Using WOCOM Meet

What this is

WOCOM Meet is video meetings that run in a browser. Whoever is hosting needs an account; everyone else needs a link. There is nothing to install on a computer or a phone, and a guest is never asked to register for anything.

Joining a meeting no account

If you were sent a link

1. Open it. Chrome, Edge, Firefox, Safari and Opera all work, on a computer or a phone.
2. Type your first and last name. This is what everyone in the room sees, so use the name they know you by.
3. If the host set a PIN, enter it. They will have sent it separately from the link — that is the point of it.
4. Decide how to arrive. Join with audio and Join with video can each be switched off before you go in.
5. Press Join.

You are invited to join Weekly Ops Standup First name · Last name Join

In the picture the camera is switched off, which is what the red button means. Turning it off here means your browser is never even asked for the camera — and you can turn it on from inside the room whenever you like.

If you were given a code

Codes look like wocom-abc-xyz. They are word-shaped on purpose, so they survive being read out over a phone. Go to https://meet.wocomenterprise.com, put it in the Got a code? box and press Join. Pasting the whole invitation works too — the box takes the code off the end of it.

If you are held in a waiting room

You will see “Please wait for the host to let you in”, with the name of the meeting under it so you can tell you are at the right door. The host is being told you are there. You genuinely cannot see or hear anything until they let you in — that is enforced by the server, not hidden in your browser.

Signing in

Go to https://meet.wocomenterprise.com and press Sign in. Use the email address and password your administrator gave you. Accounts are only for the people who host; everyone else joins with a link.

Forgotten your password? An administrator resets it from Admin → People. There is no self-service reset, and no email anybody can be tricked into clicking.

Your meetings centre

Signing in lands you here. Three tabs across the top — Upcoming meetings, Past meetings and Recordings — and under them three large buttons: Start, Schedule and Join.

Each meeting in the list gives you:

• Copy link — the address to send anyone who should be in it.
• Edit — time, title, guest list and settings. Only on meetings you own.
• Join — straight into the room.
• The bin — cancels it. Anything it recorded stays; the meeting itself goes.

Your personal meeting ID

Under the buttons is a code that is yours and does not change. It is a room that is always open — put it in your email signature, give it to a colleague who calls you often, and they can walk in without anything being scheduled. It sits at the top of your list rather than in date order, because it has no date.

The rail down the left

Start a meeting now

1. Press Start on your meetings centre.
2. You land in the room immediately.
3. Press Invite at the top, or the Meeting ID chip at the bottom left, and send what it copied to whoever should join.

The Meeting ID chip copies the whole invitation — the name, the link and the code — not just the code. Pasting one line into a chat window is usually all anyone needs from you.

Schedule a meeting

Press Schedule, fill the form in and press Save. Everything on it:

Leaving the page with something half-typed asks whether you meant to discard it. Answering the question is the only way to lose the form.

Meetings that repeat

Choose Daily, Weekly or Monthly and the rest of the row appears: how often (“every 2 weeks”), which days for a weekly one, and a date to stop. Leave the end date empty and it repeats indefinitely.

• A repeating meeting shows the date it next happens, not the date the series began.
• The link and the code never change, so a card in somebody's calendar keeps working all year.
• Pick Weekly without ticking a day and the day the series starts on is ticked for you.

Inviting people

Four ways in, and they all arrive in the same room:

• Add them as guests when you schedule. They get an email with the time, a join button and a calendar attachment that puts it in their diary with a reminder.
• Send the link. Copy it from your list, from Invite in the room, or from the Meeting ID chip. Anyone holding it can join.
• Read out the code. wocom-abc-xyz, typed into the box on the front page.
• Hand out a public link. A separate, revocable address that does not expose the meeting code — see Links, PINs and revoking.

Changing a meeting after you have invited people

• Adding a guest emails only the new person. Nobody else is troubled again.
• Changing the time emails everyone already invited, and the new calendar attachment replaces the entry they are holding — there is nothing left at the old time for them to delete.
• Removing a guest emails nobody. Tell them yourself.

The meeting screen

Four places, and everything is in one of them. The numbers below match the numbers on the picture.

1 Weekly Ops Standup 24:15 6 participants Invite

2 Andre B.

✋

3

4

1. 1
   The top bar. The meeting's name, how long it has been running, and a shield meaning the call is encrypted on its way across the internet. A red dot appears here, and only here, while the meeting is being recorded. On the right: who is in the room, Invite, a button to hide the side panel, and ⋯ for everything else.
2. 2
   The stage. Whoever is speaking, large, with everyone else in a strip beneath. A purple ring marks whoever the room is currently listening to. A shared screen or the whiteboard takes this space and moves the faces into the strip.
3. 3
   The control bar. Every button in it has a word underneath — you should not have to hover over an icon to find out what it does in front of eight people. Listed one by one below.
4. 4
   The side panel. Chat, People, Files, Poll and Settings. Hide it with the button in the top bar when you want the picture bigger.

