Video Conferencing - Web Conferencing - Online Meetings
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Table of Contents:
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How to Use Professional and Enterprise
Document Version 5.1
Before your Conference
Before your conference begins, here are some helpful hints and steps you can follow to ensure a smooth and productive meeting:
  • Make sure all your Participants have the equipment they will need for the meeting setup properly PRIOR to beginning. Not having to troubleshoot video or audio problems during the meeting will make the experience better for everyone involved.
  • Test thoroughly beforehand!
  • Make sure you have the latest versions of both your browser and of the Macromedia Flash Player.
  • Clear your browser cache of old files and try to close any applications that are not crucial to your conference.
  • If you are using the ‘ShowMyDesktop' plug-in and wish to share your desktop, please see our section below on getting the most out of the ‘ShowMyDesktop' plug-in.
Accessing your Account
Open the web browser of your choice (Internet Explorer, Firefox, Safari, etc.) and enter the URL that was created for your organization. [Example: http://].
Make sure there is no ‘www' before the company name or the URL will not work!
Click the “Host” button to continue. Logging in as a “Host” allows you to create meetings. Your meeting participants will click the “Guest” button, this will allow them to be a participant in your conference.
Enter the User Name and Password that was created when your account was established. Click the “Login” button.
If you have forgotten your password, click the “Forgot Password” button and you will receive an Email with your login credentials.
After logging in, you will be taken to the Host Options Screen (Next Section)
The Host Options Screen and Functionality
Popup Screens and The Meeting Wizard
When you first log in you will have several pop-ups appear:
New Features Announcements
Update Announcements
Meeting Creation Wizard
  • You can use the wizard to quickly create new meetings if you are short on time or have not fully understood the process of creating a meeting. Simply fill in the parameters you wish in the box that pops up (seen below):
The 'Announcements Screen' will now appear on the screen to give you the latest news and updates to your Megameeting account. To prevent the screen from coming up again until the next upgrade is posted, simply check the 'Mark messages as read' checkbox and click close. After closing these pop-up boxes you are ready to proceed to the next steps...
Creating a Meeting
1) Meeting Name - On the Host Options screen, you may enter your name in the ‘Your Name' field (the field will have the default name of your login username). This is the field you would enter the name you want to appear on your video window.
There are no spaces or special characters allowed in the ‘Meetings Name:' field.
2) Meeting Date/Time - If you are setting the meeting up for the future, you can set the date and time that will be included in the email invitations here.
The Date/Time are only visual references for the email invitations and do not start the meeting for you OR limit you to only this time for the meeting to take place.
3) Password - You can set an password for additional security for your conference. Whenever a participant tries to enter your meeting, he/she will be asked to enter the password. This password will also appear on all email invitations you send out. This is an optional feature.
4) Auto Accept Attendees- Additionally, you can also set the meeting to ‘Auto-Accept' meeting Attendees, This tells the meeting you are about to create to automatically allow any participants that try to join. If you DON'T have this checked, it will prompt you to allow them into your meeting.
This is useful if you will be having strangers or random people as Participants, as it allows you to filter who joins your meeting.
5) Persistent Chat - By checking this when you click 'create & join' or 'create only', the chat window will redisplay all past chat history for this meeting. If this is not checked, the chat window will erase the chat history when all participants have left and will provide a fresh window on reuse of the conference room.
6) Appear in Online List - See the Admin Rights Section below...
7) Host Streaming Only - By checking this box you are allowing only the Host's audio (VOIP) and video to stream inside the room, all the guests will not have the ability to use video or audio.
8) Video Options - You can change the video settings of each individual meeting by clicking the “Video Options” button to adjust the video frame rate, resolution and quality settings.
Higher settings may also require an additional fee for Professional clients as more bandwidth is required - Please speak with your Sales Representative for more information.
Higher settings consume more bandwidth and may affect end users on slower Internet connections. We recommend that you leave the parameters at the default setting.
Generally, the quality of your video depends on several factors, including the quality of your webcam and your internet connection. If you are experiencing a great deal of latency or jerky motion, try turning the settings down to their default setting or lower.
