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Easy Getting Started Guide for video meetings on the Pexip Service

Join video meetings on any device with the Pexip service

Pexip's virtual meeting rooms (VMRs) support easy video collaboration from any device or web browser. It's easy to get started meeting people with high-quality, professional video conferencing. Meet anyone, anywhere, in seconds.

Creating & logging into your personal account

One of the administrators for your company account will create your user. An invitation email with a link to create your password will be sent to you automatically. If you need a user login for your company, please contact your company administrator to create your login.

  1. Check your email for the invite. (If you don't see it in your inbox, check your other mail folders)
  2. Click the activation link to create your password.
  3. Open the Welcome email to log into your account. Your password has now been activated.

You can now log in to your account and manage your meeting room in one of the following ways:

  1. Download and log in via the Pexip app for desktop & mobile.
  2. Log into the Pexip web app https://pexip.me/login
    • (This uses video conferencing through your browser, sometimes called WebRTC)
    • The first time you visit a Pexip meeting room link in your browser, you should grant the browser access permissions to your device's camera and microphone.

Logging into your Pexip account and accessing your  virtual meeting room

Q. Do I need to be logged in to use Pexip or join a meeting hosted on Pexip?

Whether your organization uses Pexip or not, you aren't required to log in and participants don't need to be able to log in or download anything to be able to join a meeting.

So the fastest, simplest way to join a meeting is to use the online link to join through your browser. 

Usually the online link for the room is added to the calendar invite, or you can ask the meeting host for the room link.


Hosting & Joining Meetings

You have a couple of options for inviting people to join your VMR:

  1. Use the easy sharing Room link shortcut
  • Choose whether to share just the online room link, or the full Advanced room info containing the complete dial-in for all device types. Both are available when you click on the Room link button. 

Sharing your virtual meeting room link from the Pexip app

2. Create a meeting in your calendar with the Pexip scheduler add-in (Outlook Calendar / Google Calendar).

Scheduling meetings with Outlook:

  • Install the Outlook add-in here
  • Sign in with your Pexip user login
  • Schedule a new meeting & click the Add new video meeting shortcut button
  • Choose whether to just add the room link or the complete Advanced room info dial-in options for all supported device types
  • Send your invite!

Scheduling a new meeting in Outlook with the Pexip scheduler add-in

Scheduling meetings with Google Calendar

  • Install the add-in here
  • Sign in with your Pexip user login
  • From the browser shortcut, just tap the red icon to open a new invite in your calendar & click the Make it a video meeting shortcut
  • Choose whether to just add the room link or the complete Advanced room info dial-in options for all supported device types
  • Send your invite!

Scheduling a Pexip meeting with the Googler Calendar browser add-in.2020-03-19 09_37_39


Managing your device's in-call settings 

Before joining a meeting from your desktop or web browser, either as a guest or as host, it is always a good idea to check the settings, as well as being familiar with the in-call controls.

 

→ Managing device settings

Tap the cog wheel icon and choose the Quality/device settings

1. Microphone:

  • Switch between your device's default built-in microphone or an external microphone
  • Use the graphic equalizer to test that your selected microphone is working and other participants will be able to hear you

2. Speaker:

  • Switch between your device's default built-in speakers or external speakers
  • Use the Play test sound feature to check your selected speakers are working and you will be able to hear other users

3. Quality (bandwidth setting):

  • Adjust your bandwidth setting according your local internet setting.
  • A lower setting slightly reduces the picture/audio quality, but provides a more stable connection when connected to a slow wifi connection, for example a public hotel network.
  • Please note: This setting can't be adjusted while in-call.  

4. Camera:

  • Switch between your device's default built-in camera or an external camera
  • (on mobile) Switch between your front and rear camera
  • Check the self-view to see your video feed as the other participants will see it

Screen Recording 2020-03-19 at 12.35.18 PM.2020-03-19 12_41_13

→ Using Basic Call Controls

1. Mute Camera:

  • Turns your camera feed off so you wont send a video feed, only audio. Can be used before or during a call 

2. Mute Microphone:

  • Toggle your audio on and off to stop sending any audio. Can be used before or during a call

3. Screenshare:

  • During a call, select the Start presentation icon to share either your full desktop, or specific application or browser tab.
  • Screensharing is available to all video participants, including guest users

4. One2Many Group Chat:

  • During a call, select the Chat icon to join a group chat with all the other participants, ask questions and share files or links.
  • Available to all users who join on desktop, mobile and web.

5. Lock Room:

  • Once all of your participants have joined the meeting, hosts and admin users can "lock" the VMR to prevent new participants from calling into the room.
  • Great for overlapping meetings or sensitive or confidential discussions. 

6. Join using Audio + Presentation only mode:

  • Select this option before joining a meeting and you will join with your camera muted
  • You will still be able to view  content, as well as share presentations yourself.

FINAL Screen Recording 2020-03-19 at 12.49.35 PM.2020-03-19 13_00_39

Quick tips for successful video collaboration

Now that you're familiar with the basic functions of a Pexip virtual meeting room, you should be primed for high quality, seamless video meetings.

As well as being able to use the Pexip app, there are some other simple tricks to know about to make sure your video meetings are as successful as possible.

Identify Quality Issues 

Often, when people are working remotely, they might experience issues with the picture or audio quality. This is usually due to being connected via a slower or non-ideal local wifi network. 

If you experience this at home, try switching from wifi to a wired ethernet cable to connect to the internet. Depending on your type of wifi router and the size of your home, there can be a big difference in speed between your measured wifi speed and your ethernet connection. 

If you're using a public wifi network, for example when staying at a hotel, then try adjusting your quality settings to medium (or low for very slow networks). This will give you a more stable connection during a call. 

Always Check Lighting & Sound Before You Start

Always check your picture and sound before the meeting if possible. This is especially important if you ever use an external camera or microphone. You can check and test before you join a call to make sure everything is working; the self-view will show you how other participants will view your video feed. Without checking, it's not always easy to see if your camera angle is weird; or if your office lighting is blinding everyone; or if you are appearing as a silhouette to everyone else due to backlighting.  

Respect Large Meeting Etiquette

When joining a large meeting with lots of participants, it's a good idea to mute your microphone other than when you need to speak. Lots of background noise can be disruptive to the flow of the meeting and to the main presenters. 

Make sure to use the group chat to ask questions without interrupting the meeting. And if you've joined the meeting from a traditional video conferencing room system, you can still join the group chat by calling in from your desktop or mobile. But if you do this, just remember to join with your camera and microphone muted, and your device's system volume turned down. This is to avoid inflicting unpleasant audio feedback on everyone in the meeting and making yourself unpopular with your colleagues!

Want to to learn more about using the Pexip service app? Visit our Help Center.

Download The Definitive Guide to Working from Home from Pexip