All you need to know about Meetings from the Dave Desktop app
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Meeting
Dave meeting is a Dave module that allows the user to launch video-meetings without
the hassle of switching applications and keeping all of your Dave contacts. Dave
meeting enables the meeting with multiple users simultaneously with key features such
as video conferencing, audio conferencing, chat, screen sharing, and local recording.
Dave meetings can be private (invite only) or public (anyone with the number or link can
join). In order to use Dave meeting, the user must first acquire Dave and the Dave
meeting add on.
Starting a Meeting
To launch Dave meeting you must first have Dave open, then simply click on the icon
labeled Meeting, this will open up a small window that will allow you to drag contacts in.
Once you have all the contacts that you want you can instantly start the meeting. If you
wish for anyone to access this meeting then tick on the Public checkbox.
Meeting List
If the user wishes to view any of the ongoing, scheduled or previous meetings, they can
open the Meeting List. To do this, open the Meeting window and click the Meeting List
icon in the top-right. There will be a busy indicator in meeting details until all data is
available.
The meeting list will give you the following information:
• Start and end time (The time of day it will occur)
• Date (Which day you will have the meeting)
• Name/subject (What the given topic for the meeting is)
• ID number (The randomly assigned number to distinguish meetings)
• Duration (How long the meeting will be)
• Status (The state of the meeting e.g. finished or upcoming)
• Participants (Who is supposed to attend the meeting)
Scheduled Meetings
Scheduled meetings are all meetings scheduled in the future. In addition, a special
category of In Progress meetings contains all currently active meetings the user has
been invited to.
Recurring Meetings
A Recurring meeting is a meeting that will repeat every set time (every day, week or
month), e.g. every week on Tuesday you have a sales meeting.
You may edit recurring meetings to suit your needs if you need to reschedule.
Previous Meetings
Under this tab, the user can find all meetings that have ended.
Meeting Recording(s)
When recording meetings, the application stores all the necessary information to
generate a recording later on. This is done to prevent the recording process from
interfering with a meeting in progress, because converting a recording requires
significant computer resources. To find meetings that you can create recordings for; the
user should open the Meeting List and then the Recordings tab. They can now select a
meeting and click Convert to start the conversion process. They can also Open the
recording location on the computer, or Delete the recording.
Alternatively, if the user wishes to automatically convert every meeting recording, the
user must go to Preferences → Meeting → Recording and check automatically convert
recordings after meeting is ended.
Schedule a Meeting
You are also able to schedule a meeting beforehand. To be able to schedule a meeting
click on the button to the left of the meeting list.
These are the options available to edit:
• Time (the time of day it will occur)
• Date (which day you will have the meeting)
• Duration (how long the meeting will be)
• Time Zone (this will display the time zone your meeting will be scheduled in)
• Subject (what the given topic for the meeting is)
• Participants (who is supposed to attend the meeting, you can invite them via contacts or
email)
• Whether it is recurring (if it will repeat e.g. every Thursday at 3 pm) and how long it will
recur for (e.g. stop after 10 meetings)
Join By number
There is an additional option to join by number, in which the user enters an already
existing meeting number to join the meeting. To access it, the user clicks on the dropdown list in the Meeting window and selects Join by number. They can now enter the
meeting number supplied to them by the organizer.
Meeting Interface
The user can invite as many participants as they want to the meeting.
The meeting interface consists of:
• Local Recording record audio, video and and screen sharing to a computer. The user
can click the record button located in the bottom left to record the meeting, the recording
can also be paused and stopped, and computer for their audio to be recorded must join
the user. If the user joins in any other way, ex. via desk phone, their audio will not be in
the recording
• Mute your own microphone (Disable/Enable the audio coming from your device)
• Disable/enable your own video (Turn on or off the video shown from your camera)
• View the participant's list (See the participants in the meeting; if someone is missing you
have the option to reinvite them. This will give the participant a new invite message to
join the meeting.)
• Share your own screen (Broadcast your screen to the participants of the meeting)
• Open the chat window for the meeting (The meeting window will expand with the chat
on the right, here you can view messages of the participants and input your own
messages. You can close the meeting chat by clicking on the chat button again.)
• Leave the meeting (Ability to leave when you have the necessary feedback)
• Options - shows additional options for screen sharing, video, participants and meeting
• Mute participants as the meeting organizer allows the user to Mute participants:
o Mute participants as organizer: The meeting organizer can mute other participants
from the carousel or the participant list.
o Mute all participants as organizer: The meeting organizer can mute every other
participant from the participant list.
•
• Toggle meeting privacy between regular and private during an ongoing meeting. The
organizer can toggle the meeting from private to public
and public to private.
• Statistic provides the user with details about the network quality during the meeting.
The statistics include metrics about Audio, Video and Screen sharing quality.
•
If there is a problem with network connection that is affecting audio quality, a
notification in the lower left corner of the Meeting window will be displayed
informing the user about the cause of bad audio.
There is also an option to change the layout of other participants in the meeting (bottom
right corner). The user can switch between Speaker and Grid layout. Speaker
layout puts one video stream in the focus. That video stream is either the person
currently speaking, or the one user pins. This is also the default view when there is a
screen sharing session active.
