RingQ Meet Guides
Web Meeting
How to Join with an ID
Joining a Meeting with an ID:
Receive Meeting ID:
- Check your email, messenger app, or WhatsApp for the meeting ID sent by the meeting host or room owner. This ID is necessary to join the meeting.
Click On or Copy the Meeting ID:
- Once you locate the meeting ID, click on it or select and copy it to your clipboard. Ensure you have the complete and accurate ID before proceeding.
Click "Join with an ID":
- Look for an option that says "Join" or "Join with an ID" (the exact wording may vary depending on the platform).
Paste the Meeting ID:
- Click on the designated area where you can input the meeting ID. Right-click and paste the copied ID from your clipboard into this field.
Click "Join":
- After pasting the ID, click on the "Join" button to initiate the process of joining the meeting.
Wait for Host Approval:
- The meeting host will receive a notification that you are attempting to join. They will need to approve your entry into the meeting room. Once approved, you will be granted access to join the meeting.
Creating a Meeting via Meet Now
To Start a Meeting:
Click "Meet Now":
- This initiates the process of setting up your meeting room.
Click "Start Meeting":
- After clicking "Meet Now," proceed by clicking "Start Meeting" to officially launch the meeting session.
Confirmation for AI Listener (optional):
- You will see a confirmation message asking if you want to enable an AI Listener for the meeting. If you do not wish to use this feature, simply uncheck the checkbox to disable it.
To Invite Participants:
Click "More Options":
- Once your meeting room is set up and the meeting has started, click on "More Options" to access additional features.
Copy Joining Info:
- Within the "More Options" menu, select "Copy joining info." This will copy the meeting link and relevant details to your clipboard.
Send Meeting Link:
- Paste the copied meeting link into your preferred communication tool, such as email, WhatsApp, or messenger apps. Ensure participants receive the link along with any necessary instructions or agenda items.
How to Schedule a Meeting
Scheduling a Meeting:
Access Scheduling Options:
- Navigate to the scheduling section or calendar feature within your meeting platform or email client.
Fill Out Meeting Details
Input Meeting Title:
- Provide a concise and clear title for your meeting that reflects its purpose.
Input Email Addresses:
- Enter the email addresses of participants you wish to invite. Some platforms allow you to select participants from your contact list.
Select Extensions to Participate:
- Choose the relevant extensions, groups, or individuals who need to be part of the meeting.
Select Date:
- Pick the date for the meeting from the calendar provided.
Select Start Time:
Specify the time the meeting should begin.
Select End Time or Whole Day:
- Set the duration of the meeting by selecting the end time or choose "All day" if the meeting spans the entire day.
Repeat Meeting (if applicable):
- Decide if the meeting should repeat and select the recurrence pattern (daily, weekly, monthly, etc.) if needed.
Set Reminder:
- Choose when participants should be reminded of the meeting (e.g., 15 minutes before, 1 hour before).
- Add Meeting Details: Include any additional information about the agenda, objectives, or materials that participants need to prepare beforehand.
Send Invitation:
- Once all details are filled out and confirmed, click on the "Send" button or equivalent to send the meeting invitation to all selected participants.
- Participants will receive an email or notification with all meeting details, including the title, date, time, and any additional notes.
Buttons and Functions on Pre Meeting and In Meeting Page
Buttons and Functions
Join with an ID:
Description: Allows users to join a meeting by entering a meeting ID provided by the host.
Meet Now:
Description: Instantly starts a new meeting without requiring a scheduled time or ID.
Scheduled Meeting:
Description: Provides access to join a meeting that has been scheduled in advance by the host.
Pre-Meeting Page Buttons
Turn Camera ON/OFF:
Description: Toggles the user's camera on or off before entering the meeting.
Turn Mic ON/OFF:
Description: Enables or disables the user's microphone before entering the meeting.
Blur ON/OFF:
Description: Enables or disables background blur for privacy during the meeting.
Test Drive:
Description: Allows users to check their audio and video settings before starting or joining a meeting. Also allows the users to check their internet speed connection.
Start Meeting:
Description: Initiates the meeting for the host or presenter.
Invite Participants:
Description: Provides options to invite others via email, link sharing, or other methods.
QR Code:
Description: Generates a QR code that participants can scan to join the meeting quickly.
Settings:
Description: Accesses and adjusts various meeting settings such as audio, video, and notifications.
History:
Description: Displays the user's meeting history and past meetings attended or hosted.
In-Meeting Page Buttons
Turn Mic ON/OFF:
Description: Allows participants to mute or unmute their microphone during the meeting.
Turn Camera ON/OFF:
Description: Enables or disables the participant's camera during the meeting.
Share Screen:
Description: Allows participants to share their screen with others in the meeting.
Raise Hand:
Description: Signals to the host or presenter that a participant has a question or comment.
Thumbs Up:
Description: Provides a non-verbal way for participants to express agreement or approval.
White Board:
Description: Opens a digital whiteboard for collaborative drawing or note-taking during the meeting.
Participants:
Description: Lists all participants currently in the meeting and their roles.
Chat:
Description: Opens a chat window for text-based communication between participants.
