This guide will teach you how to set up Meeting Mojo's video chat feature for use in any event that requires face to face communication.
- Video conferencing can be made available at any time, from the beginning of your event right until the end or only for certain days that require the use of he feature.
- Each video conference comes equipped with a real time chat for attendees to use to talk, especially helpful when they might not be equipped with a microphone or camera.
- Attendee names can be clicked and link to their Meeting Mojo profiles so that meetings can be booked or to gather information about who they are.
Jump to important sections:
Create a video meeting
To start a video chat with another attendee, a meeting must be booked first. Video chat features can be tested at any time outside of a meeting so that members can become acquainted with the interface.
Once a meeting has been booked by an attendee:
- First, click 'Schedule' on the top menu bar.
- Then, click on the meeting you would like to use with video conferencing.
- You will see a blue button labelled 'Start' in the middle of a large grey box. Once you are ready to start the meeting, click the button to check your hardware (microphone and camera). To enlarge the video chat window, click 'Expand' in the bottom right and then 'Restore' to return to normal.
- Your name should automatically appear within the 'Name' box. If it is incorrect or you would like to use a different name, you may type in another one. Your profile picture (seen when your camera is disabled) will update with your initials. If you do not see the Join Meeting screen, in the meeting, head to More > Settings > More > Enable pre meeting screen.
If you have a message at the top of the window warning about your internet connection, please move closer to your router or use a wired connection if possible.
- Once you have confirmed both your camera and microphone are working properly (if applicable) you may click 'Join Meeting' to begin. If you wish to join without disrupting current participants, click the arrow to the right and then click 'Join without Audio' or mute your microphone beforehand. If you would like to join without your camera AND microphone, click their corresponding buttons at the bottom of the window to mute and disable.
Inside the meeting, you will be presented with a series of buttons to control the meeting:
Button actions in left-to-right order:
Microphone (This cannot be changed if 'Join without audio' is chosen) - When clicked, toggles your microphone so that other participants can/cannot hear you. The small arrow in the top right of the button allows you to change input devices and check input volume levels.
Camera - When clicked, toggles your camera so that other participants can/cannot see you. To check that your camera works before enabling or if you would like to change device, click the small arrow in the top right of the button.
Screen Share - This button will allow other participants to view your screen, a certain window or specific browser tab (options may vary between browsers). If you would also like to share your device's audio (e.g. when sharing a video or music), you may find a 'Share system audio' tick box at the bottom of the pop up. If this feature does not work for you, try updating your browser or using a supported one, such as Google Chrome, Microsoft Edge or Firefox. Any Chromium based browser should support this feature without issue.
Raise Hand or React - An alternative to physically raising your hand (unless you have your camera on). To gain the attention of other participants or the meeting host, click this button to render a yellow outline around your tile. Other reactions can be found by clicking the small arrow in the top right of the button. These reactions include: thumbs up, clapping, smiling, shocked, disappointed and neutral. Upon clicking one of these reactions, it will float across the screen, visible to all other participants. Everyone in the meeting will be able to see and hear your chosen reactions, so only use them when necessary.
Toggle Tile View - When clicked, this button will allow you to see multiple tiles of other participants at once. Depending on the scale of your meeting, the tiles may expand to multiple pages. To hide your own tile, click the blue background three dots button in the top right of your tile and then 'Hide Self View'. This menu can also be used to flip your camera horizontally by clicking 'Flip'.
Your Profile Picture - This button will show your own profile picture that you have chosen or your initials. When clicked, it will open the settings tab where you may change your display name and Gravatar email. Your Gravatar email can be left unchanged unless you already have an account with the service. To find out more about Gravatars, visit their website.
Performance Settings - When clicked, a slider will appear, allowing you to choose the preset you would like the meeting to be best optimised for. If you have a poor internet connection, it is highly recommended that you move the slider to the left until you have a good balance of quality and performance.
More Actions (three dots) - This button will bring up a submenu of more actions that you might need to use:
View Full Screen - Makes the video call full screen. This can also be achieved by pressing F11 on your keyboard.
Share Video - Enter a YouTube or direct video link from another website for other participants to see. This is a better solution than screen sharing when possible, as it is not limited to your own internet connection speeds. To remove the video from all screens, click the 'More actions' button again and then 'Stop Video'.
