Meeting Administrators have several options for creating a remote meeting link in OnBoard:

• Manually Generating a Remote Meeting Link
• Utilizing OnBoard's Zoom Integration
• Utilizing OnBoard's Microsoft Teams Integration

Manually Generating a Remote Meeting Link

You can utilize any web conferencing software link in OnBoard (Zoom, Teams, GoTo Meeting, Google Meet, etc...). 

To set up your remote meeting link in a meeting, first generate your remote meeting link in your preferred web conferencing software. Copy the link. 

In the OnBoard meeting, click on the Setup Remote Meeting button in Meeting Details section.

In the Remote Details fly-out, under the Configure Manually section, paste your remote meeting link in the Meeting Link field.

You can optionally add the Meeting Password, Meeting Phone Number, Remote Meeting ID, and Notes. However, only the Meeting Link is required to set up the remote meeting. 

Once you've entered your link, select Save Changes to save the remote meeting details.

The Join Remote button will now be available in the Meeting Details section. Clicking on Join Remote will launch the remote meeting externally in the browser or application designed to for the meeting. 

Click on Setup Remote Meeting to edit the details of the remote meeting.

Meeting Readers and Contributors can click the More Details button to review the additional remote meeting details. 

Creating a Zoom/Teams Meeting in OnBoard

You can integrate your Zoom/Teams accounts in advance of creating your meeting (See the Teams Configuration and Zoom Configuration articles) or when you're creating your meeting. 

Board Members can find information on Joining a Remote Meeting from OnBoard from this article.

To get started, in the OnBoard meeting, click on the Setup Remote Meeting button in Meeting Details section.

If you haven't yet connected a Zoom or Teams account, use the appropriate Connect Account button at the top of the Generate Remote Details fly-out . You'll be prompted to enter your Zoom or Microsoft credentials and link your account. 

Once connected, you'll see a drop down menu for your configured accounts. Click the drop down menu and select the account for your meeting. If your account is not listed, use the Add Teams Account or Add Zoom Account option to add and connect your account.

After you've selected your Teams account, click the Generate Zoom Meeting or Generate Teams Meeting button. This will pre-populate the Zoom/Teams meeting information and close the fly-out window. 

For Teams, the Join Teams button will appear in Meeting Details. Clicking or tapping the Join Teams button will open Teams in the Teams application or web browser.

For Zoom, the Join Zoom button will appear in Meeting Details. Clicking or tapping on the Join Zoom button will provide two options: Join Using Zoom and Join In OnBoard. Join Using Zoom will open up the native Zoom application in a separate browser. Join In OnBoard will open the Zoom meeting in the OnBoard application.

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. 

Important Note: Changes made to the Zoom meeting's name, date/time, or password will update the information in Zoom automatically. However, there is a 10 minute delay between when these changes are made in OnBoard and when they're reflected in Zoom.  Also note that after the Zoom meeting is generated, making any changes to the meeting IN ZOOM will NOT be automatically reflected in OnBoard. We recommend making changes in OnBoard, then waiting 10 minutes for Zoom to be updated automatically. 

Removing the Zoom or Teams Meeting

Admins can use the Setup Remote Meeting button to access the Zoom or Teams meeting details, edit the remote meeting password, and remove the Zoom or Teams meeting.

In the Remote Meeting Details fly-out, select the Remove Video Meeting button to remove the Zoom or Teams meeting from your OnBoard meeting. 

Zoom Integration Best Practice Recommendations

We've put together a short list of recommendations when working with Zoom meetings in OnBoard to help keep everything secure and hassle-free. 

• If you must use a web browser to join the meeting, use Chrome.
  • OnBoard's Zoom integration works with all of our mobile applications, such as iPhone and iPad, but if you must view the meeting from a computer's web browser, you'll have the best experience in Chrome.
  • Outdated browser such as Internet Explorer will not be able to join the audio portion of the meeting.
• Ensure your Zoom meeting is not running concurrently with another Zoom meeting for your organization.
  • The Zoom integration allows for only one single account to be linked. This means that only one meeting can occur at a time.
• Zoom Host controls are in Zoom only.
  • Your Zoom meeting inside of OnBoard can progress without a Host present, but if you wish to have Host controls such as the Record button, or the ability to mute/remove users, you will need to join the meeting using Zoom instead of OnBoard. 
• Do not post your meeting's hyperlink publicly. 
  • Everything a user needs to know to join the remote meeting is securely kept right here inside of OnBoard. If you need to communicate the link outside of OnBoard, make sure you keep it in a secure channel. Posting the meeting link to social media makes it exceedingly public. ANYONE with that hyperlink can attempt to join your meeting. 
• DO NOT use your PMI (Personal Meeting ID) for Zoom Meetings
  • 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.

Teams FAQs

• • Q: Can I have more than one Teams account linked to OnBoard?
    • A: OnBoard does allow multiple Teams accounts to be linked for easier remote meeting management.
  • Q: Can more than one meeting be held concurrently?
    • A: Yes. Teams will generate a unique link for each meeting, so meetings can be held concurrently. 
  • Q: Can I edit the Teams Meeting Details after the meeting is created?
    • A: The Teams Meeting Details (Link, Password, and Remote Meeting ID) cannot be edited after the meeting is created in OnBoard. However, removing the link and generating a new Teams meeting link will add new information. 
  • Q: Will anything change with how I run and engage in my Teams meeting?
    
    • A: No. Teams will open in the native Teams application, and you'll have all the functionality of Microsoft Teams for your meeting. 
  • Q: Do you need to have a Teams account to attend a Teams meeting through OnBoard?
    • A: No. If you open a Teams meeting from OnBoard you'll have the option to open up Teams in the web browser which will not require a Teams account. 
  • Q: What happens if I don't use my Teams account in OnBoard for 90 or more days?
    • A: 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. 
  • Q: Will a meeting be added to my calendar when generating a Teams meeting link in OnBoard?
    • A: No. The Teams meeting link will be generated independently of the account owner's calendar. Use OnBoard's Calendar Integration feature to send a calendar event to your meeting invitees directly from OnBoard. 

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.