User Guide

Last updated: 3 June 2020

This guide is also available in Italian, French, Spanish, German, and Arabic.

We hope you're excited to be among the first people to use Team.Video. You have the opportunity to directly influence the way we develop the product, and we are looking forward to hearing your ideas!

To have the best possible experience, please read through or reference this document as you use the website, so you know what to expect. This document is always available in the footer of the website.

Getting Started

No account or downloads required! Team.Video works entirely in your updated Chrome, Safari, Firefox, or Edge web browser and does not require any plugins, downloads, or accounts for anyone, whether you are the host or a meeting guest. All you have to do is share the meeting URL with the other participants for them to be able to join.

To start a meeting without any account, just press the "Try it now" button on our homepage.

Creating an account. If you have an account, you will be able to enjoy some additional features, including being able to download any notes you take on the built-in notepad, scheduling meetings and building agendas ahead of time, and more. You can use any email address to create a Team.Video account.

Change the language if you would like by going to your account page and selecting from English, Spanish or French. Other languages are coming soon!

Feedback. We're eager to hear from you. Please reach out to us directly (support@team.video) if you have any questions, ideas, or concerns. You can also contact us through the Intercom chat button in the bottom right-hand corner of the home page.

These messages go to our team, not your meeting participants, and we try to respond within a few hours.

Invite workspace members. For the best experience with team.video, bring colleagues onboard! During the sign up process, you'll have the option to start a 'workspace' and invite others to join your workspace. Alternately, you can set up an account just for yourself, then later you can add people you collaborate with frequently. To invite people anytime, click on "manage workspace" in the top left corner of your home page. From there, simply invite them by email.

You can also invite new workspace members directly from your logged-in homepage by clicking "invite your team" under "workspace members."

Manage your meeting

Schedule a meeting or prepare an agenda in advance

By clicking the icon to the right of "start meeting" on your homepage after logging in, you can set up your meeting in advance. You can also select "schedule a meeting" under the "upcoming meetings" section. You must have an account to use this feature.

You can title the meeting, set a time and date, articulate your meeting goal, create an agenda including with timers for specific sections, attach resources, invite teammates, and set the room access permissions. If you have signed up with Google you will also be able to invite guests from your Google Contacts.

As you make edits on this page, your meeting's details are automatically saved as a draft which is visible only to you, on your logged-in homepage. When you are ready, click "Create meeting" so that the meeting's details will then be visible to the invitees on their homepage as well (unless it is a hidden meeting). This will also send an email to those you have invited.

Chrome extension

Install the team.video scheduler extension from the Chrome Web Store. Using this extension you can create or schedule meetings directly from your browser. This extension also allows you to easily add team.video links to your meetings directly in Google Calendar.

Invite others to your meeting room from inside the meeting itself

After you begin a meeting, you can always invite more people by clicking the green "invite" button in the bottom left corner of your meeting window:

To invite someone, you simply copy and send them the meeting's URL. To invite a teammate, you can also directly select them from your team directory. Remember that if the meeting URL is sent to a guest, unless you change the room permission, they will need to 'knock' to enter the meeting (anyone can let them in).

Meeting room permissions and privacy settings

Change meeting permissions to hidden, workspace, or public.

A Hidden room will not appear on your homepage: workspace members will need the URL to join, and logged out users cannot access the room at all.

In a Workspace room, logged out users will be able to request access to the meeting by 'knocking' (see below). Anyone already in the meeting can accept or reject their request to enter.

In a Public room, anyone with the link can join immediately, including guests who do not have a Team.Video account. Guests have access to all our features - i.e. agenda, notes, chat. They can also invite others.

Trouble hearing?

If your internet connection is unstable, or your internet bandwidth or your computer battery are low - you should consider turning off your video stream. You can do this using your camera button in the middle bottom of your screen.

There is also a 'Bandwidth saver mode' switch available in the settings gear in the lower left-hand corner of your browser window. This feature pauses everyone else's video streams, all at once. Doing this will save computing resources in order to better optimize the audio and preserve the utility of our other features. You can turn the video streams back on anytime you'd like to.

Mute management

Everyone can manage the audio of the other attendees by muting/unmuting an individual's audio. This is useful when there is a lot of background noise coming from a particular person's microphone. To do this, click the pulsing green microphone on their video feed. Their microphone will turn red when they are muted, and they will be notified with an on-screen message so that when they are ready to speak they will know to turn their microphone back on.

