# During meetings

# Conference window

The ongoing conference window consists of three main panels:

  1. Information panel

  2. Go to:

3. Meeting controls.

/client/media/conference_window/en.png

During a meeting, you can see the conference widget in the upper right corner of the screen. It will be displayed if you:

  • Go to the application menu section where the video layout is not displayed, e.g., settings

  • Minimize main application window

  • Go to another program window (if this window covers more than 50% of the conference window).

The widget provides quick control buttons to manage your meeting and a hidden area to preview the selected video stream (speaker's video or your video).

Learn more about all capabilities available during the meetings below.

# Conference info

Click on the /client/media/gui/conference_info_button/en.png button on the information panel to view the conference information.

/client/media/conference_parameters/en.png

To copy the conference join link to the clipboard (e.g., to send it to your colleagues), use the button /client/media/gui/copy_button/en.png.

Click on the /client/media/gui/about_system_button1/en.png or /client/media/gui/about_system_button2/en.png button for more information about the system and your connection details.

The About system tab provides basic information about your hardware parameters.

/client/media/about_system/en.png

Besides, all the above information is available in Settings → More → System info section.

# System rating

The system rating shows the maximum resolution supported by your computer: sent video (s:, FullHD in this example), received video (r:) and the maximum total layout resolution you can get during a conference (rg:, WQHD in this example, i.e., 2,560×1,440).

# Notification center

The notification center shows meeting requests and alerts. On the button you can see the total number of pending notifications /client/media/gui/notification_center_with_number_button/en.png. Requests and alerts are displayed and grouped by type, while groups are sorted by importance.

/client/media/notification_center_groups/en.png

Notifications display in order of importance to the meeting moderator:

  1. Conference join requests
  2. Podium requests
  3. Camera control requests
  4. Remote desktop control requests
  5. Recording requests
  6. Notifications (unavailable users, rejected podium invitations, etc.)

Notifications display in order of importance to a meeting participant:

  1. Podium invitation
  2. Camera control requests
  3. Remote desktop control requests
  4. Recording request
  5. Notifications (rejecting a call or podium request, etc.)

Within groups, notifications are sorted by the time of receipt.

In case of requests, earlier requests are shown at the top. In case of notifications, later notifications are shown at the top. Up to two notifications/requests are displayed in each group. If there are more alerts, then a drop-down list More requests or More notifications is shown under the first notification. You can click on this list to view the rest of alerts.

/client/media/notification_center/en.png

There are certain rules for hiding the request in the notification center.

Automatically:

  • In 100 seconds after the alert has been received

  • The request can be hidden if another moderator answers a request or it is resolved automatically due to a counter request.

Manually:

  • If you have clicked the Accept or Decline buttons

  • If you have clicked the Accept all or Reject all buttons for a group of requests.

You can hide notifications only manually.

# Changing video layouts

You can adjust your video layout during a TrueConf meeting by changing the order of video windows on the screen.

To adjust your view, click /client/media/gui/conference_tools_button/en.png button and open the Layout settings section. Here you can select one of the available video layouts.

/client/media/layout_settings/en.png

If you select the Spotlighted video mode, Active speaker layout checkbox will become available. Check this option if you want to focus on a current presenter: the active speaker's pane will automatically be enlarged.

You can choose where to position the main window. Several options are available: overlap, corner, top and left. Choose the option you like in the drop-down list.

Check the Pin conference controls box to pin the top and bottom conference controls.

# Adjusting your video layout of the ongoing meeting

You can always adjust your view of the current meeting.

If you change your video layout during the meeting, the view of other participants (both native and browser-based) will not change.

To change the order of video windows:

  1. Press and hold the left mouse button on the pane you would like to relocate.

  2. Drag the selected pane to another place on the screen.

  3. Release the mouse button to switch the participants' panes.

To select a priority window, which will be displayed as the largest in the layout:

  1. Double-click the left mouse button on the image you want to move to the center of the layout and make it large. You can also click on the button /client/media/gui/conference_layout/en.png that will appear when you hover over the corresponding video window.

  2. Other windows will be displayed as thumbnails. Double-click again on the larger window to return the video layout to its original position.

Adjusting priority windows is also simple. Drag-and-drop or double click the pane to change its place.

# Changing video layout for other meeting participants

If you are the conference owner or an operator, go to Real-time meeting management by clicking on the button /client/media/gui/conference_tools_button/en.png in the conference controls.

/client/media/owner_layout_settings/en.png

Conference moderators who do not have operator rights cannot change the video layout for other participants.

The real-time meeting manager window opens. Here you can configure video layouts as shown in the personal area description of the TrueConf Server user manual.

You can also view detailed conference information by clicking the button /client/media/gui/conference_info_button/en.png at the top panel next to the conference name.

# Can meeting participants decline the locked video layout?

Yes, if the meeting owner selects Enable users to change layout in the real-time meeting manager.