Click the “OK” button when you are finished:
9) Connection Options - If you are experiencing issues getting or staying connected to a meeting (Getting 'Connection Terminated' frequently etc.) you may change the connection protocol from the 'Protocol' drop down box:
Native (Port 1935) – Allows traffic to be sent via port 1935, which is the fastest way of sending traffic to/from a meeting.
Tunneling (Port 80) – Allows traffic to be sent via port 80, which is useful when a firewall will not allow traffic to be sent via Port 1935.
Use Teleconferencing
Use Teleconferencing - By clicking this when creating your meeting, you are enabling the teleconferencing portion of our product for this conference. We have two options available for your teleconferencing needs:
  • Use Toll Conferencing - This is the free version of our teleconferencing.
This service is meant as an alternative to using the built-in VoIP that comes standard with MegaMeeting.  As such, a host needs to decide whether or not his/her participants will be using teleconferencing OR the built-in VoIP to communicate.  Within a meeting, participants using teleconferencing will not be able to hear participants using VoIP and participants using VoIP will not be able to hear the participants using teleconferencing.
  • Use Toll Free Conferencing - If you wish to provide your participants with a toll free number to call, simply click on 'Sign Up' to start a new account. Once this process is complete, you will be given a toll free call in number, as well as a unique code to use in your conferences. See Below on how to use:
Step 1: After checking the 'Use Teleconferencing' check box in the Host Options screen, click on the blue 'Sign Up' button in the popup box. (Alternatively you may simply go to to get more information or sign up from there.)
Step 2: This will open a new window with the signup information form:
Step 3: Once you have signed up, you will need to log into your toll free conference calling account to retrieve the appropriate Toll Free number, as well as to create unique moderator and attendee access codes for you and your guests to use.  You can access your toll free conference calling account by going to and clicking ‘login' on the main screen:
You may View your Live Conference by clicking on Live Conference Viewer. You may view your call logs by clicking on Reports. To CREATE new Security codes to call in, click on Manage Your Account:
Enter your User Name and Password into the User ID and Password fields:
Inside Account Management, you are then given access to your Toll Free Number as well as the ability to Update Personal Information, Create/Check Conference Codes and Change Your Credit Card:
To Create a conference, first click on the Create Conference Codes button and then simply give the conference a name and a description and click the 'Create' button:
You will then obtain the codes and numbers needed to hold your Toll Free Teleconference:
Step 4: Back in your MegaMeeting account, enter this information in the fields given in the 'Teleconferencing Options' box and press 'Ok'.
Simply have one of these boxes checked and the 'Meeting Information' box inside your conference (upper right hand corner) will hold the information you need.
To create a meeting and start it immediately, type your meeting name and then click the “Create & Join” button. If you are creating meetings to be joined at a later date, you can click the “Create Only” button to place the meeting in the ‘Active Meetings' list.
There are no spaces or special characters allowed in the ‘Meetings Name:' field.
  • Create and Join – To create a meeting that you want to start immediately. Your meeting name and parameters will be stored in the ‘Active Meetings' dropdown list should you decide you wish to use it again at a later time.
  • Create Only – This allows you to create and store a meeting for a later date in the ‘Active Meetings' list or create batch meetings for multiple future dates.
Inviting People into the Conference Using Email Invitations
The following invitations panel is used for meetings either at a future date or ones you are about to create. It pulls the parameters you set in the previous screen and places them in an email with a link to your meeting. This is sent out to all those you either enter by hand, or by using the contacts list.
Entering email addresses by hand - If you are entering an email invitation by hand, simply put the participant's email address into the box to the right of Email field and click “Add to Recipients”. After you have entered all email addresses that you wish to have receive an email invitation, click the Send button at the lower right hand corner of the screen:
All of the parameters that you set in the previous screen (Date, Time, Etc.) are all pushed into an email invitation that you can send to your Participants. This email will contain all the information they need to join your room and when they should join as well.
This is actually only one of the four ways you can have people join your meeting: 1) Using the ‘New Meetings' invitation button for future meetings or meetings with a specific date/time. 2) The ‘Invite' button inside the actual conference, for meetings currently in progress. 3) Have them go to [] and login as PARTICIPANT. 4) Or use the Online Status Link button, which we will cover later.
