UCBC
User Guide

Using UCBC Meet

13 min read

UCBC Meet is the built-in video meeting room that comes with your UCBC phone system. You don't need to install anything or create a separate account — you start or join meetings right from your browser, and anyone you invite can join with just a link, even if they've never used UCBC before.

This guide walks through a complete first meeting from start to finish: starting or scheduling it, what you see the moment you arrive, everything you can do once you're inside, and how to wrap things up at the end.

Tip: If you're joining someone else's meeting from a link they sent you, you can skip straight to Joining Someone Else's Meeting.

1. Before the Meeting: Starting or Scheduling#

Starting a Meeting Right Now ("Meet Now")#

  1. Go to the Meet page.
  2. A title box is already filled in for you (something like "Meeting - Nov 12, 2:30 PM") — type over it if you want a different title, or leave it as-is.
  3. Click Meet Now.
  4. The room is created immediately and you're taken straight into it as the host.
  5. Once you're in, use the Copy Link button (or the link box shown on screen) to send the join link to anyone else — by chat, email, or however you'd normally reach them. Anyone with the link can join, with no UCBC account needed.

Scheduling a Meeting for Later#

  1. Go to the Meet page.
  2. Click the small down-arrow next to the Meet Now button. A Schedule Meeting panel drops down.
  3. Fill in:
    • Meeting Title
    • Attendees — email addresses, separated by commas, semicolons, or one per line.
    • Date, Time, and Duration (15 minutes up to 2 hours).
    • Description (optional) — shown in the invite email along with the join link.
  4. Click Schedule Meeting.

Everyone you listed as an attendee gets an email with a real calendar invite attached — accepting it blocks the time on their own calendar, and the invite already includes the join link so they don't have to come looking for it. You (the organizer) get your own copy of the same invite too, unless you typed your own email into the attendee list already.

The meeting itself doesn't actually "exist" as a live room until the first person — you or a guest — actually clicks to join it, so it's perfectly fine to schedule something weeks out.

Joining a Meeting from the Weekly Calendar#

The Meet page shows a week-at-a-time calendar of everything scheduled or already running.

  1. Use the ← Previous Week / Today / Next Week → links above the calendar to find the day you want.
  2. Click any meeting shown on the calendar to join it. This works whether the meeting is already running or scheduled for later — clicking it either joins the live room or starts it right then.

A Recent Meetings list further down the page also shows your last few meetings with a Rejoin button, in case you got disconnected or want to go back into one that's still active.

Canceling or Deleting a Meeting#

  1. On the weekly calendar, hover your mouse over the meeting you want to remove.
  2. A small × appears in the corner of that meeting — click it.
  3. Confirm the deletion in the pop-up that appears.

If that meeting had a scheduled date and attendees, each of them gets a cancellation email that removes it from their own calendar automatically.

Joining Someone Else's Meeting (Guest Link) {#joining-someone-elses-meetings-guest-link}#

If someone sends you a UCBC Meet link instead of you starting your own:

  1. Open the link in your browser. You'll see the meeting's title on a simple sign-in card.
  2. Type your Name and Email, then click Join.
  3. If the host hasn't let people straight in, you'll briefly sit in a waiting room (more on that below) until they do. If you've successfully joined that same meeting before, this screen remembers you and skips straight through next time.

Only the person who actually created the meeting is treated as the host when they join — everyone else, including another admin clicking the same link, joins as a regular participant (unless the host promotes them — see Making Someone a Co-Host).

The Schedule a Meeting dialog

Screenshot needed · meet-schedule-dialog

2. Getting Ready: the Device Check Screen#

Right before you actually enter the room, UCBC Meet shows a short "Ready to join?" screen so you can set yourself up first:

  1. Choose your camera and microphone from the dropdown menus, and preview your own video.
  2. Click Enable Microphone and Camera to turn both on before entering, or Join as a listener to enter with both off (you can always turn them on later, once you're in).
  3. Click Join.

If the host has turned the microphone or camera off for everyone, this screen tells you so and only offers you the controls that are actually available.

