Table of contents

Mividas Meeting Portal is our product to enable easy scheduling of video meetings directly via the end user’s web browser.

 In this section, we assume that you are already working on a working installation of Mividas Meeting Portal, if not, please see the installation documentation before proceeding.

• For a quick overview and more information on what Mividas Meeting Portal is all about, please visit our homepage.
• Release notes for Mividas Meeting Portal can be found here.
• Release notes for Mividas Outlook add-in can be found here.

The Mividas Meeting Portal installation and deployment process involves three main steps:

1. Mividas Virtual Machine (VM): You first need to deploy the Mividas Installer virtual machine to your network. Ensure the VM is deployed and running. If not, refer to the VM deployment documentation.
2. Mividas Installer Setup: Mividas Installer must be set up correctly and your license key activated. Refer to the Mividas Installer documentation if needed. After entering your license key, the Mividas Installer displays all product modules accessible with your license. The installation of Mividas Meeting Portal can proceed as a stand-alone installation or alongside other Mividas products.
3. Install the Mividas Meeting Portal module: Continue below to install and deploy the Mividas Meeting Portal product module from the Mividas Installer.

Configuration

On the Mividas Installer start screen, click  Configure  under Mividas Meeting Portal to start configuration before deployment. Choose Mividas Meeting Portal, which will open up the configuration fields below.

Main domain name for management web interface

Dial info and presentation

User and login settings

Locale settings

Outgoing Email (SMTP) Settings

Configure SMTP details for email notifications and invitations. If you configured this during the initial Installer setup, fields will be pre-filled but can be modified as needed.

Optional settings

Book API settings

OIDC (OpenID Connect) provider settings

LDAP authentication settings

External database server (beta)

You can choose to run your own database server, instead of the bundled one.

External Redis server (beta)

You can choose to run your own Redis server, instead of the bundled one.

SAML SSO settings

SMS settings

Save configuration

When you have filled in everything needed for your installation, or just want to save your progress, you need to save theese settings. Do so by clicking Configure in the bottom left corner.

Deployment

Select Version and Deploy
After everything is configured it is time to deploy Mividas Meeting Portal. Choose the Mividas Meeting Portal version from the drop-down list , then click Deploy changes . A terminal window will display the installation progress. Once completed, reload the page to verify the correct version.

portal_epm:  Running  15/18
portal_epm:  Running  15/18
portal_epm:  Running  16/18
portal_epm:  Running  18/18
Finished
Reload

Update settings post-deployment

Modify Settings Post-Deployment
To update settings after deployment, select Mividas Meeting Portal from the start screen and click Configure . Adjust settings as needed, save changes, and redeploy by clicking Deploy changes .

Following these steps, you can complete the Mividas Meeting Portal configuration and deployment while retaining the flexibility to update settings as requirements evolve.

Upgrade

Before upgrading

Before upgrading, we always recommend that you:

• Check your platform health and fix any current alerts affecting your installation.
• Check that you have disk space available.
• Take a snapshot of your installation in your hypervisor.

Upgrading

To upgrade, click Details next to Mividas Meeting Portal from the start screen. Select the version you wish to upgrade to in the drop-down list , and then click Deploy changes .

When you log in to your Mividas Meeting Portal installation for the first time, the onboarding wizard will automatically launch to guide you through the essential configuration steps. This manual is intended for installations where the Mividas Meeting Portal is set up on a separate instance.

Prerequisites

Before beginning your Mividas Meeting Portal onboarding, confirm that:

1. Mividas Installer installation: Ensure that your Mividas Installer is up and running. Refer to VM Deployment if needed.
2. Mividas Meeting Portal installation: Ensure that your installation is up and running. If needed, refer to Mividas Meeting Portal Installation and Upgrade.

Onboarding wizard

When you visit the Mividas Meeting Portal for the first time, you are welcomed by the onboarding wizard.

1. Start

Click Proceed to proceed.

2. Choose password

Enter and confirm a new password for user “mividas_fallback”. Please document this password. After you have entered it twice, click Proceed to proceed.

3. Settings

When you are done, click Finish , or click Skip to enter this information later.

Connect Mividas Meeting Portal to Mividas Core

When the Mividas Core and Mividas Meeting Portal are not installed on the same instance, even if they are on the same virtual machine, you have to connect them to each other. Until this is fixed, Mividas Meeting Portal will display an error message.

1. Connect Mividas Meeting Portal to Mividas Core

In the Mividas Installer, where Mividas Meeting Portal is installed, click on Installation in the top menu. There, next to the Mividas Meeting Portal installation, click on Details followed by Configure .

Under Optional Settings, click on Book API settings.

Click Save . You will now have to deploy these changes, so click on Deploy changes on the screen you got taken to after yo saved.

If you copied the information temporarily to another document, you can close this tab/window. If not, after the deploy have finished, you can navigate back by clicking Configure and then Book API settings.

2. Configure Mividas Core

Log in to Mividas Core, click Admin and then Backend admin. There, in the menu to the left, locate Scheduling portal API keys and click Add next to it.

Click Save .

Then, locate Customers in the menu to the left and click on it.

On the page you just opened, click on the customer name in the list.

Locate the Customer Keys on the page. Paste the Default customer shared key from the Mividas Meeting Portal, that you either copied or left open in another tab/window.

After you have pasted the key, click Save in the bottom right corner.

3. Confirm the connection

You can now confirm that the connection works. Do so by logging in to Mividas Meeting Portal. The previous error message that was visible there should now be gone, and you should be able to book your first meeting.

FAQ

Here are some frequently asked questions (FAQs) to help you find the answers you’re looking for.

After logging in, you will be presented with the Mividas Meeting Portal’s dashboard. This is where you schedule different types of meetings and view your upcoming, ongoing, and past meetings.

