Schedule Video Meetings Using Mividas Meeting Portal

Mividas Meeting Portal is our product for scheduling various types of video meetings directly from the end user’s web browser. This can be done via computer, tablet, or mobile phone. In this manual, we will walk you through the necessary steps to schedule a simple video meeting.

The types of video meetings available for booking via the meeting portal depend on what has been enabled based on your organization’s needs.

Log In

The first step is simply to log in to the meeting portal. You do this by entering the URL of the meeting portal in your browser, which will lead you to the login screen shown below.

Here, you enter your username and password and click “Log In” to proceed. The meeting portal also supports SSO (Single Sign-On), which will be used if it is enabled.

Dashboard

After logging in, you will first be presented with the meeting portal’s dashboard. This is where you can easily book different types of video meetings and get an overview of both your ongoing and past meetings.

  1. Booking – Book video meetings or test a video meeting on your device.
  2. Upcoming, ongoing and previous Meetings – At the bottom, you’ll find a list of all your previous video meetings as well as upcoming and ongoing meetings.
  3. Navigation – Navigate the portal using the top-right menu, where you will also find support information and your static meeting rooms (if any available).
  4. Ongoing Meetings – If you have any ongoing video meetings, they will be listed here in the upper-right sidebar.
  5. Scheduled Meetings – View all your scheduled video meetings, which will also appear in your calendar.

Schedule a Video Meeting

On the meeting portal’s dashboard, you will see an overview of all the available meeting types for booking. These may vary depending on what has been enabled based on your organization’s needs.

  • Select Meeting Type – To schedule a new video meeting, choose the type of meeting and click “Schedule.” In this example, we will book a standard video meeting.

Scheduling Dialog Step 1

After clicking “Schedule,” the booking dialog will open. The first step is to enter basic information about your upcoming video meeting.

  1. Title – Enter the meeting title, which will be used in the meeting invitation sent to participants.
  2. Date and Time – Specify the date for your meeting and the start and end time. Recurring meetings is also supported, which is activated by clicking the “Recurring” button.
  3. Screen Layout – Choose the layout that will apply to all participants joining the meeting.
  4. PIN Code – You have the option to protect your meeting with a 4-digit PIN code, which participants must enter before joining, as well as an PIN code for moderators.
  5. Proceed – Once satisfied with the settings, click “Proceed” to go to the next step.

Scheduling Dialog Step 2

The next step in the scheduling process is to invite moderators to your meeting (note that this step is only available if a moderator PIN code was specified in the previous step). You will also see the invitation message that will be sent. This step can be skipped if you want to invite moderators at a later time.

  1. Email Addresses – Enter the email addresses of the moderators you wish to invite to your video meeting.
  2. Subject – Specify the subject of the invitation, which will appear in the moderators’ inbox.
  3. Message – Here, a default invitation message is displayed, which you can customize as needed.
  4. Invite – Click here to invite the moderators whose email addresses you have entered.
  5. Skip – You can also skip this step if you prefer to invite moderators at a later time.

Scheduling Dialog Step 3

The next step is to invite participants to your meeting. You will also see the invitation message that will be sent. This step can be skipped if you want to invite participants later.

  1. Email Addresses – Enter the email addresses of the participants you wish to invite to your video meeting.
  2. Subject – Specify the subject of the invitation, which will appear in the participants’ inbox.
  3. Message – Here, a default invitation message is displayed, which you can customize as needed.
  4. Invite – Click here to invite the participants whose email addresses you have entered.
  5. Skip – You can also skip this step if you prefer to invite participants at a later time.

Scheduling Dialog Step 4

In the final step of your booking, you have the option to add video conferencing systems that will be automatically called when your meeting starts. You can skip this step if you do not need automatic dialing or if you prefer to add addresses later.

  1. Enter Addresses – Enter the addresses of the video conferencing systems you want to be automatically dialed when your meeting begins.
  2. Tabs – Choose to add addresses from the current catalog or from your saved history.
  3. Add – Click here to add the addresses you’ve entered to the video conferencing system.
  4. Skip – This step is optional and can be skipped if you want to add video conferencing systems later.

Scheduling Complete!

Once the booking steps are complete, your virtual meeting room is created, and you will be redirected to an overview of your scheduled video meeting. Here, you can manage the meeting yourself, such as adding participants or sending instructions on how to join. You can also cancel the meeting.

  1. Tabs – Use these to navigate through your meeting options. The available options depend on the meeting type you selected when creating the video meeting. In this example, for a simple video meeting, you can navigate between the following options:
    • Connection – Shows the connection details for the video meeting.
    • Moderators – A list of invited moderators with option to invite more if needed.
    • Participants – A list of invited participants with option to invite more if needed.
    • Modarator instructions – Displays the moderator meeting instructions for joining the video meeting.
    • Instructions – Displays the participant meeting instructions for joining the video meeting.
  2. Connection – Shows connection details, including methods for joining and a link to add the meeting to your calendar.
  3. Join via Browser – A shortcut to quickly join the video meeting through your web browser.
  4. Layout – Change the type of layout displayed to participants who join the video meeting. This does not apply to participants joining via the web client.
  5. Automatic Dialing – If you added video conferencing systems for automatic dialing, they will be listed here. You also have the option to add more systems by clicking the plus sign.
  6. Reschedule/Cancel – Here, you can reschedule or cancel your video meeting.

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