Hold a video meeting

The suite creates video meeting rooms on the hospital’s meetings service. This page shows the quickest way to set one up, how people join, and how to end it.

The easy way: add a meeting to an event

If you can create both events and meetings, the simplest way is to create a calendar event and let the suite make the room. The people in the event’s audience see it on their calendar and home page, with the link.

  1. Open New event and fill in the title, time and audience. See Schedule an event.
  2. Tick Create virtual meeting. The Link field becomes Meeting Link: “A secure meeting link will be generated automatically once the event is saved.”
  3. Select Create event. The event gets a link to the new room.

To join, open the event (from the calendar, the home page’s Coming up, or the notification) and select its link.

The Meetings page

Open Meetings from the Workspace group of the menu. The Meetings tab lists the rooms you can see, with their Status (Active or Ended). Search by title or room, or filter by status. Select Join beside a title to go straight in.

The other tabs (Analytics, Settings, Audit logs, Exports) are for the people who run the meetings service.

If the page says the meetings service is not configured, video meetings are not switched on for your installation. Tell ICT.

Create a meeting room

Creating rooms is limited to staff with permission to add meetings (at UATH, the ICT administrators). Everyone else joins the meetings they are given a link to.

  1. Select New meeting.
  2. Type a Title, for example “ICT weekly standup”.
  3. Decide who can get in. Public join (not restricted) is on by default: anyone with the link can join. Untick it to allow only the people you list. Add a Room password (optional) of 6–128 characters for extra safety.
  4. Set the Start time and End time if it is scheduled (optional).
  5. Add people. Under Participants (optional), select Add and enter each person’s email and name; tick Moderator for anyone who should help run it. For a restricted room, add the allowed emails under Allowlist (optional) with Add email.
  6. Select Create meeting. The meeting’s page opens.
Creating a meeting room.
  1. Title.
  2. Public join / Auto-record. Who can join, and whether it records itself when it starts.
  3. Room password (optional).
  4. Start time / End time (optional).
  5. Participants (optional).
  6. Create meeting.

The suite does not email invitations for rooms made on this page. Send the people the room’s link yourself (by mail or a memo), or make the meeting from an event so it reaches the event’s audience.

Join a meeting

  1. Open the meeting from the Meetings page (or the event).
  2. Select Join. The meeting opens in a new browser tab.
  3. Allow your camera and microphone when the browser asks.

The meeting window’s own controls (mute, camera, screen sharing, leave) belong to the meetings service, not the suite.

Run and end the meeting

If you created the room or can manage meetings, its page has more options:

Edit meeting
Change the title, visibility, auto-record, password or times, then Save changes.
Recordings
Start recording while it is active; afterwards Download the recording.
Moderation
Lock (private) or Unlock the room, Mute all, remove a participant, or End room to disconnect everyone.
Roles
Make participants moderators, then Save role changes.
End meeting
Marks it Ended. Its history and recordings are kept.
Delete permanently
Removes the meeting and its room for good.

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