• How it works

How it works

The information on this page is to be applied exclusively to the services subject to reservation currently available: WebMeetings and Vconf (AudioConf and BluMeet are under development, OpenMeet and eduMeet are free access services not subject to reservation).

IDEM access

GARR Meet is accessible with IDEM credentials, so there’s no need of registration in order to use the service, but it is sufficient to log in directly using your account by selecting the name of the institution during the login. On this page you can check the membership of your organization in IDEM

Room avalability

Once booking has been made, an URL will be generated (unless entered manually). It will be effectly available only at the booking starting time; at the end, the session will be interrupeted automaticcaly without any warning.

Virtual room modes

During the booking, you can choose among the two virtual room modes Videoconference and Webinar. The mode refers to the different composition and optimization of the virtual room respectively if it is a round table meeting in which all users have rights of audio and video, or a webinar in which participants can enter only as listeners and raise hand to speak.

For further information about WebMeetings virtual room modes, read guide.

For further information about Vconf virtual room modes, read guide.

Host and participant user

The user who made the booking will be the owner of the room for the duration of the meeting.

In case of WebMeetings, the owner user also has the possibility of designate a second host through the appropriate section on the booking page. Additional host users can be designate directly from within the virtual room during the meeting.

Participants can be registered users and guest users (non-registered users).

For more information on user roles, refer to the specific paragraphs for each platform.

Room opening

As soon as the virtual room is available, the host user will receive an e-mail notification and will be able to access it. Participants will be able to access it according to the selected mode.

Remove a booking

Booking can be canceled before the room opening

Extend a booking

Subject to availability of the virtual room, during the meeting, the booking can be extended of 30 minute steps.The extend feature is available in the booking page in your personal area

Videorecording and live streaming

The WebMeetings and Vconf services give the possibility of video recording the session according to the relative procedures described in the appropriate sections.

Vconf also offers the possibility to broadcast live the session through the service GARR.tv.

For more information on WebMeetings registration management, see Recording a meeting.

For more information on Vconf registration management, see Recordings and live streaming management.

The video recordings will be kept for 28 days, after they will be permanently deleted without the possibility of recovery.

Closing room in advance

If the meeting ends before the scheduled time, it is possible to close the virtual room early from the booking page in your personal area.

Phone call

Some services available on GARR Meet allow to participate in a meeting in audio only through a phone call. This possibility is offered on request for WebMeetings and automatically by default for Vconf and AudioConf.

About WebMeetings, during booking the room (in the Advanced Configuration tab) it is possible to request a telephone number to associate with the virtual room in order to allow people who do not have other means (PC or mobile app) to participate to the meeting. Once the telephone connection request has been confirmed, a telephone number (and therefore a SIP conference room) will be automatically generated and active for the booking scheduled timen. Access will be protected by a secret PIN provided with the telephone number.

For more information about how to manage a telephone connection in the virtual room, see the relative guide.

It is advisable to attend a meeting by phone call only if you do not have alternatives such as access from PC, smartphones and tablets.

Note

The phone numbers associated to the GARR Meet service are fixed line numbers with 06 prefix (Rome). The call costs are therefore the normal costs foreseen in the user’s price plan for a normal call to the Rome area

Demo rooms

It is possible to test your device by using the demo rooms available here.