In this case, the meeting participants will be notified that the global video layout is available and will be offered to change their view:

/client/media/request_window/en.png

Even if a moderator's layout was rejected, a user can still enable it. The corresponding button will be available in the Layout settings section in the conference controls.

/client/media/switch/en.png

# Multi-window mode

During a conference, you can enable the multi-window mode. It will be useful if you work with multiple monitors: you manage your conference in the main window, while the video area switches to an additional window. There are two options to enable the multi-window mode:

  1. Open conference controls, click on the button /client/media/gui/conference_tools_button/en.png and select Enable multi-window mode.

  2. You can enable it in the conference widget in the similar way:

/client/media/multi_screen_turn_on/en.png

Once the above steps are complete, the application will split into several windows:

  1. Main application window

  2. Video layout window

  3. Conference control widget.

/client/media/multi_screen/en.png

You can disable the multi-window mode the same way you enabled it.

# Audio and video settings

During a conference, you can not only turn on/off your camera or mute/unmute your microphone but also select the AV peripherals from the list of available devices.

If you've muted your microphone, you can still send an audio remark at any time during a call or conference using the Push to talk button in the conference controls or CTRL + T or⁠ Space hotkeys as shown in the role-based conference example.

To change your camera, speakers or microphone during the meeting, click on the button /client/media/gui/conference_tools_button/en.png in the conference controls and go to Audio and video settings.

/client/media/conference_tuning_hardware/en.png

If other participants cannot see or hear you during a conference, check whether your camera and microphone are on. In this case, you will see a corresponding message at the bottom of your conference window.

/client/media/conference_off_hardware/en.png

To turn on your camera or microphone, click on the corresponding buttons /client/media/gui/off_cam_button/en.png and /client/media/gui/off_mic_button/en.png at the bottom of the conference window.

# Managing participants' AV devices

During a conference, you can not only turn on/off the participant's camera or microphone but also select the AV peripherals from the list of user's available devices and adjust the microphone sensitivity.

To do it, open the real-time meeting manager and follow the steps described in the TrueConf Server user guide.

The real-time meeting manager capabilities are described in our short video:

/client/media/rtm_preview/en.webp

# Reactions and polling

During conferences you can ask participants to take and participate in polls using reactions:

/client/media/reactions_statuses/en.png

Reactions and polling do not directly affect conferences. Instead, they serve only as an additional means of sharing information between participants. This mechanism can be used to express your opinion during a video conference without making audio reply.

You can set the reactions in the conference control panel. Click on the button /client/media/gui/conference_tools_button/en.png, go to Reactions—and select the reaction you want. If required, the reaction can be changed (simply by choosing another one) or reset (using the button below).

/client/media/reactions/en.png

Next to the reactions, you can see the Reacted counter that displays the number of participants who have already reacted or taken poll.

Please note that “Yes” and “No” statistics is calculated taking into account all conference participants (not only those who voted). For example, if one attendee votes “Yes” and other attendees do not vote, then “Yes” will still have only 20% in a conference for 5 users.

You can view reaction of each user separately. Their reactions are displayed both in the list of participants and right in the reaction menu.

/client/media/reactions_view/en.png

The conference moderator can clear all reactions posted by other participants. To this end, just click on the button Clear reactions at the bottom of the reactions menu.

In this menu, the moderator can also save the reaction stats. To this end, click Share results → Copy text.

Uncheck the Anonymous results box to upload detailed stats showing user votes.

/client/media/reactions_result/en.png

# Role-based conference capabilities

# How to make an audio remark

During a role-based conference, you can make a short audio remark without asking for special permission. To this end, hold down the button Push to talk in the conference manager, speak while the button is held down (you can also use CTRL + T or Space hotkeys). Once the button is released, your remark will be broadcasted to all conference participants for another three seconds (the button will display a countdown).

/client/media/make_audio_remark/en.png

# Taking and leaving the podium

In the conference control panel you can see the Take podium button. Click it (or use the keyboard shortcut Ctrl + U) to send the moderator a corresponding request. If confirmed, you will take the podium as a speaker . Any conference participant can send podium requests.

/client/media/take_podium/en.png

You can leave the podium by clicking on the Leave podium button that will be displayed instead of the Take podium button while you are speaking.

/client/media/leave_podium/en.png

# Permission to take the podium

After an attendee sends a request to become a speaker, the meeting moderator will receive the following notification:

/client/media/allow_to_take_podium/en.png

During a role-based conference, the moderator can invite a participant to take the podium by selecting the user from the list of participants and clicking on the speaker icon.

/client/media/add_to_podium/en.png

The participant will be invited to become a speaker:

/client/media/invitation_to_podium/en.png

Similarly, you can remove a participant from the podium using the /client/media/gui/remove_user/en.png button. You can also change roles of any participant using the Invite to Podium and Remove from podium context menu items, which appear by right-clicking on a user in the list of meeting participants.