Managing Video Meetings on NextivaOne: A Guide to Seamless Collaboration |2023|

In today’s remote and hybrid work environment, video meetings are essential for staying connected and collaborating with colleagues.

NextivaOne is a powerful video conferencing platform that makes it easy to start, join, and manage video meetings.

This guide will walk you through the basics of managing video meetings on NextivaOne. We’ll cover how to:

managing video meetings on NextivaOne

  • Start a meeting
  • Invite participants
  • Share your screen
  • Record the meeting
  • Manage the meeting controls

We’ll also provide tips for using NextivaOne to ensure productive and efficient collaboration.

By the end of this guide, you’ll be confident in your ability to use NextivaOne to manage video meetings like a pro.


Managing video meetings on NextivaOne

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In the landscape of virtual collaboration, NextivaOne paves the way for effortless video calls through multiple avenues:


Video Call from Teammate’s Profile: A Tap to Connection


Unlock the door to instant communication by tapping into the convenience of initiating video calls directly from a teammate’s profile.

Seamlessly reach out for quick and direct conversations that bridge the digital divide.

Here are the steps on how to start a video call from a teammate’s profile in NextivaOne:

  1. Log in to your NextivaOne account.
  2. Click the Teammates tab.
  3. Find the teammate that you want to call.
  4. Click the Video button next to their name.
  5. If the teammate is available, they will receive a notification that you are requesting a video call.
  6. If the teammate accepts the call, the video call will start.

Here are some additional things to keep in mind when starting a video call from a teammate’s profile:

  1. The teammate must be available to receive the video call.
  2. If the teammate is busy or does not have their video turned on, they will not receive the notification.
  3. You can also start a video call from a chat conversation. To do this, click the Video button in the chat window.


Video Call within a Room


Your digital spaces come to life with the option to trigger a video call right from the right panel of any room. Imagine discussions and interactions flowing seamlessly within a collaborative ecosystem.

To do this, follow these steps:

  1. Open the room that you want to start the video call in.
  2. Click the Video button at the top of the room.
  3. If the other participants in the room have their video turned on, they will be automatically added to the video call.
  4. If the other participants in the room do not have their video turned on, you can invite them to join the video call by clicking the Invite button.

 Please keep the following in mind when starting a video call within a room:

  • All participants in the room must have their video turned on in order to join the video call.
  • If a participant does not have their video turned on, they will be able to hear the audio of the video call, but they will not be able to see the video feed.
  • You can also start a video call from a chat conversation within a room. To do this, click the Video button in the chat window.


Start a Meeting Now: The Plus (+) Icon


For those moments when urgency is key, the Plus (+) icon at the top right offers an invitation to “Start a meeting now.” Embrace the power of immediacy as you launch into a video call with effortless ease.

To start a meeting:

  • Log in to your NextivaOne account.
  • Click the Plus button on the top right corner of the screen.
  • Select Start a meeting.
  • Choose your audio and video preferences.
  • Click Start now.

Joining Meetings from Calendar


Navigating scheduled meetings becomes a breeze within the Calendar view. A simple click on the event opens the door to joining a meeting. The choice between computer audio and phone audio ensures optimal engagement.

Here are the steps on how to join a meeting from your calendar in NextivaOne:

  1. Log in to your NextivaOne account.
  2. Click the Calendar tab.
  3. Find the meeting that you want to join.
  4. Click the Join meeting button.
  5. If you are joining the meeting using your computer, you will be prompted to download the NextivaOne meeting client.
  6. Once the client is downloaded and installed, click the Join meeting button again.
  7. Enter the meeting ID or meeting link.
  8. Click Join.

You can also join a meeting from your calendar by clicking the meeting link in the invite email.

Here are some additional things to keep in mind when joining a meeting from your calendar:

  • Make sure that you have the latest version of the NextivaOne meeting client installed.
  • If you are joining the meeting from your phone, make sure that you have a strong internet connection.
  • If you are joining the meeting late, the host may have already started the meeting. In this case, you will be able to join the meeting as a listener.


Meeting Controls: Power at Your Fingertips


As you step into a virtual meeting space, an array of controls empowers your experience:

Mute/Unmute: Like a conductor directing a symphony, the mute/unmute feature lets you command your audio input. Control when your voice takes center stage or retreats into the background.


Video Camera Controls:  Your video presence is a canvas of expression. Toggle your camera on and off with ease, granting you the freedom to reveal yourself or preserve your privacy.

Here are the controls and their functions:

Video: This button turns your video on or off.
Camera: This button allows you to switch between the front-facing and rear-facing cameras on your device.
Brightness: This slider adjusts the brightness of your video feed.
Contrast: This slider adjusts the contrast of your video feed.
Saturation: This slider adjusts the saturation of your video feed.


Screen Share: The screen share option transforms your meeting space into a platform for collaboration. Share presentations, documents, or visual aids, creating a dynamic environment for sharing insights.


To share your screen:

  • Once the meeting has started, click the Share screen button.
  • Select the window or application that you want to share.
  • Click Share.

Meeting Participant Management and Invitations: Fostering Inclusivity and Connection

Viewing All Participants


Amid the digital expanse of virtual meetings, NextivaOne empowers you with the ability to view all participants at a glance.

This feature doesn’t just bring faces together; it fosters inclusivity and engagement. As you lay your eyes on the mosaic of participants, you’re not just seeing screens – you’re witnessing the unity of presence, the essence of collaboration.

