Sangoma Meet - User Guide
Table of Contents
- 1 Overview
- 2 How to access Sangoma Meet
- 3 How to join an existing meeting
- 4 How to schedule a meeting
- 5 Available actions while in a meeting
- 6 Other Meet Actions
Overview
Sangoma Meet delivers video conferencing & collaboration, securely, from anywhere, on virtually any device. This article describes how to access and use the Sangoma Meet application.
For instructions on how to install the desktop or mobile app, visit this page.
How to access Sangoma Meet
Note: You may need to allow Sangoma Meet to access your device’s audio and video to join a call.
Browser
Go to meet.sangoma.com in your browser.
Click the LOGIN or SIGN UP button in the top right corner of the page and follow the instructions below.
Desktop or Mobile app.
Open the Sangoma Meet App. on your device.
Click the LOGIN or SIGN UP button in the top right corner of the page and follow the instructions below.
TeamHub
Open the TeamHub app and login.
Click Meet in the left side menu.
How to log into Sangoma Meet
① Business Voice and Fonality Users
② Free Version
③ Switchvox Cloud Users Note: Sangoma meet is only available on the Switchvox Cloud platform.
④ CommUnity Users
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How to join an existing meeting
Click the invite link provided by the meeting host in a calendar or email invitation, and follow the on-screen instructions.
Alternatively, access the Sangoma Meet app.
Click the Join a meeting button on the left side of the page.
On the mobile app, click the Join button at the bottom of the page.
Enter the Meeting ID and Passcode provided by the meeting host.
Click Join.
You will then join the meeting or lobby room, if the host enables the lobby room.
How to schedule a meeting
From the Meet homepage.
Access Sangoma Meet app.
Click the Schedule a Meeting button.
Copy the meeting link and send it to the participants.
From the Google Calendar
Install Google Calendar Plugin.
If you haven't installed the Sangoma Meet extension/add-ins for Google Calendar, follow these instructions.
Access Sangoma Meet.
At the bottom of the page, click on Add to Google Calendar as shown below.
You will be prompted to add the Sangoma Meet extension to Chrome.
Click on the Add to Chrome button.
Schedule a meeting with Google Calendar
Open the Google Calendar.
While scheduling a meeting, click the Add New Sangoma Meet button as shown below.
Note: If the Add New Sangoma Meet button does not appear, then the Sangoma Meet Chrome Extension has been disabled. Reference the Sangoma Meet - Troubleshooting Meet guide to correct this issue.
From the Outlook Calendar
Sangoma Meet has an extension/add-in for Outlook users.
How to install the Outlook Calendar Plugin
For instructions on how to install the Outlook add-in, reference this page.
Schedule a meeting with the Outlook Calendar
Schedule a new Meeting in Outlook.
In the Appointment/Event screen, you will see the "Sangoma Meet" option in the menu bar at the top.
Click on Sangoma Meet, and the settings will open:
Click the + ADD MEETING button to create a new meeting URL for this event/appointment.
The location of this meeting will be updated automatically.
Once the Appointment is saved, all participants can see the meeting details.
Available actions while in a meeting
Meeting Controls
① - Mute and Unmute the Microphone.
② - Turn the device's camera on and off.
③ - Start or Stop Transcriptions.
④ - Start recording the meeting.
⑤ - Share or Unshare your screen.
⑥ - Open or Close the meeting Chat box.
⑦ - Raise your hand to be recognized during a meeting.
⑧ - Display or hide participants.
⑨ - Opens the More Actions menu.
⑩ - Push to leave the meeting.
Full Screen mode
In the meeting controls toolbar, click the 3 dots ( … ) icon.
Select the Full screen mode or the Exit full screen mode option.
How to Manage Meeting Transcription
Only a meeting moderator can turn on the Transcription service.
How to Start or Stop Meeting Transcription
While in a meeting.
Click the Transcription (
) icon to start or stop transcription.
All meeting participants will be notified that transcription has been turned on.
How to access the Meet Transcription Settings.
Click the up arrow next to the Transcription icon.
How to turn On or Off Transcription Captions
Note: Transcriptions must be turned on to turn on Transcription Caption.
Access the Meet Transcription Settings.
Select Show captions.
How to adjust the Transcription Caption Setting.
Access the Meet Transcription Settings.
Select Caption Settings.
How to turn on Full Transcription View
Full Transcription View is available to each signed-in participant once the moderator has turned on transcriptions. This feature is not available to guest participants.
Access the Meet Transcription Settings.
Select “View full transcript”.
The transcription will be displayed on the left side of the meeting.
Note: Repeating the above step will close the transcription view.Click the X icon to close the Transcription View.
How to download the meeting transcription
Note: The transcription will be downloaded as a CSV file.
Turn on Full Transcription View.
Click the Download icon.
How to record meetings
The host or moderator must record the meeting or grant a participant the ability to record a meeting.
Recording process
Join the meeting → Start the recording → End the recording → Download the recording → Delete the recording → End the meeting.
Start a Recording
Join the meeting.
In the meeting controls toolbar, click the Record button.
To begin recording the meeting, click the Start Recording button in the Local Recording Controls pop-up.
Click Close to hide the recordings panel.
End a recording
Users initiating a video recording will need to manually download the recording through the local recording controls by clicking the “REC” button from the bottom toolbar. Previously, downloads were automatic. This update ensures recordings are not lost in case of a window crash or if the meeting is closed abruptly.
