15-Mar-2021
Article :040092

This article discusses how you can schedule a meeting on the Rainbow Office phone app.

About scheduling a meeting 

The Rainbow Office phone app makes scheduling a meeting and making it to that meeting on time simple. You can start, join, and schedule a meeting all within the Rainbow Office phone app via the Video interface.

Moreover, if you've selected Rainbow Office phone app Video as your video service, you can also easily schedule a meeting from your conversation with a person, group, or team.

In addition to scheduling meetings in the Rainbow Office phone app, you can also connect your calendar to ensure that you’ll never miss a meeting, whether it was scheduled in your calendar or within the app.

When you schedule a meeting, those meetings will appear alongside other meetings you’ve been invited to. These scheduled meetings can be found in the Meetings page, which acts as the homepage of the Video interface. 

Scheduling a meeting

You can schedule a meeting in two ways. The first method is via the Schedule button in the Video interface. The other way to schedule a meeting is via the Video button in any of your conversations.

Scheduling a meeting via the Video interface

To schedule a meeting via the Video interface, follow these steps:

1. Navigate to Video via the left-hand navigation bar.

2. In the Meetings page, click the Schedule button at the top of the page to open the Schedule a meeting modal window.

3. In Schedule using, select whether you’d like to send your meeting invite using Outlook or Google calendar, or if you want to share the invite via email, text, or other means (more on this below).

4. Check the box for Create team and invite members if you want to create a new team with the meeting participants.

a. The Team name autofills with the default meeting title.

b. Add members to the team by entering the name or email address of the meeting participants (separated by semicolon) that you’d like to add to the team.

5. Make changes to the Meeting title (optional).

6. Check or uncheck the box next to any of the settings under the Meeting settings section (these settings will differ depending on which video service you’re using — see below for more info).

7. Configure the remaining settings as needed.

8. Click the Schedule button to open the meeting in the calendar app you specified in the Calendar setting. Please note: You may be required to sign in and authenticate that calendar first if you have not synced your calendar to the Rainbow Office phone app.

9. Configure your meeting invite as needed, including scheduling the date/time, adding any participants, and adding additional info in the body of the email.

10. Finish scheduling your meeting by sending the meeting invite.

Scheduling a meeting in a conversation

If you’re using Rainbow Office Video as your video service, you can more easily schedule a meeting in any of your conversations. To schedule a meeting in a conversation, follow these steps:

1. Navigate to Message via the left navigation bar.

2. Select a conversation from the conversation list.

3. Click the Video button at the upper right-hand side of the center pane.

4. Click Schedule video meeting to open the Schedule video meeting with modal window.

5. Make changes to the meeting title (optional).

6. In Schedule using, select whether you’d like to send your meeting invite using Outlook or Google calendar, or if you want to share the invite via email, text, or other means (more on this below).

7. On the Participants field, enter the name or email address of the member(s) (separated by a semicolon) from that conversation or click Add all (x members) on the upper right if you’d like to invite all members of the conversation to your meeting.

8. Check or uncheck the box next to any of the settings under the Meeting settings section (these settings will differ depending on which video service you’re using — see below for more info).

9. Configure the remaining settings as needed.

10. Click the Schedule button to open the meeting in the calendar app you specified in the Schedule using setting. Please note: You may be required to sign in and authenticate that calendar first if you have not synced your calendar to the Rainbow Office phone app.

11. Configure your meeting invite as needed, including scheduling the date/time, adding more participants, and adding additional info in the body of the email.

12. Finish scheduling your meeting by sending the meeting invite.

Once you’ve scheduled a meeting, that meeting will appear in the Meetings page when you’re within a few days of that scheduled meeting date.

Additionally, as the scheduler of the meeting, you become the host of that meeting unless you choose to reassign the host to another meeting participant. As the meeting host, you can manage the meeting participants, start and stop recording, end the meeting for all participants, and more. You may also have an additional option to schedule for another person, making that other person the meeting host instead.  