Speaker Stats - Where applicable, you can view how long each participant has spoken for in the meeting. The information is split into (Name) and (Speaker Time). If there are more than 2 people in the meeting, you will see a small button to the top of the screen that indicates the number of people currently in the meeting. Clicking this will perform the same action as clicking the Speaker Stats button.
Settings - Please view below for all the different options you can find within settings.
View Shortcuts - Click this button to view all possible keyboard shortcuts to control the meeting. These include toggling your microphone, camera and sending reactions. These shortcuts only work while the video meeting is in focus.
In Settings, you will find 4 different tabs: Devices, Profile, Sounds and More.
Under the Devices tab, you will find three dropdown boxes that allow you to change your input and output devices. To change your microphone, camera or speaker devices, click on the corresponding dropdown box and choose the replacement device. To test your microphone, talk like you usually would and check if the blue bar under your camera is moving. The further to the right the blue bar is, the louder you are. To test your audio device, click 'Play a test sound' underneath the Audio output dropdown box. This button will play a short call ring sound. If you cannot hear the sound, change your device or try turning it off and back on.
This tab opens the same options you will find when clicking your profile picture in the meeting menu bar. Click here to view the Profile detail section.
In this tab, you can toggle different meeting sounds, including reaction or message sounds. Any one of these can be turned off at any time and will be saved for each meeting you enter. If you still hear sounds after turning them off, try refreshing the page or leaving the meeting and re-joining.
Under this tab, you will find a selection of options not found in other tabs:
Pre meeting screen - If you would prefer to enter a meeting instantly without checking your camera, audio devices and name first, turn this option off. You can still configure all your devices and name while participating in the meeting in the 'Profile' tab or by clicking on your profile picture.
Display notifications for chat messages - If you would like to turn off notifications for new chat messages, turn this off.
Enable Keyboard Shortcuts - If you find yourself accidentally pressing buttons on your keyboard or the meeting starts controlling itself, turn this option off.
Hide Self View - If you know your camera is operating normally and would like to hide your tile from view, turn this option off. This option ONLY hides your tile from yourself and nobody else. You can turn your camera and microphone off at any time to remain private.
Language - If the meeting controls are in a language you do not understand or you would prefer to choose a different language, choose the dropdown box and then click on your language. If you cannot find your language, please let us know by creating a new support ticket. Note that this does not use magic so it cannot change other people's voices, only the text on screen.
Desktop sharing frame rate - If other participants let you know that your screen share is slow or you would like to share a video that doesn't support our video sharing feature, you may change the frame rate at any time. Your options are currently 5, 15 or 30 frames per second. If you are sharing a video, 30 frames per second is recommended. Otherwise, 5 frames per second is recommended for sharing simple presentations to limit internet bandwidth used. To apply your choice, please restart your screen share. If that doesn't work, leave and re-join the meeting.
Other features that haven't been shown in this article yet but are available to all attendees. These may be updated at any time.
When hovering over your own tile or another participant, you can view detailed statistics that include bit rate, packet loss and many other helpful bits of information. Don't worry if you don't understand most or any of what the text says. If you're having a problem with the meeting but aren't sure what is causing the problem, this information can be helpful for your event's IT technician(s).
Moderating a video session
If you have any Sessions set up for your event, you may appoint moderators to ensure the Session runs smoothly and without any problems.
- Navigate to your Sessions tab. If you do not already have any Sessions or do not see the Sessions tab, click here to find out how to set up a session.
- Click on the Session name you would like to appoint moderators for to view more details about it.
- From here, click the dropdown box underneath 'Select attendees to join this session' and find your desired moderators. To remove an attendee, either click the 'X' to the right of their name or search for them again and click their name or press enter to remove.
- On your attendee list, change the permissions for your moderators to 'Moderator' and then turn on the 'Confirmed' switch so that it turns green (unless the attendee would like to confirm the meeting themselves).
- To test the Session moderation for yourself, you can add yourself to the list, change your permission to 'Moderator' and click 'Shareable link to user interface' underneath the Session name.
- Moderator features are listed below in a handy table. Once you have finished setting up your session, remind your attendees about the session (if you haven't done so already) and rest knowing that the meeting is in good hands.
