Before you hit "Start Meeting"…

Choosing the right mode for your meeting is as important as ownership and security your most valuable business data. Using HCL Sametime, you can choose exactly how you want to setup your next meeting with all the control you need, whether it's collaborative, confidential or an event.

Collaboration Mode

  • Schedule meetings with co-workers, internal and external teams

  • Default Collaboration mode settings

  • Audio & Video

  • Screenshare

  • Chat

  • Moderated

  • Dial-in/Dial-out

  • Allow Guests

  • Member Management

  • Password

  • Lock Meeting

  • End-to-End Encryption

  • Lobby/Waiting Room

  • Recording

    Optional
  • Live Streaming

Confidential Mode

  • Schedule meetings for executive reviews or business negotiations

  • Default Confidential mode settings

  • Audio & Video

  • Screenshare

  • Chat

  • Moderated

    Required
  • Dial-in/Dial-out

    Optional
  • Allow Guests

    Optional
  • Member Management

    Required
  • Password

    Required
  • Lock Meeting

  • End-to-End Encryption

    Optional
  • Lobby/Waiting Room

  • Recording

    Optional
  • Live Streaming

Lecture Mode

  • Large Moderated meetings, Events, Learning, Q&A, Company updates

  • Default Confidential mode settings

  • Audio & Video

  • Screenshare

  • Chat

  • Moderated

    Required
  • Dial-in/Dial-out

  • Allow Guests

  • Member Management

  • Password

    Required
  • Lock Meeting

  • End-to-End Encryption

  • Lobby/Waiting Room

  • Recording

  • Live Streaming

    Optional

Let's set up your meeting

Customize Your Meetings

digital transformation strategy

NEW Add conference dial-in

Check the Conference dial in box to enable dial. Once you start your meeting, invitees will be able to dial in via phone. You can also dial out to add invitees.

Customize Your Meetings

1. Create, start, or join

Click Get Started to create a new meeting, start an instant meeting or join an existing meeting

2. Select a meeting mode

Select from Collaboration, Confidential or Lecture modes as a start point for your settings

3. Customize your meeting

Customize your settings to add features such as Waiting Room, Conference Dial-in, Member management, add Pasword protection and much more.

In-Meeting Settings

HCL CLARA AI virtual assistant

In-Meeting Settings

Access in-meeting features

To access the features within a meeting, roll over the bottom of the meeting window and click the three dots for settings.

NEW Lecture style meeting

HCL CLARA AI virtual assistant

NEW Lecture style meeting

Take control of the show

Lecture mode, with options for the moderator to promote attendees to a panelist or a speaker allowing them join face to face for more impact during your large meetings.

NEW Outlook Add-in

HCL CLARA AI virtual assistant

NEW Outlook Add-in

Add your HCL Sametime meetings to Outlook invites

Your administrator will enable your HCL Sametime add-in and you will then be able to add a personal meeting or an instant meeting right from inside Microsoft Outlook.

Record meetings

HCL CLARA AI virtual assistant

Record meetings

Start recording

Record meetings

Click , select “ Start recording” (you will see an on-screen verification notification)

Find recordings during a meeting

After recording has been stopped, you can play, download or delete the recording from inside the meeting chat, accessible from the chat icon bottom left.

HCL CLARA AI virtual assistant

Find recordings after a meeting

If you forget to download the recording before closing the meeting you can visit find your recordings under 'My Recordings' tab.

Recordings are available for download

Make sure to download your recording before it gets deleted automatically, the default is 7 days but this is also customizable.

From Chats to Meetings

  • It's nice to chat, but let's meet

    https://webchat.customname.com/chat If you're already using the Chat client you can click the three dots just to the right of your name and select “Meetings”

  • Start or join a meeting

    Click “HCL Sametime Meetings” to open the dashboard where you can create personal rooms, manage rooms, or start instant meetings

  • Instantly move to a meeting from within a chat

    Select “Click to meet” to start a meeting in one click

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Features Guide

Meeting chat

Chat individually without interrupting the presenter or speaker

Leaving a meeting

Click this button to hang up and leave

Raise your hand

Take turns and avoid talking over others by raising your hand

Modify the layout

You can toggle between tiled participant or speaker-focused layouts

Mute/unmute

Remember to unmute when you want to talk or press spacebar to use the push to talk feature

Participants

View participants and perform group functions such as muting all

Start/stop camera

Turn off the camera to help with bandwidth issues (or want privacy!)

Rooms

Create and lock meeting rooms

Screen sharing

Share what you’re working on or presenting with attendees

Apple CarPlay/Android Auto

Take your meetings with you in the car with the all new UI designed for driving mode

Outlook Add-In Add it now!

Add a HCL Sametime meeting link into outlook events and meetings with one click

Moderator

Assign Moderators for your meetings

Join by Telephone

Dial in to a HCL Sametime meeting, from a phone anywhere in the world

Recordings

Record your meetings and share them in the persistent chat associated with that meeting

Chat from an Apple Watch

Receive and answer you HCL Sametime chats using your Apple Watch

Share content from mobile

Share a URL, picture of article straight from your device to a HCL Sametime chat

Easily find information

use chat filters to quickly locate shared information from 1:1 or group chats

Track elapsed meeting time

View meeting duration timer once the meeting has started

Going Mobile

  • Install from App Store

    Download the HCL Sametime app from your App store first before following the steps

    applestore googleplaystore
  • Configure mobile client

    Log in to your web chat client URL, click on the three dots next to your name to access settings and select configure mobile client

  • Scan and install

    Scan your personalized QR code in your web chat app using the camera on your mobile device or tablet. You may need a Third Party QR Scanner app on some Android devices.

  • Secure it and get started

    Follow the on-screen instructions to authenticate your sign-in and you’re in!

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Top Tips from the Team