MegaMeeting

User Guide

Step-by-step instructions for everything MegaMeeting.

Video Tutorials
Written & illustrated Instructions

Account Roles

  • Owner:
    • There is only one Account Owner.
    • The Owner has Admin and Host capabilities.
    • The Owner is responsible for billing duties.
    • The Owner can set the Company Name and Street Address that appear in Email Invitations.
    • On Enterprise accounts, the Owner has access to the white label settings.
  • Admin:
    • Admins have all Host capabilities.
    • Admins are able to join, edit, and delete other hosts' and admins' meetings and recordings.
  • Host:
    • Hosts can create and join video conferences and webinars.
    • In Pro and Enterprise accounts, hosts can record their meetings.
    • Hosts have their own Account Dashboard and calendar, they do not see other hosts' meetings or recordings.

Login To Your Account
Owner
Admin
Host

  • Navigate to your account in your browser (e.g. "app.website.com").
  • Enter your User Name and Password and click Login.
  • If needed, you can reset your password by clicking the Forgot Password link.

MegaMeeting Login

  • When successfully logged in, you will see your Account Dashboard.
    • Hosts do not have access to the Billing and Users buttons.
    • Admins do not have access to the Billing button.
    • The API is only available on Enterprise accounts.

MegaMeeting Manage Section

Users
Owner
Admin
Host

The Users section allows you to manage Host and Admin users of your account.

  • Add: add a new Host and/or Admin user to the account.
    • Requires an available host license.
    • Additional host licenses can be added to your subscription from the Billing section.
    • Send the newly added login the activation email so they can set up their password.
  • Edit: edit the selected user.
  • Delete: delete the selected user.
    • Deleting a user deletes all associated data including meetings, recordings, API keys, and usage history.
    • Deleted users and their data are not recoverable.

Manage Users List
Manage Users List

Billing
Owner
Admin
Host

The Billing section allows you to view your current plan and make changes to your plan and billing preferences.

  • Edit Plan: Change your plan, billing frequency, number of host licenses, or cancel the subscription.
  • Edit Payment Method: Update the credit card on file for future payments.
  • Past Invoices: View PDFs of your previous payments.

Manage Billing Options

  • Plan: Change plans (Starter, Pro, Enterprise).
  • Billing: Change billing frequency between Monthly or Annually.
  • Hosts: Increase or decrease the number of host licenses.
    • You can only remove host licenses that are not in use by an active user.
    • If you delete an active users, you will be able to remove the host license that was occupied by that user.
    • All accounts require a minimum of 1 license to remain active.
  • Cancel: Cancel your subscription immediately, and retain access to the end of the current billing cycle.

Manage Plan Options
Manage Plan Options

  • Add/Edit Payment Method: Update the credit card on file for future payments.

Manage Payment Method

API
Owner
Admin
Host

The API section allows you to generate API tokens for use with integrations.

  • API Playground: Discover and test the available schema and API calls.
  • API Endpoint: The endpoint for your account for all API requests.
  • API Token: Use the token to authenticate API requests.
    • Generate: Create a new token.
    • Revoke: Delete the existing token (cannot be undone).

Manage API Tokens

Meetings
Owner
Admin
Host

The Meetings section allows you to view a list of your scheduled meetings.

  • Create: Create a new meeting.
  • Invite: Open the Invitations window for the selected meeting.
  • Join: Join the selected meeting now.
  • Edit: Change/Update the selected meeting.
  • Delete: Delete the selected meeting.

Meetings List

Create Meeting

Details:

  • Meeting Name: Title of your meeting that is displayed on your calendar and Email Invitations.
  • Start Date / Time: When your meeting will start.
  • End Date / Time:
    • Meetings that reach their end time are locked and cannot be joined unless a Repeat cycle is also set for the meeting.
      • Meetings with a Repeat cycle remain active until manually deleted or they are unused for 6 months.
    • An inactive meeting can be reactivated by editing the start and end date and time.
  • Time Zone: Choose the Time Zone for your meeting.
  • Repeat: Choose how often your meetings will repeat.
    • Every Day
    • Every Week
    • Every Month

Create Meeting

  • Meeting Owner: The Owner and Admins can create meetings for different users on the account.