AI Listener:
Description: Utilizes AI to transcribe and interpret spoken language for accessibility or note-taking.
Invite Participants:
Description: Provides options to invite others to join the meeting during the session.
Settings:
Description: Adjusts meeting-specific settings such as audio/video configurations and participant permissions.
Meeting Details:
Description: Displays information about the meeting, including time, date, and participants.
More Options:
Description: Expands to reveal additional meeting options such as copying joining information, changing layout views, and accessing further settings.
Leave Options
End Meet:
Description: Allows the host to end the meeting for all participants.
Leave Meet:
Description: Allows a participant to leave the meeting.
How to Activate the AI Listener
AI Listener Feature
Overview
The AI Listener feature enhances accessibility and meeting productivity by providing real-time transcription and summarization of spoken content during meetings.
How to Activate the AI Listener
Activation Confirmation
Confirmation Message:
- Before entering the meeting, a confirmation prompt will ask if the room owner wants to activate the AI Listener. This ensures clarity and consent before enabling the feature.
Activation During Meeting
During Meeting Activation:
- If not activated initially, participants can enable the AI Listener during the meeting by locating and clicking the AI Listener button in the meeting controls. This button is typically represented by an icon that resembles a microphone with sound waves.
Viewing Meeting Details
Meeting Details:
- Participants can access meeting details by clicking the "Meeting Details" button. This provides information such as the date, time, and agenda of the meeting. It's essential for understanding context before engaging with the AI Listener.
Live Captioning
Live Captioning:
- Once activated, the AI Listener transcribes spoken dialogue in real-time, displaying captions on-screen. This helps participants follow discussions more easily, especially in noisy environments or for those with hearing impairments.
Summarize Meeting
Summarize Meeting:
- Participants can also request a meeting summary by clicking the "Summarize Meeting" button. This feature uses AI to generate a concise overview of key points discussed, action items, and decisions made during the meeting.
How to Manage Participants
Managing Participants
Overview
Managing participants in a meeting involves controlling access, permissions, and interactions to ensure a productive and secure environment for all attendees.
Privileges of the Room Owner
As the room owner or host of the meeting, you have several privileges to manage participants effectively:
Accepting and Denying Participants:
- You can approve or deny requests from participants who wish to join the meeting. This ensures that only authorized individuals can enter and participate.
Muting Participants:
- You have the ability to mute one or multiple participants. This is useful for minimizing background noise or controlling interruptions during presentations or discussions.
Disabling Participants' Cameras:
- You can turn off the cameras of participants if needed. This helps maintain focus on the main content of the meeting or if privacy concerns arise.
Assigning Co-Host Status:
- You can promote participants to the role of co-host. Co-hosts have additional privileges such as managing other participants and starting certain meeting functions.
Removing Participants (Kicking):
- DYou can remove or "kick out" participants from the meeting. This action is typically used in cases of disruptive behavior or when someone is no longer required to be in the meeting.
Leaving and Rejoining Meetings:
- You have the flexibility to leave the meeting and rejoin at any time. This allows you to manage other tasks or address issues outside the meeting space without disrupting ongoing discussions.
Ending the Meeting:
- Description: You have the authority to end the meeting for all participants. This action concludes the session and disconnects everyone from the meeting room.
How to Use the White Board
Whiteboard Feature
Overview
The Whiteboard feature enhances collaboration and visual communication during meetings by providing a digital canvas where participants can draw, write, and illustrate ideas in real-time.
Basic Functions
Clear Whiteboard
- Clears all drawings and annotations from the whiteboard, providing a clean slate for new content.
- Click or tap on the "Clear" button or option to remove all content from the whiteboard canvas.
Undo Last Step
- Reverses the last action taken on the whiteboard, allowing users to correct mistakes or revert changes.
- Click or tap on the "Undo" button to step back one action at a time.
Redo Last Step
- Restores the last action that was undone, enabling users to redo changes if needed.
- Click or tap on the "Redo" button to reinstate the most recent action that was undone.
Pan Whiteboard
- Allows users to move around the whiteboard canvas to view different areas or details.
- Click and drag on the whiteboard canvas to navigate and explore different sections of the content.
Drawing Tools
Take Mouse
- Activates the mouse cursor for navigating and interacting with the whiteboard.
- Simply move the mouse to control the cursor on the whiteboard canvas.
Select Area
- Enables users to select a specific area of the whiteboard for manipulation or deletion.
- Click and drag to create a selection box around the desired area.
Draw Line
- Draw a straight line on the whiteboard canvas.
- Select the line tool, click where you want the line to start, drag to draw, and release to finish.
Draw Rectangle
- Draw a rectangle shape on the whiteboard canvas.
- Choose the rectangle tool, click and drag to define the rectangle's size, and release to complete.
Draw Circle
- Draw a circular shape on the whiteboard canvas.
- Select the circle tool, click where you want the center to be, drag to define the radius, and release to finish.
Take Eraser
- Activates the eraser tool to remove specific drawings or annotations from the whiteboard.
- Select the eraser tool, click or drag over unwanted content to erase it.