Left side menu

Scheduling block

The first part of this dashboard contains a welcome message, followed by a list of all currently available meeting types you have configured for scheduling. All of these are customizable, and the examples shown in this guide are only examples.

Option	Description
	This welcome message is visible to everyone who logs in to the Mividas Meeting Portal.
Your connection details 1	Displays the connection details of your private static meeting room.
Video meeting	Schedule a video meeting.
Secure video meeting	Schedule a secure video meeting.
Webex meeting	Schedule a Webex meeting.
Secure Webex meeting	Schedule a secure Webex meeting.
Hybrid meeting	Schedule a hybrid meeting.
Secure hybrid meeting	Schedule a secure hybrid meeting.
External video meeting	Schedule an external video meeting.
Webinar	Schedule a webinar.
Existing meeting room	Schedule a meeting in an existing meeting room.

¹ Only visible if a personal meeting room was created when your user was created in the video platform.

Meeting list

Below the scheduling block, you can find a list of all upcoming and previous meetings.

Your meetings

Option	Description
	Search for a meeting.
	Filter your results by start date and time.
	Filter your results by end date and time.
	Enter the address of a system to search for meetings that the system is a part of.
Search	Click to search.
Upcoming/ongoing/previous meetings	Displays information about the meeting: Meeting title – Displays the title of the meeting. Clicking on the meeting title takes you to the meeting information page. Meeting type – Displays the meeting type. Dial out – Lists systems added to the meeting.
Time	Displays the meeting date and time.
By user	Displays who scheduled this meeting. If not You, it will display the user’s name and e-mail.
Copy	Allows you to make a copy of this meeting.
Remove	Allows you to cancel a meeting or a recurring series of meetings.

Delegated meetings

Here you can see all the meetings you have scheduled for other users.

Option	Description
	Search for a meeting.
	Filter your results by start date and time.
	Filter your results by end date and time.
	Enter the address of a system to search for meetings that the system is a part of.
Search	Click to search.
Upcoming/ongoing/previous meetings	Displays information about the meeting: Meeting title – Displays the title of the meeting. Clicking on the meeting title takes you to the meeting information page. Meeting type – Displays the meeting type. Dial out – Lists systems added to the meeting.
Time	Displays the meeting date and time.
User	Displays the name and e-mail of the user you have scheduled the meeting for.
Copy	Allows you to make a copy of this meeting.
Remove	Allows you to cancel a meeting or a recurring series of meetings.

Right side menu

The menu on the right side of this page contains information about ongoing and upcoming meetings, as well as displaying delegation invites. A test link can also be displayed to allow users to test their computers before a meeting.

User delegation

If someone has invited you to schedule meetings on their behalf, you will see a notification here. If there are no active invites, this section will be hidden.

Ongoing meetings

If you have any ongoing meetings, they will be displayed here, including the meeting time and name. Clicking the meeting name takes you to the meeting information page.

Secure invitations

If you have any active Secure meeting invitations, they will be visible here, including the meeting time, name, and who invited you.

Your meetings

Displays your meetings in a calendar view, along with a list of meetings for the selected day below it. A small blue dot indicates that you have a meeting scheduled that day. Clicking a meeting’s name in the list takes you to the meeting information page.

Test meeting

This displays you with a link you can use to test your computer’s video and audio. Clicking the link opens a pop-up with more information.

Whiteglove scheduling

When whiteglove functionality is configured, admin users (staff) and above will see the tabs shown in the picture above. The names of the tabs can, of course, be changed.

Personal

When this tab is active, everything will work as normal, as this is the default scheduling mode in the Mividas Meeting Portal. You handle your own meetings, and the people you have been delegated to handle.

Whiteglove

When this tab is active, you can schedule meetings for any user in your system. This includes all different meeting types presented on the scheduling dashboard.

Scheduling

Now, when you click any button to schedule a meeting, a new field will appear at the bottom of the form on the first page. Here you can search for any user in your system and schedule a meeting as them.

Meeting list

Option	Description
	Search for a meeting.
	Filter your results by start date and time.
	Filter your results by end date and time.
	Enter the address of a system to search for meetings that the system is a part of.
Search	Click to search.
Upcoming/ongoing/previous meetings	Displays information about the meeting: Meeting title – Displays the title of the meeting. Clicking on the meeting title takes you to the meeting information page. Meetings that are not yours or are not scheduled by you have the link disabled for privacy reasons. Meeting type – Displays the meeting type. Dial out – Lists systems added to the meeting.
Time	Displays the date and time of the meeting.
For user	Displays who the meeting was scheduled for. If not Yourself, it will display the user’s name and e-mail.
Copy	Allows you to make a copy of this meeting.
Remove	Allows you to cancel a meeting or a recurring series of meetings.

On the Mividas Meeting Portal’s dashboard, you will see an overview of all the available meeting types for booking. These may vary depending on your organization’s needs and configurations.

Schedule meetings

Video meeting

Option	Description
	Enter a title for your meeting.
	Select a date, start time and end time of the meeting.
Recurring	Make this a recurring meeting.
	If you choose to make a recurring meeting, here you set the recurrence.
Add occasion	Adds another occasion for the meeting.
	Select between pre-configured layouts for your meeting.
	Choose to protect your meeting with a PIN code.
	Choose to enable a moderator PIN. The moderator is needed for the meeting to start.

Click Proceed to continue or click Cancel to cancel.

Option	Description
	Enter the email address of a person you wish to invite as a guest.
Remove	Remove this row.
Add Person	Add a new row to add more guests.
	The subject of the invite. Will be filled in by your template settings but can be modified here.
	The content of the invite. Will be filled in with your template settings but can be modified here.

Click Invite to continue or click Skip to skip this step.

Option	Discription
	Enter the address to one or more systems you wish to invite. E.g. 123.234.12.4##111 or [email protected].

Add Adds the system(s) to the meeting and proceeds or click Skip to skip this step.