On a phone the control bar keeps the things you press most and puts the rest behind a More button, because the ⋯ at the top is out of thumb reach.

The control bar

The ⋯ menu, top right

Change layout, Settings, Copy invite link, Copy public link and Revoke public link for a host, this help guide, and Leave meeting.

Layouts and full screen

• Speaker — whoever is talking, large, with everyone else in a strip. The default, and what the picture above shows.
• Tiled — everyone the same size.
• Spotlight — one person, full screen, nobody else.

Full screen is the expand button, or press F. Esc or F again brings you back.

Chat and messages

• Type at the bottom and press Enter. Everyone in the room sees it.
• To write to one person, open People and press the message icon on their row. A bar appears above the box, with a padlock, naming who you are writing to. Press the × on it to go back to talking to the room.
• A private message is delivered to that person and nobody else. It is not stored anywhere afterwards.
• Messages to the room are kept with the meeting, so somebody joining late can catch up and the thread is still there afterwards.

Announcements host

Under the message box a host has an Announce tick. With it on, what you send appears on every screen in the meeting rather than only in a panel most people have closed. It is a megaphone, so it belongs to whoever is running the room — and it is a tick beside the ordinary box rather than a second box, because it is the same message sent louder.

The people list

Everyone currently in the room, in a list you can search — which starts mattering at about the twelfth person. Beside each name: whether they are muted, whether their hand is up, whether they are a guest, and whether they have declined to be recorded.

Nadine C. Host Muted

Errol S. Guest ✋ Hand up

Marcus C. Message

A host gets Mute, Ask to unmute and Remove on every row — see Muting and removing.

Reactions and raised hands

React offers 👍 👏 😂 🎉 ❤️ 😮 🙏 🔥. The one you pick floats up from your tile and fades, so it reads as you reacting rather than as a message somebody has to answer.

Hand puts a marker on your tile, tells the room, and shows in the people list so a host running a long meeting can work through them in order. Press it again to put your hand down.

Sharing your screen

1. Press Share.
2. Your browser asks what to share — a tab, a window, or the whole screen. A single window is usually the safe choice.
3. Tick Share tab audio if what you are showing has sound.
4. Press Share again to stop.

The whiteboard

A host opens it with Board. It covers the stage the same way a shared screen does: while it is open, it is what the meeting is looking at, and the faces move to the strip.

• Pen and eraser, a row of colours, and three line widths.
• Undo takes back your last mark and nobody else's. On a shared board, an undo that reaches across people is one where somebody's work vanishes while they are looking at it.
• Clear wipes the board. The host only.
• It is a fixed page, not an endless canvas, so everyone is looking at the same rectangle and nobody has to be followed around it.
• Marks are saved as well as sent. Reload the page, arrive late, or drop off the wifi and come back — the board is still there.
• If the host has not opened drawing to everyone, you see “View only” across the top rather than a canvas that quietly ignores you.
• On a phone there is a Draw / Move switch, because a finger dragging has to mean one thing at a time.

The board is recorded along with everything else on the stage, and it goes into the recording without anyone doing anything.

Sharing files

The Files tab in the side panel. Drop a file on it, or press it and choose one, and it appears for everyone in the room to download.

• Up to 25 MB per file.
• Files stay available for 30 days after the meeting, then are deleted.
• Every file is scanned for viruses before anybody can download it. If the scanner cannot be reached, the upload is refused rather than let through unchecked.
• Programs and scripts are refused outright, whatever they have been renamed to.

Answering a poll

When a host launches one it opens in the middle of your screen, on purpose: put only in the side panel it would be missed by everyone with the panel closed, which is most people most of the time.

Choose your answers and press Submit, or Not now to put it away and answer from the Poll tab later. A poll can ask more than one question; they all appear in the same box.

Once the host shares the outcome you see the totals as bars, with counts, in the Poll tab.

Background effects

1. Open the Settings tab in the side panel.
2. Choose None, Blur, or one of the 6 supplied rooms.

All of this runs on your own device, so your camera never leaves it unblurred. That also means it needs a reasonably modern browser and a machine with a little power to spare; if yours cannot manage it the app says so rather than quietly failing. The effect comes back on its own if you stop and restart your camera.

