Web Meeting Help

Please see below instructions and tips for using the Solgari Web Meeting service.

  • Functionalities Available

    The functionalities available are shown on the top of the screen. If the Organizer has not given the relevant access for Attendees, only the “React” option is available. Functionalities available for Organizer, or an Attendee with Moderator access, are;

    • Invite
      Allows you to invite more people to an ongoing meeting.
    • Share PDF
      You can share pre-uploaded PDFs during a meeting. If you prefer not to share your screen, this provides a way around that.
    • Share Screen
      Share full screen or a specific program with the meeting Attendees. This functionality requires the Solgari Web Meeting Chrome Extension to be installed.
    • Polling
      Allows you to create questionnaires for meetings, these can be created beforehand and used in any web meeting afterwards.
    • React
      Useful functionality for webinars. For example, attendees can inform the leader that they have a question without interrupting the webinar by using the React options. This is available for all users at all times.
    • Recording
      Either the Organizer or an Attendee with Moderator access, can record a meeting by clicking on the ‘Start REC’. A link to the recording is sent to the meeting Organizer after the meeting has ended and the video is downloadable for seven days as long as the meeting itself is not deleted from the portal. Recordings are not downloadable if the meeting in question has been deleted.

    Web meeting functionalities

  • Managing Attendee Access

    The Attendees are listed on the right side of the screen. The icons next to the names show the status of the users video, audio, chat and moderator access (shield icon). Attendees access to these settings is specified by the meeting Organizer when the meeting is created.

    Organizer has control over all Attendees’ media access and can turn these on and off as needed, as well as provide Moderator access. Moderators have the same control over the meeting as the Organizer.

     

    Media access

     

  • Solgari Web Meeting Chrome Extension

    When Solgari Web Meeting is opened for the first time, Chrome will ask to install the Solgari Web Meeting Extension. This extension is only needed if the Screen Share functionality is needed.

    Chrome extension

  • Audio and Video Settings

    First time users need to allow access to their Microphone and Camera when logging into a meeting, Chrome will prompt for this. After logging into the meeting, users can check the Microphone and Camera used by clicking on the camera icon on the right side of the address bar.

     

    On this window;
    “Continue allowing..” should be selected and the correct microphone and camera.

    If any changes are made to these settings, after clicking on “Done”, the user needs to log out from the meeting and log in again for the changes to take effect.

  • Creating a New Web Meeting

    To create a Web Meeting, access is required to the Solgari Web Meeting Portal. If you are unsure of the link or logins, please contact your IT support or Solgari Admin.

    Click on “Create Meeting” button on the top of the screen and fill in the fields as shown below. When adding in new attendees remember to click on the plus icon, otherwise the attendees won’t be included

    createwebmeeting

    Once the basic details of the meeting are filled in, the Meeting options should be checked.

    Under the options you can;

    • Determine the level of access for the meeting Attendees
    • Bandwidth used for video, the higher the better
    • If any documents need to be shared from the start of the meeting

    The “Participant actions” section controls what the Attendees can do during the meeting.

    Audio / Video / Chat controls are applied to all Attendees when they first login to the meeting.

    If “Allow participant control” is ticked, attendees can change these after they’ve logged in. If the box is not ticked, the attendees cannot change the settings done here.

    “Everyone is a Moderator” gives all Attendees the same rights over the meeting as the organizer has.

    Once everything is set as needed, click on the “Create meeting” button to send out the invite emails.

    webmeetingoptions

  • 'Connection to server failed' or 'Web router failed' error received

    If you receive ‘Connection to server failed’ or ‘Web router failed’ message when trying to log in to Webmeeting, please follow the below steps;

    1. Log out of Webmeeting
    2. In Chrome, press CTRL+SHIFT+DELETE
      (or alternatively navigate to Menu > more tools > clear browsing data)
    3. Select the two tick boxes Cached files and data & Cookies and other site data and set the timeline to The beginning of time
    4. Click Clear browsing data, please note that this can take a little while if history has not been emptied in some time
    5. Try logging into Webmeeting again

    If it still does not work, clear browsing history and hosted app data and media licences as well and try again

  • 'Your webcam is not working. Video cannot work.' error received

    If you received the below error when logging into the meeting, please follow the below steps to fix the issue

    1. Close Chrome completely and open the meeting again
    2. If issue continues, reboot your computer
    3. If issue continues, confirm that all relevant applications are up to date (camera drivers and Chrome)

  • Support for Web Meeting

    In case of issues or unexpected behaviour;

    • If you are an attendee to a Solgari Web Meeting, please contact the meeting organizer who can log a ticket with Solgari if and when needed.
    • If you are the meeting Organizers, please log a ticket with Solgari through the Support Site.