Create Meeting with User List

  • Click the Next button to go to the Settings tab.

Settings:

  • Meeting Types:
    • Video Conference standard:
      • Video conference for up to 20 users.
      • The meeting link is public and can be shared.
      • All users have access to audio and video streaming.
    • Video Conference secure:
      • Standard video conference with secure access enabled.
      • Users must be added to the Attendees tab during meeting creation.
      • Each user will receive a unique link and key for accessing the meeting.
      • Each user can be configured with specific permissions.
    • Webinar open:
      • Webinar configured for up to 200 attendees.
      • The Host and Moderators are able to stream audio and video.
        • Users added to the Attendees tab with the Moderator permission have Host capabilities.
      • An open webinar has a single link to share with all guests.
    • Webinar with registration:
      • Webinar configured for up to 200 attendees.
      • The Host and Moderators are able to stream audio and video.
        • Users added to the Attendees tab with the Moderator permission have Host capabilities.
      • Guests must register prior to receiving their link to join the webinar.
        • Each guest receives a unique link after registering to your webinar.
    • Classroom:
      • Special video conference configuration that allows the Instructor (Host) to see all students (Guests) video streams.
      • Students only see the Instructor and do not see the other students' video streams.

Create Meeting Templates

Advanced Settings:

  • Meeting Chat:
    • Open: Public and Private chat is available to all users.
    • Restricted: Chat is limited to Host-to-Guest and Guest-to-Host.
    • Meeting User List:
      • Open: Names of all participants are visible in the user list.
      • Restricted:
        • Hosts can see the full list of participants (Guests and other Hosts) in the user list.
        • Guests can only see the Host(s) names in the user list.
      • Hide Automatically: User list hides after a few seconds upon joining the meeting.
    • Meeting Security:
      • Open:
        • Anyone can join the meeting using the Meeting ID or link.
        • Meeting is capped at 20 users unless Disable Video and Disable Audio are both checked under Guest Restrictions.
      • Secured:
        • Each user requires their own access Key to join the meeting.
        • Add users in the Attendees tab during meeting creation.
      • Registration:
        • Used for collecting webinar guest names and email addresses.
        • Guests must register in order to receive a link to join your webinar.
        • Hosts, presenters, and chat moderators should be added in the Attendees tab.
      • Waiting Room:
        • Before joining your video conference or webinar, your guests will be placed in the Waiting Room.
        • A Host must manually allow guests to join the meeting.
      • Default Behavior:
        • Notes:
          • The Default Behaviors apply to all users who join with ability/permission to stream audio and video.
          • In Video Conferences, it is common to start with Camera and Microphone on by default.
          • In Webinars, it is common to start with Camera and Microphone for the Host(s) off by default.
        • Turn Microphone On Automatically:
          • Users will join the meeting with their microphones turned on.
        • Turn Camera On Automatically:
          • Users will join the meeting with their webcams turned on.
        • Tile Layout:
          • All video images are the same size and change size depending on how many total participants are connected to your meeting.
        • Speaker Layout:
          • One large video image appears in the center of the screen.
          • The large video image changes depending on who is speaking.
        • Large Meeting:
          • Use this setting for meetings that will have 8 or more camera images.
        • Guest Restrictions:
          • Notes:
            • Restrictions apply to all guests who join an open meeting using the Meeting ID.
            • Guests who join with a Key will override the Guest Restrictions.
            • For webinars, it is common to disable most Guest Restrictions and invite additional speakers, presenters, and chat moderators from the Attendees tab.
            • Disable Video, Disable Audio, and Disable Screen Sharing are required for a webinar.
          • Restrict Guest-to-Guest Streaming:
            • Special video conference configuration that allows the Instructor (Host) to see all students (Guests) video streams.
            • Students only see the Instructor and do not see the other students' video streams.
          • Disbale Video:Prevents Guests from turning on their webcams.
          • Disbale Audio:Prevents Guests from turning on their microphones.
          • Disbale Screen Sharing:Prevents Guests from using the screen share feature.
          • Disbale Web Video Player:Prevents Guests from using the Web Video Player.
          • Disbale Chat: Prevents all chat for guests, including Guest-to-Host chat.
          • Disbale File Upload: Prevents guest from uploading files to the meeting.
          • Disbale File Download: Prevents guest from downloading files to the meeting.