Cameras, microphones and speakers

The small arrows beside Mute and Stop Video open the device lists. Choosing a different microphone, speaker or camera takes effect immediately — nobody has to leave and come back.

• A level meter runs under the microphone list, so you can see whether the one you picked is hearing you before you rely on it.
• The Settings tab has the same lists behind one button, for people who look there first.
• Device names only appear once you have allowed the browser access to your camera and microphone. Before that the browser deliberately tells websites nothing about your hardware.

Connection quality

Bottom right of the room is a dot and a word — Connected, Connecting, and so on. Press it and it opens: quality, latency, packet loss, and the resolution your video and audio are actually running at.

“Connected” is a fact nobody can act on. Those five numbers are what somebody phoning for help actually needs to read out, which is why they are one click away rather than hidden.

If the connection drops, the room reconnects on its own and says so while it is doing it. There is nothing to press.

How long a meeting lasts

A meeting runs for up to two hours. The clock at the top of the room counts up from the moment the first person arrives.

• With 15 minutes left, a countdown appears and two quiet notes play. The end of a call should never be a surprise.
• When it ends, everyone is told plainly and offered the same link back. Starting again takes one click and the code does not change.
• A host can add 30 minutes once per meeting, from WocomHub or through the API. Everyone in the room is told when they do.

The waiting room host

With Hold guests in a lobby on, nobody joins until you say so. A bar drops in at the top of your screen for each person waiting, one at a time, oldest first — not a dialog, because somebody at the door is worth seeing but not worth stopping the meeting for.

Devon C. wants to join 2 more waiting Deny Allow

Simone R. wants to join

Rohan P. wants to join

• Allow lets them in at once.
• Deny turns them away, and tells them so. Nobody is left staring at a door that is never going to open.
• You hear a knock when somebody arrives, so a lobby does not depend on you watching the screen.
• People waiting cannot see or hear anything at all. The server enforces it; it is not a curtain drawn in their browser.

Muting and removing host

Open People in the side panel. Every row has:

• Mute — silences their microphone at the server. They cannot override it; they unmute themselves afterwards when they want to speak.
• Ask to unmute — a request that appears on their screen. Deliberately a request: nothing in this product can switch a microphone on from another machine, and nothing should be able to.
• Remove — takes them out of the meeting.

All three run through the server rather than the browser. A mute that a client can decline to honour is worse than no mute at all, because you would believe it had worked.

What guests may do host

People signed in to your organisation and people who typed a name into a join form are not the same, and the room treats them differently:

When a guest asks for something, a bar appears at the top of your screen with Allow and Deny on it — the same place, and the same one-click answer, as somebody knocking at the door.

Running a poll host

1. Open the Poll tab and press Create a poll.
2. The builder asks one thing per screen rather than putting the whole form up at once, and shows how far through you are: Type, Answers, Ask, Preview, Done.
3. Pick a familiar shape — Yes / No, Yes / No / Maybe, Rate 1 – 5, Options A – D, Agree ↔ Disagree — and the answers are already written. Write my own is there when none of them fit.
4. Tick anonymous if you would rather not see who chose what.
5. Launch puts it in front of everyone. Anything you save instead is kept as a draft.

• While it is live you watch the answers arrive and how many people have replied. People still in the waiting room are not counted — they never received it.
• Share results shows everyone the outcome. End poll closes it.
• Relaunch runs the same poll again — useful for the same question before and after a discussion.
• Download CSV saves the results as a file.
• Pop out moves the poll console into its own window, so you can watch it on a second screen while you present on the first. It is the same console moved, not a copy, so there is nothing to keep in step.

Results outlive the meeting: they are on the Past meetings list afterwards.

Recording a meeting host

Press Record. A red dot appears beside the meeting name on every screen in the room, and the start and stop are announced out loud. Nobody is ever recorded without being told.

Consent

Everyone in the meeting — colleagues and guests alike — is asked “Do you consent to being recorded?”. It cannot be dismissed, because an unanswered question is a state rather than a nuisance to be cleared, but the meeting carries on behind it and people can go on talking while they read it.

• I Consent — nothing changes.
• I Do Not Consent — their microphone, camera and screen sharing are switched off for as long as the recording runs, and a Not being recorded badge stays on their screen while it is true. They stay in the meeting and can still see and hear it. Declining to be recorded is not declining to attend.
• Who agreed, who declined and at what minute is kept with the recording and shown on the Recordings list.

What happens to the file

• Recording runs on the server, not on your computer. Closing your laptop does not stop it, and it captures the meeting rather than whatever else you happen to have on screen.
• A shared screen and the whiteboard are in it, because they are on the stage.
• It is not ready the moment you stop. Encoding continues after the meeting ends; the recording appears under Recordings once it has finished, usually a minute or two later.
• Everyone in your organisation can play and download it, not only whoever pressed the button. A recording belongs to the business.