Webinar

Option	Description
	Enter a title for your meeting.
	Select a date, start time and end time of the meeting.
	Select between pre-configured layouts for your meeting.
	Displays the guest PIN code.
	Displays the moderator PIN. The moderator is needed for the webinar to start.
Enable participant registration	Enable this if you would like your participants to register for the webinar before participating. Everyone you invite will receive a link to a registration page. You can also share this link outside of Mividas, e.g., put the registration link on your website. After someone fills in the registration form, they will receive an e-mail with information on how to take part of the webinar.
Notify me when participants sign up	Get a notification e-mail when someone registers for the webinar.

Click Proceed to continue or click Cancel to cancel.

Option	Description
	Enter the email address of a person you wish to invite as a moderator.
Remove	Remove this row.
Add Person	Add a new row to be able to add more moderators.
	The subject of the invite. Will be filled in by your template settings but can be modified here.
	Add a new row to add more moderators.

Click Invite to continue or click Skip to skip this step.

Option	Description
	Enter the email address of a person you wish to invite to register. If you did not choose to enable registration, this will be replaced with a regular invitation instead.
Remove	Remove this row.
Add Person	Add a new row to be able to add more guests.
	The subject of the invite. Will be filled in by your template settings but can be modified here.
	The content of the invite. Will be filled in by your template settings but can be modified here.

Click Invite to continue or click Skip to skip this step.

If you did not choose to enable registration, this step will be skipped.

Option	Description
	The subject of the invite. Will be filled in by your template settings but can be modified here.
	The content of the invite. Will be filled in by your template settings but can be modified here.

Click Save and continue to continue or click Skip to skip this step.

Option	Discription
	Enter the address to one or more systems you wish to invite. E.g. 123.234.12.4##111 or [email protected].

Add Adds the system(s) to the meeting and proceeds or click Skip to skip this step.

CIP meeting

Option	Description
	Enter a title for your meeting.
	Select a date, start time and end time of the meeting.
Recurring	Make this a recurring meeting.
	If you choose to make a recurring meeting, here you set the recurrence.

Click Proceed to continue or click Cancel to cancel.

Care meeting

Option	Description
	Enter a title for your meeting.
	Select a date, start time and end time of the meeting.
Recurring	Make this a recurring meeting.
	If you choose to make a recurring meeting, here you set the recurrence.

Click Proceed to continue or click Cancel to cancel.

Secure meeting

This guide for Secure meeting will not include SMS verification. To learn about that, see SMS meeting.

Option	Description
	Enter a public title for your meeting. This appears in the invite before the users authenticate.
	Enter a private title for your meeting. This appears after the the users authenticate.
	Select a date, start time and end time of the meeting.
	Select between pre-configured layouts for your meeting.
Recurring	Make this a recurring meeting.
	If you choose to make a recurring meeting, here you set the recurrence.
Type of verification to use for moderators	Choose between your configured verification methods. 1. SSO login in Mividas Identify or Mividas Meeting Portal. 2. Log in with eID via Mividas Identify. 3. Verify person at eID login. 4. SMS invitation with verification code.
Type of verification to use for participants	Choose between your configured verification methods. 1. SSO login in Mividas Identify or Mividas Meeting Portal. 2. Log in with eID via Mividas Identify. 3. Verify person at eID login. 4. SMS invitation with verification code.

Click Proceed to continue or click Cancel to cancel.

Option	Description
	Write an agenda or instructions for moderators of the meeting.

Click Invite to continue or click Skip to skip this step.

Moderators, by email

Option	Description
	Enter the name and email address of a person(s) you wish to invite as moderator(s).
Remove	Remove this row.
Add Person	Add a new row to be able to add more guests.
Prevent multiple people from using the same invitation code	Check this to prevent multiple people from using the same invitation code.
	The subject of the invite. Will be filled in by your template settings but can be modified here.
	The content of the invite. Will be filled in by your template settings but can be modified here.

Click Invite to continue or click Skip to skip this step.

Moderators, via another program

Option	Description
Prevent multiple people from using the same invitation code	Check this to prevent multiple people from using the same invitation code.
	The content of the invite. Will be filled in by your template settings but can be modified here.
	Click Create to create the invite or click Skip to skip this step.
	Click Copy to copy the invite, which you can then paste in your chosen program.

Click Proceed to move forward or click Invite more to skip this step.

Option	Description
	Write a public agenda or instructions for the meeting.

Click Save to continue or click Skip to skip this step.

Participants, by email

Option	Description
– By email
	Enter the name(s), identification, and email addresses of people you wish to invite as guest(s).
Remove	Remove this row.
Add Person	Add a new row to be able to add more guests.
Prevent multiple people from using the same invitation code	Check this to prevent multiple people from using the same invitation code.
	The subject of the invite. Will be filled in by your template settings but can be modified here.
	The content of the invite. Will be filled in by your template settings but can be modified here.

Click Invite to continue or click Skip to skip this step.

Participants, via another program

Option	Description
	Enter a personal identification number that will be verified, such as a Social Security number, user ID, or another unique identifier.
	Enter the name of the person you wish to invite as a guest to the meeting.
Prevent multiple people from using the same invitation code	Check this to prevent multiple people from using the same invitation code.
	The content of the invite. Will be filled in by your template settings but can be modified here.
	Click Create to create the invite or click Skip to skip this step.
	Click Copy to copy the invite, ready to paste in your chosen program.

Click Proceed to move forward or click Invite more to skip this step.

Meeting with e-ID

This guide for meeting with e-ID will not include SMS verification. To learn about that, see SMS meeting.