          Advanced Settings for Creating a Meeting

          • Click the Next button to go to the Attendees tab.

          Attendees:

          • Notes:
            • Each user added to Attendees receives a unique link with a Key for meeting access.
            • Attendees must be added for Secure Meetings.
            • For Webinars, add addtiional speakers, presenters, and moderators to Attendees.
            • For Webinars, it is recommended to leave Disable File Download unchecked. This will allow guests to download any Meeting Files, like handouts or forms.
          • Click the Add Guest button to add an Attendee.
            • Click the Add Host button to add an additional speaker or presenter.
            • Users added with this button get the Moderator permission by default.
            • The Moderator Permission should only be given to Attndees to use Host features:
              • Start Recording
              • Kick Users
          • Type a user's Name and Email Address.
          • Select the user's Permissions:

          Attendees Tab

          • Click the Next button to go to the Summary page or...
          • Click Create to finish setting up your meeting.

          Final Create Meeting Screen

          • Click the Invite button to send Invitations to your Video Conference or Webinar.
          • Click Join to Join your meeting now. Enter your name on the next screen.

          Edit Meeting

          The Edit Meeting feature allows you to makes changes to an existing meeting. You can change the Meeting Name, Date/Time, Advanced Settings, and the list of Attendees.

          • Details:
          Edit Meeting
          • Settings:
          Edit Meeting Settings
          • Attendees:
          Edit Meeting Attendees
          • Click Update to confirm your changes.
          Registered Attendees

          Join Meeting

          The Join Meeting feature allows you to instantly connect to the live meeting room from here with Host privileges.

          • Click on a meeting from the calendar or Meetings list.
          • Then click Join.
          Join Meeting
          • Enter your name and click Go.
          Join Meeting

          • Allow the camera and microphone access to your web browser.

          Join Meeting

          • Preview and select the correct hardware.
          • Click Join Now to load the meeting.

          Join Meeting
          Join Meeting

          Delete Meeting

          The Delete Meeting feature allows you to end a particular meeting and prevent further access.

          • Once deleted, the meeting and all associated access keys and links are erased and cannot be recovered.
          • Once deleted, the meeting's name can be reused for another meeting.
          • Note: It is highly recommended that you delete meetings that are no longer in use to prevent unintended usage on your account.
          • Select a meeting from the calendar or Meetings list and click Delete.

          Delete Meeting
          • Click End on the next screen to confirm deletion.
          Delete Meeting

          Invitations
          Owner
          Admin
          Host

          Send your participants an email invitation or a text with your meeting link.

          • Open Meetings: Email or text your meeting link to your participants.
          • Secure Meetings: Email each user their own unique link.
          • Open Webinars: Email or text your webinar link to your participants.
          • Webinars with Registration: Email or text the reistration link to your participants.
          • Open Meetings with Special Attendees & Webinars with Special Attendees: Email or text your open link to your participants. Email secure links to the Special Attendees.

