Most if not all of the usual rules for good meeting etiquette apply just the same. A meeting may be spontaneous and informal or planned and more formal. For a team meeting think of your virtual meeting room as you would a normal meeting room. Arrive there in good time and make sure you are prepared. Ensure you are not interrupted or manage any unplanned events to minimise disruption. You will find that a direct person-to-person call on VuCall can often be more productive than a phone call or email.

From your browser, click My Room and then the Join Room button to open your meeting room. When you are the only person in your meeting room you will see yourself. Adjust your webcam position, your room lighting and if necessary your webcam setup. If you are using one of the recommended webcams the default settings that allow your webcam software to automatically adjust the light and focus settings are usually fine. Click the Configuration button and check that on the Devices tab you have the correct microphone and speaker selected. On the Video tab check that the Best Quality button has been selected. On the microphone and speaker buttons on the desktop toolbar check that the volume sliders are set correctly, usually between half and three quarters depending on whether you are using a headset or speakerphone.

On the Control Meeting page of the VuCall portal you will see details of people in your meeting room together with icons you can click to mute their audio and video feeds and also to disconnect them from the meeting. From this page you can also lock and unlock the meeting room and disconnect everyone at the end of a meeting. On the Settings page of the VuCall portal click My Room to set a PIN for access to your meeting room. To invite people in advance to a meeting your can send them your meeting room URL which is also found in Settings/My Room. You can create an email with your room link by clicking the Invite by Email link in the footer of the Home page or the button on the Control Meeting page.

In the VuCall portal Home page enter an asterisk in the search box (where it says “Select from list or Enter name to call”) to see who is online or in a meeting. For a specific person, enter part of their first or last name in the same box and click their name in the list to see their status.

Use the three green buttons on your video desktop toolbar that control your speaker, microphone and webcam. The buttons toggle your devices on and off and the buttons will change to red when they are off.

When you have used the service a few times you will get used to it and it will become quite natural. Once you are confident that you have your webcam and audio set up properly you may prefer to use the Preview button on the toolbar to turn off your preview window so that you do not see yourself. This also frees up more space on your screen for other meeting participants and to view shared documents.