Manage Contacts - By clicking the Manage Contacts button in the upper left corner of the screen, this allows you to edit the email addresses that will be used in your Invitations to Participants. Private contacts can only be seen by the person currently logged in and are not able to be used by anyone else on the account. Public contacts conversely can be seen and used by all Hosts on the account. To add or delete a new folder or email, simply click on either ‘Private Contacts' or ‘Public Contacts' and enter the information to the right and click ‘add'.
Video Windows, Audio and General Functionality
The Main Conference Screen:
Make sure you say 'allow' if prompted by your Flash player. This is your computer making sure it is okay to transmit data from the site and is required to run the meeting.
Once inside the CONFERENCE area, Your Company Name will appear in the top left hand corner of the screen. In the upper right hand corner you can use the ‘Disconnect' button to return to the Host Options screen (host only) or the ‘Quit' button to end the meeting and logout of the account and close your MegaMeeting session.
Notice the ‘Meeting Information' panel located in the upper-right-hand corner of the meeting stage area. The panel shows the meeting name, the teleconference call-in number and any access code (“Sec. Code”) necessary to gain entry into the teleconference. To address teleconference functionality, Hosts & Participants have different teleconference security codes.
1) This is the default position for your Video Window, you can click and drag this window anywhere on the screen.
2) In the lower left corner will be the username you entered from either the Host Options screen or in the username field if you logged in as a Guest. In the lower right corner is a small triangle you can click and drag to resize the window as you see fit, to reset and lock simply press the lock button to the left of the triangle. You can toggle the video feed off/on using the ‘Enable Video/Webcam' checkbox by right clicking anywhere on the screen and going to 'Video Options'. Alternatively you can also click the 'Video On/Off' button below to toggle your feed.
3) This is your Voice Over IP audio box. This is set by default with the standard hold-to-talk ‘Transmit' button which by pressing and holding allows you to transmit audio to everyone in the conference.
By clicking the ‘Lock' button you are opening your audio up to ‘full duplex' audio, which means you may speak freely and receive audio freely without the need to press the ‘Transmit' button. Locking audio is only recommended when you and your participants are using headsets and not communicating with external speakers.
It is strongly recommended that you use a headset with a built in microphone when using the VOIP function in MegaMeeting, as a headset eliminates and pre-empts the problems associated with internet audio such as looping and echoing. If you are experiencing a large number of problems, we recommend switching all users in the meeting to a headset configuration.
You as a host can still put a user in “Speaker Mode” if you do not want them to be able to lock their audio!  This is very useful if they are using speakers and interfering with the communication in the room.
4) This is your User Name List, where you can see the names of all the Participants in your current conference. To the left of each person's name are icons that prove as visual references as to their standing in the room: An orange arrow denotes the HOST of the room, while a small camera or microphone icon denotes what that Participant is currently transmitting to the room.

5) The top three buttons can be seen by Guests and Hosts by default. In order for a guest to see the 'ShowMyDesktop' and/or 'Computer Sharing' they need the permissions from the Host (using the User Rights described in the section below).

  • Video On/Off - Toggles off and on your own video feed.
  • Video Options - Change the various qualities of your video feed from one easy location. Adjust the quality and buffer to alter the amount of bandwidth your camera feed is using for lower-bandwidth users.
  • Chat Window - Toggles off and on the chat window to the right.
  • ShowMyDesktop -CLICK HERE
  • Computer Sharing - CLICK HERE
  • Host Options – See Section below
6) This is your main chat window, you can chat with everyone in the group at this location.
7) The scrollable list in the lower left corner is your Private Chat, you can make your chat private simply by selecting that person from the list and typing your message. Whatever you type will be only seen by that person until you click 'everyone' from the list to type to the group. The Chat Sounds checkbox will alert you with a sound everytime someone enters text in the chat window. Simply uncheck this box to stop the sound.