Option	Description
	Enter a public title for your meeting. This appears in the invite before the users authenticate.
	Enter a private title for your meeting. This appears after the the users authenticate.
	Select a date, start time and end time of the meeting.
	Select between pre-configured layouts for your meeting.
Recurring	Make this a recurring meeting.
	If you choose to make a recurring meeting, here you set the recurrence.
Type of verification to use for moderators	Choose between your configured verification methods. 1. SSO login in Mividas Identify or Mividas Meeting Portal. 2. Log in with eID via Mividas Identify. 3. Verify person at eID login. 4. SMS invitation with verification code.
Type of verification to use for participants	Choose between your configured verification methods. 1. SSO login in Mividas Identify or Mividas Meeting Portal. 2. Log in with eID via Mividaas Identify. 3. Verify person at eID login. 4. SMS invitation with verification code.

Click Proceed to continue or click Cancel to cancel.

Option	Description
	Write an agenda or instructions for moderators of the meeting.

Click Invite to continue or click Skip to skip this step.

Moderators, by email

Option	Description
– By email
	Enter the name(s), identification, and email addresses of people you wish to invite as moderator(s).
Remove	Remove this row.
Add Person	Add a new row to be able to add more moderators.
Prevent multiple people from using the same invitation code	Check this to prevent multiple people from using the same invitation code.
	The subject of the invite. Will be filled in by your template settings but can be modified here.
	The content of the invite. Will be filled in by your template settings but can be modified here.

Click Invite to continue or click Skip to skip this step.

Moderators, via another program

Option	Description
Prevent multiple people from using the same invitation code	Check this to prevent multiple people from using the same invitation code.
	The content of the invite. Will be filled in by your template settings but can be modified here.
	Click Create to create the invite or click Skip to skip this step.
	Click Copy to copy the invite, which you can then paste in your chosen program.

Click Proceed to move forward or click Invite more to skip this step.

Option	Description
	Write a public agenda or instructions for the meeting.

Click Save to continue or click Skip to skip this step.

Participants, by email

Option	Description
– By email
	Enter the name and email address of a person(s) you wish to invite as guest(s).
Remove	Remove this row.
Add Person	Add a new row to be able to add more guests.
Prevent multiple people from using the same invitation code	Check this to prevent multiple people from using the same invitation code.
	The subject of the invite. Will be filled in by your template settings but can be modified here.
	The content of the invite. Will be filled in by your template settings but can be modified here.

Click Invite to continue or click Skip to skip this step.

Participants, via another program

Option	Description
	Enter a personal identification number that will be verified, such as a Social Security number, user ID, or another unique identifier.
	Enter the name of the person you wish to invite as a guest to the meeting.
Prevent multiple people from using the same invitation code	Check this to prevent multiple people from using the same invitation code.
	The content of the invite. Will be filled in by your template settings but can be modified here.
	Click Create to create the invite or click Skip to skip this step.
	Click Copy to copy the invite, ready to paste in your chosen program.

Click Proceed to move forward or click Invite more to skip this step.

SMS meeting

This guide for SMS meeting will cover only verification via SMS.

Option	Description
	Enter a public title for your meeting. This appears before the users sign in.
	Enter a private title for your meeting. This appears after the the users authenticate.
	Select a date, start time and end time of the meeting.
	Select between pre-configured layouts for your meeting.
Recurring	Make this a recurring meeting.
	If you choose to make a recurring meeting, here you set the recurrence.
Type of verification to use for moderators	Choose between your configured verification methods. 1. SSO login in Identify or the booking portal. 2. Log in with eID via Identify. 3. Verify person at eID login. 4. SMS invitation with verification code.
Type of verification to use for participants	Choose between your configured verification methods. 1. SSO login in Identify or the booking portal. 2. Log in with eID via Identify. 3. Verify person at eID login. 4. SMS invitation with verification code.

Click Proceed to continue or click Cancel to cancel.

Option	Description
	Write an agenda or instructions for moderators of the meeting.

Click Invite to continue or click Skip to skip this step.

Option	Description
	Enter the name(s), mobile phone number, and email addresses of people you wish to invite as moderator(s).
Remove	Remove this row.
Add Person	Add a new row to be able to add more moderators.
	The SMS that will be sent. Will be filled in by your template settings but can be modified here.
	The content of the invite, sent via email? Will be filled in by your template settings but can be modified here.

Click Invite to continue or click Skip to skip this step.

Option	Description
	Write a public agenda or instructions for the meeting.

Click Save to continue or click Skip to skip this step.

Option	Description
	Enter the name(s), mobile phone number, and email addresses of people you wish to invite as guest(s).
Remove	Remove this row.
Add Person	Add a new row to be able to add more guests.
	The SMS that will be sent. Will be filled in by your template settings but can be modified here.
	The content of the invite, sent via email. Will be filled in by your template settings but can be modified here.

Click Invite to continue or click Skip to skip this step.

Existing meeting room

Option	Description
	Enter a title for your meeting.
	Select a date, start time and end time of the meeting.
Recurring	Make this a recurring meeting.
	If you choose to make a recurring meeting, here you set the recurrence.
Add occasion	Adds another occasion for the meeting.
	Select an existing meeting room for the meeting.

Click Proceed to continue or click Cancel to cancel.

Option	Description
	Search fo a user to add as a moderator.
	Enter the email addresses of people you wish to invite as a moderator.
Remove	Remove this row.
Add	Add a new row to add more moderators.
	The subject of the invite. Will be filled in by your template settings but can be modified here.
	The content of the invite. Will be filled in by your template settings but can be modified here.

Click Invite to continue or click Skip to skip this step.

Option	Description
	Search fo a user to add as a participant.
	Enter the email addresses of people you wish to invite as a participant.
Remove	Remove this row.
Add	Add a new row to add more participants.
	The subject of the invite. Will be filled in by your template settings but can be modified here.
	The content of the invite. Will be filled in by your template settings but can be modified here.

Click Invite to continue or click Skip to skip this step.

External video meeting

Option	Description
	Enter a public title for your meeting. This appears before the users sign in.
	Select a date, start time and end time of the meeting.
Recurring	Make this a recurring meeting.
	If you choose to make a recurring meeting, here you set the recurrence.
	Enter the SIP address and/or the WebRTC URL for the meeting.