To view all participants in a NextivaOne meeting, you can do the following:

  • Click the Participants tab at the bottom of the screen.
  • This will open a list of all participants in the meeting.
  • You can scroll through the list to see everyone’s name, video feed, and audio status.
  • If you want to mute or unmute a participant, you can click the Mute or Unmute button next to their name.
  • You can also disable or enable video for a participant by clicking the Video button next to their name.
  • If there are too many participants to view all at once, you can use the search bar to find a specific participant.
  • You can also use the filters to view participants by their status (active, inactive, muted, etc.).

Here are some additional things to keep in mind when viewing all participants in a NextivaOne meeting:

  1. The Participants tab is only visible to the host and co-hosts of the meeting.
  2. If a participant has their video turned off, their name will still appear in the list, but their video feed will not be displayed.
  3. If a participant has their audio turned off, their name will appear in the list with a red microphone icon.


Inviting Teammates, Contacts, and Guests


The power of invitation lies at your fingertips within NextivaOne’s video meetings. Whether it’s your internal team, external contacts, or esteemed guests, the option to invite participants via email bridges the gap between digital spaces.

Imagine the ease of extending an inclusive invitation, transforming virtual interactions into vibrant dialogues that transcend organizational boundaries.

To invite participants:

  • Once the meeting has started, click the Invite button under the participants list.
  • Type the names or email addresses of the participants you want to invite.
  • Click Send.

You can also invite participants to a meeting by sending them a calendar invite. To do this, follow these steps:

  • Click the Calendar tab.
  • Click the New meeting button.
  • Enter the meeting details, including the date, time, and participants.
  • Click the Send button.

Here are some tips for inviting participants to a meeting:

  • Be clear about the purpose of the meeting and what you expect from the participants.
  • Make sure to send the invitation at least 24 hours in advance so that participants have time to prepare.
  • Provide the meeting link and meeting ID so that participants can easily join the meeting.
  • If you are inviting external participants, be sure to include their email addresses in the invitation.


Meeting Settings and Host Controls


As the orchestrator of your virtual space, you wield host-exclusive controls that define the tempo and ambiance of your meeting.


Recording Option: A Glimpse into the Past
Among the exclusive controls accessible through the ellipses (…) icon, the recording option is a treasure. It transforms your meeting into a time capsule, capturing insights, discussions, and decisions for posterity.

With this tool, the past becomes a guide to the future, and the narrative of your meetings takes on a new dimension.


Audio, Video, and Host Settings: Crafting the Virtual Atmosphere

Within the tapestry of video meetings, the host is the architect of the virtual atmosphere. The ellipses (…) icon opens a realm of settings – audio, video, and host parameters.

It’s your canvas to craft an experience that aligns with your vision. From fine-tuning audio quality to managing video settings, you’re the maestro of this symphony.


Permissions and Preparations: Setting the Stage for Optimal Experience

Before stepping onto the virtual stage of a video meeting, there’s a crucial act of preparation. It involves granting permissions for microphone and camera access.

Think of it as tuning your instruments before a performance. The harmony of the meeting relies on these permissions, ensuring that your voice is heard and your presence is visible.


Tips for using NextivaOne to ensure productive and efficient collaboration.


Here are some tips for using NextivaOne to ensure productive and efficient collaboration:

  1. Be prepared. Before the meeting starts, make sure you have all of the materials you need, such as presentations, documents, or spreadsheets.
  2. Be clear about the purpose of the meeting. What do you hope to achieve by the end of the meeting?
  3. Set ground rules. This could include things like respecting each other’s time, avoiding distractions, and being mindful of the volume of your voice.
  4. Stay on track. If the conversation starts to go off-topic, gently bring it back to the agenda.
  5. Encourage participation from everyone. Make sure everyone has a chance to contribute to the discussion.
  6. Summarize the key points at the end of the meeting. This will help ensure that everyone is on the same page.
  7. Use the meeting controls effectively. Mute or unmute participants as needed, and use the chat function to communicate with participants who are not speaking.
  8. Record the meeting if necessary. This can be helpful for reviewing the discussion or for sharing with people who were unable to attend.
  9. Follow up after the meeting. Send out a summary of the discussion and any action items that were agreed upon.

By following these tips, you can use NextivaOne to have productive and efficient video meetings.

Here are some additional tips that you may find helpful:

  • Use a headset or earbuds to improve audio quality. Check out the best VoIP headsets by NEXTIVA here.
  • Make sure your background is clean and free of distractions.
  • Avoid using jargon or acronyms that not everyone will understand.
  • Be aware of your body language and facial expressions.
  • Be patient and understanding if there are technical difficulties.


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Yealink Conference Phone


Conclusion: Shaping the Future of Collaboration


As we draw the curtains on this exploration, the canvas of NextivaOne’s video meeting tools emerges as a masterpiece of connectivity.

It’s more than technology; it’s a conduit for shaping the future of work. With features that foster inclusivity, grant host control, and encourage preparation, NextivaOne transforms virtual interactions into collaborative symphonies.

As you navigate the terrain of video meetings, remember that every click, every interaction, contributes to the grand narrative of collaboration.

The future of work is evolving, and NextivaOne’s video meeting capabilities are at the forefront of this evolution.

For more insights into meetings and host settings, click here.

To delve into the world of recording, click here. Your journey towards enriched collaboration has just begun.


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