Host Options: User Rights, Surveys and More
As the meeting Host, you have control over all meeting elements, such as video window placement, audio and chat options, etc. Click the “Host Options” button to open the Host Options menu. We will cover the options starting from the top button:
User Rights… - Clicking the “User Rights” button opens the control panel for the conference room. You can control meeting elements such as Video, Audio, Chat and ShowMyDesktop privileges for all the Participants in your conference. Users can even be removed or banned by IP address by utilizing the “Kick User” and “Ban User” buttons, respectively. Meeting settings can be set for a single user and then be copied to all other users by clicking the “Copy To All” button, this allows you to make the same changes for all in the room.
  • The User Rights allows chat to be directed to hosts only and new modes have been added. The Chat (rcv) only has two modes - "off" and "on".   The Chat (snd) now has four modes -  
  • 1) "Off" - Attendee cannot send any chat  2) "Host Only" - Attendee can only send chat to a host.  This is ideal if you want to have "moderated" chat, i.e. you want all participants to be able to ask questions, but you only want someone (a host) to be able to see these questions and to post some or all of these questions (with answers if desired) to the entire room.  3) "All+Host" - Attendee can send chat to "All" (which is everyone that is allowed to receive chat) or they can send Private Chat to a specific host.  4) "All+Private" - Attendee can send chat to "All" (everyone that is allowed to receive chat) or they can send Private Chat to anyone who is allowed to receive chat. 
You may also adjust the “Buffer / Delay” under the ShowMyDesktop button. This forces a delay in the time the VOIP is send and is a method to fix audio breaking up under non-optimal bandwidth conditions.
By clicking the ‘Default' user, this allows you to set the defaults for each person that joins the meeting BEFORE they enter. This way you can enter just before the meeting begins and set the default that will apply to everyone that will enter, thus saving you time.
Always click the “Apply Settings” button whenever you make changes.
The “Video Preview” option (Lower left of the box) allows the meeting Host to see the participant PRIOR to allowing their video window to be seen by all meeting participants.
Video Layout - By clicking the “Video Layout” button, you can control the placement and appearance of all meeting participant video windows. Alternatively if you don't want any video windows on the screen, you can use the ‘Set All Windows' option on the left hand side of the box to set the boxes to ‘None'. This will not remove the users, only their video ‘presence' from the conference screen.
Manage Polls - To create and/or manage Live Polls to be used during the course of your MegaMeeting click the “Manage Polls” button from the Host Options menu. Click the “New” button to create a poll:
In the “Create/Edit Poll” screen, enter the name of your poll and the possible answers. Be sure to click the “Add” button after each answer. Click the “Save” button when you have finished creating the polls for this meeting.
To display the poll question(s) to the meeting participants, use the “Current Poll” dropdown list and select the appropriate poll name.
After you have finished polling the group, you can click the “Results” button which will show the poll results to the Host only. Clicking the “Results” button again will hide the poll results. When you are ready to share the poll results with the entire group, use the “Display Results” dropdown list and select the appropriate poll name. Poll results appear as bar graph, as shown.
Live Polls are only available for the duration of the meeting you created and are not available for concurrent or future meetings.
Manage Surveys - To create and/or manage Surveys, which are generally used prior to the start of your MegaMeeting click the “Manage Surveys” button from the Host Options menu. Unlike the Live Polling system, Surveys can be saved and utilized in future meetings. Click the “New” button to create a poll:
To add survey items, click the “New” button. In the ‘Question' field, enter the text for the question itself and then select from the dropdown list, the type of answers you would like to collect. Notice that the answers can come in the form of a ‘Text Field'; ‘Comment Field'; ‘Check Boxes'; ‘Radio Buttons'; ‘Dropdown List'. Check the “Require Response” checkbox to force a response from your Attendee.
We recommend that you experiment with different types of response options for different types of meetings.

You can embed links and limited HTML code in the survey fields as well. For example to add a link:<a href="">Site</a>

Always click the “Save” button when you are finished adding your items.
When you are ready to activate your survey, click the dropdown list and select the appropriate survey. Your Participant(s) will now be asked to complete the survey. You can also select the “Survey Completion Required” checkbox to require your attendees to complete the entire survey.