          • Click on Invitations from the panel on the left of your Account Dashboard.
          • Select a meeting from the drop down menu.
          • If you have just finished creating a meeting, then it will already be selected in the drop down menu.
          Invitations
          • Open Meetings: Send either email invitations or text your meeting link.
            • Enter email addresses of your participants.
              • Separate email addresses with a comma.
            • Click Send.
          Invitations Open
          • SMS: Send a text to your participant.
            • Texts can only be sent one to Open Meetings.
            • Texts can only be sent to one participant at a time.
            • Enter the cell phone number of your participant and click Send.
          Invitations SMS
          • Secure Meetings: Attendees receive the invitation with their access key.
            • You'll see the list of users who have been added to your meeting listed in the Invitations window.
            • Remove users if necessary.
            • Click Send.
          Invitations Special
          • Webinars with Registration: Send your webinar audience a link to the Registration page.
            • Enter their email addresses and click Send.
            • Separate email addresses with a comma.
          Invitations Registration


          Recordings
          Owner
          Admin
          Host

          The Recordings section allows you to view a list of past meeting recordings.

          Manage Recordings

          • Download: download the recording to your computer.
          • Copy: copy the download link to share with others.
          • Delete: delete the recording (cannot be undone).

          Manage Recordings Manage Recordings Manage Recordings

          Reports
          Owner
          Admin
          Host

          The Reports section allows you retrieve account usage data by running various reports.

          Manage Reports

          • Meeting Usage: historical records of meetings joined by users.

          Meeting Usage

          • Select Meeting(s): search or select 1 or more meetings for which to display data.
          • Select Date Range: use the simple filters or set a custom date range. Data returned will be within the selected date range.
          • Run Report: apply the filters and display the data result.


          Files
          Owner
          Admin
          Host

          The Files section allows you upload and manage documents and files for use during meetings and sharing with meeting participants.

          Manage Files

          • Upload: add files from your computer.
          • Download: save files to your computer.
          • View: preview the selected file.
          • Share: share the selected file with a meeting or user.
          • Delete: delete the selecte file.

          Files List

          • Select Files to Upload: browse or drag and drop files from your computer.

          File Upload

          • New Folder: optionally organize uploaded files in a new folder.

          New Folder

          • Upload Files to Folder: click Upload and the files will be added.

          Uploading Files

          • Share Files: files can be shared with whole meetings or specific users. When shared with a meeting, the file will appear in the Meeting Files list for that meeting and all participants will have access to the file. When shared with a specific user, the file will appear in that user's Your Files > Shared With You folder.


          Settings
          Owner
          Admin
          Host

          The Settings section allows you to change basic account details, login details, or branding settings depending on the user and account type.

          • Personal Settings: users with Host-level access can change their own details.
            • User Name: used to login to the account.
            • Email Address: used for various services and notices.
            • Phone Number: used for internal contact purposes.
            • Full Name: display name that appears in meetings, email invitations, etc.

          Personal Settings

          • Appearance Settings: Enterprise accounts can change the colors and logos on their account.
            • Header Color: select from the available presets or enter your own hex code.
            • Background Color: select a dark or light background color.
            • Favicon: displays in the browser tab.
            • Logo: displays on the stage background, in email invitations, etc.

          Camera
          Video Conference
          Host
          Guest
          Webinar
          Host
          Guest
          Webcam Icon

          • Click the Camera icon to turn your webcam On or Off.
          • The camera icon will appear disabled if you lack permission or ability to stream video.

          Microphone
          Video Conference
          Host
          Guest
          Webinar
          Host
          Guest
          Microphone Icon

          • Click the Microphone icon to turn your microphone On or Off.
          • The microphone icon will appear disabled if you lack permission or ability to stream audio.

          Meeting Room

          Screen Sharing
          Video Conference
          Host
          Guest
          Webinar
          Host
          Guest

          • Click the Screen Sharing icon to open the screen selection dialog.
          • Entire Screen: Share you computer's desktop and all visible application windows.
          • App Window: Share one specific application window.
          • Chrome Tab: Share a specific tab from Chrome.
          • The screen sharing icon will appear disabled if you lack permission or ability to screen share.