If you click on the more options button on a user, you will be granted the following
options:
• Ask to share screen (prompts the participant to share their screen for the meeting to
see, helps the participant achieve it faster).
• Mute (removes the ability to hear that person, useful for if they have a bad microphone).
• Remove from meeting (kicks a participant ideal for if they no longer need to be in the
meeting).
• Pin video (makes their video the main video on display for you).
The grid view in the meeting will automatically change the number of video streams
based on the number of participants in the meeting.
It follows the following conditions:
• Up to 45 participants = grid size 12 (user + 11)
• 46 - 50 participants = grid size 9 (user + 8)
• Over 60 participants = grid size 6 (user + 5)
Participants will be sorted to have those who spoke last to be among the first video
streams.
The Meeting is now able to run 100 active video participants in one meeting.
Selecting Audio Input and Output
When the user clicks on the arrow next to the Mute button, they will be given the
following options:
• Select Microphone (select which device they want to pick up your audio)
• Select Speaker (select which device they want the audio to play through)
• Switch phone (ability to switch the audio device they are using e.g. softphone to desk
phone)
• Leave audio (ability to leave the audio channel to only view the video)
In addition to this, the user can mute themselves (press the Mute icon) to not let anyone
else hear them. If the user is currently muted and attempts to speak, a prompt will
appear to inform the user they are muted.
You are muted notification will appear when a user attempts to speak while
muted.
Selecting Video Device
Once you click on the arrow next to the Video icon, you will be given the option to select
which device you want to capture video. This should display all the devices that you
have connected and ready to use. You also have the option to click on the Video icon to
remove the video you are displaying.
Screen Sharing
If you wish to share your screen during the meeting, simply click on the Share Screen
button or request someone to prompt you with one. Then your screen should look
something like this.
You will be given several options when you wish to share your screen with other
participants:
• Whole screen (Share everything on your screen),
• A select window (Only one application you have open, e.g. Google Chrome) or share
• A region of your screen (An area of your screen that you can choose the zones for e.g.
top left).
Once you have selected one click on share screen and it will be broadcast to the
meeting.
Once you start sharing your screen, you can access the icons at the top of your screen.
Here you have all of the previous options; in addition, you have control to:
• Pause sharing (Momentarily stop screen sharing)
• Stop sharing (Permanently stop screen sharing)
• Remote control (Once you give control to a participant they will have the ability to use
your computer e.g. move a mouse and input from a keyboard.)
Under options, you have the added functionality to:
• Original size (Change the meeting application to the original size)
• Fit to window (Change the meeting application to the size of the window)
• Hide video panel (Hide the options of the meeting panel from the top of the screen)
• Turn off the incoming video (Remove the video of other participants from reaching you)
• Copy meeting number (Faster method to copy the meeting number)
Outlook integration
Outlook integration allows user to manage Dave Meetings from Outlook. This includes
following:
• Schedule a Meeting
• Start Instant Meeting
• Start Meeting with multiple contacts
• Cancel a Meeting
• Convert existing event to Dave Meeting
Schedule a meeting
User can Schedule Dave Meeting from outlook main tab.
After clicking on to Schedule meeting, user should see an outlook meeting appointment
window with a schedule settings dialog where can set the meeting private or public.
After confirmation, outlook appointment interface is filled out with meeting data.
A user is allowed now to edit this invitation - to change subject, body; set date and time,
add participants, etc. When enter all necessary data, user should Send invite to
participants.
Meeting then will be added to Dave Meeting list.
Starting instant Meeting with one or multiple contacts
User is able to Start Instant Meeting from outlook main tab if press Dave Start Instant
Meeting icon. This will start instant meeting without any participants.
Another option is to Start Instant Meeting with one or multiple contacts, by selecting
them from the contact list in outlook. Selected contacts will receive a Meeting invitation.
Cancelling a Meeting
In order to cancel the Meeting, user should open that Meeting from the outlook calendar
list, and choose Dave Cancel Meeting option.
After that, user should press Sent Update icon to inform all invitees about cancellation.
Meeting then will be removed from Dave Meeting list.
This option will only delete Dave Meeting. Outlook appointment will not be
deleted.
Convert existing event to Dave Meeting
To convert outlook appointment into Dave Meeting, user should do the following steps:
• Find an existing event in Outlook calendar and open it
• Click on Schedule meeting icon
• Edit your meeting if needed
• Send Update to participants
Meeting is now added to Dave Scheduled Meetings list.
Meeting Licences
The limitations of the Meeting packages are as follows:
Starter: $10/user license per month 10 Participants 45 Minute duration
Business: $15/user license per month 100 Participants 4 Hour duration
Starter package is default one. This means that will be automatically assigned to
all Dave Meeting users.
Therefore, if user exceeds limitations for current package type, following info messages
appears:
• Message when user exceed number of invitees - when scheduling meeting or adding
participant to existing meeting
• Message when user exceed number of meetings for current license type
• Message when user does not have license