Click Proceed to continue or click Cancel to cancel.

Option	Description
	Enter the address to one or more systems you wish to invite. E.g. 123.234.12.4##111 or [email protected].

Click Add to continue or click Skip to skip this step.

Manage another user’s calendar to schedule meetings on their behalf. For example, this feature can be used by a booking service or an assistant.

Search user

Option	Description
	Search for a user.
Search	Applies your search parameters.
User	Displays the name of the user.
E-mail	Displays the email of the user.
Impersonate	Start to control Mividas Meeting Portal as the selected user.

Search via meeting

Option	Description
	Search for a meeting by name.
	Select the start and end, date and time for the filter.
	Enter the address of a system to search for.
Search	Applies your search parameters.
Upcoming/ongoing/previous meetings	Displays the name of the meeting together with its date and time.
Dial out	Displays if there are/were automatic dial-outs in the meeting.
User	Displays the name and email of the owner of the meeting.
Impersonate	Start to control Mividas Meeting Portal as the owner of the selected meeting.

Control the other user

When you are controlling another user, a red frame will appear around the portal interface. At the top, it will display the user’s name. When you are done controlling, click Stop controlling at the top.

From this view, you can manage your static meeting rooms and create new ones, provided you are permitted to do so under company policy.

Option	Description
ADD	Add a static meeting room
	Search for a meeting room in the list.

Add a static meeting room

CMS

Option	Description
	Enter the name for your meeting room.
	Select any meeting room template to use for the meeting room (If configured). Selecting a meeting room template changes which settings can be made in the form; it uses the template’s settings instead of letting you set them in the form.
	Enter a PIN code for regular participants.
	Enter a PIN code for moderators.
	Select between pre-configured layouts for your meeting room.
Access to meeting room members only	Check this to see if the meeting room should only be available for members.
Mute microphone for new participants	Check this to automatically mute new participants’ microphones upon connecting.
Require manual admission of participants from lobby	Check this to enable manual admission to the meeting by a moderator. Regular participants will be placed in a lobby until they are manually admitted.

Click Create to create the meeting room or click Cancel to cancel.

Pexip

Option	Description
	Enter the name for your meeting room.
	Select any meeting room template to use for the meeting room (If configured). Selecting a meeting room template changes which settings can be made in the form; it uses the template’s settings instead of letting you set them there.
	Enter a PIN code for regular participants.
	Enter a PIN code for moderators.
	Select between pre-configured layouts for your meeting room.

Click Create to create the meeting room or click Cancel to cancel.

Meeting room list

• Meeting rooms – Displays the meeting room name and, if available, the meeting type. Clicking on the name takes you to the meeting room dashboard.
• Room number – Displays the number to your meeting room.
• Edit – Opens the “add meeting room” widget for you to edit the meeting.
• Remove Allows you to delete the meeting room.

This page displays various settings for your meeting/meeting room. The options will vary depending on your settings, meeting platform, and the type of meeting/meeting room you have created.

Static meeting room information

Left side menu

¹ Only available for CMS.

Details

Option	Description
Room No.	Displays the meeting room number. Click to copy its content.
Weblink moderator	Displays the weblink for moderators. Click to copy its content or to open it.
Weblink	Displays the weblink for participants. Click to copy its content or to open it.
SIP	Displays the SIP URI for moderators. Click to copy its content or to open it.
PIN code participant	Displays the PIN for participants, hover to reveal. Click to copy its content.
Moderator PIN	Displays the PIN for moderators, hover to reveal. Click to copy its content.
Screen layout	Shows the meeting room’s layout.

Members

Moderator instructions

Displays the instructions and connection details for moderators, based on your templates.

Options	Description
	Click to copy the instructions.

Instructions

Displays the instructions and connection details for guests, based on your templates.

Options	Description
	Click to copy the instructions.

Right side menu

Send invitation by e-mail

Options	Description
	Enter the email of someone you wish to invite.
Send invitation	Click to send the guest invitation to the address entered above.
via email client	Opens your email client with the guest invite populated.

Meeting rooms

Options	Description
	Search for a meeting room from the list below. Clicking the meeting room name in the list takes you to that room.

Scheduled meeting information

Left side menu

Connection

Option	Description
Room No.	Displays the meeting room number. Click to copy its content.
Moderator / PIN	Displays the PIN for moderators. Click to copy its content, hover to reveal.
Moderator / Web	Displays the weblink for moderators. Click to copy its content or to open it.
Moderator / SIP	Displays the SIP URI for moderators. Click to copy its content or to open it.
Guest / PIN	Displays the PIN for guests. Click to copy its content, hover to reveal.
Guest / Web	Displays the weblink for guests. Click to copy its content or to open it.
Guest / SIP	Displays the SIP URI for guests. Click to copy its content or to open it.
iCal	Download the meeting as a .ics file for your calendar application.

Moderators

This page displays all invited moderators for the meeting. It also allows you to add or remove moderators.

• ID – ID of this invite for troubleshooting purposes.
• E-mail – Displays the email address of the moderator.
• Time – The date and time of when the invitation was sent.

Participants

This page displays all invited participants for the meeting. It also allows you to add or remove participants.

• ID – ID of this invite for troubleshooting purposes.
• E-mail – Displays the email address of the participant.
• Time – The date and time of when the invitation was sent.

Moderator instructions

Displays the instructions and connection details for moderators, based on your templates.

Options	Description
	Edit these instructions.
	Print these instructions.
	Download these instructions as a .ics file for your calendar application.
	Copy these instructions.

Instructions

Displays the instructions and connection details for moderators, based on your templates.

Options	Description
	Edit these instructions.
	Print these instructions.
	Download these instructions as a .ics file for your calendar application.
	Copy these instructions.

