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Videoconferencing tool that can be accessed via a browser link and app. This tool is in line with PTB’s data security requirements, especially when used in the recommended end-to-end encrypted setting.
Suitable for
Features
- Audio and videoconferencing
- File and / or screen sharing
- Chat function
- Additional features:
- Hand raising
- Reaction (Emojis)
- Polling function
- Notes function
- Q&A function
- Recording
- Break-out rooms
- Modify role of participants (Host, Co-Host, Presenter)
- Change virtual background
- Audio settings (Music Mode)
- Whiteboard function
- Layout setting individually
Number of participants
The current WebEx solution allows up to 1000 video and audio participants.
Limitations
- Sometimes problems with the connection (especially when there are many participants)
- To set up a meeting, a WebEx license is needed. The person who sets up the meeting does not need to be present during the entire meeting. Another participant can be appointed before or during the meeting as a co-host. This person also has the host rights, e.g. setting up breakout rooms.
- Some features are not available in end-to end-encrypted meetings, for instance the break-out rooms.
User considerations and troubleshooting
- The Whiteboard function is only available in the presentation room, not in breakout rooms.
- If WebEx does not work in the selected browser, a different browser should be tested.
- Access to camera and microphone needs to be allowed before joining the presentation room.
PRACTICAL TIPS
Copy meeting link from the invitation to browser (e.g. Mozilla Firefox, Chrome, Edge). The meeting starts automatically in the WebEx app. It might be a good idea for the host to invite participants beforehand to download the app. Depending on the type and size of event, a test session before the event is highly recommended (at least with the main presenters) to make sure participants can connect with audio and video. As an additional backup, a second direct communication channel should be agreed upon to solve technical issues (e.g. phone).
Breakout rooms can be set up during an event. Different breakout session assignments are possible:
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- Automatically: participants are randomly assigned to a session by the system
- Manually: the host can assign participants to different breakout sessions or let participants chose any session. When breakout rooms are open, the option to join pops up in the right corner of participants’ screens as well as a new entry in the navigation bar above appears. As this is not clearly visible, the moderator might want to explain to the participants how to join.
Messages in the chat can be sent to everyone or to individual participants. The chat function is also available in the breakout rooms. Previous chat entries are not visible when a participant connects at a later stage or reconnects to the same room. It might be advisable to export and save the chat before switching rooms if important information has been shared in the chat.
Polls can be set up and launched by the person with moderator privileges. Questions and each answer need to be entered separately and confirmed with the ‘enter’ button. This might not seem very intuitive when you try for the first time. Poll questions and also the results can be saved to your device and uploaded again in a different WebEx session, if needed.
The moderator role is shown with a symbol next to the name in the participant list. It automatically changes to the person who shares their screen. Do not forget to take the role back, if you are the moderator and need to set up a poll, for example.
Participants can set the meeting layout individually (grid, stack, side by side). The moderator might want to bring to their attention the possibility to see all participants or to pin the speaker. Participants can send reactions during the session by using the Emoji button. List of participants (with hand-raising symbols) and chat can be viewed simultaneously. Participants can individually zoom in into shared content.