Conference | Meeting Participation

Ad-hoc meetings via the client and scheduled conferences with external participants are conducted through the integrated Jitsi tool.

There are minor differences in Jitsi between both options. These will be discussed in more detail in the following sections.

Important Note

Please note that messages and files sent in the conference window are not transferred to the Vistameet App and are lost after leaving/ending the video conference.

Join a Scheduled Conference

Functions of the Control Elements

Basic Control:

• Microphone on/off: Activate/deactivate mute
• Video on/off: Activate/deactivate camera
• Screen share: Share desktop or application
• Chat: Text messages during the conference
• Participants: Overview of all conference participants

Join Conference Button

Join Options:

1. Join directly: Immediate entry into the conference
2. Test audio/video: Check devices before joining
3. Audio only: Participate without video
4. Waiting room: Wait for approval by moderator

Conducting a Conference

Quality Settings

Video Quality:

• HD (720p): Standard for most meetings
• Full HD (1080p): For presentations and important meetings
• SD (480p): With weak internet connection
• Audio-only: Voice only, no video

Automatic Adjustment:

• Adaptive bitrate depending on connection quality
• Automatic reduction with network problems
• Prioritization of audio over video

Control Functions in a Conference

Audio (Microphone | Speaker)

Microphone Control:

• Mute: M or microphone button
• Push-to-Talk: Hold spacebar
• Automatic mute: With background noise

Audio Settings:

• Select input device
• Adjust volume
• Activate noise suppression
• Configure echo cancellation

Video Transmission (Camera on | off)

Video Control:

• Camera on/off: V or video button
• Switch camera: Between available cameras
• Video quality: Adjust resolution and framerate

Video Effects:

• Blur background
• Virtual background
• Lighting correction
• Camera filters

Screen Transmission (Share on | off)

Share Options:

• Entire screen: Everything is shared
• Application window: Only specific programs
• Browser tab: Individual web pages
• Whiteboard: Integrated drawing tool

Share Control:

• Start sharing: S or share button
• End sharing: Click button again
• Pause sharing: Temporarily interrupt
• Show pointer: Make mouse pointer visible to others

Raise Hand | Feedback

Interactive Functions:

• Raise hand: Signal request to speak
• Reactions: Give emoji feedback
• Applause: Show approval
• Thumbs up/down: Quick evaluation

Moderation Tools:

• Manage requests to speak
• Order of speakers
• Time limits for contributions

Participant Management

Participant Overview:

• List of all present
• Show online status
• Roles and permissions
• Connection quality

Moderator Functions:

• Mute participants
• Deactivate video
• Remove from conference
• Grant moderator rights

Breakout Rooms

Organize Group Work:

1. Create rooms: Set number and names
2. Assign participants: Automatically or manually
3. Open rooms: Participants are automatically moved
4. Switch between rooms: As moderator, visit all rooms
5. Close rooms: Everyone back to main room

Breakout Room Features:

• Separate audio/video channels
• Own chat per room
• Screen sharing possible
• Configurable time limits

Additional Settings

Personal Settings

Audio

• Input device: Select microphone
• Output device: Speaker/headphones
• Volume: Input and output levels
• Advanced options: Noise suppression, echo cancellation

Camera

• Select camera: Between available devices
• Resolution: Set video quality
• Framerate: Frame rate
• Mirror: Mirror video horizontally

Backgrounds

• Blur: Display background blurred
• Virtual backgrounds: Predefined or own images
• Chroma key: Green screen effect
• No effects: Natural background

Notifications

• Participant joins/leaves: Audio signal
• Chat messages: Popup notifications
• Raise hand: Visual hints
• Recording: Status updates

Moderation

• Activate lobby: Waiting room for new participants
• Mute: All new participants muted
• Camera deactivated: Video off by default
• Restrict chat: Only moderators can write

Keyboard Shortcuts

Action	Keyboard Shortcut
Microphone on/off	M
Video on/off	V
Screen share	S
Open chat	C
Raise hand	R
Fullscreen	F

More

• Language: Change interface language
• Statistics: Show connection details
• Logs: Technical information
• About: Version and license information

Set Background Image

Upload Own Backgrounds:

1. Click on "Change background"
2. Select "Upload own image"
3. Upload your desired image
4. Adjust the position
5. Activate the new background

Recommended Image Formats:

• Format: JPG, PNG
• Resolution: 1920x1080 or 1280x720
• File size: Maximum 5 MB
• Content: Professional and distraction-free

Security Options

Conference Security:

• Password: Activate access protection
• Waiting room: Moderator approval required
• Lobby: Control over joins
• Recording: Restrict permission

Privacy:

• End-to-end encryption: For sensitive conversations
• Anonymous participation: Without name display
• No recording: Prohibit recording
• Chat log: Don't save messages

Whiteboard

The integrated whiteboard enables collaborative visualization and brainstorming.

