Video Conferencing

Video conferencing in ActiveManage embeds one-to-one and group video calls inside your application, scheduled or ad-hoc. It pairs with the booking calendar so an appointment time slot can host a live video call without leaving the platform.

Supported Backends

• Native WebRTC: Peer-to-peer or via the platform's TURN servers. Best for 1:1 and small group calls up to ~6 participants.
• Daily.co / Whereby / Twilio Video / Zoom: Hosted SFU backends. Choose for >6 participants, recording, transcription or webinar-scale broadcasts.

Use Cases

• Telehealth: Patient books a 20-minute slot; at the start time the appointment record exposes a “Join call” button to the patient and the clinician.
• Tutoring platform: Tutor and student meet weekly. Lessons are recorded and saved to the student's record.
• Internal interviews: The HR team uses native WebRTC for internal screening calls because no recording is needed.

Privacy and Recording

Recording is off by default. When enabled, participants are notified before the call starts and recordings are stored in the configured file store. Retention follows your global retention policy unless overridden per meeting.

Note: The native WebRTC engine does not record — a recording requires a backend that runs a server-side recorder (Daily, Twilio, Zoom). The configuration page will hide the recording option if your selected backend cannot support it.

A “meeting” is the scheduled or instant video session record. The Meetings panel lists every past, current and upcoming meeting so administrators can monitor usage and join in if needed.

Creating a Meeting

1. Click Meetings → New meeting.
2. Enter a title, pick a start time (or leave blank for “start now”), and invite participants by typing their names.
3. Optionally attach the meeting to a record — e.g. a booking, a project or a support ticket. The record's page will display the meeting and a join button.
4. Set advanced options: waiting room, lock-after-start, max participants, recording on/off.
5. Save — invitations are sent by email and (if enrolled) push notification.

Managing an Active Meeting

• Join as observer: Admins can drop into any active meeting silently.
• Mute all: Useful in a webinar setting to mute participants at the start.
• Remove participant: Eject a misbehaving attendee — they cannot rejoin without an explicit re-invite.
• End meeting: Closes the session for all participants at once.

Example Scenarios

• Daily standup: A recurring meeting at 09:00 every weekday, attached to the team's project record.
• Client review: A one-off meeting attached to the engagement record. The recording is saved against the engagement for the client's reference.
• Webinar: Max 200 participants, waiting room enabled, all microphones muted on join, host promotes one panellist at a time.

When a meeting is created, the platform sends invitations to all participants through their preferred channels. This article explains what's sent, how to customise the message, and how to handle external (non-registered) attendees.

What's in an Invitation

• Subject line: “You're invited: Meeting title”.
• The host's name and a one-line description.
• Start time in the recipient's preferred timezone.
• A unique join link (single-use for guests, persistent for registered users).
• An attached ICS file so the recipient can add the meeting to their calendar.

Customising the Template

The invitation uses the email template named meeting_invitation. Edit it in Site Settings → Communication → Email Templates to change the wording, add your logo, or include branded footer links.

External Participants

You can invite people who do not have a user account by entering their email address. They receive an invitation with a guest join link — no account creation required.

Note: Guest links can be configured single-use (consumed when the meeting is joined) or multi-use (e.g. for a webinar). Choose single-use whenever the meeting handles confidential material.

Example Workflows

• Internal team meeting: Persistent links, host can rejoin after dropping off.
• Customer onboarding call: Customer is added as a registered guest user so future meetings reuse the same identity.
• Webinar: 500 invitees by CSV import, each gets a unique single-use link, attendance is tracked per invitation.