          Screen Sharing Select

          Chat
          Video Conference
          Host
          Guest
          Webinar
          Host
          Guest

          • Click the Chat icon to open the chat window.
          • Public Chat: during a video conference, public chat is available between all participants.
          • Private Chat: during a video conference, private chat is available between individual participants.
          • Host Chat: during a webinar, the host can chat with each attendees, and attendees can only chat with the host.
          • The chat icon will appear disabled if you lack permission or ability to chat.

          Chat Window

          File Sharing
          Video Conference
          Host
          Guest
          Webinar
          Host
          Guest

          • Click the File Sharing icon to open the file sharing window.
          • Your Files: All files you have previously uploaded.
          • Meeting Files: Files that have been shared with this meeting by you or other attendees.
          • Upload: Add new file(s) from your computer.
          • Open: Preview file and start presentation.
          • Sharing: Change the visibility of your files.
            • Private: Only visible to the file owner.
            • Shared: Visible to all parties connected to the meeting and available for download.
          • Save: Saves a copy of the selected file to Your Files.
          • Download: Save a selected file to your computer.
          • Delete: Delete one of your files.
          • The File Sharing icon will appear disabled if you lack permission or ability to share files.

          File Upload Window
          File Sharing Window

          • Upload Files: browse or drag and drop files to upload.

          File Upload Window
          File Upload Window
          File Upload Window
          File Upload Window
          File Upload Window

          Video Player
          Video Conference
          Host
          Guest
          Webinar
          Host
          Guest

          • Click the Video Player icon to open the Video Player.
          • Paste a supported link in the field and click Load.
            • Supported Web Links: YouTube, Vimeo, DailyMotion, Wistia, Vidyard, Twitch, Streamable, SoundCloud, Mixcloud
            • Supported File Types: mp3, mp4
              • Note: You must use a direct link to the file that is hosted on a public website
          • Click the Play button in the bottom left to play the video for all participants.
          • You can pause, fast forward, and rewind the video for you and your partipants.
          • The Video Player icon will appear disabled if you lack permission for the Video Player.

          Video Player

          Invitations
          Video Conference
          Host
          Guest
          Webinar
          Host
          Guest
          Invitations Window

          • Click the Invitations icon to invite participants to your meeting.
          • SMS: Type a user's cell phone number to send a text with the link for your meeting.
            • Can only be used with the Open Meeting Link.
            • Cannot be sent to Special Attendees.
            • One cell phone number allower per time.
          • Email: Enter email addresses to send the Open Meeting link here.
            • To enter multiple email addresses, separate email addresses with a comma.
          • Special Attendees: Anyone added as a Special Attendee will be added to this section.
            • Delete and Add Special Attendees using the drop down menu near the top right of the Invitations window.
          • Adding from Contacts: Click to open your Contacts window. Quickly add previously saved contacts.

          Breakout Rooms
          Video Conference
          Host
          Guest
          Webinar
          Host
          Guest
          Breakout Rooms Icon

          • Click the Breakout Rooms icon to start moving your participants into additional meetings.
          • Click on New Breakout Room button and type a Meeting Name.
          • Select users from the drop down menu on the left hand side of the screen and click the Move button.

          Breakout Rooms Window
          Breakout Rooms Window

          • Use the drop down menus on the right hand side of the screen to select users connected to Breakout Rooms.
          • Click the Move button to bring them back into your original meeting.

          Breakout Rooms Window

          Recording
          Video Conference
          Host
          Guest
          Webinar
          Host
          Guest

          • Recording can be started and stopped by using the icon at the top of the screen.
          • When a recording is finished, you will access it from your Account Dashboard

          Start Recording

          • Click the Recording icon again to Start Recording

          Stop Recording

          • Click the Recording icon again to Stop Recording

          Download Recording

          Sidebar
          Video Conference
          Host
          Guest
          Webinar
          Host
          Guest

          • Click the menu icon to open the sidebar.
          • Conference Details: displays the Call In Number(s) and Conference ID.
          • Options: Various controls and settings for the meeting.
          • Attendees: Displays all users currently connected to the meeting.