Upon joining the meeting, participating moderators will have a bundle of features to help keep your session in check. Feature locations will be explained below, some included in the new 'Moderator' tab found in the meeting settings.
|What to look for
|Record a session
|Found in the 'More' menu, 'Start recording' will allow moderators to record the entire meeting into a video fie for later use. A message will appear on the left of the screen when recording starts. If the link in the message isn't copied, the recording can still be accessed by all participants underneath the meeting.
|Found in the 'More' menu, 'Start live stream' will let you live stream to YouTube. To do this, click the button and either grant Meeting Mojo access to your YouTube account (done by clicking 'Sign in with Google') or entering your live stream key. To view instructions on how to find your live stream key, click 'What's this?' under the text box.
|Found when hovering over an unmuted participant. This instance of 'Mute' is different to the 'Mute' button that mutes your own microphone. If the button is clicked, it will mute the microphone of the chosen participant. Only use this if the attendee is not speaking or should not currently be speaking. If they are being distracting or should not be in the session, use the 'Kick out' function instead (details below).
|Ask participant to unmute
|Found when hovering over a muted participant. Due to privacy reasons, you cannot unmute a participant for them. Instead, you can politely ask them to unmute their microphone either by pressing this button, using the chat (if enabled) or by using your microphone (if enabled). This can be particularly handy if a speaker does not realise they are muted or if they have their sound off and the instant chat is disabled.
|Mute everyone in the meeting
|Found in the 'More' menu, 'Mute everyone' does exactly as it says, muting all participants in the session. Everyone includes the moderator(s) that are in the meeting.
|Mute everyone except the chosen participant
|Found either in the 'More' menu or by hovering over a specific participant. 'Mute everyone else' does exactly what it says, muting everyone except you or the chosen speaker, depending where you find the button.
|Kick out a chosen participant
|Found by hovering over a participant, 'Kick out' will kick the participant from the meeting. if the attendee tries to regain access to the meeting, they will be told they need permission from the event manager to re-join, so make sure you are 100% sure the attendee must be kicked.
|Disable participant camera
|Found when hovering over a participant that has their camera enabled or is sharing their screen. Unlike the button that turns your own camera off, this button will disable the camera or turn off screen share for the chosen attendee. Only use this if the attendee does not need their camera on or if they are showing harmful content. If they continue to show harmful content, you can use the 'Kick out' function (detailed above).
|Disable everyone's camera
|Found either in the 'More' menu or by hovering over a participant. 'Disable camera of everyone else' will disable all cameras except for yours or the chosen attendee, depending where you find the button.
|Everyone starts muted
|Found in the 'Moderator' tab of the Settings menu. 'Everyone starts muted' will automatically mute all attendees upon joining the meeting. This option can be particularly handy when creating a session with a large amount of participants, as it can reduce the risk of interruptions. This does not affect current participants.
|Everyone starts hidden
|Found in the 'Moderator' tab of the Settings menu. 'Everyone starts hidden' will automatically turn off the camera of all attendees upon joining the meeting. This does not affect current participants.
|Everyone follows the moderator
|Found in the 'Moderator' tab of the Settings menu. Once ticked, all attendees, including current participants, will be forced to view your tile. If another tile is in focus, their view will be shifted to yours instead. This will also affect any attendees that join later.
|Mute reaction sounds
|Found in the 'Moderator' tab of the Settings menu. Once ticked, reaction sounds will be disabled for all participants, regardless of their current settings. This setting is particularly handy if you want to minimise interruptions or silence any annoying attendees.
|Instant Chat moderation
|Found in the 'Chat Moderation' tab within the instant messaging section on the right. If the 'Enable Moderation' switch is turned on, managers and moderators can delete individual attendee messages where appropriate. To delete a message, find the message and click 'Moderation' just above it. From here, you can view the attendee's profile or delete their message. Unless the message is potentially harmful or not relevant to the meeting, please check with the participant before deleting their message.
|Wipe all instant chat messages
|Found in the 'Chat Moderation' tab within the instant messaging section on the right. If you are completely sure you would like to delete all messages within the meeting chat, click 'Wipe chat...' under the text. Only do this if you are deleting multiple harmful messages, are testing the chat before the meeting or have checked that all attendees agree to this decision.