3. Finding Your Way Around the Meeting Window#

Once you're in, the main area shows everyone's video. A row of round buttons along the bottom — the footer — is your main set of controls: microphone, camera, screen share, chat, participants, whiteboard, reactions, and more. Hovering over any button shows a small label telling you what it does.

A Participants button in that row shows or hides the list of everyone in the meeting. A Chat button shows or hides the chat panel on the side.

4. Muting/Unmuting Your Mic and Turning Your Camera On/Off#

  • Click the microphone icon in the footer to mute or unmute yourself. When you're muted, the icon changes to show it, and you'll also see a small reminder on screen that no one can hear you.
  • Click the camera icon the same way to turn your video on or off.
  • If either icon shows a little lock on it, the host has disabled that control for the meeting (or just for you) — see Per-Participant Locks below.

The in-meeting window with controls

Screenshot needed · meet-in-meeting-window

5. Sharing Your Screen#

  1. Click the Share Screen icon in the footer.
  2. Your browser asks you to pick what to share (your whole screen, a specific window, or a browser tab) — choose one and confirm.
  3. Everyone in the meeting now sees your shared screen instead of (or alongside) your camera.
  4. To stop, click the same button again — it now reads Stop Sharing Screen.

Only one person can share their screen at a time.

6. Using the Chat Panel#

  1. Click the Chat icon in the footer to open the panel.
  2. By default you're posting to Public Chat, visible to everyone in the meeting.
  3. Type your message in the box at the bottom (it also accepts pasted images and dropped files) and press Enter, or the send button.
  4. To message just one person privately, open that person's entry in the Participants list and choose Send Private Message — this opens a private thread with just the two of you, separate from Public Chat.

7. Raise Hand and Reactions#

  • Click Raise Hand in the footer to let the host know you want attention without interrupting anyone out loud. Click it again (now labeled Lower Hand) to put it down.
  • Click Reactions to send a quick emoji reaction that briefly appears on screen for everyone to see.

8. Using the Whiteboard#

  1. Click the Whiteboard icon in the footer to open the shared drawing surface.
  2. Draw, type, or add shapes — everyone currently viewing the whiteboard sees your changes appear live.
  3. Use Upload File or Image inside the whiteboard panel to bring in a PDF, document, or picture to mark up together, or Export to save the whiteboard's pages out as a PDF when you're done.
  4. Click the whiteboard icon again (now labeled Hide Whiteboard) to close the panel.

9. Running the Meeting: Making Someone a Co-Host {#making-someone-a-co-host}#

As the host, you can hand another participant the same moderator-level controls you have — useful if you need to step away, or just want to share hosting duties.

  1. Open the Participants list.
  2. Find the person you want to promote and click the small menu icon next to their name.
  3. Choose Make Co-Host.

That person now has the same meeting controls you do (muting others, locking features, managing the waiting room, and so on). To take that back, open the same menu and choose Remove Co-Host.

If you're the only host and you try to leave while other people are still in the meeting, UCBC Meet will ask you to pick someone to make co-host first, so the meeting is never left with no one able to moderate it.

10. Locking What One Guest Can Do {#locking-what-one-guest-can-do}#

Sometimes you don't want to mute or remove someone entirely — you just want to stop them from doing one specific thing, like sharing their screen. As host or co-host:

  1. Open the Participants list.
  2. Click the small menu icon next to that person's name.
  3. Choose the ability to turn off for just that person — Disable Microphone, Disable Camera, Disable Screen Sharing, Disable Whiteboard, Disable Chat, or Disable Sending Reactions. Each one toggles independently, and the same menu lets you turn it back on (Allow …) once you're ready.

If you want to turn one of these off for everyone in the meeting at once instead of just one guest, look for Meeting Lock Settings in the footer's More options menu — it offers the same list of controls, applied room-wide.