Links, PINs and revoking host

The strongest of these is not a link at all: leave the waiting room on and you see every person before they are in the room, however they got hold of the address.

Past meetings

Past meetings, in the tabs at the top of your meetings centre. Filter by this week, month, quarter or all time, and search by name.

Each row carries what the meeting left behind:

• Polls — press it and the results open beside the row, question by question, rather than taking you off to another page and back.
• How many people were in it at its fullest.
• Consent — who agreed to being recorded and who declined, with the time each of them answered.
• A paperclip if files were shared into it.

Recordings

Everything your organisation has recorded, newest first, searchable by the name of the meeting.

1:48:06 Board meeting — August Tue, Aug 12, 2:00 PM · 1.4 GB All 14 agreed Deletes in 29 days

3:52:41 New agent induction Mon, Aug 4, 9:00 AM · 2.9 GB All 8 agreed Deletes in 21 days

42:18 Supplier call — Kingston Mon, Jul 28, 11:30 AM · 540 MB 1 person declined

• Play opens the video in the row itself.
• Download saves the file.
• The consent chip opens the list of names, with the minute each person answered. A refusal is called out rather than left to be found.
• Each row says how many days are left before it is deleted, in days rather than “about a month” — a deadline is something people count against.
• The bin deletes it, which cannot be undone. The consent record is kept.

A recording that is still encoding shows a moving bar rather than a percentage, and the page refreshes itself until it is ready. There is no honest number to put there, and a fake one stuck at 80% is worse than none.

Interviews

A recruiting module, reached from the rail. It carries a hire from a folder of resumes to a written-up interview without anybody keeping a spreadsheet: upload the resumes, check what was read out of them, schedule around your interviewers' real calendars, and score everyone against the same questions.

Its front page counts four things, and every count is a link to the work it represents: today's interviews, people who have not replied yet, resumes waiting to be checked, and interviews with no scorecard written.

Positions and rounds

Start with a position. New position asks for the job title, department, location, whether it is on site, hybrid or remote, and how long an interview for it runs.

• Required and preferred skills, separated by commas. Each one is matched against every resume uploaded for the role, so they are worth listing properly.
• Interview questions, one per line. They live on the position rather than on the interview, which is the only thing that makes two candidates comparable afterwards.
• Rounds — up to four, each with its own name, length and questions. A technical screen, a panel, a conversation with the hiring manager. Leave them blank if it is a single interview; every candidate for the role goes through the same sequence.

Resumes

1. Upload them — PDF, Word or plain text, up to 15 MB each. Select as many as you like at once; a recruiter's unit of work is a folder, not a file.
2. Choose the position, or decide later.
3. Every file is scanned for viruses, then read. Each is handled separately, so one unreadable file in twenty-five does not cost you the other twenty-four.

Checking what was read

Nothing is sent to anybody until a person has looked. The review screen puts the machine's reading of the document beside the document itself: name, email address, phone, and the skills the position asked for, each with how confident the reading is.

• Where more than one email address was found, all of them are listed with the reasons each was ranked where it was. Clicking one fills the field — you have already made the decision by clicking, and retyping it is where the typo comes from.
• Anything the machine is unsure of is named at the top: “Please check the email address”, not “something needs checking”.
• A document that could not be read at all still gets a way in, labelled Enter manually. A scanned resume is a readable document this server cannot read yet, and calling it corrupt is how it gets thrown away instead of typed in.
• Confirm this candidate sends nothing. You choose the times on the next screen.

Finding a time

You do not pick a slot. You say when you are open and who could do the interview, and the first time everyone is genuinely free is offered to the candidate.

• Available from / until, and the earliest and latest hour of the day.
• Interview length, defaulted to whatever this round is meant to take.
• Most per day, across all your interviewers together.
• Interviewers — tick everyone who could do it, not everyone who must attend. Whoever is free first takes the slot, and their existing meetings, recurring ones included, are checked so nobody is offered a time they are busy.
• Weekends are acceptable, off by default.

Several candidates at once

Schedule at the top of the module does the same thing for everybody waiting. Each proposal blocks the slot it takes, so the second candidate is never offered the first one's time, and anybody the window had no room for is named afterwards rather than quietly skipped.

The interview itself

An interview is a WOCOM Meet meeting, with everything in this guide in it. The hiring side gets one extra tab in the side panel: Interview — the candidate's name, the position, which round this is, and the questions for it, with a tick box beside each to keep your place.

