CS Vizion

How do I start a meeting instantly?

You can start an unscheduled meeting event instantly from anywhere under the Meetings tab.

To start a meeting instantly:

1. Go to Meetings.

2. Tap the Meet Now icon to launch a Virtual Office meeting immediately. This also creates a reusable meeting

that can be deleted later, or edited and re-purposed for future calendar events.

3. Once you are in the Virtual Office meeting, tap the Participants icon to open the list of participants.

4. From the list of participants, tap the Invite Participants icon to begin inviting Virtual Office contacts to the meeting event.

5. Once you have listed all the desired participants, tap Invite to send out invitations. The participants see their meeting invitations via chat message.

What can I do with a meeting?

A meeting created in Virtual Office is reusable;  you can use a meeting to schedule meeting events in your calendar. You can create any number of these reusable meetings for various purposes (One meeting can be used to meet with your team, another can be used to host one-on-one meetings, and so on), and you can edit and reuse any of them as needed from Meetings > My Meetings. The first time you try to create a meeting and view your hosted meetings, you see a brief introduction to Virtual Office Meetings.

To schedule a meeting event, you can add one of your meetings to a calendar event in your device’s native calendar app, and invite participants as usual.

Use Case

Let’s say Lisa is going to host a meeting for the project she is in charge of.

n As this is her first time hosting a larger meeting, she creates a new meeting, and customizes the advanced settings to cater to a larger number of participants.

- Lisa adds the meeting to her device calendar as an event.

- From the calendar app, Lisa then:

• Schedules the time.

• Invites the desired participants.

• Adds the meeting agenda.

• Puts additional finishing touches on her calendar event.

The scheduled event is sent out to all participants, with the relevant details attached. The meeting that Lisa tailored for larger events is stored for future use under Meetings > My Meetings.

How do I create a reusable meeting?

1. Go to Meetings > Host Meeting.

2. Enter the name of the meeting, and tap Create Meeting.

The meeting information pops up; the meeting link, the host and participant Meeting IDs, and the phone number

(s) participants can use to join via audio only. If you want to dial in but are in a rush, you can call the meeting's associated quick dial number to save time.

3. Tap Advanced Settings to enable or disable:

When you are done with the advanced settings, tap the check mark icon to return to the meeting information screen.

4. To add the meeting to a scheduled calendar event and invite participants, tap Schedule in Calendar. The meeting is also added to Meetings > My Meetings for reuse in future calendar events.

If you want to finish scheduling later, tap Done. The new meeting is added to Meetings > My Meetings to schedule later.

How do I add a meeting to my calendar?

Once you have created a reusable meeting, you can use it as often as you like to schedule calendar events. You can schedule in your device calendar app by adding a freshly-created meeting, or adding a meeting that already exists under My Meetings.

To add a new meeting to your calendar:

1. Review the details and advanced settings of the new meeting.

2. Tap Schedule in Calendar to add the meeting to a scheduled event in your device calendar app.

3. Add the time you want the meeting event to take place, include the meeting agenda, and invite participants.

4. Save and send out the calendar event to notify the participants.

To add an existing meeting to your calendar:

1. Go to Meetings > My Meetings to view your list of reusable meetings.

2. Tap a meeting to view details.

3. Tap the More icon to open a menu.

4. Select Schedule in Calendar to add the meeting to a scheduled event in your device calendar app. You may need to allow the Virtual Office mobile app permissions to access the native calendar app.

5. Add the time you want the meeting event to take place, include the meeting agenda, and invite participants.

6. Save and send out the calendar event to notify the participants.

Where do I find my calendar meeting events?

Meeting events are scheduled using your device’s native calendar application,  so that  is where you can see all scheduled meetings that you will host or are invited to. Note that Meetings > My Meetings in the Virtual Office mobile app contains the reusable meetings that you can add to calendar events, rather than the scheduled calendar events themselves.

How do I edit the participants or time I set for an upcoming meeting?

Since scheduled meeting events are found in your device's calendar app, time-specific information tied to a single meeting event (such as participants, duration, and meeting agenda) is found in your device's calendar app as well. If new participants need to be added to an already-scheduled meeting event, or you need to change the time that the meeting takes place, you can make the changes from the calendar app you used to schedule the event.

How do I join a meeting event?

You can join a calendar meeting event from your device's calendar app used to schedule meeting events, from an invitation in chat, or using the Meeting ID. If you are a host, you can join the meeting event from your calendar app or your list of hosted reusable meetings. In addition, if you want to join the meeting event via audio only, you can join meeting audio by phone.

To join a meeting event via your device calendar app:

1. Open your device calendar app used to add Virtual Office meetings to calendar events.

2. Find and open the calendar event to view the Virtual Office meeting details.

3. Under the Notes drop-down in the meeting details, click the link to open the meeting in the Virtual Office mobile app. The meeting launches. 

4. When prompted, state your name and confirm to join meeting audio.

To join a meeting event via chat invitation:

1. Tap Messages to open your list of SMS and IM chats.

2. Tap the contact who invited you to the meeting.

3. In your chat history with the contact, tap Join in the invitation to join the desired meeting. The meeting launches.

4. When prompted, state your name and confirm to join meeting audio.

To join a meeting event via Meeting ID:

1. Go to Meetings > Join Meeting.

2. Type in the relevant Meeting ID (without the appended # that you might see in your meeting invite), and tap Join Meeting.

The meeting launches.

3. When prompted, state your name and confirm to join meeting audio.

To join a meeting event via My Meetings:

1. As a meeting host, go to Meetings > My Meetings to view your list of reusable meetings.

2. Tap Start next to the desired meeting to join it. The meeting launches.

3. When prompted, state your name and confirm to join meeting audio.

To join meeting audio via quick dial:

n As a meeting participant, dial the quick-dial number given to you by the meeting host to join audio immediately via cellular call.

- As a meeting host:

1. Go to Meetings > My Meetings to view your list of reusable meetings.

2. Tap the desired meeting to view meeting details.

3. Tap the quick-dial number to join audio immediately via cellular call.

To join meeting audio via dial-in:

1. Using the desired desk phone, softphone, or mobile device, call the dial-in number associated with the meeting.

2. When prompted, dial in the relevant Meeting ID, and tap #.

3. When prompted, state your name, and tap # to join meeting audio.

What are my options to join meeting audio?

Upon joining a meeting event and stating your name, you automatically join meeting audio.

To switch audio

1. While in a Virtual Office meeting, tap the More icon to open a drop-down menu.

2. From the drop-down, select Switch Audio, and then select from the options that pop up:

Your audio data, device, or connectivity is changed as selected.

How do I add video in a meeting?

While in a Virtual Office meeting, you can share video using the device camera, as well as view video shared by other participants.

To share video in a meeting:

1. While in a Virtual Office meeting, tap the Start Video icon to start your video.

2. You can tap the Video icon again to switch between the front and rear cameras of your device, or to turn your camera off.

How do I navigate the meeting interface?

Virtual Office Meetings allows you to schedule, host, and participate in a flexible meeting experience from the comfort of your mobile device.

In a Virtual Office meeting, you have access to the following controls and features: