WebJoin Support

Overview

A quicker and easier way to arrange and join a web conference

This is achieved by using one passcode to access both your web and audio conference, and by providing a single URL that can be used to access every web meeting you set up or attend.

What are the features and benefits of WebJoin?

WebJoin offers the following features to enhance a user's web conferencing experience.

  • With WebJoin, there is only one URL provided and it never changes
    Since the URL never changes, you will be able to provide your participants with the same URL for every web conference you arrange.
  • The URL is very short and therefore easily remembered
    Having a short and simplified URL makes it easy to remember and communicate to other people.
  • You can access an audio and web conference using just one passcode
    You will no longer need to provide your meeting attendees with separate passcodes for the audio and web portions of your meeting. With WebJoin, participants use the same passcode to access both, which makes joining a meeting a faster and more streamlined experience.
  • WebJoin is designed to work across a range of Web Conferencing platforms
    WebJoin is compatible with Cisco Webex™.

Chairperson user guide

What is WebJoin?

WebJoin offers you a quicker and easier way to arrange and join a web conference.

This is achieved by using one passcode to access both your web and audio conference, and by providing a single URL that can be used to access every web meeting you set up or attend.

Please note: WebJoin does not support recording of web conferences, or uploading presentations to the server for an upcoming meeting. If you require either of these features, please follow the usual (non-WebJoin) process for arranging your web conference.

How do I send out a meeting request using WebJoin?

  1. Set up your meeting in the usual way, using our MS Outlook calendar to invite all the participants you would like to attend.
  2. Using the sample invitation content we have provided you with, copy and paste the content into the body of your calendar invitation.
  3. Fill in the following details:
    • Date of Meeting
    • Time of Meeting
    • MeetMe Audio Dial-in Numbers
    • MeetMe Audio Participant Passcode
    • Make sure to include the www.webjoin.com URL
  4. Send out your meeting invitation.

How do I start my first meeting using WebJoin?

  1. At the time of your meeting, dial into your audio conferencing service in the usual way.
  2. Open your internet browser and go to www.webjoin.com.
  3. Type in your name.
  4. Type in your email address.
  5. Type in your chairperson passcode.
  6. Click on the Join button to be taken to your web conference.

How do I start future meetings using WebJoin?

  1. At the time of your meeting, dial into your audio conferencing service in the usual way.
  2. Open your internet browser and go to www.webjoin.com.
  3. Type in your chairperson passcode and click on the Join button to be taken to your web conference.

Where can I go for further help or information?

If you need assistance, please contact the helpdesk.

Participant user guide

What is WebJoin?

WebJoin offers you a quicker and easier way to arrange and join a web conference.

This is achieved by using one passcode to access both your web and audio conference, and by providing a single URL that can be used to access every web meeting you set up or attend.

Please note: WebJoin does not support recording of web conferences, or uploading presentations to the server for an upcoming meeting. If you require either of these features, please follow the usual (non-WebJoin) process for arranging your web conference.

How do I send out a meeting request using WebJoin?

  1. Set up your meeting in the usual way, using our MS Outlook calendar to invite all the participants you would like to attend.
  2. Using the sample invitation content we have provided you with, copy and paste the content into the body of your calendar invitation.
  3. Fill in the following details:
    • Date of Meeting
    • Time of Meeting
    • MeetMe Audio Dial-in Numbers
    • MeetMe Audio Participant Passcode
    • Make sure to include the www.webjoin.com URL
  4. Send out your meeting invitation.

How do I start my first meeting using WebJoin?

  1. At the time of your meeting, dial into your audio conferencing service in the usual way.
  2. Open your internet browser and go to www.webjoin.com.
  3. Type in your name.
  4. Type in your email address.
  5. Type in your chairperson passcode.
  6. Click on the Join button to be taken to your web conference.

How do I start future meetings using WebJoin?

  1. At the time of your meeting, dial into your audio conferencing service in the usual way.
  2. Open your internet browser and go to www.webjoin.com.
  3. Type in your chairperson passcode and click on the Join button to be taken to your web conference.

Where can I go for further help or information?

If you need assistance, please contact the helpdesk.

Frequently asked questions

1. What is WebJoin?

WebJoin is an enhancement to your web conferencing service that makes it easier for you and your participants to join a web conference.

2. As a participant, how do I use WebJoin?

At the time of your meeting, dial into the audio conference call, then launch the WebJoin login page using the URL provided in your invitation. Enter the web conference using the audio participant passcode you were also provided with. For full instructions please refer to the WebJoin Participant user guide.

3. As the chairperson, how do I use WebJoin?

When setting up your meeting, you will need to provide the WebJoin URL to your participant(s) in your meeting invite. When the meeting takes place, use your MeetMe audio chairperson passcode to access the audio call and web conference. For full instructions please refer to the WebJoin Chairperson user guide.

4. As the chairperson, am I losing my ability to log into my web account and manage my web conferences?

No. WebJoin is an enhancement to simplify your web conferencing experience. It does not in any way prevent you from using your web account as you have previously.

5. As the chairperson, when should I use WebJoin versus logging into my account and managing web conferences as I traditionally have?

The aim of WebJoin is to simplify the web conferencing experience for the majority of everyday calls, where the primary purpose is to visually share content to make discussions more productive.

However, if you might want to record your web conference, or upload presentations prior to the meeting, then you should continue to manage these meetings by logging into your account, since WebJoin will not support these advanced functions.

6. Am I billed differently if I use WebJoin?

No. WebJoin is simply an enhancement to make it easier for you to access your everyday web conferencing meetings.

7. Where can I go for further help or information?

If you need assistance, please contact the helpdesk.

Troubleshooting

1. "A yellow Internet Explorer message bar is on my screen."

For users with Internet Explorer 7 or greater, you may have experienced difficulty in accessing WebJoin.

Step 1: If you received the following pop-up message, please click on the yellow bar.

Webjoin - blocked download

Step 2: Click on Download File.

Webjoin - download file

Step 3: After clicking the download button, you may need to wait an additional ten seconds before WebJoin begins joining you to the conference.




2. "I'm getting an 'invalid email address or passcode' message."

Step 1: Double check that your email address and passcode were entered correctly.

Webjoin-error

Step 2: If your information is correct and still not being accepted, it's possible the email address we have on file for you is no longer valid.

  • If your email address has recently changed you may try to enter the conference using your old email address when prompted.
  • Alternatively, contact the helpdesk and verify the email address we have on file is correct. Please note: you will need to verify your identity before the helpdesk can assist in editing your information.

Sample invitations

BT MeetMe Invitation

This is a sample of an invitation you can send to your meeting participants. You can also copy the text from your WebJoin introductory email and paste directly into your calendar invite, filling in your details as appropriate.

sample BT MeetMe invitation



BT MeetMe Global Access Invitation

This is a sample of an invitation you can send to your meeting participants. You can also copy the text from your WebJoin introductory email and paste directly into your calendar invite, filling in your details as appropriate.

sample BT MeetMe Global Access invitation

Help desk phone numbers

If the above information has not resolved your questions, contact one of our global helpdesk advisers.