Ticks are remembered in your browser and sent nowhere. It is a place to put your thumb, not a record — a list of which questions were asked is the sort of thing that ends up quoted back at somebody.

The candidate joins the same room through their own link and never sees that tab, because for them it does not exist.

Scorecards

One scorecard per interviewer, never one per interview. Rate each criterion from 1 to 5, give an overall recommendation, and write your notes.

• The position's questions are printed beside the form, so you are writing up against what was actually asked.
• You can see the rest of the panel's ratings and recommendations, and the average each of them gave.
• Your notes stay yours. Nobody else on the panel reads them — an interviewer who is unsure who can see what writes nothing worth reading.
• A scorecard can be updated after it is submitted.

What the candidate sees no account

One email, one link, and no account to create. Somebody applying for a job is doing the company a favour by turning up; making them register first is how a good candidate becomes one who never replied.

The link opens a page that makes sense whatever has happened since it was sent:

• Accept this time — confirmed, and both sides are emailed.
• Request another time — the next few free slots are offered, and they pick one.
• I cannot attend — the recruiter is told, and nothing further is asked of them.
• The time is shown with its timezone spelled out, because a candidate in another country has no way to know which 2:00 PM was meant.
• Join the interview appears on the same page fifteen minutes beforehand. It is the same link — there is nothing else to keep.
• Coming back to the link afterwards shows the confirmation, not an error. If the invitation has expired, the page says so and says what to do about it rather than being a dead end.

Monitor admin

The shield in the rail, then Monitor. Two views, because “is the machine healthy” and “what are people doing” are never asked at the same moment:

• Meetings — what is running right now, who is hosting it, how many people are in it, and what has finished recently. Click through to the people in any of them.
• This machine — the services that have to be running, the ports that have to be open, and whether each is. A stopped service is otherwise only discoverable by going and looking, which nobody does until a meeting has already failed.

People admin

Accounts in your organisation. On each row:

• Reset — type a new password and press it. There is no reset email for anybody to intercept.
• Disable — they cannot sign in, and their meetings and history stay. This is the one to use when somebody leaves.
• Remove — deletes the account. It cannot be undone.

Add someone is the panel on the right: name, email, password, and whether they are an administrator too.

Email admin

The account WOCOM Meet sends from — invitations, reminders, interview invitations and recording notices. Stored in the application rather than in a configuration file, so changing a password does not need a deploy. Secrets are encrypted.

• SMTP, host and port and encryption, or Microsoft Graph for Microsoft 365.
• Do not send — write to the log for a test system, so a staging server can never email a real customer.
• Send test. Until a test has actually been delivered, the app says plainly on every screen that touches it that invitations are not going out, rather than failing quietly.
• Preview renders the invitation and reminder templates in your browser, so checking the wording does not mean emailing yourself twenty times.

API keys admin

For connecting another system — a CRM, a booking site, your phone platform. Create a key asks four things:

• What it is for. The only thing that identifies it later, so “Salesforce bridge” beats “key 2”.
• Who its meetings belong to. Meetings need an owner; naming one here means the other system does not have to say so every time.
• What it may do. Tick only the scopes it needs. “Everything” exists and should be rare.
• When it expires — never, or 30, 90 or 365 days. A key that expires is a key somebody has to look at again.

A key can only reach your own organisation's meetings and recordings. Treat one like a password: keep it on a server, never in a browser or a mobile app.

The API and embedding

There are two documents for developers, both public because the first thing an integrator does is read, usually before anyone has issued them a key: the integration guide and the full API reference.

Keyboard shortcuts

They do nothing while you are typing in the chat box, which is where every one of these letters is a letter.

What is included

All of it, for everyone. There is one WOCOM Meet and it comes free with your WOCOM service — no packages, no tiers, and nothing here that some other customer has and you do not.

Read straight out of what the server enforces, so this table cannot drift from the product. Automatic subtitles, AI summaries, dial-out, breakout rooms and live streaming are not on it because they are not built yet — they will appear here on the day they work.

Browsers and devices

Chrome, Edge, Firefox, Safari and Opera, on Windows, macOS, Linux, Android and iOS. Nothing to install. Internet Explorer cannot run it at all, and says so rather than rendering something broken.

• Cameras and microphones only work over a secure (https) connection. Browsers enforce that, not us.
• Background effects need a reasonably recent browser and a little processing power to spare.
• On a phone the layout adapts: the control bar keeps the essentials and hides the rest behind More.

What is kept, and for how long

Meetings are encrypted on their way across the internet, which is what the shield beside the meeting name means. Recordings live outside the web root and are served by the application after it has checked who is asking; there is no unguessable path standing in for a permission check.

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