How to Setup A Secure, Client Meeting Using Virtual Office Desktop

Set Up A Secure, Client Meeting Using Virtual Office DesktopA Step By Step GuideHow lawyers, doctors, accountants and others in professional services can setup a secure video conference using Virtual Office and 8x8 Video MeetingsContents

Thank you for reading Set Up A Secure, Client Meeting Using Virtual Office Desktop

Step 1: Install & Configure Virtual Office Desktop

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Meeting clients or patients via video conferencing is becoming a vital tool for consultants, lawyers, accountants, health care providers and other professional services pros. This guide shows you the simple steps needed to schedule and host a secure, encrypted one-on-one video client consultation with Virtual Office Desktop.

Make sure you have downloaded and installed Virtual Office Desktop on your computer.

Login to Virtual Office Desktop with the credentials emailed to you. If you have not received them, contact your 8x8 system administrator or 8x8 Support.
Familiarize yourself with Virtual Office Desktop and Video Meetings by following this quick start guide.
If you need it, check out 8x8's
free training resources

Step 2: Set Up a Unique Meeting ID

Make sure to configure Video Meetings in Virtual Office Desktop to create a unique meeting ID URL for each meeting.

Select:

Gear icon to open setting menu
Meetings
"Use a different meeting for every every I schedule."

Now, each time you schedule a meeting, three random characters are added to the meeting URL. This prevents a client from a past Video Meeting enter a new Video Meeting with a different client.

Creating a unique meeting URL for each Video Meeting is one of the first security steps you can take to keep your Video Meeting private.

Step 3: Help Your Clients Set Up Video Meetings

Clients connect with you by PC/Mac or mobile device. Paste the information below into a SMS with Virtual Office (see next step).

Connect by Phone or Tablet

Install the free 8x8 Video Meetings app available on either the iOS or Google Play app stores. The two videos to the right offer quick tips for connecting via mobile phones. Direct links to these videos are HERE and HERE. Additional desktop apps for both Mac and PC are available on the 8x8 Video Meetings download page. Please see additional instructions below.

Connect by Mac or PC

Download a desktop app, create a free account at 8x8.vc or connect to the meeting via a Web browser. PC users should use the latest versions of either Google Chrome or Microsoft Edge. Mac users can use Google Chrome or Apple Safari. Clients will receive a Video Meeting URL and passcode. Entering the URL into a browser will launch the meeting.

Do More with the 8x8 Video Meetings Mobile App

How to Get the 8x8 Video Meetings Mobile App

Step 4 : Text Meeting Instructions to Your Client

Prior to any client call, you should send them instructions and confirm they are ready to participate in a Video Meeting. When you are ready to create your Video Meeting, you will need to SMS message them the URL and passcode. Sending them the information via a SMS message using Virtual Office Desktop is easy. Watch the video and learn in 10 seconds.

Click on the chat icon to open the message window then click new item then new message as shown above
Highlight your contact to begin entering text or enter a phone number and then begin to input your message

Step 5: Call Your Client

Now you are ready to call your client with Virtual Office Desktop. If you plan to end up in a Video Meeting, you can use this "pre-call" to confirm they have everything they need in place. The decision to move to a Video Meeting could also be spontaneous sometimes.

As a Virtual Office user, you likely know how to use it to make a phone call. Here is a refresher:

You have a few calling options within Virtual Office Desktop. Use the Virtual Office Dialer or call your client from within your favorite CRM application, such as Salesforce or Hubspot, integrated with Virtual Office Desktop.

Manual entry: Reveal dialing key pad by clicking on the phone icon then the dialer icon on the lower left. Thefe you can enter your clinet's phone number

< Two ways to call >

Dial by Contact

To contact clients via Virtual Office Desktop, make sure they are in your contact list in or in your connected CRM application. Alternatively, you can dial a contact using the numeric key pad.

Step 6: Promote Your Call to a Video Meeting

So you are ready to promote your call into a Video Meeting where you can make face-to-face contact and share your screen. Be sure to inform your client you are about to switch to a Video Meeting.

How to Promote a Call

Ask your client to remain on the line after they hear "Connecting you to your conference and wait to receive the meeting URL via SMS.
In the Virtual Office Desktop call window, click on the ellipsis.
Click on Meet Now -- This will transition you from your call screen to your regular Video Meetings screen within Virtual Office. Meeting information is displayed on the bottom left.

Click the ellipsis then Meet Now to promote your call.

Step 7: Enhance Security

Enhance Security

The first layer in Video Meeting security is creating a unique name for each meeting (shown in step two.) The second layer is to add a passcode requirement. To do this, find the Video Meeting details box on the lower right then:

Click add passcode
Create a passcode of up to 10 numbers (no symbols)
Click enter to approve the passcode

Next, click copy to copy the meeting details to your clipboard then send your client an SMS with the Video Meeting URL and passcode.

When the client receives the meeting information, they can then select the URL to launch the meeting on their computer or mobile device. They will connect to the meeting via their browser on their computer or from their mobile app.

Step 8: Disconnect the Original Call

Once your client joins the Video Meeting, there are actually three parties in the call: The original voice call, you and your client. The next step is to remove the original call.

What to do next:

Enter tile view by clicking on the grid icon on the bottom right of your screen. The original call features an avatar of a two-digit number.
Go to the tile of the original call and click on the ellipsis on the upper right side. This opens an option box.
Click on kick out and then confirm the operation.
At this point, you are in a secure Video Meeting with your client.

Select Tile View to Display All the Video Meetings Participants

That's It. You are now securely connected to your client using Virtual Office Desktop

This workflow shows health care providers, financial advisors, consultants and anyone else how easy it is to create secure, one-on-one Video Meetings combining 8x8 Virtual Office Desktop for providers and free 8x8 Video Meetings for their clients. With mutual consent, you can record your meetings.

This method can be used in telemedicine, consultation, any interaction that requires a 3rd party that does not have Virtual Office.

Thanks for reading

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