Conference management

Inviting users to the conference

You can add participants from your address book right when creating a conference as it is described in the corresponding section.

Moreover, if you are the moderator of an ongoing conference, you can invite participants to join it. There are three options to do so.

1. Go to the list of participants using the button and click Add participants.

2. If you call any user during a conference, this user will be invited to join your current conference.

3. If you are the conference owner or have operator rights, you can go to the real-time meeting management section, open the context menu (a), navigate to Participant List(b), and invite users by clicking the button which is on the right side of the search bar (c).

The participants, who have not joined the conference, will be displayed in the separate Unconnected group. You will be able to re-invite them (a) or remove (b) any of them from the meeting by selecting the corresponding option in the context menu; to open the menu right-click on a participant:

You can also clear the entire list at once by using the corresponding option in the menu which can be opened by clicking the button:

Inviting a user group to the conference

To add a user group to a conference, go to the group list display mode and click Invite to conference in the group context menu. You will enter the conference creation menu.

In the same way, you can invite the group to an active video meeting if you are the meeting moderator.

To add a new participant or group without leaving the conference window, you need to go to the list of conference participants and click Add participants.

User group actions

Click on the button to select the required action over conference participants.

The same button is available for the list of users who did not join the conference. It will allow you to re-invite all them to the meeting.

You can also select the participants to whom an action should be applied. To select a participant, right-click on this user’s avatar in the list.

You can use the button to sort participants by these criteria:

1. Alphabetically. There are two options: ascending order (A-Z) and descending order (Z-A).

2. By role. The conference owner is displayed first, followed by appointed moderators and ultimately by users without a role (attendees).

3. By position in the layout. In this case, the order of participants in the list will be linked to the position of their video windows. If the window position changes, the participant will be moved in the list.

4. By microphone status. In this case, the participants, whose microphone is unmuted, will be displayed above others. Each sub-group will be sorted alphabetically.

Additionally, you can check the Track participant activities box. In this case, participants, who are performing certain actions (e.g., speak or share content) will be displayed above others.

Disconnecting participants

The moderator can disconnect a participant or another moderator during a meeting (removing the conference owner is unavailable). To this end, right click on the user name and select Disconnect participant in the list of conference participants (don't forget to go to the list of participants rather than the address book).

You will need to confirm the removal of a participant by clicking on the corresponding button. Please note that if you have marked the Do not allow to rejoin box, the user will be unable to join this meeting later.

Appointing a single speaker

During a conference you can appoint a conference participant as a single speaker. To do it, right-click on this user in the list of participant and select the Mute all but [name] option in the context menu; here [name] is the name of the selected participant.

This command will unmute the microphone of the selected participant, while other participants’ microphones will be muted.

Conference analytics

The conference owner can check detailed information about participants and their activity during the event. To do it, you will need to:

1. Click on the button in the application menu to access the Conferences section.

2. Select the list of conferences depending their start mode: Scheduled conferences or Virtual rooms.

3. Click on the conference for which you want to check the analytics.

4. Click on the Analytics button in the conference card.

   

5. In the analytics section, you will be able to check the following data:

   • Information about participants

   • Connection history

   • Messages sent to the common chat.

It is also possible to search within these data and apply filters. If necessary, any list can be saved to a csv file. To do it, click on the button.

Managing participants' AV devices

During a conference a moderator can control participants’ audio and video devices. To do it, take these steps:

1. Click on the in the upper right corner of the conference window.

2. You will open the list of participants. Right-click on the selected user.

3. The context menu will include multiple options for controlling the participant’s devices.

   

It is also possible to control the devices of all participants. Click on the button in the upper right corner of the list and select the required option in the context menu:

It is also possible to fine-tune participants’ devices (select the appropriate camera or microphone or control the microphone gain). To do it, go to the real-time meeting management section and follow the steps described in TrueConf Server user guide.

Management of conference participants’ desktop sharing

A moderator can also end screen sharing by other participants at any time. To do it, the moderator has to right-click on the window with the shared content and select the End content sharing option.

The participant whose content sharing was ended will receive the notification "The moderator has ended the broadcast of your content".

Changing the conference PIN and ID on the fly

During a conference, a moderator can change its PIN and ID (unique identifier). This precaution be useful to further secure the conference against unauthorized access when all invited participants have already joined the conference. One can do it in two ways: First:

1. Go to the real-time meeting management.

2. Click on the button .

3. Select the required option and specify the new PIN or ID. It is possible to automatically generate a PIN and set a new one if it was not specified before. Additionally, you can delete the PIN.

The owner can change the PIN of a conference even without joining it (without being included in the list of participants). The corresponding option will be available in the conference card when selecting this event in the list of meetings either in the client application scheduler or in the personal area.

Second:

1. During a conference, click Conference settings .

2. Click the Edit button in the pop-up window.

3. Enter new information and click Save.

Extending a conference

If the option to extend the conference was enabled when scheduling, all moderators will be able to increase the duration of the event. This can be done in two ways through real-time meeting management:

1. Click the button in the upper right corner and select the Extend conference time option.

2. If you activated the notification about the upcoming conference end (check the corresponding box), an alert with the Extend button will be displayed at the bottom of the control window.

Locking the conference

A moderator can lock the conference for new participants at any moment. This meeting will be unavailable to new participants either temporarily until it is unlocked or up to its ending.

You can lock a meeting in one of these ways:

• Select an ongoing conference in the scheduler and click on the Lock conference button in the conference card

• Go to the real-time meeting management section, click on the button and select Lock conference.

When a conference is locked

• it can be joined by:

  • moderators (including the owner)

  • operators

  • users who will be explicitly added by the moderator (including those users who were invited to the meeting, but did not join it).

• it cannot be joined by:

  • authorized server users who were not explicitly added to the list of participants after the conference was locked

  • users who were added to the list of invited participants before the conference started, but did not connect before the conference was locked

  • guests (in case of a public conference).

Each time when a conference ends, its access status is automatically set to the default value unlocked.

You can make a conference accessible to new participants in the same section where the conference was locked. Select the option Unlock conference in the conference card.

Ending the conference

If you are the conference moderator, when you leave the conference (by pressing ) you will be asked whether you want to leave the conference or end the conference for all participants.

If you choose Leave (without ending it for everyone), you can re-join it in the following ways:

• Call its ID or join URL

• If you are the owner, you will only need to create a new conference. The application will automatically redirect you to the conference where you are the owner (if at least one participant still remains in the meeting).