Right side menu

Layout

If you wish to change the layout of this meeting, select it here and click Change .

Automatic dialout

Displays system added to the meeting.

Scheduled secure meeting information

Left side menu

Connection

Secure meetings do not display any connection details; that is all handled by Mividas Identify.

Log

Moderators

Options	Description
ID	ID of this invite for troubleshooting purposes. It can also display an icon showing the status of the invitation: ( ) – The email has been successfully forwarded to your email relay. Hovering the icon displays the date and time it was sent. ( ) – There was an issue when the email was forwarded to your email relay. Hovering the icon displays any error message received from the email relay. No icon – No invitation sent, e.g., when using “Via another program”.
Name	Download details as a .ics file for your calendar application.
Mobile phone number	Displays the mobile phone number of the invited moderator, if any. Used only for SMS invitations and identifications.
E-mail	The email address of the invited moderator.
Enabled	The date and time when this meeting invitation was created.
Remove	Remove this invited moderator.
	Invite more – Invite more moderators to the meeting, using the same identification method as when you created the meeting. – Invite more moderators to the meeting, choosing another available identification method than when you created the meeting.

Participants

Options	Description
ID	ID of this invite for troubleshooting purposes. It can also display an icon showing the status of the invitation: ( ) – The email has been successfully forwarded to your email relay. Hovering the icon displays the date and time it was sent. ( ) – There was an issue when the email was forwarded to your email relay. Hovering the icon displays any error message received from the email relay. No icon – No invitation sent, e.g., when using “Via another program”.
Name	Download details as a .ics file for your calendar application.
Mobile phone number	Displays the mobile phone number of the invited participant, if any. Used only for SMS invitations and identifications.
E-mail	The email address of the invited participant.
Enabled	The date and time when this meeting invitation was created.
Remove	Remove this invited participant.
	Invite more – Invite more participants to the meeting, using the same identification method as when you created the meeting. – Invite more participants to the meeting, choosing another available identification method than when you created the meeting.

Agenda moderator

Options	Description
	Edit this agenda.
	Print this agenda.
	Download this agenda as a .ics file for your calendar application.
	Copy this agenda.

Agenda participants

Options	Description
	Edit this agenda.
	Print this agenda.
	Download this agenda as a .ics file for your calendar application.
	Copy this agenda.

Right side menu

Layout

If you wish to change the layout of this meeting, select it here and click Change .

Automatic dialout

Displays system added to the meeting.

Under you can modify the Mividas Meeting Portal’s functions and customize its branding, including the Outlook add-in.

Change password

Allows you to change the password of your currently logged-in account, or takes you to a page or site that explains how to do it.

Change time zone

Delegations

Delegations allow you to grant other users permission to manage your video meetings on your behalf. This is useful when assistants, colleagues, or team members need to schedule, change, or cancel meetings for you. The delegation system uses an invitation-based workflow with full audit tracking.

Historical delegations

Incoming request

If you have an incoming request to manage someone’s meetings, this will be shown at the top of the page:

Active delegations

Users with access to manage your meetings

List all users who have access to manage your meetings, including their full names and e-mail addresses. Click Remove to remove that user’s access.

Sent invitations

List all users to whom you have sent an invitation to manage your meetings, but they have not yet accepted the request, including their full names and e-mail addresses. Click Remove to remove that user’s invitation.

Add access

Option	Description
	Enter the name of the user you wish to serach for.
Search	Click to search.
User	Displays the full name and their ID in the video platform.
E-mail	Displays the email of the user.
Send invitation	Click to send an invitation to that user.

Delegation invitations

View your access

Global settings

Invitation

1. Requires activation of advanced invitations.

Automatic dialout

Demo mode

Theme settings

Theme settings control the logo, favicon, and colors used across the portal for this section. To meet WCAG accessibility requirements, the interface needs sufficient color contrast between text and its background. If you have not defined your own color set, click Set WCAG compliant colors to apply a WCAG-compliant color palette automatically before adjusting the individual colors below.

Custom logo

Color top navigation

Button and icon color

To save any changes made, click Save settings at the bottom.

Support settings

Support information

URL user portal

Download links

Test calls

To save any changes made, click Save settings at the bottom.

Meeting room settings

Settings

PINs

To save any changes made, click Save settings at the bottom.

Outlook addin

Installation instructions

For Office 365, use the direct link for central deployment: Integrated Apps

Watch instructions from microsoft for options on installation. There is the possibility of both testing locally on a single computer and central deployment.

If your administrator enabled Mividas Outlook addin, you’ll be able to access your manifest file below.

Menu-based selection in Outlook

Predetermined choice

Use the respective link below to activate only one type of booking.

To save any changes made, click Save settings at the bottom.

Settings

To save any changes made, click Save settings at the bottom.

Branding

To save any changes made, click Save settings at the bottom.

Backend admin

Takes you to the backend admin page.

To reach the support information available for users, click on Support in the top right corner.

To see what information you can put here and edit those settings, check Support settings.

The Backend admin is the superuser-only administration interface, accessed at /admin/. It exposes low-level configuration that may not be surfaced in the standard product interface.

• End user scheduling account
• Account delegate

  • Delegation requests
  • Delegations

• Applications
• Audit logs
• Authentication and authorization

  • Groups
  • Users

• AXES

  • Access attempts
  • Access failures

• Booking portal API keys
• Django OAuth toolkit

  • Access tokens
  • Refresh tokens

• Text content
• Meetings
• Meeting types
• Section
• Secure meeting

  • Secure meeting types
  • Secure meetings settings

• Webhooks

An end user scheduling account is automatically created the first time a user signs in to the Mividas Meeting Portal. This works the same for LDAP, SAML, and local users. The account holds the user’s scheduling identity: login name, display name, e-mail address, and personal preferences. Every meeting scheduled in the portal is connected to the organizer’s account.