Clicking on the “Results” button will allow you to view all of the data collected by your Survey. You will be able to see the name/ID of the person, as well as their answers to the questions you asked them previously in a table format. You can click the 'View all Results' button to correlate the data, which formats the data into a form you can copy and paste into a text or word doc and view later.
Invitations - This invitations panel is used much like the Host Options version, only now you are unable to change the Date/Time and are unable to set a password. Much like the other Invitations option, this is sent out to all those you either enter by hand or using the contacts list.
This method of Inviting participants is useful for impromptu or casual meetings that do not have a large number of people.
Seating – The Seating Chart is used to get input from your Participants during a meeting without them having to use the VOIP or the chat window to do so.
By checking the ‘Show Feedback List' checkbox (see image above) in the Seating box, you activate the Feedback Dropdown List just under your Participants audio function area. This allows your participants to communicate various useful information with you, such as whether or not they have a question (hand raised), whether or not you are going too slow or fast, etc.
Once you have checked the ‘Feedback' checkbox, a Feedback dropdown will appear just below the Audio box on the left hand side of the screen. This will allow them to choose the appropriate selection from this list.
Each Participant will be represented by a small grey icon by default, which will change to represent their selection in the Feedback Dropdown List. You can mouse-over any of the icons to see who the icon represents, the feedback they selected, as well as their video window order and their IP address if the name is unknown to you (See examples below).
Example of no feedback:
Example of multiple feedback:
High Quality Video – If your account is setup with the higher bandwidth allotment (Contact your MegaMeeting Representitive for more information) and you wish to change the framerate and resolution of a single attendee video window, you can use the High Quality Video button to do this:
Simply select the User you wish to grant higher video quality to and click the 'apply' button to increase their video quality.
Broadcast mode – From here the host can control the size and placement of the video windows that all attendees see in the meeting room.  The host can also lock these settings in place, which means that the host can dictate what the guests see.
Check on 'Enable Broadcast Interface and then adjust the windows to the way you want them to look for everyone. Once you are satisfied, click on 'Send Interface' to make all guests see this.
Note Board Checkbox – If you need a more interactive way to share text or type in a way that allows you to change text on the fly, simply check the ‘Note Board' checkbox in the ‘Host Options'. The Note Board function is a real-time collaboration tool that will remember everything that is typed inside it for the duration of the conference, allowing you to return to your work at anytime.
Connection Info Checkbox – If you would like to see the current readout of bandwidth for you and your attendees, simply check this box and the connection info box will appear. This will give you the current bandwidth 'ping' for every user currently connected to your conference.
The 'ping' is the amount of milliseconds it takes for your computer to communicate with our servers (1000 Milliseconds = 1 Second) . Generally you will see the number jump anywhere between 40 and 1000, this is the normal range. If you see the number go 2000 ping or higher for more than 30 seconds, then that person(s) Internet connectivity is poor and may effect their conferencing experience.
Meeting Info Checkbox - You can toggle off/on the 'Meeting Information' box in the upper right hand corner using this function.
Using the ShowMyDesktop Function and Sharing Your Desktop
Using the Computer Sharing Function
Admin Options: Adding New Hosts and Managing Your Meetings
As the administrator of the account, this person can create new hosts, monitor active meetings and manage surveys for the entire account. To access the Admin Options, this person will need to login using the main account login that was setup when the account was created. Once inside the Host Options screen, click on the ‘Admin Options' in the upper left hand corner of the screen to access the Admin Options.
Only the person given the main login information will see this button when logged in. Host Only logins and Participants will not have these options.
Account Information - This is where the admin name, password and email can be configured. The first and last name in particular are used with the ‘ my online status link' URL, where the first and last name are used as “<first><last> is currently online/offline”
From this screen, you can change the Admin Information as well as the Default Time Zone Suffix for the 'Time', in addition you can also change the Administrator information from this screen, including the password for the Admin login.
If you are experiencing delays or errors with the receiving of invitations, you can use the 'Advanced' button to change the way the email is sent out.

Your Options are:

1) Send email as host's email address.