Any previous recordings must first be deleted to start a new video recording, even in a different meeting.
In the meeting controls toolbar, click the Record button.
To stop recording the meeting, click the Stop Recording button in the Local Recording Controls pop-up.
Click the Download button to save the recording.
The recording is saved as a WebM file
Once the download is complete, you can delete the current recording.
When the screen share opens, click on the annotation icon in the toolbar.
The annotation menu will appear on the screen with the following options:
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Note: The web browser user can only annotate in self-window mode in Sangoma Meet (Users cannot annotate on the shared screen/window).
From the desktop application:
The desktop application has additional functionality that includes the ability for users to annotate on the shared screen, as well as in self-window mode.
When the screen is shared from the desktop application, the floating annotation toolbar will appear.
Note: When using the Sangoma Meet desktop application, green arrows frame the shared portion of the screen.
Make annotations as necessary. They will disappear after 5 -10 seconds.
Note: The color selected from the palette will display as the button color on the toolbar.
If necessary, click the "Save Screenshot" icon on the annotation menu to download the screenshot.
How to use Virtual Backgrounds in Sangoma Meet
Note: Sangoma Meet will remember your virtual background selection, so if you choose a background, it will be used in your next meeting unless you change it.
Set a Virtual Background Before the Meeting
Start or Join a meeting.
On the Pre-join screen, click the select background icon below the Join meeting button.
Select one of the options.
Click the APPLY button.
Set a Virtual Background During the meeting
While in a meeting room:
In the meeting controls toolbar, click the 3 dots ( … ) icon.
Click on the Select background setting.
Select the desired background.
Click the APPLY button.
How to use the Remote Desktop in Sangoma Meet
Note: Remote Desktop Control is supported only while using the Desktop app for macOS or Windows devices.
The Remote Desktop Control enables in-meeting participants to control another participant's desktop. Follow the steps below to learn more:
Within a live meeting
Select the user profile you wish to remote desktop into.
Click on the 3 dots ( ⋮ ) icon.
Select the Start/Stop Remote option from the menu.
The user you are trying to remote desktop into will receive a notification to grant remote access.
Once the user clicks the Allow button, they will be asked to share either an application screen or their entire desktop screen.
Once the user has allowed access, you will immediately have control of their desktop via keyboard and mouse control.
Other Meet Actions
How to assign a co-moderator to a meeting
Assign a co-moderator using Google or Outlook calendars
To assign a co-moderator to the meeting while scheduling the meeting from Google Calendar and Outlook Calendar.
Schedule or Edit a meeting using the Google or Outlook calendar.
Add the Sangoma Meet to the meeting.
After adding the Sangoma Meet to the meeting, click on the settings ( ❁ ) icon as shown below (from Google Calendar).
Select “Co-host control” from the Left side menu.
Click Include co-hosts to turn on or off the co-hosts option.
Enter the email IDs of the users you want to make co-moderators.
Click the Save button at the bottom right side of the page.
Assign a co-moderator while in a meeting
Join the meeting as a moderator.
Click the participants icon in the meeting controls toolbar.
Hover over the desired participant and click the 3 dots ( … ) icon.
Select Grant Moderator from the menu.
Assign multiple co-moderators while in a meeting
Click the 3 dots ( … ) icon in the Meeting toolbar.
Select Personal Meetings from the menu.
Scroll to the bottom of the page and click on ADDITIONAL SETTINGS.
Select the “Host Options” tab at the top of the page.
Click Include co-hosts to turn on or off the co-hosts option.
Enter the email IDs of the users you want to make co-moderators.
How to Set Up a Default Meeting ID in Sangoma Meet?
Paid users can set up any personal meeting ID as the default Meeting ID. To set up a default meeting ID, follow these steps:
Access Sangoma Meet.
Click on the settings ( ❁ ) icon in the top right corner.
Select Personal Meeting ID in the left side menu.
Create a Personal Meeting ID by following the on-screen instructions.
Enable the Default Meeting ID toggle as shown in the picture below.
How to change the meeting passcode
All meeting URLs are automatically generated using a random passcode for maximum security. You will need to be the meeting moderator (host) to be able to edit or remove a meeting passcode.
When scheduling the meeting:
From the Sangoma Meet landing page, click on "Schedule a Meeting".
When the pop-up window is displayed, click on the pencil ( 🖉 ) icon next to the "Passcode" field.
Edit the passcode.
Note: The supported characters for a passcode are 0-9, a-z, and A-Z.
To remove the passcode, click on the trash can (🗑) icon close to the passcode field.
When in a live meeting:
Click on the More Actions( …) icon at the bottom of the page.
Click on Security Option
In the pop-up window, click on the pencil ( 🖉 ) icon next to the passcode field to edit the passcode.
Click on the check mark ( ✓ ) icon to save the passcode.
Note: The supported characters for a passcode are 0-9, a-z, and A-Z.
To remove the passcode, click the trash can (🗑) icon next to the passcode field.
How to create a custom message for the Lobby Room
Now, paid users can create custom messages for participants waiting in the Lobby Room.
To create a custom message for the personal meeting room, follow these steps:
Access Sangoma Meet.
Click on the settings ( ❁ ) icon in the top right corner.
Select Personal Meeting ID in the left side menu.
Create a Personal Meeting ID by following the on-screen instructions.
Scroll down to see the Lobby Room box as shown in the picture below.
Create a custom message for the participants waiting in the Lobby Room.
