Video Conferencing

SmarterMail can add a video meeting to any calendar appointment, or start one right away from the New menu with Instant Video Conference. Meetings can use SmarterMail's built-in Online Meetings, which SmarterMail calls Native, or your own Zoom account, depending on what your domain administrator has enabled. The Video Conferencing page is where you connect Zoom, choose the default settings for new meetings, customize the invitation that goes out with them, and manage your online meetings. To open it, click Settings, then Video Conferencing.

The page has two tabs:

Options - A card for each video conferencing provider available to you.
Native Meetings - A list of your SmarterMail online meetings. This tab only appears when SmarterMail Online Meetings is enabled for your domain.

Options

Native

The Native card is for SmarterMail Online Meetings. Whether it's enabled is set by your domain administrator, so there's nothing to connect. When it's enabled, you can set the following meeting defaults, which apply to new meetings you create:

Enable lobby (attendees wait for the organizer) - When on, people who join wait in a lobby until you let them in.
Online Meeting Password - An optional password people must enter to join.
File upload permissions - Who can upload files to the meeting.
End Behavior - What happens to the meeting when it ends.

For details on these settings and on using online meetings, see Online Meetings.

Zoom

The Zoom card appears when your domain administrator has enabled Zoom. Before you can use Zoom, connect your Zoom account:

On the Zoom card, click Connect Account. A Zoom window opens. If nothing happens, allow pop-ups for your SmarterMail site in your browser and try again.
Sign in to Zoom if you aren't already, review the permissions SmarterMail asks for, and click Allow.
Back in SmarterMail, check the Display Name for the connection (it defaults to "My Zoom") and any meeting defaults, then click Save.

Once connected, the card shows the Zoom account you're connected as, along with these options:

Manage - Change the connection's display name and meeting defaults.
Remove - Disconnect your Zoom account. New meetings can no longer use Zoom, and meetings already on your appointments stop syncing with Zoom until you reconnect the same account. The meetings themselves keep working.
Personal Meeting ID (PMI) - Your Zoom personal meeting ID. Click the copy icon to copy its join link.
Meeting Defaults - The settings new Zoom meetings start with: Waiting Room, Require passcode, Meeting passcode and Start with video. If your Zoom account requires a setting, it's shown as read-only with the note "Required by your Zoom account settings."

For details on how SmarterMail works with Zoom, see Zoom Integration.

Invite Message Template

Each connected provider has an Invite Message Template, the text SmarterMail adds to the appointment and to the invitation email when a meeting is attached. The template shows whether you're using the Default text or your own Custom version. Click it to edit the subject and message. You can insert these variables, which SmarterMail fills in for each meeting:

#meetingname# - The meeting name.
#meetinglink# - The link people use to join.
#meetingid# - The meeting ID. (Zoom only.)
#passcode# - The meeting passcode. (Zoom only.)

Click Reset to Default to go back to the default text.

When you're done changing meeting defaults on the Options tab, click Save.

Native Meetings

The Native Meetings tab lists the SmarterMail online meetings you've organized or taken part in. For each meeting, you can see the following:

Title - The meeting's name.
Role - Whether you're the Organizer or a Participant.
Scheduled - When the meeting is scheduled.
Last Active - The last date the meeting was used.
Archived - Whether the meeting has been archived.
Size - How much disk space the meeting's files use. Only shown for meetings you organized.

Click a meeting to open it. Use the search box to find a meeting, and right-click a meeting for these options:

Copy Link - Copies the meeting's link so you can share it.
Unarchive - Restores an archived meeting. Only available for meetings you organized.
Delete - Deletes the meeting. Only available for meetings you organized.