Create meeting through url

Simply type a url with a unique room name into your browser to immediately create a meeting. Then share the URL with the people you want to meet with.

View active, upcoming, and recent meetings

Any member of a workspace can view and/or join meetings that are currently in progress (unless they are Hidden).

View recent meetings at the bottom of your homepage.

Admin controls

Any member of a workspace has the ability to invite others to the workspace. Right now, only individual members of a workspace can opt out and remove themselves from the workspace.

Collaborate with your team

Agenda

Convey the goals, topics for discussion, resources, and attendee responsibilities to meeting participants.

  • Everyone in the meeting can add/edit the agenda items
  • Must join the meeting in order to add/edit the agenda ahead of time
  • Add/edit the meeting title, goal, resources, and agenda topics
  • For the resources:
    • Upload any file type (like pdf, png, doc, ppt) with a file size limit of 40M
    • Add a link
    • You can attach files as resources by clicking on the paper clip icon to the right of the "Resources" header, OR you can drag and drop the file into the browser window
  • For each agenda topic:
    • Add agenda topic title and description
    • Set the time expected for each agenda item in minutes
    • Assign teammates to agenda items (they do not get a notification)
  • Start and stop timer to keep track of minutes spent on each agenda item

Notes

Collaborate with your teammates and take notes together in realtime without having to share screen or use another app.

  • Everyone in the meeting can see the notes, there are no privacy options
  • Notes are automatically saved in the meeting canvas
  • Navigate to the meeting URL or access past meetings from the workspace homepage to find the notes
  • Notes can be exported to Google Docs anytime

  • Add links and open a link in a new tab/window

  • For standard text styling in Notes, use the formatting toolbar at the bottom of the panel, or use the following keyboard shortcuts:
    • First line of the note automatically becomes the title of the tab
    • Ctrl-B for Bold
    • Ctrl-I for Italics
    • Open and close square brackets [ ] for checkbox

Multiple screensharing

Multiple participants can simultaneously share their screens during a meeting, without the need to coordinate with one another. The shared screen appears as a video feed - click on it to make it bigger.

You can zoom inside the shared screen by scrolling on your mouse or trackpad. You can also pan around by clicking and dragging the screenshare.

Connect with your team

Chat

Send text messages and files to the entire group within the meeting.

  • All attendees can see all the messages sent
  • Chat history is automatically saved
  • There is no way to delete or edit messages right now
  • Upload any file type (including pdf, png, doc, ppt) with a file size limit of 40M. Either click on the paper clip icon in the text box, or drag and drop the file into the text box.
  • Links can be added and will open in a new tab

Public or Private Nonverbal Communication

Simulate real world actions without interrupting the team.

Share a reaction with your teammates, or set your status in the meeting to hand raised, just listening, or away for a bit.

Communicate directly with other attendees.

Direct Calls

Start a one-on-one or group video call instantly by using the teammate listing on your logged-in homepage.

  • Workspace members must be added to your workspace in order to call them directly
  • Workspace members MUST HAVE yourteamname.team.video open in their browser to get notified
  • We currently DO NOT send an email if the team member misses the call
  • We currently DO NOT let you know whether they were notified

Profile & Details

Get to know your team and let them get to know you a bit better by optionally including a few details about yourself, including location, weather, title, preferred pronouns, or personal interests.

You can enter any of this information the first time you enter a team.video call. It will be visible when someone hovers over your avatar in the meeting.

Play a game while you wait

Have a little fun and strengthen relationships with your team by playing a word game together while you wait for your meeting to start.

Guess words by using your keyboard to type them out or by clicking on each letter. Colors indicate groups of words of the same length.

The game is completely optional - you can exit the game and start the meeting any time you'd like by clicking the "Start meeting" button at the top.

Keyboard Shortcuts

Key Action
C toggle the camera (on/off)
M toggle the mic (on/off)
Spacebar hold down the spacebar while your mic is turned off to temporarily unmute yourself
H toggle raise hand (up/down)
Up Arrow toggle thumbs up
Down Arrow toggle thumbs down
Left Arrow toggle conflicted/confused
Right Arrow toggle defer
G Start the game (it doesn’t toggle it off)
ESC Dismisses modals
S View how long each participant has spoken in the meeting

Mobile

Team.Video also works on Apple phones and tablets using Safari, and on Android phones and tablets using Chrome.

Security

We take the privacy and security of your communications seriously. Access our security page here: https://team.video/pages/security

What's Not Supported (yet)

  • Meetings with more than 25 attendees
  • Telephone dial-in number