BT MeetMe with Dolby Voice

BT MeetMe with Dolby Voice User Guide

Click on a topic to learn how to use BT MeetMe with Dolby Voice

Download and install the Dolby Voice plug-in

To start or join a BT MeetMe with Dolby Voice meeting with a computer, users must install the Dolby Voice plug-in and configure their stereo headsets. Once installed, the user will be able to join any BT MeetMe with Dolby Voice call and test their headsets at any time.

Tip: Plug in your stereo headset before starting. It will give your computer time to find your new device.

  1. Go to https://my.webjoin.com/dolby/download/
  2. Follow the instructions to download and install the Dolby Voice plug-in
  3. Select and test your stereo headset.

Troubleshooting: If you can download the Dolby Voice plug-in but not install it, contact your IT administrator and check that your computer is permitted to install software without an administrator login.

If you still experience issues with the installation, please contact the BT Conferencing help desk

  1. In the app store, search for "bt meetme with dolby voice" or tap the relevant badge for your device:

  2.        App Store         Play Store

             Requires iOS v6 or later         Requires Android v4 or later

  3. Launch your app and complete the First time setup
  4. Enter your chairperson account details (if you have a BT MeetMe with Dolby Voice account)

When scheduling meetings using Outlook (or another calendar application), include in your invitation: the BT MeetMe with Dolby Voice URL, country dial-in numbers, and participant passcode. Use the sample below as a guide.

Sample invitation

The following is an example. Be sure to replace the pascode and dial-in numbers with the information you receive in your account email.

Meeting Details

-------------------------------------------------------------------------------------------------------------------------------------------

Join the meeting using your computer (and stereo headset) or smartphone:
https://my.webjoin.com/dolby/?passcode=######

- OR -

Join the meeting by phone

Germany: 08001 873023
Hong Kong: 80096 2639
Singapore: 80 0448 1487
UK: 0800 028 3068
USA: 866 777 5715
Participant passcode: ######

View more country phone numbers at: http://www.btconferencing.com/globalaccess/?bid=321

Tip: Make setting up meetings easier by creating a new email signature in your Outlook (or other email program) with your meeting details in it.

Joining from your computer

To enjoy the full Dolby Voice experience in your meetings, connect to BT MeetMe with Dolby Voice using your computer and stereo headset.

Tip: Check that your stereo headset is plugged in before starting. It will give your computer time to find your new device.

  1. Go to https:/my.webjoin.com/dolby/
  2. Provide your name, email address, and meeting passcode appropriate to your role (chairperson or participant)
  3. Click the Continue button. Please wait while your passcode is verified by our security system.
  4. Select the option “I will start the meeting using my computer”
  5. Click on the Start the Meeting button.

Troubleshooting: If you are having trouble connecting to a BT MeetMe with Dolby Voice meeting, it could be for the following reasons:

  • Your internet connection is not working. Please check your network connection.
  • You have entered an invalid passcode or email address. Please double check your information.

If you continue to experience issues connecting, please contact the BT Conferencing help desk.

Joining from your smartphone

To enjoy the full Dolby Voice experience in your meeting, connect to BT MeetMe with Dolby Voice using your smartphone app and earbuds

Using the smartphone app (over Wi-Fi or mobile data)

  1. Launch the BT MeetMe with Dolby Voice app
  2. Enter the meeting passcode or if hosting the meeting, tap Start a meeting as the chairperson.
  3. Select "I'll connect using the app"

Tip: Clicking the URL in a meeting invite will let you launch the app (e.g. my.webjoin.com/?passcode=12345678). If the URL contains the passcode you won't have to re-enter it.

Troubleshooting: If you have trouble connecting to the meeting, it could be for one of the following reasons:

  • You have lost your Wi-Fi or 3G/4G data connection.
  • You have entered an invalid passcode or email address. Please double check your information
If you continue to experience issues, please contact the BT Conferencing help desk

Using a smartphone browser

  1. Open the email invitation on your smartphone or go to https://my.webjoin.com
  2. Provide your email address and meeting passcode appropriate to your role (chairperson or participant)
  3. Tap the Continue button
  4. Select how you wish to join the meeting then follow the prompts

Join the meeting by having the meeting call your phone

Chairpersons and participants can join a BT MeetMe with Dolby Voice call using a phone; however they will not experience the same spatial sound and audio quality as those joining via the computer or smartphone app.

  1. Go to https://my.webjoin.com/dolby/ using a browser, or launch the smartphone app
  2. Provide your name and email address (if using a browser) and meeting passcode appropriate to your role (i.e., chairperson or participant)
  3. Click the Continue button. Please wait while your passcode is verified by our security system
  4. Select the option "I'd like the meeting to call me"
  5. Select your country
  6. Enter your phone number without leading zeroes, spaces or punctuation, for example 2034567890
  7. If you are on a desktop and want to see other participants in the meeting, select "Yes" to open the meeting viewer. (The meeting viewer is not available within smartphone browsers)
  8. Click on the Call me now button
  9. Your phone will ring to connect you into the call
  10. Note: If you are a participant, your phone will ring after the chairperson has joined the call. Upon answering, you will be asked to press *1 on your phone to connect yourself to the meeting

Join by dialing into the meeting

  1. Go to https://my.webjoin.com/dolby/ on your desktop or smartphone
  2. Provide your name and email address, and meeting passcode appropriate to your role (chairperson or participant)
  3. Click the Continue button
  4. Select the option "I'll dial into the meeting using my own phone"
  5. Select your country to display the available phone numbers
  6. If you are on a desktop and want to see other participants in the meeting, select "Yes" to open the meeting viewer. (The meeting viewer is not available within smartphone browsers)
  7. Dial a phone number from the list on the screen
  8. At the voice prompt, enter the passcode followed by #
  9. If you choose to open the meeting viewer, you will be prompted to enter an identity token on your phone. This helps the system to identify your line in the meeting viewer so you can use features such as mute and remove participant

These features are only available if you have joined the meeting with the Dolby user interface.

