Instructions for hosting and receiving video conference calls and sharing your screen
At Workstorm, we understand that some business is best conducted face-to-face. Whether it’s in a meeting, over lunch, or on the golf course, complex conversations can require the use of more than just typed or auditory words. Facial expressions, voice intonation, hand gestures, posture, even thoughtful breaks or pauses in a conversation can greatly impact how messages are sent and received by others. This, in turn, can impact a person’s perceptions, beliefs and response to a given conversation.
But with busy schedules and geographically dispersed workforces, meeting face-to face isn’t always possible. With video calling and screen sharing, Workstorm users can have complex conversations efficiently and effectively when meeting face-to-face in person isn’t an option.
Start a video call
There are two ways to start a video call on Workstrom. The first way is to click on Messages in the left menu, then click on an existing private or team conversation, or start a new conversation by clicking on the next to Private or Team. Next, click on the icon in the right menu of the conversation feed.
Another way to start a video call is through Workspaces.
If you have set up Workspaces, open the workspace that contains an existing private or team conversation with a member or team you wish to video conference. Next, click on the icon in the upper right corner of the conversation tile.
A video call pop-up will appear and begin calling the member. If the member does not answer, you may cancel or end the video call by closing the call window or by clicking the icon at the bottom. The recipient will see that he or she has missed a video call from you under Recent in the left menu.
If the recipient answers the video call, and his or her camera and microphone are turned on, you will see and hear the member. If you cannot see or hear the member, remind him or her to turn on the camera and microphone and allow access to Workstorm. Turn up the volume on your computer speakers to ensure optimal sound reception.
If the recipient of the call cannot see or here you, double check your camera and microphone are turned on. Our online support team is available for help at any time, should you need it.
Click the four tiles icon on the right side of the video call window to change the layout of the video conference and bring all the participants into a comprehensive tile view.
Invite additional call participants
To invite additional participants to the video conference, click the invite icon at the bottom right. Search for members you wish to join and select their names to invite them to the call.
If you wish to invite someone who is not a member on Workstorm, simply click Copy Invitation to copy the dial-in number and video conference link for sending to an outside participant.
Managing conference settings
Every video conference has a moderator, which is designated by a star next to the participant’s name. Moderators can add and remove members from a call and update the call settings by clicking on the ellipsis in the bottom right of the conference screen.
General participants can also change their personal conference settings by clicking the ellipsis, including changing the microphone settings, camera source, call quality, or the size of the screen view.
Answering a video call
To receive an incoming video call from another member, you must be logged in to Workstorm. A pop-up will appear to notify you of an incoming video call.
To answer an incoming video call, click the blue phone icon. To decline the call, click the red phone icon.
Missed video conferences
If you are not inside the Workstorm platform when the user calls, and you have enabled Notifications, then you will receive a Notification of the incoming call on your desktop. Clicking on the notification will take you to the private conversation, where you may answer or decline the call.
If you have not enabled Notifications, you will receive a message in your Recent tab in the left menu making you aware of the missed video conference.
Sharing your screen
Once you have connected via video call, you have the option to share your screen. Click the icon at the bottom left of the call window to switch from camera view to screen view. If sharing your screen within your browser for the first time, you may need to first download the Chrome Workstorm extension. If you are using the Workstorm Desktop App, no extension is needed.
This will show the other members on the call exactly what is on your computer screen, while still hearing your voice over the microphone. You can click, type and navigate as usual, with the other members able to see and follow along.
To stop sharing your screen, simply click the icon again to return to camera view.
Screen sharing and video calling can help members collaborate more efficiently and effectively on complex projects, discussions and business decisions. Workstorm members who integrate the use of multiple tools – including messaging, file sharing and video conferencing – report the highest levels of workplace collaboration and efficiency. Ready to give it a try?