03/05/18 20:42 PM  

RingCentral Meetings for Desktop Host Controls

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SummaryWhat are RingCentral Meetings for Desktop Host controls?
Details

RingCentral Meetings for Desktop have dedicated control buttons to modify the app according to your preference. The Host of a RingCentral Meeting has extensive control over all the functions and features in the meeting. Click on the links below to learn more.

Host In-Meeting Dashboard Controls
Merging or Popping out Manage Participants and Chat windows
Manage Participants
Control Share Screen Options
Closed Caption
Breakout Rooms
Remote Support
 

Host In-Meeting Dashboard Controls

 

Meetings Controls

Function

rc meetings 5.1 in meetings host audio

Mute / Unmute audio. 

rc meetings 5.1 in meetings host video

Start / Stop video. 

User-added image

 Invite other Participants to the meeting.

User-added image

Manage the controls of the Participants in a Meeting.

rc meetings 5.1 in meetings share screen

Share the screen to other Participants in the meeting. 

User-added image

Message the group or a specific Participant in the meeting.

User-added image

Record the meeting. When initiated, you can click Pause or Stop Recording. When stopped, the recorded file will be converted to an .mp4 file and be saved locally. Hosts may also enable Automatic recording in their online account. In the online account, click Settings > Meetings > click Edit on the In Meeting (Advanced) section and enable Automatic recording

User-added imageAdds closed captioning to the meeting.
User-added imageClick to request control of a Participant's computer, application or restart computer. This feature is OFF by default. See RingCentral Meetings: Remote Support to learn more.
breakout roomsCreate Breakout Rooms. This feature is OFF by default. See RingCentral Meetings: Breakout Rooms to learn more.

User-added image

End the meeting.


NOTE: See RingCentral Meetings: Configuring the Meetings Desktop App Settings to learn more about Audio and Video Settings.

[Back to Meetings Host Controls]


Merging or Popping out Manage Participants and Chat windows

The Manage Participants window can be popped out or merged to your meeting window.  This button will still have the same controls when merged, popped out or when the main meeting window is minimized.

Manage Participants window merged. Click the drop-down button and select Pop Out or Close the Participants window.

host merged participants window

Manage Participants window popped out. Click More > Merge to Meeting Window to merge to the main meeting window.

host merged participants window 2

NOTE:  When the main meeting window is minimized, you may not see the Merge to Meeting Window option. Click Exit Minimized Video first to see the option again.

User-added image


The Chat window can also be popped out or merged to your meeting window.  This button will still have the same controls when merged, popped out or when the main meeting window is minimized. You can click Save to save the chat from your meeting or enable Auto-saving chats in your online account. When enabled, the text conversation in your meeting will be automatically saved after the meeting is ended. A text file is saved in your local folder where meetings recordings are stored.

NOTE: This feature is OFF by default. If you want to use the feature, make sure this feature is ON in your online account before a meeting if you want to use the feature. In your online account, click Settings > Meetings > click Edit on the In Meeting (Basic) section and enable Auto saving chats

Chat window merged. Click the drop-down button and select Pop Out or Close the Chat window.

host merged chat window

Chat window popped out. Click More > Merge to Meeting Window to merge to the main meeting window. 

host popped out chat window

NOTE:  When the main meeting window is minimized, you may not see the Merge to Meeting Window option. Click Exit Minimized Video first to see the option again.

popped out chat window


[Back to Meetings Host Controls]
 

Manage Participants


Hosts can click User-added image  on the in-meeting dashboard to manage Participants. If any Participant is on video, Hosts can hover on the Participant thumbnail then click User-added image to see the options.
 

5.4 meetings manage participants
 

NOTE: The image below shows how options look like when Hosts manage Participants by clicking Manage Participants on the in-meeting dashboard.
 

host controls manage participants

Mute All -  Allows the Host to mute all of the Participants' microphone.
​Unmute All Allows the Host to unmute all of the Participants' microphone.
More

- Mute Participants on Entry - Automatically sets all Participants' microphone on mute when joining the conference.
- Put Attendee in Waiting Room on Entry - If  enabled, Participants cannot join a meeting until the Hosts admits them individually from the Waiting Room. Manage Participants icon will illuminate when a new Participant joins the meeting, and then Hosts can click Admit to let in the new Participant immediately or click See waiting room to open Manage Participants window. Hover on the Participant's name to Admit or Remove

NOTE: This feature is OFF by default. If you want to use the feature, make sure this feature is ON in your online account before a meeting. In your online account, click Settings > Meetings > click Edit on the In Meeting (Advanced) section and enable Waiting room. If Waiting Room is enabled, Enable join before host option is automatically disabled. 

waiting room

NOTE:  If Manage Participants window is already opened or popped out, the new Participant will appear above the list of the current Participants in the meeting.  