List view

Edit an account

Click an account to open it. Most fields are read-only. They’re updated when the user signs in or changes their settings in the portal. Only User login and Ldap dn can be changed.

Delete accounts

To delete an account, open it and click Delete. To delete several at once, select them in the list and use the Delete selected end user scheduling accounts action.

These pages show who may schedule and see meetings on someone else’s behalf. Together, they cover the whole lifecycle: invitations that have been sent but not yet answered, and those that have been accepted and are currently in effect. Revoked delegations are retained for a set period, so the full history of who once had access is preserved.

• Delegation requests
• Delegations

Lists invitations in which one user has asked to manage another user’s meetings, and the other user has not yet responded. Shows who asked, who was asked, the status, and when it was created, confirmed, or withdrawn. This is the page to check when a user says a delegation invitation never arrived or was never accepted.

This page is read-only.

Lists the delegations that were accepted, who may currently schedule and see meetings on whose behalf. Revoking a delegation in the product does not erase the row; it records a removal time, so this page keeps the full history of who once had access.

This page is read-only.

The applications list each external system allowed to call the Mividas Meeting Portal’s API, with its owner, client type, optional allowed IP addresses, and the permission groups that cap what its tokens can do.

List view

Add or edit an application

When you add an application, Client id and Client secret are generated automatically. After you click Save, a message appears showing the client secret once. Copy it right away. When Hash client secret is enabled, the secret can’t be shown again.

Which scopes can be granted?

A token’s scopes are limited by the user for whom it is issued. For Authorization code and Resource owner password-based, this is the signed-in user. For Client credentials, the application owner (User) is the one. The available scopes are described under AUTHENTICATION AND AUTHORIZATION › Groups.

• By default, the user’s admin level decides. All users can get web, api:read, api:write and book_api:write. Users with Staff status can also get admin:read, and users with Superuser status can also get admin:write.
• If the application owner is a member of a group with the permission Use group scopes for API permissions (beta), the application’s tokens are limited to the scopes granted to the owner’s groups. If you change the group scopes, tokens that are already issued are also affected from their next request.
• The scopes book_admin_api:read, book_admin_api:write and secure_meeting_api:write are only available through group scopes.
• A Client credentials application must have an owner. Without an owner, no tokens can be issued.

Delete an application

Deleting an application also deletes all access tokens and refresh tokens issued for it. Integrations that use the application stop working immediately.

A read-only log of sign-ins, sign-outs, and changes made in Mividas Meeting Portal. This includes changes made in the web interface, via the Outlook add-in, the APIs, and the backend admin.

Entries are created automatically. They can’t be added, changed, or deleted.

What is logged

• Sign-ins, sign-outs, and failed sign-ins.
• All requests that create, change, or delete data, for example, scheduling, rescheduling, or canceling a meeting, sending invitations, or saving a record in the backend admin.
• When a user starts managing meetings on behalf of another user.

Ordinary page views and other read-only requests are generally not logged. Passwords and other sensitive values in the submitted data are redacted before they’re stored.

List view

View an entry

Click the date and time of an entry to see all details.

Manage user accounts and permission groups that grant web interface access and granular API rights.

This section contains the following settings pages:

• Groups
• Users

Manage groups of backend users. In the Mividas Meeting Portal, groups are used for two things:

• Group scopes (beta) – limit what the members of a group are allowed to do in the portal and in the APIs.
• Group mappings – add users to a group automatically when they sign in, based on their LDAP groups or SAML claims.

Add or edit a group

Group scopes

Group scopes are a public preview (beta) of scoped user permissions.

By default, a user’s admin level decides what they can do. All users can use the web interface and read and write their own data. Users with Staff status also get read access to admin settings, and users with Superuser status also get write access.

To limit a user, turn on scoped permissions for them. Then the user’s permissions are limited to the scopes granted to all of their groups together.

To turn on scoped permissions for a user:

1. Add the scopes the users need to one or more groups.
2. Grant the Use group scopes for API permissions (beta) permission to one of the user groups.
3. Add the users to the groups.

Group scopes also limit the tokens of OAuth applications owned by users with scoped permissions, see API_KEY › Applications.

Group mappings

Group mappings automatically add users to the group when they sign in via LDAP or SAML.

Manage local users and users created through external identity providers (LDAP/SAML). The user’s admin level decides what the user is allowed to do in the Mividas Meeting Portal and in the backend admin.

List view

Add a local user

When you add a local user, start by entering a Username, a Password and a Password confirmation. Then click Save and continue editing at the bottom of the page to stay on the page. After the user is added, more options become available, see Edit a user.

Edit a user

Generate OAuth2 tokens

Superusers can create an OAuth access token for a user directly, for example, to test an API integration. Click Generate OAuth2 Tokens at the bottom of the user’s page.

Click Generate Tokens. The access token and the refresh token are shown one time in a message, in the format <access token> / <refresh token>. The access token is valid for one hour. Token generation is recorded in the audit log, and the tokens are listed under DJANGO OAUTH TOOLKIT › Access tokens and Refresh tokens.

Delete a user

To delete a user, open the user and click Delete, or select users in the list and use the Delete selected users action.

Read-only login-security logs from the Axes brute-force-protection module.

This section contains the following settings pages:

• Access attempts
• Access failures

A log of failed sign-in attempts, recorded by the Axes brute-force protection module. It shows the username, IP address, user agent, and time. Entries are created automatically and can’t be added here.

How the brute-force protection works

All sign-ins that require a username and password are protected for both LDAP and local users. This covers the Meeting Portal and the backend admin. Failed attempts are counted per IP address. After 10 failed attempts, sign-in from that IP address is locked for 5 minutes. The lockout ends automatically after this time.

To unlock an IP address immediately, delete its access attempt entry.

List view

View an access attempt

Click an entry to see all details. All fields are read-only.

