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Video collaboration

General faqs

Your video meeting will start automatically at the time of your call. We recommend that participants arrive at the meeting room Meeting early to make sure the room is in order, equipment is powered on and the camera angle and audio volume is properly adjusted.

It’s unlikely that your system or the service has failed. Check:

  •  the power on your TV monitor is on
  •  the right channel is selected
  •  video / audio is un-muted on the TV monitors and the video hardware
  •  all the cables and connections.

If you still experience problems, please call the help desk.

When your meeting is finished, select the ‘call hang up’ option at the top of the remote.

You can call the help desk at any time to extend, edit or end a video meeting.

Scheduling basics

How to schedule over the phone

  1. Call the help desk as listed on the right-hand side of this page and be ready with the following information:
    a)      date, time and duration of the meeting
    b)      location of each participant
    c)       name of the presenter(s) or host(s)
    d)      your billing reference number (if needed)
  2. The video coordinator will help you to choose the type of video meeting you need to schedule, and any additional features.
  3. Once your video meeting is booked, you’ll receive a confirmation email with all the information you and the participants need to join your meeting.

Logging in

  1.  Go to http://www.btvideoconferencing.com/
  2.  Select ‘BT Engage Meeting Manager Suite’
  3.  Enter your user name (which is your email address) and your password (located in your welcome email). You’ll need to change this password the first time you log in
  4.  Select ‘Go’.

Scheduling a meeting

  1.  After logging in, select ‘BT Engage Meeting Manager’ or ‘Schedule’
  2.  Select ‘Add New Meeting’ in the upper right-hand corner
  3.  Select ‘Self-service’
  4.  Type a name in the ‘What is the name of the meeting?’ field
  5.  Select meeting date and time in the ‘When would you like the meeting to start?’ field
  6.  Select the meeting duration in the ‘How long would you like the meeting to be?’ field
  7.  Select ‘Next Step’
  8.  Select the sites that you want to include in your meeting
  9.  Select a site for: ‘Which site will be the host site for this meeting?’
  10. Select ‘Next Step’ and review your meeting selections
  11.  Select ‘Create Meeting’
    Once your meeting is created, you’ll receive two emails:
    a)      a confirmation email with meeting details
    b)      an Outlook appointment that can be added to your calendar.

Extending a meeting

  1. Log into BT Engage Meeting Manager as detailed above
  2. Type the date of the meeting in the field to the left of the calendar icon or click on the calendar icon to navigate to the meeting date
  3.  Click once on the meeting to be extended from the list of meetings displayed in colour-coded boxes at the bottom of the screen
  4.  Select ‘Take Control of this Meeting’ which is located at the bottom of the screen
  5.  Select the number of minutes to extend the meeting from the drop-down menu
  6. Select ‘Extend Meeting’
  7. Review the new end-time for the meeting at the top of the screen.
  • The date and time of your meeting (confirm this ahead of time with all participants and video locations)
  • Which sites you want to connect to (confirm that each physical video meeting room is available ahead of time).

Yes, simply choose this option when booking your call.

You can video meeting with up to 12 different sites simultaneously when using the self-service video option.

If you need to connect more than 12 sites simultaneously, you should schedule a managed video services video meeting.

Scheduling with BT Engage Meeting Manager

BT Engage Meeting Manager is an online portal that you can use to schedule and manage video meetings.

Complete and submit this form. Once your request is processed, you'll receive an email with your BT Engage Meeting Manager login details.

Please call the help desk to have your video meeting room set-up in the system.

If you want people to be able to listen to the video meeting without being in a video meeting room, you can add audio only participants via BT Engage Meeting Manager. Simply choose the ‘Basic / Self-service Video Conferencing Service’ and then check the box next to ‘I would like to have audio participants call in’.

Select ‘Click here to add names of audio participants’ and add the names of the participants for your video meeting.

You can add up to 6 participants. On your automated meeting invite, you’ll receive audio dial-in numbers and passcodes to distribute to the audio-only users.

If BT Engage Meeting Manager is your organisation’s primary and / or only room reservation system, then you can book your room and video systems at the same time. You can also use BT Engage Meeting Manager to reserve rooms for meetings that don’t include video.

If your organisation uses a separate system for meeting room bookings, then you should reserve the meeting room as you normally would prior to booking your video meeting. In such cases, BT Engage Meeting Manager is your video scheduling / managing tool and not your room reservation system.

You can extend your video meeting online with BT Engage Meeting Manager or by calling the help desk.

If you have access to the internet during your meeting, simply log into BT Engage Meeting Manager, select today's date, and double-click the active meeting in the scheduling grid. This launches the ‘In-Meeting Control Panel’.

You can:

  • extend the meeting
  • reconnect disconnected sites
  • end meetings ahead of a scheduled time
  • add site(s)
  • change switching policy (multi-point only).

After you complete your changes, close the scheduler.

You can edit or cancel a future video meeting online with BT Engage Meeting Manager or by calling the help desk.

Within BT Engage Meeting Manager, navigate to the date of the future meeting and click on the meeting. The meeting details display at the bottom of the window.

Select ‘View / Edit Meeting Details’ or ‘Cancel this Meeting’ and complete the new information.

After you complete your changes, close the scheduler.

Help desk phone numbers

Please browse our guide and if you can't resolve your questions, contact one of our global helpdesk advisers.