Additional Features
Thickness
- Adjusts the thickness or weight of lines drawn on the whiteboard.
- Select the line thickness option and choose from available settings to change the line's appearance.
Color
- Selects the color for drawing lines, shapes, or text on the whiteboard canvas.
- Click on the color palette or swatch to choose a color that suits your annotation needs.
Write Text
- Allows users to add text annotations directly onto the whiteboard canvas.
- Select the text tool, click where you want the text to appear, type your text, and adjust font settings as needed.
How to Access and Use In-Call Messages on Web
Accessing In-Call Messages
Navigate to In-Call Messages
- During a meeting, locate the chat feature typically found in the meeting controls or sidebar.
- Click on the Chat button to access the chat window.
Sending Messages
Sending Text Messages
Once in the chat window:
- Click on the text field at the bottom of the chat interface.
- Type your message.
- Press the Send button (usually an arrow or paper plane icon) to send your message.
Sending Attachments
To send files during a meeting:
- Look for the Attach a File button, often represented by a paperclip icon within the chat window.
- Click on it to open a file selection dialog.
- Choose the file you want to send from your device.
- Confirm your selection and send the attachment.
Additional Tips
Viewing Messages:
- Messages sent and received will appear in real-time within the chat window.
- Scroll up to view previous messages if needed.
Managing Conversations:
- If there are multiple participants in the meeting, ensure you're sending messages to the correct recipient.
- Use the chat interface to switch between different chat threads if applicable.
Notifications:
- Depending on your settings, you may receive notifications for new chat messages.
- Adjust notification settings as per your preference.
How to Modify Meeting Settings
Meeting Settings
Devices
- Before joining a meeting, ensure your preferred devices (camera, microphone, speakers) are correctly selected in the meeting app settings.
Camera
- Adjust camera settings to choose your preferred video input device.
- Check camera preview to ensure your video feed is clear and properly framed.
Audio
- Select your desired audio input and output devices.
- Test audio settings to ensure clear communication during the meeting.
Microphone
- Choose the microphone you wish to use during the meeting.
- Adjust microphone sensitivity to optimize audio quality.
Blur Background Enable/Disable
- Utilize this feature to blur your background during video calls, helping to maintain privacy or focus attention on you rather than your surroundings.
Suppress Noise Enable/Disable
- Enable noise suppression to filter out background noise during your audio transmission, ensuring clearer communication.
Sound Notifications
- Customize sound notifications for various events during the meeting, such as new chat messages or meeting alerts.
Chat Notifications Enable/Disable
- Choose to receive notifications for new chat messages during the meeting.
- Toggle this setting based on your preference for staying updated on chat activity.
Join Request Alerts Enable/Disable
- Receive alerts when someone requests to join the meeting.
- Enable or disable this feature depending on your role in the meeting.
Join Alerts Enable/Disable
- Get alerts when participants join the meeting.
- Useful for staying informed about the meeting's attendance dynamics.
Leaving Alerts Enable/Disable
- Receive alerts when participants leave the meeting.
- Helps in knowing when individuals exit the meeting environment.
Meet Summary Enable/Disable
- Opt to receive a meeting summary after the session ends.
- Includes highlights and action items discussed during the meeting.
How to Use the Test Drive in Web Meeting
Accessing Test Drive
Locate Test Drive
- Open the meeting app and navigate to the main dashboard or home screen.
- Look for an option labeled Test Drive, Demo Meeting, or similar.
Initiate Test Drive:
- Click on the Test Drive option to start the simulation.
- Depending on the app, you may be prompted to choose settings such as meeting type (video/audio), participant roles, and features to test.
Features to Explore
Exploring Meeting Controls:
- Familiarize yourself with the meeting controls available during the Test Drive, such as:
Camera and Microphone Settings:
- Adjust settings to see how to enable/disable your camera and microphone.
Chat Feature:
- Test sending messages and attachments using the chat function.
Screen Sharing:
- Practice sharing your screen and viewing shared screens.
Participant Management:
- Experiment with muting participants, managing permissions, and handling participant requests.
Testing Audio and Video Quality:
- Use the Test Drive to assess audio and video quality under different network conditions.
- Adjust settings to optimize your audio and video settings based on the app's recommendations.
Advanced Features (if applicable)
Virtual Backgrounds
- If supported, test virtual backgrounds to customize your environment during meetings.
- Experiment with background blur and other visual enhancements.
Meeting Settings:
- Explore and adjust meeting settings such as notification preferences, meeting reminders, and recording options.
- Test security features like meeting passwords and waiting rooms.
Learning and Troubleshooting
Learning Resources:
- Utilize any provided tutorials, help guides, or tooltips within the Test Drive to understand each feature thoroughly.
- Check the app's support website for additional resources and FAQs.
Troubleshooting:
- If you encounter issues during the Test Drive, use this opportunity to troubleshoot:
- Check internet connectivity and system requirements.
- Update your app to the latest version if available.
- Restart the app or your device as needed.
Ending the Test Drive
Exiting the Test Drive:
- Once you have explored all features and settings, exit the Test Drive mode.
- Reflect on your experience and note any questions or areas you want to explore further.
Getting Started