The OE Desktop App. Meetings Overview

Description: The Ooma Enterprise Desktop App offers users a platform to organize video meetings.  

Upon clicking on the Meetings icon located in the Left-Hand Vertical Menu Bar of the OE Desktop App, the user interface of the Meetings Module will be displayed in the Main Space of the app.  

The meetings are categorized into three tabs for easy navigation: 

• Scheduled tab: for upcoming meetings.  
• Recent tab: for past meetings. 
• Rooms tab: for personal meeting spaces. 

In case there are multiple meetings in a list, they will be arranged in chronological order. 

If a meeting has been recorded, you will notice the REC badge displayed next to its name. 

When you select a meeting from any of the tabs, its detailed information will be displayed in the Description Window. 

• Description Window: the primary function of this window is to display details of the selected meeting or meeting room. 

The contents of the Description Window will vary slightly depending on the selected meeting's tab and its creator, whether it's you or someone else. 

• The Scheduled Tab: upon selecting any meeting from the Scheduled Tab, you will be presented with some data regarding the meeting, as well as three action buttons. 

The Action Buttons of the Description Window: 

• Join: by clicking on this button, you can start the selected meeting. 

Regardless of whether the selected meeting is scheduled for a future date, you can start it at any time by clicking on the "Join" button. 

Once you have provided a name in the "Display Name" field and enabled or disabled your microphone and camera options upon entry, you can start a call in the Meeting Window as a host by selecting the "Start meeting as host" button or return by clicking on the "Back" button. 

The description of the Meeting Window interface during a meeting will be provided at the very end of this article. 

• Edit: after clicking on this button, a new pop-up window will be displayed. 

It allows you to modify or set certain details of the selected meeting. 

• Add to Calendar: upon clicking on this button, a new pop-up window, resembling the "Edit" window, will appear.  

The main difference between these forms is in the last field.  

After clicking on this field, a dropdown menu will be displayed, presenting all the available options for saving the selected meeting in a third-party Calendar application. 

• Show Invite: once you click on this button, a new pop-up window will appear, presenting the invitation details of the chosen meeting 

You can copy them to your clipboard by selecting the "Copy Invite" button. 

• Delete: to delete the selected meeting, simply click on the "Delete" button, and then confirm the action in the pop-up menu. 

• The Recent Tab: when you choose any meeting from the Recent Tab, you will be provided with certain information about the meeting you recently attended, which is divided into three subtabs. 

• Info Subtab: here you can find the same details that were configured during the creation of the selected meeting. 
• Recordings Subtab: if a recording of the selected meeting was made, you can access it from this subtab. 

You can either play, download, or delete a recording.

If there were multiple meetings with the same name, the Recordings Subtab interface will feature an extra field. This enables you to select a specific date and access the recording from that day. 

It is important to note that all recordings are stored for a period of 90 days. To prevent loss of data, make sure to download them in a timely manner. 

• Attendance Log Subtab: this subtab stores information about your attendance at the chosen meeting. 

If there were multiple meetings with the same name, the Attendance Log Subtab interface will feature an extra field. This enables you to select a specific date and access the Attendance Log from that day. 

• The Rooms Tab: you can find a list of meeting rooms that are available for you here. 

A Meeting Room is a permanent and persistent virtual room that the user can use for multiple meetings without having to create a new meeting link each time. 

You will find the same subtabs discussed earlier in the article's section about the Recent Tab.  

Within the Ooma system, every user possesses their own personal meeting room. It is generated automatically upon the creation of their account. 

• Third-side creator: if you haven't created a particular meeting, the data presented in the Description Window will be relatively less informative. 

The Info subtab is the only available subtab for you, but you still have access to the "Join" button to reuse the same meeting space with the same participants, without having to create a new meeting. 

• The Action Panel: it contains two main elements you can use in your work. 

• The Search Bar: it can be used to search for recent or upcoming meetings you have, as well as any available meeting rooms for you. 
• The "New" button: when you click on this button, a drop-down menu will appear that presents a list of options for creating or scheduling a meeting. 

• Join Meeting: if you are aware of a Meeting ID, it is possible for you to participate in a specific meeting. 

A Meeting ID is a unique identifier assigned to a specific online meeting. It is typically a string of 9 numbers or that can be used to join a meeting. 

• Start a new meeting: By selecting this option, you can initiate a video meeting instantly as a host with a randomly generated Meeting ID. The Ooma Meeting Window will serve as the venue for the call. 

The description of the Meeting Window interface during a meeting will be provided at the very end of this article. 

• Enter my personal room: opting for this choice operates in the same manner as clicking the "Join" button after selecting your personal meeting room from the Room Tab mentioned above. 

In the pop-up window, you have the option to configure several parameters, after which you can initiate the meeting by clicking on the "Start meeting as host" button. 

• Schedule a meeting: when you choose this option, a pop-up window will appear, enabling you to arrange and plan a video meeting according to your preferences. 

By filling out the provided fields, you have the ability to assign a name to your meeting and specify the date, time, time zone, and various security parameters. 

If you choose to mark the "Add to external calendar" checkbox, a number of additional fields will become visible. By using the first field, you have the option to choose a third-party calendar application to dispatch the meeting notification. 

You have the flexibility to schedule the meeting in one of the available meeting rooms or create a one-time meeting link as the location.

Upon clicking on the "Continue to Calendar" button, a pop-up window will appear, displaying a confirmation of the scheduled meeting details.

After a short pause, the previously chosen calendar application will open, and a meeting notification containing the parameters you have specified here will be displayed.

It is not possible to schedule a meeting within the application while adding participants. However, you can add participants to an already scheduled meeting using an external calendar application. 

• Create a new room: if you choose this option, a pop-up window will appear, allowing you to specify a name for a new meeting room and configure a few security parameters.

Once the new meeting room is established, you can locate it in the Rooms Tab of the Meetings Module's List of Meeting section. 

In Meeting Experience  

The Meeting Window interface remains consistent across all types of meetings and bears resemblance to the interfaces of many video call apps currently available. 

The host of the meeting will consistently be identified by a crown or house icon next to their name, which may vary depending on the version of the OE Desktop App. 

Like in other video conferencing applications, the speaker's thumbnail will be outlined in blue to distinguish them. 

Let’s examine the Control Panel of the meeting window interface closely.

The Control Panel permits not only the activation and deactivation of the microphone and camera, but also enables participants to raise their hand, type messages in an integrated chat, record the meeting, and share the screens of their devices.

Along with the option to raise your hand, when you hover your mouse over the chevron (arrow) next to the hand icon, a small menu of emojis, as a quick reaction, will also appear.

It's important to note that only the meeting host has the ability to record the meeting. 

By clicking the "More" button, you can access a list of additional options such as noise suppression, background selection, speaker statistics, and more. 

The information icon "i" located next to the meeting name/title provides convenient access to the meeting invite information. 

You can use this information to manually send the invite to individuals who were not included in the original scheduling of the meeting through an external calendar app. 

To view participants in a grid format, you can press the "Video grid view" button located in the top right corner of the screen.  

Additionally, you can choose to hide or unhide the participants by selecting the "Hide the thumbnails" option.