- Play Enter/Exit Chime - Notifies the Host of a Participant joining or leaving the meeting. This feature is OFF by default. If you want to use the feature, make sure this feature is ON in your online account before a meeting. To enable this feature, go to your online account, click Settings > Meetings >  and check Play sound on join/leave in In Meeting (Basic) section. You can select for the option to be Heard by host and all attendees or Heard by host only.
- Lock Meeting - Lock your meeting so that no other Participants may join.
- Merge to Meeting Window

When the Host hovers on his/her name, s/he can do the following:

5.4 meetings manage participants - host

• Mute/Unmute 
• Rename

* Hide Non-Video Participants
* Hide Myself 

When the Host hovers on a Participant:

User-added image

Lower hand - Appears when Participant User-added image raises hand. 
• Mute/Unmute  
• More:

- Chat - Allows the host to send a private message to a Participant.
- Rename - Rename a Participant if you have multiple Participants with the same name.
- Ask to Start Video - Notifies the Participant to activate the camera on his device.
- Stop Video - Disables a Participant 's camera.
* Pin Video - This is available if a Participant's video is turned ON. You can pin the Participant's video during screen sharing or switch to Active Speaker. 
- Spotlight Video - This puts the Participant as the primary active speaker. All Participants will only see this speaker as the active speaker.​
- Make Host Allows the Host to make a Participant the Host of the meeting.
- Make Co-Host - Host can make another Participant to co-host a meeting. Co-hosts have the same privileges as the Hosts. Hosts are able to withdraw Co-host permissions. This feature is OFF by default. Account Administrators can enable this feature account-wide and for Users. Account Administrators can go to Tools > Meetings > Meetings Settings > In Meeting (Basic) and check Co-host. If you want to use the feature, make sure this feature is ON in your online account before a meeting. In your online account, click Settings > Meetings >  and check Co-host in In Meeting (Basic) section.  

NOTE: If the Host has to leave an on-going meeting, s/he cannot start another meeting simultaneously.

- Allow / Forbid Record - Allows or Forbids a Participant to make a recording.
- Assign to type Closed Caption - Assign a Participant to add closed captions.
- Remove - Kick/boot Participant/s from the meeting.
-  Put in Waiting Room - Put a Participant in waiting room.
-  Put on hold - Hosts can put a Participant on hold. The Participant “on hold” can't hear any audio from the meeting nor see any video or content sharing, until the Host takes the Participant off hold. If the Participant on hold left and rejoined the meeting, he won't be on hold anymore. This feature is OFF by default. Account Administrators can enable this feature account-wide and for Users. Account Administrators can go to Tools > Meetings > Meetings Settings > In Meeting (Basic) and check Allow host to put attendee on hold. If you want to use the feature, make sure this feature is ON in your online account before a meeting. In your online account, click Settings > Meetings >  and check Allow host to put attendee on hold  in In Meeting (Basic) section.
* Hide Non-Video Participants 
* Request Camera Control - When enabled, a Participant allows the Host or another Participant to control his/her camera. A PTZ camera is required for this feature to work. If you want to use the feature, make sure this feature is ON in your online account before a meeting. In your online account, click Settings > Meetings >  and check Far end camera control checkbox in In Meeting (Advanced) section.
- Attention Tracking - A notification beside the Participant's name will appear when that particular Participant is NOT in focus on the RingCentral Meetings window for more than 30 seconds. This happens when a Host or any Participant is sharing screens. If you want to use the feature, make sure this feature is ON in your online account before a meeting. In your online account, click Settings > Meetings >  and check Attention tracking checkbox in In Meeting (Advanced) section.

* Option is available when any Participant is on video. Hover on the Participant thumbnail then click User-added image to see options.

[Back to Meetings Host Controls]
 

Control Share Screen Options

Hosts can control how Participants can share screens in a meeting. Hosts can click on rc meetings 5.1 in meetings host audio vid advanced to immediately allow one or multiple Participants can share screens. 

rc meetings 5.1 in meetings share screen adv


Hosts can also click on Advanced Sharing Options... to expand and set conditions on how to share screen during a meeting.

rc meetings 5.1 in meetings share screen adv expanded 1

On One participant can share at a time
 Host can select Only Host or All Participants on Who can share?
 If Only Host is selected, other Participants cannot start sharing. The option will be grayed out. If Host selected this condition during a meeting and a there is a Participant currently sharing his/her screen, Share Screen will stop.
• If All Participants is selected, other Participants can start sharing.

On Multiple participants can share simultaneously 
 Dual monitors are recommended for this option.
 The Host and All Participants can share and start sharing when someone else is sharing.


[Back to Meetings Host Controls]


Closed Caption

Hosts can type or allow someone else to type the Closed Caption. The Assign someone to type window will appear when the Host clicks Closed Caption button on the in-meeting dashboard. The Host can select I will type to allow him/herself to type Closed Captions or click Open Manage Participants to assign a Participant instead. 

NOTE: This feature is OFF by default. Account Administrators can enable this feature account-wide and for Users. Account Administrators can go to Tools > Meetings > Meetings Settings > In Meeting (Advanced) and enable Closed caption. If you want to use the feature, make sure this feature is ON in your online account before a meeting. In your online account, click Settings > Meetings > click Edit on the In Meeting (Advanced) section and enable Closed caption
 

5.4 meetings closed caption


NOTE: Hosts may not be able to request Participants using the RingCentral Mobile App to type Closed Captions.


[Back to Meetings Host Controls]

 

See Also:

RingCentral Meetings for Desktop Participant Controls
RingCentral Meetings: Customizing the Host's Meeting Settings
RingCentral Meetings: Configuring the Settings for the Account and Users
 

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