with their video turned on.  

Tips:

  • Control your participants audio & video, by clicking on manage participants
  • Having a private conversation?  Lock your room to prevent any other participants from joining.  This feature can be found under manage participants, and selecting more (top right)
  • Using a url shortening service will provide you greater control over your personal meeting room URL, an example of this service is Google's: goo.gl

10 features available to secure your online meetings

If security and host control over your online meetings is important at your company, then you could consider the following 10 features:

  1. Enable end-to-end 128-bit encryption
  2. Add a password to your meetings
  3. Enable wait-for-host to join
  4. End the meeting 
  5. Lock the meeting 
  6. Chat with one participant or all
  7. Mute audio or disable video for one or all participants
  8. Remove participant
  9. Enable/disable one or all participants to record
  10. Temporarily pause screen sharing when a new window is opened

Enabling end-to-end encryption 

Your presentation content during an online meeting can be encrypted by enabling the advanced encryption standard (AES) 128-bit algorithm.  This feature is enabled at the user level within your account.  Once enabled, all meetings performed by the user will be AES encrypted.  

Note: Encryption can effect the performance of a meeting as it requires greater processing cycle at the end devices.  Typically, this can cause an impact with older devices and/or a limited connection to the internet.

Add encryption at the user level

To enable encryption, you can add this option when creating a new user or editing an existing user under the accounts tab.  

As the encryption is performed at the user level you can determine which user accounts require encryption, versus, some services that will require the entire account to be encrypted for the feature to work.

Password secure your meetings

Enabling a password can add an additional layer of security to your online meetings.  This option is set when scheduling a meeting.  When enabled, all participants will be promoted to enter the password prior to joining the meeting.  

 

Wait for host is enabled by default

All meetings by default will force all participants to wait for a host to join prior to allowing them to enter the meeting.  When scheduling a meeting, users will need to select "Enable join before host", if they want to allow participants to join prior to their arrival.

End a meeting

As a meeting host you have the option to end a meeting for all participants

Lock a meeting

Meeting hosts can lock a meeting, preventing any further participants from joining

Chat

Send a private message to one participant or to send it to all

Mute audio or disable video

As the host of the meeting, you have the ability to mute audio and disable video feeds for one or all participants.  

 

 

 

 

Remove participant from meeting

During a meeting, meeting hosts can remove a participant from the meeting.  The participant will be removed and cannot re-enter the meeting via the meeting link.

Enable or disable access to recording

Hosts can enable or disable access for users to record the meeting.  By default, users need to request permission to record.  All recordings are saved to the users desktop.  No recordings are stored on meeting servers.  

Pause screen sharing

When sharing your screen or desktop during a meeting you have the option to temporarily pause your screen share session.  This can be ideal for privacy reasons, if you need to pull up another screen, however, do not want this screen shared to the audience.  

Connect Stripe & Schedule Paid Meetings

If your interested in charging a fee for online meetings for tutorial or consultation, then you will want to learn more about our paid meetings and Stripe.  This is a general overview regarding these features.  If you would like assistance getting this set-up on your account, please contact us.  

What is a paid meeting?

Firstly, our paid meetings feature allows you to schedule a meeting and associate a charge.  A chargeable meeting could consist of a 1 to 1 lesson or coaching session, small group training, or a larger presentation style format.  When scheduling a paid meeting, you can set as a single event, or recurring series, which encompasses your meeting costs.  Lastly, paid meetings can also be integrated into your web presence, to easily schedule, charge & meet with your customers.

What is this Stripe thing?

Stripe is a payment processor, similar to PayPal, but better.  They charge a similar amount to most payment processors at 2.9% fee on the total plus a 30 cent per transaction charge (same as PayPal).  All payments from Stripe are automatically deposited into your bank account within 7 days of the transaction.  

Stripe Connect

With Stripe Connect, you can associate your Stripe account with Batipi, allowing you to create paid meetings.  Under our profile settings, you are presented with the option to Connect Stripe. If you have a Stripe account, then you will be directed to login & authorize our application, if not, there is a 1-page application that you will need to fill out.  With correct information, accounts will be approved & authorized on the spot.  

Stripe accounts are currently available in Canada, United States, United Kingdom, Australia, & Ireland.  An updated list can be seen here, for countries expected to be supported next by Stripe.


Managing Registrations & Payments

Notifications & Access

Any registrations to your paid meeting are logged under notifications within the dashboard.  You will see who has registered for the meeting (name & email).  After successful registration the paid guest user will be presented with a unique meeting code which can be copied to their calender.  

Managing Payments or Refunds

All transactions can easily be managed from your Stripe account dashboard.  If a guest user cannot make your meeting (and your allowing refunds), you can simply one-click refund this transaction within Stripe.  

Paid meetings can be an effective way to skip the in-person meeting, deliver your consultation online using the latest in HD video & audio conferencing.  Go to profile - stripe, under the Batipi dashboard to get started by connecting your Stripe account. If you do not have a Batipi account, you can sign-up here free.

Help article on this: Connecting your stripe account


New services update

We have implemented a new service at Batipi, for a few specific reasons:

  1. We wanted a solution that is flexible and can be custom integrated into our own application
  2. We wanted a solution that is flexible with adding users & billing

Hence, introducing Zoom.  We have developed (and will continue to develop) our own dashboard around using Zoom's communication tools.  In part this provides us flexibility with developing features and tools to support our users and meeting organizer's.  One tool in particular that we have implemented is Stripe, allowing you to charge for your meetings or events.  We're pretty excited about the prospect of users generating an income & engaging their audiences with their skills & expertise.  More to come on this.  The other great part is Zoom!  The technology is cutting edge and very impressive as to it's level of quality and advanced features (mobile especially).  

Our services are now live and you can activate a new account with 500 minutes free here.  

Custom integrations

One of the key areas for video will be connecting tools like video conferencing into your web presence or application.  We can now easily work with clients to help them implement HD video experiences, weather that is using our API or Zoom's API.  Contact us to discuss your initiative. 

100% we are still offering Vidyo as a service, however, all service details will be found at our dedicated site at video-conference.co.   Between, Vidyo & Zoom we're excited about the creative solutions that we can deliver to our clients.  

 

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