Meeting Room
Join and participate in video meetings with audio, video, screen sharing, chat, notes, and interactive tools.
Before You Join
Join meetings from your browser and use the pre-join screen to check your camera, microphone, speaker, and display name before entering the room.
Device setup
Use the pre-join screen to confirm that your devices work before the meeting starts.
Preview your camera
View your camera preview to confirm that your video looks correct.
Set your microphone and camera
Turn your microphone and camera on or off. Select the microphone and camera you want to use.
Test your devices
Test your microphone input and play a speaker test tone to confirm that you can send and receive audio.
Enter your name as a guest
If you join without signing in, enter your name before continuing to the meeting. When you join an external meeting through a personal invitation, your name and email are filled in from the invitation. Invited details take priority over any name or email your browser remembered from a previous meeting.
Waiting room
Depending on the meeting settings, you may wait for the host before entering. Vadio can show waiting, denied, cancelled, or not-started states while it determines whether you can join.
If approval is required, you wait for the host to admit you.
Direct join
Trusted participants may skip the camera and microphone check when the company enables direct join. Signed-in members and people with a personal invite link can join directly, but guests still enter their name and wait for the host.
Trusted participants may skip the media check and join directly. Guests still enter their name and wait for the host.
Audio and video
Manage your audio and video from the meeting control bar. Vadio remembers your device choices for the next time you join.
| Control | What it does |
|---|---|
| Toggle microphone | Turn your microphone on or off. |
| Toggle camera | Turn your camera on or off. |
| Select microphone | Choose the microphone that sends your audio. |
| Select camera | Choose the camera that sends your video. |
| Screen share | Share your screen or a selected window with participants. |
| Select speaker | Choose the speaker or output device where supported by your browser. |
| Virtual background | Apply a virtual or custom background to your camera video. |
If your browser loses access to your camera or microphone, Vadio shows a warning with guidance to fix the issue.
Camera requests
A host can ask a participant to switch to a different camera or turn on a camera that is off. The participant sees a confirmation dialog showing the requested camera name and can allow or decline the request. The dialog includes a countdown so the participant knows how much time remains.
When the participant allows the request, Vadio switches to or enables the requested camera and the host sees a confirmation. When the participant declines, the host sees a notification that the request was declined. If the participant does not respond before the request times out, the host sees a notification that the participant did not respond.
Switching an already active camera uses a shorter time limit than turning on a camera that is off.
Participants
The People panel shows who is in the meeting and gives you access to participant actions.
People panel
Open the People panel to:
- Search for participants.
- See internal members, customers, guests, and invited people.
- Share the meeting link.
- Add people to the meeting.
In-call actions
Participant actions depend on your role and meeting permissions.
| Action | Who can do it |
|---|---|
| Raise hand | Anyone |
| See raised hands | Anyone |
| Send reactions | Anyone |
| Mute or remove a participant | Host or admin |
| Pin or spotlight a participant | Authorized participants |
| Request camera switch or enable | Host or admin |
| Request location sharing | Host or admin |
| Lower all raised hands | Authorized participants |
| End the meeting for everyone | Authorized participants |
People per meeting
The number of people who can be in one meeting depends on the plan. Yearly plans have the same limit as the matching monthly plan.
| Plan | People per meeting |
|---|---|
| Free | 2 |
| Start | 4 |
| Standard | 10 |
| Premium | Unlimited |
| Trial | 20 |
Chat
Send text messages and share supported files during the call. You can upload images, documents, audio, and video files, then view the attachments in the conversation.
Chat history is available to review later from the meeting details page.
Notes
Create, edit, and delete notes during the call. Notes remain available to review later from the meeting details page.
Checklists
If a checklist is attached to the meeting, open the checklist panel to see progress, mark items complete or incomplete, and add comments to checklist items. On mobile, use the checklist navigation to move between items. You can review the checklist after the meeting ends.
Screenshots and location sharing
Take screenshots during the meeting when the feature is available. If location sharing is enabled, a host can request a participant's location. The participant sees a consent dialog with a countdown and can allow or decline the request. If the participant does not respond before the request times out, the host sees a notification that the participant did not respond. Screenshots and shared locations are available to review later from the meeting details page.
Screenshots, location sharing, and drawing depend on the plan. They are available on Standard and Premium, monthly or yearly, and during a trial. They are not available on Free or Start. Guests in a public meeting get drawing based on the host company's plan.
Meeting settings
Configure personal media defaults and meeting-wide settings from Settings. Personal defaults control how your devices behave when you join, while meeting-level settings apply to the meeting or company.
Personal defaults
| Setting | What it controls |
|---|---|
| Start with microphone on or off | Whether your microphone starts enabled when you join. |
| Preferred microphone | The microphone Vadio selects by default. |
| Start with camera on or off | Whether your camera starts enabled when you join. |
| Preferred camera | The camera Vadio selects by default. |
| Preferred speaker | The speaker or output device Vadio selects by default. |
Meeting-level settings
| Setting | What it controls |
|---|---|
| Meeting background | The default background applied to your camera video. |
| Auto-record instant meetings | Whether instant meetings start recording when the host joins. |
| Auto-record scheduled meetings | Whether scheduled meetings start recording after the scheduled time when someone is present. |
| Direct join policy | Whether trusted participants can skip the camera and microphone check. |
| AI transcription language | The language used to transcribe meeting audio. |
Run the microphone and speaker tests after changing your preferred devices so you can confirm that the selected hardware works before your next call.
AI transcription is available on every plan. Every meeting is transcribed.