What Are My Options for Creating a Remote Meeting in OnBoard?
Meeting Administrators in OnBoard can create a remote (virtual) meeting link in three different ways.
You can choose the option that best fits your organization’s tools and workflow.
You can choose the option that best fits your organization’s tools and workflow.
Available Options
- Manually generate a remote Meeting link
- Generate a Zoom meeting using OnBoard’s Zoom integration
- Generate a Microsoft Teams meeting using OnBoard’s Teams integration
| Explore the Meetings course and others in the OnBoard Administrator 101 Learning Path, on OnBoard Academy - link: Meetings |
Manually Generating a Remote Meeting Link
How Do I Manually Configure a Remote Meeting Link to an OnBoard Meeting?
You can manually configure a remote meeting link by pasting a link from any web conferencing tool into your OnBoard meeting.
Supported tools include:
- Zoom
- Microsoft Teams
- Google Meet
- GoTo Meeting
- Any other web-based meeting platform
Step-by-Step: Manually Configuring a Remote Meeting Link
- Generate a meeting link in your preferred web conferencing tool.
- Copy the meeting link to your clipboard.
- In your OnBoard meeting, go to the Meeting Details section.
- Select Setup Remote Meeting.
- In the Remote Meeting Details fly-out, locate Configure Manually.
- Paste the link into the Meeting Link field.
- (Optional) Add any of the following:
- Meeting Password
- Meeting Phone Number
- Remote Meeting ID
- Notes
| Note: Only the Meeting Link is required. |
- Select Save Changes.
What happens after I save the link?
Once saved:
- A Join Remote button appears in Meeting Details.
- Selecting Join Remote opens the meeting in the appropriate browser or application.
- Select Setup Remote Meeting again if you need to edit or remove the details.
Who can view the remote meeting details?
- Meeting Readers and Contributors can select More Details to view additional information.
- Only Meeting Admins can edit the remote meeting.
Create a Zoom or Microsoft Teams Meeting in OnBoard
How Do I Generate a Zoom or Teams Meeting Directly from OnBoard?
You can generate Zoom or Microsoft Teams meetings directly inside OnBoard by connecting your account.
Accounts can be connected:
- In advance (via Organization Feature Settings)
- While setting up the meeting
Who can connect Zoom or Teams accounts?
Any Meeting Admin, including:
- Organization Admins
- Creators
- Members
Generate a Zoom or Teams Meeting
Step-by-Step: Creating a Zoom or Teams Meeting
- Open your OnBoard meeting.
- In Meeting Details, select Setup Remote Meeting.
- In the Generate Remote Details fly-out:
- Select Connect Zoom Account or Connect Teams Account (if not already connected).
- Sign in using your Zoom or Microsoft credentials.
- Choose the connected account from the dropdown menu.
- If your account is not listed, use the Add Teams Account or Add Zoom Account option to add and connect your account.
- Select:
- Generate Zoom Meeting, or
- Generate Teams Meeting
- The fly-out closes and the meeting details are added automatically.
Joining a Teams Meeting
How do participants join a Teams meeting from OnBoard?
Once created:
- A Join Teams button appears in Meeting Details.
- Selecting it opens Microsoft Teams in:
- The Teams desktop app, or
- A web browser
| Note: The meeting phone number does not appear automatically. To add it, refer to the OnBoard Community article for manual steps. |
Join a Zoom Meeting
How do participants join a Zoom meeting from OnBoard?
Once created:
- A Join Zoom button appears in Meeting Details.
- Participants can choose:
- Join Using Zoom (opens the Zoom app)
- Join in OnBoard (opens Zoom inside the OnBoard app)
| Learn more in our Joining a Remote Meeting from OnBoard article. |
- Meeting Readers and Contributors can use the More Details button to review the details of the remote meeting.
Review our Zoom Best Practices and Teams FAQs below.
| Note: If you haven't utilized your Teams account in OnBoard for 90 or more days, you will be prompted to sign into Teams again to refresh your connection. |
Edit or Remove a Zoom or Teams Meeting
How do I remove a Zoom or Teams meeting from OnBoard?
Admins can remove or update a meeting at any time.
Steps:
- Select Setup Remote Meeting.
- Open the Remote Meeting Details fly-out.
- Select Remove Video Meeting.
| Note: Removing the meeting deletes the existing link. Generating a new meeting creates a new link and details. |
Zoom Integration: Best Practice Recommendations
Follow these recommendations for a smooth and secure experience:
Use Google Chrome if joining via a browser.
- Avoid outdated browsers (e.g., Internet Explorer).
Do not run multiple Zoom meetings at the same time using the same Zoom account.
- Only one Zoom account can be linked at a time.
Zoom Host controls are available only inside Zoom, not in OnBoard.
- This includes the Record button, or the ability to mute/remove users.
Keep meeting links private and shared securely.
- ANYONE with your meeting's hyperlink can attempt to join your meeting.
Make meeting changes in OnBoard, not directly in Zoom.
- Changes made directly in Zoom do not sync back to OnBoard.
Allow up to 10 minutes for OnBoard changes to sync with Zoom.
- Changes made in OnBoard update Zoom automatically (with a delay).
Do not use your Personal Meeting ID (PMI).
- The Zoom integration feature will simply not work if your meetings are set up to automatically use your PMI when the meeting is created.
- Be sure to have the Zoom Account Holder disable this setting from Zoom.
| For more information about how to use Zoom, please refer to this article: Zoom Web Client. |
Microsoft Teams FAQs
Can I link more than one Teams account?
- Yes. OnBoard allows multiple Teams accounts to be linked.
Can Teams meetings run at the same time?
- Yes. Each Teams meeting generates a unique link.
Can I edit Teams meeting details after creation?
-
No. Teams meeting details cannot be edited.
You must remove and regenerate the meeting.
Who can link Microsoft Teams and Zoom accounts in OnBoard?
- Organization Admins and Meeting Admins can link accounts.
Will anything change when I run a Microsoft Teams meeting through OnBoard?
- No. The Teams experience stays the same.
Do attendees need a Teams account?
- No. Attendees can join via a web browser without signing in.
Will a Teams meeting appear on my calendar?
- No. Use OnBoard’s Calendar Integration to send calendar invitations.
What happens if I don’t use Teams for 90 days?
- You will be prompted to sign in again to refresh the connection.
OnBoard Group Trainings:
If you are interested, we do offer further education. You can find the calendar and register for OnBoard Admin group training sessions by clicking here.
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