Unique Meeting IDs
    • 26 Sep 2023
    • 4 Minutes to read
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    Unique Meeting IDs

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    Article summary

    Unique Meeting IDs allow users to generate randomized, private URLs for hosted meetings. These IDs provide security by preventing unauthorized access to meetings. To create a unique meeting ID, a team name must be set by a Dialpad administrator. Once the team name is set, users can enable the unique room URL feature in their Dialpad Meetings settings. This will assign a unique Meeting ID number when starting a new meeting or using the web scheduler. Individual meeting settings can be managed through the Google or Outlook calendar add-ons or the Dialpad Meetings platform. Participants can join a unique meeting through an app or by dialing in using the provided phone number and pin. Each unique meeting URL has its own participant pin that changes with each new URL created. Unique Meeting IDs are supported in Dialpad Meetings for desktop and mobile, as well as the Google Calendar and Outlook add-ons. Multiple unique meetings can be scheduled simultaneously for Dialpad Meetings Enterprise users.

    Unique Meeting IDs allow you to generate randomized, private URLs for some (or all) of your hosted meetings that don’t rely on your personalized URL. Meaning that no one can barge into your meeting if your previous meeting was running late.

    DPM_unique_meeting_URL.png

    Let's take a closer look at how Unique Meeting IDs work.

    Who can use this feature
    Unique Meeting IDs are available to Dialpad Meetings customers with an Enterprise license.

    Set a team name

    Before you can create a Unique Meeting ID, a Dialpad administrator must set a unique name for your team.

    First, head to your Dialpad Meetings Enterprise Portal

    1. Select Team Settings 
    2. Navigate to Set up a team name
    3. Enter your team name
      • For example: https://meetings.dialpad.com/room/budgetreview
      • Once a team name is set, it can't be changed

    Your organization’s team name will appear in the meeting URLs of all Unique Meeting rooms that you or your teammates host.

    Note:
    Personal meeting room URLs are not affected by team names. In other words, previously created personal meeting URLs will continue to work with this feature enabled.

    Create a unique meeting ID

    To create a Unique Meeting ID for your next meeting:

    1. Navigate to your Dialpad Meetings settings
    2. Navigate to Unique Room URL
    3. Toggle on Use a unique room URL for all meetings by default? 

    enable_unique_meeting_URL.png

    Note:
    By default, unique meeting URLs are disabled. You must go into your settings and turn it on.

    Schedule with a unique meeting URL

    If you’ve turned on the toggle in your Dialpad Meetings settings, you’ll automatically be assigned a Unique Meeting ID number when you use the Start new meeting button or the web scheduler (that’s the Schedule for later hyperlink) on the Dialpad Meetings platform.

    Note:
    When using a Unique Meeting URL, you will see a different dial-in number in your Google Calendar add-on.

    Manage a unique meeting URL

    You can toggle individual meeting settings by clicking the All Meeting Settings links within the Google or Outlook calendar add-on shelf.

    dialpad-meetings-unique-id-manage-settings.gif

    If you’ve created a meeting via the Dialpad Meetings platform, simply select the Meetings page from the drop-down menu at the top, click on the unique meeting you’d like to configure (in either the History or Upcoming tabs), and click the Settings button (the gear icon) in that meeting’s overlay window. You can now manage the settings for that particular unique meeting.

    Changes made here won't affect your personal meeting room settings.

    Join a unique meeting

    There are several ways you can join a Unique Meeting:

    1. Join via an app (Dialpad, Google, or Outlook) by clicking on the meeting URL
    2. Dial into the meeting using the phone number and pin provided in the invite

    Additionally, meeting organizers can dial in using the meeting phone number provided in the invite and their organizer pin (you can find that in the third-party calendar add-on shelf).

    Unique meeting pins

    Each unique meeting URL has its own participant pin that will change each time a new URL is created. 

     When you dial into a unique meeting, the dial-in number is unique to that meeting, with unique host and participant pin details. This pin will change each time you create a new URL.

    Pin creation
    If the unique meeting was created using the Google Calendar or Outlook integration, the dial-in number and participant pin are automatically populated.
    If the unique meeting was created using a web scheduler, you must open the meeting details in your Upcoming Meetings and select the gear icon to view the  participant and host pins.

    Use unique meeting URLS with third-party apps

    After you’ve changed the setting in Dialpad Meetings, you can use the Unique Meeting function from the following third-party apps: 

    • Google
    • Outlook

    When you create a Dialpad Meeting using Google or Outlook, it will automatically be assigned a Unique Meeting ID.

    Now, when you create a meeting using the Google Calendar add-on, the Start new meeting button in Dialpad Meetings, or the Schedule for later hyperlink (more on that in a sec)you’ll notice that the meeting ID is completely unique (and harder to spell)...

    Screen_Shot_2021-12-02_at_12.55.46_PM.png

    ...versus your traditional, personal room.  

    Screen_Shot_2021-12-02_at_12.58.11_PM.png

    Frequently asked questions 

    Where is this feature supported?

    Currently, Unique Meeting IDs are supported in Dialpad Meetings for desktop and mobile, the Dialpad Meetings Google Calendar add-on, and the Dialpad Meetings Outlook add-in. Support for other ways to create a Unique Meeting ID is coming soon.

    I’ve toggled the unique meeting setting to “on” in my profile. Why can’t I create a meeting with a Unique ID?

    First, check to see if your administrator has set a team name for your enterprise. A team name must be set before you can use this feature.

    Then, assuming you’re creating meetings from supported third-party calendars, make sure you have the Dialpad Meetings add-on(s) installed, and that you’re authenticated with the account set to use Unique Meeting IDs.

    Unique Meeting IDs aren't supported on all platforms and workflows quite yet, but that will be coming soon.

    Do Unique Meeting IDs have an expiration? For example, if I have a recurring staff meeting using a specific Unique Meeting ID, will it eventually be deleted or disappear?

    There's no restriction on the length of time a Unique Meeting ID is active. Once created, it exists forever. However, if you created it through the web scheduler, you can manually delete it.

    When using Unique Meeting IDs, can I have multiple meetings under different names going on at the same time?

    Yes, you can! Dialpad Meetings Enterprise users can schedule multiple unique meeting IDs to run at the same time. 


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