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Video Meetings in Boardeaser – Create and join a video meeting room

  • Updated

With the Video Meetings add-on, the board can hold digital meetings directly within the Boardeaser meeting process. A unique video room is created for each meeting via Boardeaser's partner Whereby. This guide explains how to enable video meetings when scheduling and how participants join the room.

Prerequisites and availability:

  • Add-on module: Requires the Video Meetings add-on to be activated for your organization.
  • Video room hours: The video meeting room and quick links are automatically activated 4 hours before the scheduled start time and deactivated 4 hours after the scheduled end time.
  • Recommended browsers: Google Chrome or Mozilla Firefox are recommended for optimal audio and video performance.

Table of contents

1. Create a video meeting

You can enable a video conference room directly while planning a meeting:

  1. Go to step 1 (Plan) in the meeting process.
  2. Check the box for Video meeting.
  3. Complete the meeting setup and send out the invitation as usual – a unique video link is automatically generated for the meeting.
Check the Video meeting option under the Plan step

2. Join the video meeting room

Once the invitation has been sent, participants can join the video meeting in three different ways:

  • Via the email invitation: Open the invitation email and click the Open video meeting button.
Click Open video meeting in the invitation email
  • Via the left menu in Boardeaser: When logged in, a quick link to the video meeting appears at the top of the left-hand menu 4 hours before the meeting begins.
  • Via your personal overview: Click the video link directly next to the scheduled meeting on your home overview page.
Video meeting link in the left menu and personal overview

3. Audio, camera, and technical support (Whereby)

Clicking the meeting link opens the Whereby video conference room in a new browser tab:

  1. Allow your browser to access your computer's or mobile device's microphone and camera when prompted.
  2. Verify that the correct audio and video devices are selected, then enter the room.

For troubleshooting audio, video, or network issues, please visit Whereby's official support documentation.