11. Recording the Meeting#

  1. Click the Record icon in the footer.
  2. Choose how you want to record:
    • Record to Your Computer — saves the recording straight to your own device when you stop. For best results, use Google Chrome.
    • Cloud Record: Full Screen / Cloud Record: Media Only — only shown if your host has this turned on; saves the recording to the server instead of your device (Full Screen captures the whole meeting layout, Media Only saves just the audio/video/screen-share streams).
  3. Click Start Recording.

Recording to your own computer doesn't ask your browser's usual "choose what to share" screen-recording question — there's no popup to click through. It automatically records exactly what's on screen (video tiles, an active screen share, or the whiteboard) along with everyone's audio, for as long as it's running.

  1. When you're done, click the Record icon again and choose Stop Recording. If you recorded locally, the finished video file downloads straight to your device at that point.

A small recording indicator is shown to everyone in the meeting for as long as a recording — local or cloud — is running, so no one is ever recorded without knowing.

12. Starting a Live Stream#

As host, you can broadcast the meeting out to a streaming platform while it's running.

  1. Click the Live Stream icon in the footer.
  2. Choose the Service you're streaming to — YouTube, Facebook, TikTok, or Other for any other RTMP-compatible destination.
  3. Paste in that platform's Stream Key (TikTok also needs its Server URL, since TikTok issues a fresh one every time you go live).
    • Don't have your stream key handy? Click How do I get this? next to the field for quick steps on finding it on YouTube Studio, Facebook Live Producer, or TikTok LIVE Center.
  4. Click Start Streaming.

Everyone in the meeting sees a small indicator while the stream is live. To stop, open the same panel and confirm you want to end the live stream.

13. Seeing and Replying to YouTube/Facebook Comments in the Meeting#

If your host has connected a live chat bridge for the platform you're streaming to, comments people post on YouTube or Facebook while you're live show up right inside the meeting's Public Chat — each one labeled with a small 🔴 YouTube or 🔵 Facebook tag and the commenter's name, so you can tell it apart from messages typed by people actually in the meeting.

The host (or whoever's been given host/co-host rights) can simply type a reply into Public Chat as normal — while the stream and the bridge are both active, that reply is automatically sent back out to the live platform's own comments too, so you can carry on a conversation with your YouTube or Facebook audience without leaving the meeting.

Setting up the connection to YouTube/Facebook itself is done ahead of time by whoever manages your UCBC account — this is just how it looks and works once it's already turned on.

14. The Waiting Room (If You're Hosting)#

Guests who aren't recognized as the host wait briefly in a lobby until you let them in — this keeps random link-sharing from dropping strangers straight into your meeting.

  1. Open Manage Waiting Room (footer More options menu).
  2. You'll see everyone currently waiting, by name.
  3. Click Admit All to let everyone in at once, or handle people individually; Deny & Block turns away a specific person and keeps them from trying again.
  4. You can also customize the message waiting guests see while they wait, from the same panel.

A guest who already successfully joined once before skips the waiting room automatically if they reconnect later.

15. Leaving or Ending the Meeting#

Click the red button at the end of the footer row when you're ready to go.

  • If you're not the host: you'll just be asked to confirm, then you leave — the meeting carries on for everyone else.
  • If you're the host: you get a choice — Leave Meeting (just you leave; the meeting continues) or End Meeting (ends it immediately for every single participant).
    • If you choose Leave Meeting while other people are still in the room and no one else has co-host rights yet, UCBC Meet stops you and asks you to pick a co-host first, so someone is always left able to run the meeting.

Tips#

  • A shared meeting link always works for outside guests with no UCBC login at all — that's by design, so clients or outside partners never need an account just to join a call.
  • Local recordings save straight to the device of whoever clicked Record — there's no separate copy sitting on a server unless cloud recording was used instead.
  • The comment bridge only does anything once a live stream to YouTube or Facebook is actually running — if comments aren't showing up in chat, check that the stream itself has started.
  • Forgot to make anyone a co-host before you had to step away? As long as someone else is still in the meeting, UCBC Meet automatically and temporarily makes every remaining participant a co-host the moment the last moderator disconnects, so the meeting is never stuck leaderless — it reverts back to normal the moment a real host returns.
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