Whiteboard Overview

Main Functions:

• Draw: Freehand drawings
• Shapes: Rectangles, circles, lines
• Text: Add text fields
• Images: Insert graphics
• Notes: Create sticky notes

Toolbar

Available Tools:

Tool	Function	Shortcut
Pen	Draw freehand	P
Eraser	Delete elements	E
Rectangle	Draw rectangles	R
Circle	Draw circles	O
Line	Straight lines	L
Text	Text fields	T
Selection	Select elements	V

Settings Menu for Elements | Edit

Element Properties:

• Color: Stroke and fill color
• Stroke width: Adjust line thickness
• Transparency: Set opacity
• Font: Text properties
• Size: Scale elements

Edit Options:

• Copy: Ctrl+C
• Paste: Ctrl+V
• Delete: Delete
• Undo: Ctrl+Z
• Redo: Ctrl+Y

Insert Images in Whiteboard

Image Upload:

1. Click on the image symbol
2. Select "Upload file"
3. Upload your image
4. Position it on the whiteboard
5. Adjust size and position

Supported Formats:

• JPG, PNG, GIF
• SVG (vector graphics)
• Maximum file size: 10 MB

Save Whiteboard

Export Options:

• PNG: As image file
• SVG: As vector graphic
• JSON: Vistameet format for later import
• PDF: For documentation

Save Process:

1. Click on the export symbol
2. Select the desired format
3. Enter a filename
4. Download the file

Close Whiteboard

End Whiteboard:

1. Click on the X symbol
2. Confirm closing
3. Choose whether to save
4. Return to conference

Important Note

Unsaved whiteboard content is lost when closing. Save important work regularly.

Record Conference

Start Recording

Begin Recording:

1. Click on the recording symbol
2. Select recording options
3. Inform all participants
4. Start recording

Legal Notes:

• Consent of all participants required
• Observe data protection regulations
• Define retention periods

Choose Recording Area

Recording Options:

• Complete conference: All participants and shared content
• Speaker only: Active speaker in focus
• Screen share only: Only shared content
• Audio-only: Voice recording only

Quality Settings:

• HD (720p): Standard quality
• Full HD (1080p): High quality
• Audio quality: 48 kHz stereo
• Compression: Optimize file size

End Recording

Stop Recording:

1. Click the recording symbol again
2. Confirm ending
3. Wait for processing
4. Download the file

After Recording:

• Automatic processing
• Email notification when finished
• Download link with expiration time
• Possibility for post-processing

Conference Subtitles

Activate Subtitles

Live Transcription:

1. Click on the subtitles symbol
2. Select the language
3. Activate display
4. Adjust presentation

Supported Languages:

• German
• English
• French
• Spanish
• More on request

Deactivate Subtitles

Turn Off Subtitles:

1. Click the subtitles symbol again
2. Select "Deactivate"
3. Subtitles are hidden

Accuracy:

• 85-95% accuracy depending on speech quality
• Better results with clear pronunciation
• Technical terms may vary
• Manual post-processing recommended

End Conference

Leave Conference:

• Leave for yourself: Only you leave the conference
• End for all: Conference is ended for all participants (moderators only)

End Options:

1. Click on "Hang up" or the red phone symbol
2. Select the desired option
3. Confirm the action

Chat and Polls

Chat Functions

Send Messages:

• Public messages to all
• Private messages to individual participants
• Emojis and reactions
• File attachments (limited)

Chat Moderation:

• Delete messages (moderators)
• Mute participants in chat
• Export chat history
• Automatic translation

Polls

Create Live Polls:

1. Click on the poll symbol
2. Enter your question
3. Add answer options
4. Start the poll
5. Show results in real-time

Poll Types:

• Yes/No: Simple decisions
• Multiple Choice: Multiple options
• Rating: Scale from 1-10
• Open Question: Free text answers

Participant Permissions

Role System:

Role	Permissions
Moderator	Full access, can mute others, recording, breakout rooms
Presenter	Screen share, use whiteboard, create polls
Participant	Speak, use chat, send reactions
Guest	Limited rights, audio/video only

Possible Views During a (Video) Conference

Standard View

• Active speaker in focus
• Other participants in small windows
• Automatic switch when speaker changes

Tile View

• All participants equal
• Grid layout
• Up to 25 participants visible simultaneously

Maximized View

• Fullscreen mode
• Only active speaker or shared screen
• Minimal controls

Minimized View

• Conference in background
• Small overview in corner
• Other applications usable

Efficiency Tip

Use keyboard shortcuts for frequent actions like mute (M) or video on/off (V) to react quickly during presentations.

Technical Requirements

For optimal conference quality, we recommend a stable internet connection with at least 5 Mbps upload and download and a headset for better audio quality.