NOTE: The settings you configure in the Schedule a meeting will differ depending on whether you’re using Rainbow Office Video for your video service. Let’s review these settings below. 

Scheduling a meeting with Rainbow Office Video

Now that we’ve reviewed the steps for scheduling a meeting, let’s review the settings you can configure when scheduling a meeting using Rainbow Office Video.

Meeting title: Title of the meeting that you and the other participants of the meeting will see.

Schedule for: Available if you are authorized to schedule a meeting on behalf of a co-worker.

Schedule using: Select Outlook Calendar, Google Calendar, or Calendar app for the app you’d like to create the invite with, or select Meeting info to create a meeting ID and directly copy the meeting details to the clipboard. Choosing Meeting info allows you to still see and select specifics of the invite if needed. You can then paste the information anywhere and decide how to send the meeting invite.

Create team and invite members: Check this box if you want to create a new team with the meeting participants as members of that team.

Team name: Only available when you checked the box for Create team and invite members. The team name autofills with (your name)’s Rainbow Office Video Meeting, which is also the default meeting title. You can opt to change the team name.

Members: Only available when you checked the box for Create a team. Enter the name or email address of your meeting participants (separated by a semicolon) that you’d like to add to this team.

Use personal meeting ID: Check this box if you’d like to use your Personal Meeting ID for others to use to join the meeting instead of the Meeting ID.

Mute audio for participants: Check this box to immediately mute participants when they enter the meeting. Keep in mind that participants can still unmute their audio at any point during the meeting.

Turn off camera for participants: Check this box to immediately turn off the camera for participants when they enter the meeting. Keep in mind that they can still turn their camera on at any point during the meeting.

Require password: Check this box to require a password to enter the meeting.

Set password: If you checked the Require password box, provide an alphanumeric password in this field or use the default option.

Participants can only join after me: Check this box if you want participants to only join once the host starts the meeting.

Enable waiting room: When enabled, this allows the host to control when a participant joins the meeting. The host can set the waiting room to one of the following: Everyone, Anyone outside my company, or Anyone not signed in.

Only authenticated users can join: Click on this dropdown to allow only authenticated users to join your meeting. Options include Off, Signed in co-workers and Signed in users.

Only host & moderators can share screen: Click this dropdown to allow only authenticated users to join your meeting. Options include Off, Signed in co-workers, and Signed in users.

Scheduling a meeting with Rainbow Office phone app

 If you’re using Rainbow Office phone app to schedule your meeting, you can configure the following settings:

Meeting title: Title of the meeting that you and the other participants will see.

Date: Date on which you’d like to schedule the meeting.

Time: Time for which you’d like to schedule the meeting.

Duration: Duration in hours and minutes of the meeting.

Schedule using: Select Outlook Calendar, Google Calendar, or Calendar app for the app you’d like to create the invite with, or select Meeting info to create a meeting ID and directly copy the meeting details to the clipboard. Choosing Meeting info allows you to still see and select specifics of the invite if needed. You can then paste the information anywhere and decide how to send the meeting invite. Choosing Calendar app will open the local calendar on your device.

Time zone: The timezone for the time you have selected.

Use personal meeting ID: Check this box if you’d like to use your Personal Meeting ID for others to use to join the meeting instead of the Meeting ID.

Turn off camera for participants: Check this box to immediately turn off the camera for participants when they enter the meeting. Keep in mind that they can still turn their camera on at any point during the meeting.

Turn off camera for host when joining a meeting: Check this box to immediately turn off your camera when you join the meeting. You can still turn your camera on at any point during the meeting.

Audio options: Click on the dropdown menu and choose the audio options you’d like to use for this meeting. Options include Internet audio only, Telephone only, and Telephone and Internet audio.

Allow participants to join before host: Check this box to allow participants to join the meeting before the host.

Require password: Check this box to require a password to enter the meeting.

Set password: If you checked the Require password box, provide an alphanumeric password in this field.

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Tags - Rainbow Office, Rainbow Office Phone, App, Application, Conference, Meeting, Softphone

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