2) Send email as (Default)
3) Send email through host's mail server.
By default the email is sent through the MegaMeeting mail server, but you can also change this to send from the MegaMeeting central email or even from your own SMTP mail server if you have one available. You can test the new email choice by pressing 'send test email' to make sure your selection worked.
  • Admin options – my online status link This is the fourth way that you can have people join your meetings. Simply place this URL in a link on your site and when clicked, will provide people with a drop down list with all currently active meetings.
This is really more useful for non-interoffice type of meetings, as it allows any random person to try to join a video conference simply by selecting it from the list.
Meetings List – Here is where the Admin can see and control what meetings are currently running on their account and end them all at once if needed.
For example if you have a 25 seat account and 2 hosts are using up all those seats just when you need to have an emergency meeting, you can check one of the meetings and end it, effectively kicking them out of that room and freeing up those seats.
Additional Logins - This is where the designated admin for the account can setup additional hosts that can create and manage their own meetings. On this screen, for each additional host, the admin should enter a username, password, email address where the invitations will show they are coming from and the maximum amount of attendees this person can have (out of the pool of seats that have been purchased for the overall account). Here you can also set the default video settings for the account, making all Hosts and new meetings created have the same quality settings throughout. To the right of the Default Video Settings is your Meeting Name settings, by default this is set to ‘User Defined' which means it leaves the Meeting Name field blank, allowing you to enter any name you choose each time you create a new meeting. By setting this to ‘Auto Assigned', it tells the system to fill in the field with a randomly generated number. Once you make your selection, press the ‘Apply' button to save your changes.
  • Logins: – If you wish to allow others to login and create their own meetings, you can setup a separate login for them at this screen. Simply give them a user name, an email address and password (see image below for example), then fill out the maximum amount of participants you want this person to be able to have (out of the pool of seats on your account).
For example if you have a 25 seat account and you wanted a host to have a 5 seat meeting, you would give them 4 attendees maximum (Total participants minus one for the host)
You can also check the ‘Disable Video Settings' to disable this new hosts ability to change the video settings for each meeting, instead forcing them to use the default set in the Admin options. Once you are finished filling out the fields, simply click ‘Save' and either click ‘New' to create another, or click ‘Close' to go back to the Admin options. Now this person can login to your account as a host and create and manage their own meetings.
Manage Surveys - To create and/or manage Surveys, which are generally used prior to the start of your MegaMeeting click the “Manage Surveys” button from the Host Options menu. Unlike the Live Polling system, Surveys can be saved and utilized in future meetings. Please See the Host Options section to learn more.
View Reports - To see all of the activity on the account by the Hosts you have previously assigned, you can either click on 'View Reports' (click the ^ button to open in a new window) or simply go to
Enter Your Admin Login information to access the Reports. From there simply enter the date and time range you want to search for (see below):
After clicking 'View Report' you will then see a readout of all the activity on the account for the time range you specified:
This concludes the MegaMeeting Professional/Enterprise Users Document. If you have further questions or problems, please refer to the Frequently Asked Questions below or our online knowledgebase at:
Thank you for choosing! Have more questions? Contact us directly at 1-877-MEG-MEGA (634-6342)
Frequently Asked Questions and Answers
•  Why do I need to agree to the terms of service (TOS)?
If you are a Professional client, your meetings are hosted on our servers and we are obligated to regulate the content that uses our bandwidth. MegaMeeting Enterprise clients host their meetings on their own servers and do not need to conform to these agreements.
•  What type of webcam should I use?
Generally any webcam with work as long as there are no other programs/applications using it at the same time. Logitech brands are good for general use and are usually under $100 at good quality but any brand will do.
•  Which browser should I use? will function in most major browsers (Firefox, IE, Safari etc).
•  What type of headset should I use?
Any type of headset will work, but we do recommend you use a non-USB type of headset for your meetings, as these may interfere with other sound input devices running on your computer (such as any built in microphones in your webcam).
•  How can I get higher resolution/framerate for my video windows?
Please contact your sales representative for more information on purchasing additional bandwidth/resolution for your meetings.
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