          User List Sidebar

          Live Polling
          Video Conference
          Host
          Guest
          Webinar
          Host
          Guest

          During webinar guests can raise their hand in response to questions or for attention, and the Host can view the status of all hands.

          • Hand Raise (Host):
            1. Total number of hands raised.
            2. Percentage of guests with their hand raised.
            3. Clear Hands button will remove all hands.

          Live Polling

          • Hand Raise (Guest):

          Hand Raise

          Change Camera/Microphone
          Video Conference
          Host
          Guest
          Webinar
          Host
          Guest

          • From the options menu select Change Camera/Mic.

          Change Options

          • Available devices can be selected from the dropdown menus.

          Change Devices

          Kick User
          Video Conference
          Host
          Guest
          Webinar
          Host
          Guest

          • From the options menu select Kick User.

          Kick Options

          • Individual attendees can be kicked from the meeting to the exit page.

          Kick Users

          Exit
          Video Conference
          Host
          Guest
          Webinar
          Host
          Guest

          The Exit feature allows the Host to end the meeting session and send all participants to the exit page.

          • Click the exit icon from the meeting header.

          Exit Icon

          • End the meeting session, and optionally disable (delete) the meeting if no longer needed.

          End Options

          • Upon exiting Host and Guests will land on the exit page.

          Integrating MegaMeeting into your website or web application

          Since MegaMeeting is an entirely web-based application, it provides for unique integration opportunities that are either not possible or far more complicated with any other video conferencing platform.

          The most popular way to integrate MegaMeeting Video Conferencing into an existing website or web application is via iframe, a very a powerful html tag that allows you to display any website within a website. You can utilize iframe in several ways, such as:

          • Integrate the entire MegaMeeting product inside a web page utilizing your page for some additional UI.
          • Embed a single meeting on a web page at any size, alongside other web site or web applications UI.

          The possibilities are endless and depend entirely on your specific use case. Integration is very straightforward.

          Example iframe tag:

                  
                  
                  
                  

          Refer to the iframe spec for a complete list of supported attributes.

          For integration of MegaMeeting, the most important attributes are:

          • source url (src): This is the URL of the page you are integrating. This could be a static URL such as the login page for your account, or could be dynamically inserted/updated such as meeting URL.
          • allow="camera;microphone" this permission is essential for Camera and Microphone features to work within cross-origin iframes. If this is omitted, the basic video conferencing aspects will not work.
          • width: the width of the iframe. Use this to determine the size of the MegaMeeting page within the parent web page.
          • height: the height of the iframe. Use this to determine the size of the MegaMeeting page within the parent web page.

          Tips for utilizing iframe of MegaMeeting in your application:

          • Branding. The experience is best when combined with MegaMeeting's White Label features. Using a MegaMeeting Enterprise account, you can white label your account to match your website and brand, creating a much more seamless integration. And by utilizing your own domain name for your MegaMeeting account, you avoid any cross domain issues that can arise when using iframes.
          • Create the source URL based on your use case:
            • To integrate the entire MegaMeeting application, you could use the root URL of your account (e.g. https://meeting.example.com).
            • Most integrations will iframe only a specific meeting. Since users can join meetings directly from a URL, that URL can be the source of the iframe (e.g. https://meeting.example.com/?id=4444444).
            • More advanced integrations will populate the source URL from other data, such as the response from createMeeting API. If you know the name of the user in your application (from a database or form submission), you can populate the meeting URL with their name and save the user a step (e.g. https://meeting.example.com/?id=4444444&name=Pete).
            • Finally, you can speed along the process even more by adding a final parameter that will join the user directly into the meeting without any user interaction (e.g. https://meeting.example.com/?id=4444444&name=Pete&go=1).