Delete access attempts

To reset the counter and remove a lockout, open the entry and click Delete. To delete multiple entries, select them in the list and use the Delete selected access attempts action.

A read-only log of individual failed sign-in attempts, recorded by the Axes brute-force protection module. Entries are created automatically and can’t be added here.

List view

View an access failure

Click an entry to see all details. All fields are read-only.

Deleting entries from this log doesn’t remove a lockout. To unlock an IP address, delete its entry under AXES › Access attempts.

Manage the API keys for the Mividas Meeting Portal admin scheduling API. Integrations such as a calendar or scheduling system use this API to schedule and manage meetings for any user.

Use an API key

Send the key in the X-Mividas-Token HTTP header with every request to the admin scheduling API under https://<portal-fqdn>/api/admin/.

X-Mividas-Token: <api key>

An API key gives full access to the admin scheduling API. Store it securely and only give it to trusted systems. As an alternative to API keys, you can use an OAuth application with the scopes book_admin_api:read or book_admin_api:write, see API_KEY › Applications.

List view

Add or edit an API key

After you save a new key, a message displays the complete key once. Copy it right away, because the page only shows a masked preview afterward. The key is stored encrypted.

Revoke an API key

To stop a key from working, open it and enter (-) in Update key, then click Save. You can also delete the key. To delete multiple keys, select them in the list and use the “Delete selected booking portal API keys” action. Systems that use a revoked or deleted key can’t access the API anymore.

View and revoke the OAuth 2.0 tokens issued to the applications under API_KEY › Applications. Tokens are created automatically when an application signs in via the OAuth endpoints or when Generate OAuth2 Tokens is selected on a user’s page.

This section contains the following settings pages:

• Access tokens
• Refresh tokens

View, and revoke OAuth 2.0 access tokens.

Tokens are normally created by the OAuth token endpoint (https://<portal-fqdn>/oauth/token/). To create a token manually, use Generate OAuth2 Tokens on the user’s page under AUTHENTICATION AND AUTHORIZATION › Users, instead of adding it here.

List view

Add or edit an access token

Revoke access tokens

To revoke a token immediately, open it and click Delete. To revoke multiple tokens, select them in the list and use the Delete selected access tokens action. Clients that use a deleted token must obtain a new one. If they still have a valid refresh token, they can use it to get a new access token. To stop that, also delete the refresh token under DJANGO OAUTH TOOLKIT › Refresh tokens.

View and revoke the OAuth 2.0 refresh tokens that have been issued for the applications under API_KEY › Applications. A client uses a refresh token to get a new access token when the old one has expired, without signing in again.

Refresh tokens are created together with access tokens by the OAuth token endpoint or by Generate OAuth2 Tokens on a user’s page. Don’t add refresh tokens manually.

List view

Edit a refresh token

Revoke refresh tokens

To revoke a refresh token, do one of the following:

• Open the token, set Revoked to the current date and time, and click Save. The token is kept but can’t be used anymore.
• Open the token and click Delete, or select tokens in the list and use the Delete selected refresh tokens action. The tokens are removed permanently.

Revoking a refresh token doesn’t affect an access token that has already been issued. Delete the access token under DJANGO OAUTH TOOLKIT › Access tokens to revoke it immediately.

Edit the texts shown on pages in the Mividas Meeting Portal and used in emails and SMS messages.

List view

Edit a text

Select a language tab at the top of the form to edit the text in that language. If a text hasn’t been translated into the user’s language, it is shown in the installation’s default language.

Texts on portal pages

Texts in e-mail and SMS messages

You can use placeholders, written within curly brackets. They’re replaced with the actual values when the message is sent. Unless stated otherwise, you can also use {system_title} (the name of the portal) and {base_url} (the address of the portal).

Other texts

These texts may also be in the list:

A read-only list of all meetings scheduled in the Mividas Meeting Portal. This includes meetings scheduled in the web interface, the Outlook add-in, and the APIs. From the list, you can resend meeting invitations.

List view

Actions

Select one or more meetings in the list, choose an action in the Action menu and click Go.

View a meeting

Click a meeting to see all details. All fields are read-only.

Below the meeting details, related information is shown:

Configure the meeting types users can choose from when scheduling a meeting in the Mividas Meeting Portal. Each enabled meeting type is shown as a booking button on the start page. The meeting type controls the scheduling form, the invitation steps, and how the meeting is sent to Mividas Core.

Secure meeting types have their own page, see SECURE_MEETING › Secure meeting types.

Built-in meeting types

The built-in meeting types are created automatically; they vary depending on your license. You can change their settings, but you can’t remove them permanently. A deleted built-in meeting type is created again with its default settings. To hide one, uncheck Enable instead.

List view

Add or edit a meeting type

Select a language tab at the top of the form to edit the texts in that language. The fields marked as translatable below have one value per language. Changes take effect in the portal within about ten seconds.

At the bottom of the page, Save as new creates a copy of the meeting type with your changes. The original isn’t changed. Only the texts in the selected language tab are copied, so add the translations for the other languages to the copy afterward.

Moderator PIN options

Available icons

Only the icons included in the portal can be shown, for example: calendar-alt (default), calendar-check, video, desktop, chalkboard-teacher, comments, door-closed, globe, building, phone, laptop-medical, notes-medical, shield-alt, lock, user, user-cog, address-card, star, rss and th-large.

Advanced settings

The Advanced settings field contains settings for the meeting type in JSON format. For the built-in meeting types, it’s automatically filled with settings that differ from the standard. Only change the settings you need, and keep the rest. If a setting here also has its own field in the form, the value in Advanced settings is used.

Example:

{
    "enable_recurring": false,
    "hide_advanced": true,
    "layout": "speakerOnly",
    "pin_length": 6
}

Commonly used settings:

Configure sections in Mividas Meeting Portal. Sections appear as tabs on the start page and are required for the white-glove option.

List view

Add or edit a section