Once you have entered the meeting you will see:

  • A list of who is on the call
  • In-call management features
  • The call status, headset settings and meeting details
Join option Description Device: Available to the:
Desktop Mobile Chairperson Participant
Internet
(for Dolby Voice audio quality)
Connect to the meeting using Wi-Fi / mobile data.

Connect to the meeting using wired / Wi-Fi internet connection.

Dial-back Receive a call-back from the meeting to your landline or mobile phone.

Dial-in Dial into the meeting from a landline or mobile phone.

Call control Description Device: Available to the:
Desktop Mobile Chairperson Participant
Re-join by Internet Re-connect to the meeting using Wi-Fi / mobile data.

Re-join by dial back Re-connect by having the meeting call you back on the phone

Re-join by dial-in Re-connect to the meeting using a phone number.

Mute/unmute Mute and unmute the lines of all participants.

Mute and unmute a specific individual’s line.

Mute and unmute your own line

Speaker Switch from handset to speaker

End the meeting When the chairperson clicks the Leave button, then Close the meeting for all, it will end the meeting and disconnect all participants

Exit the meeting When the participant clicks the Leave the meeting button, he or she will disconnects from the meeting. When the Chairperson clicks the Leave the meeting button followed by Keep it Running, the chairperson will disconnect while the remaining participants continue the meeting

Invite by email Send an email containing the meeting details to someone not on the call

Lock meeting Increase security by locking the meeting to new entrants (once all invited people have joined). This will block any new dial-in users

Roster See a list of all people in the meeting

Play attendee names Plays the recorded names of the people in your meeting

Remove Remove any participants

Rename participant Rename anyone who called into the meeting. Click on the blue phone number

Record Record your meeting. After the recording has been completed, the chairperson will receive an email with a secure link to download the recording meeting in .WAV format

Request operator support Request operator support in real time from within the meeting

Feature Description Device: Available to the:
Desktop Mobile Chairperson Participant
Call status A status section showing that you are connected to the meeting

Audio quality indicator A status section showing the perceived quality of your audio connection

Audio device settings Select which speakers and microphone you want to use and see the audio levels for each.
If you have a USB-enabled headset installed, this should already be selected. If your computer has not automatically selected your headset, this is where you can change the setting

Active speaker The speaking participant will have an animated icon showing green sound waves

When joining a meeting using a desktop


  • Don't close browser windows. You have to keep the Dolby interface window open at all times during the meeting — closing it will disconnect you from meeting.
  • Avoid long periods of silence. The service is designed to adjust audio volume levels as participants interact to give your meeting a natural flow of conversation. Participants who join in intermittently or who remain silent for long periods may initially sound quieter or louder than normal when they re-join the conversation
  • Format for smartphones. When sending invitations to people joining with a smartphone, format the dial-in numbers with the passcode added as a quick dial code. This will make it easier for these participants to join since they won't have to manually type in the passcode. Use the international format for numbers:
    • Blackberry format: +NUMBERxPASSCODE#xx#
      Example: +16179392735x62678844#xx#
    • iPhone/Android format: +NUMBER,,PASSCODE#,,#
      Example: +442030271998,,62678844#,,#

  • Use HTTPS. Be sure the URL is formatted with the https, e.g., https://my.webjoin.com/dolby/
  • Use a wired internet connection. Under certain conditions users may experience a very small time delay when engaging in conversation, however, we do not expect this to happen if you connect to your call from a computer using a wired IP connection such as Ethernet. You might experience delays if you connect with Wi-Fi

When joining a meeting using the smartphone app


  • "Click to start" your own meetings. Saving the details of your chairperson account to the app enables the 'Start meeting as a chairperson' button so you don't have to enter your details when chairing a meeting. Note: You can amend / remove / add chairperson details on the settings screen if you do not add this information during first time set up.
  • Connect 'using the app'. Choosing the "I'll connect using the app" enables Dolby Voice technology for enhanced audio quality and can also be cost effective* to join a meeting from your mobile, i.e. no more expensive access charges from your mobile.
    *Note: if you use Mobile data (3G/4G) check your data plan to ensure you don't incur mobile data charges from your network operator. See the next section for more information
  • Control use of mobile data for Dolby Voice calls. Mobile data (4G/ 3G) or Wi-Fi can be used to connect to BT MeetMe with Dolby Voice meetings. Wi-Fi you will not incur data charges to your device but using mobile data may incur data charges depending on your data plan. The amount of mobile data the app will use on a Dolby Voice call will vary depending on how much you and other people talk as well as the duration of the meeting, however on average when using mobile data the app will use:
    • 20 kbps upstream
    • 64 kbps downstream
    If you are unsure about potential mobile data charges you can set the app to use Wi-Fi only when using Dolby Voice. To do this, go to SETTINGS on the app and make sure the mobile data button is set to off.*

    * If Wi-Fi is unavailable and you have mobile data set to disabled for Internet calls: If you choose to join a call using the dial-out or dial-in option, the app will still use mobile data to validate the passcode before you join a meeting. This is very low usage of data - approx. 7kb per time. (As context visiting a single web page may be 100+ kb).
  • Find local dial-in numbers when abroad. Use the app to find the appropriate dial-in phone numbers for whichever country you are in. You may need to use this if you do not have a good data connection available.
    Select 'I'll dial into the meeting. Then tap on 'My mobile country.' Then scroll to select your country or a nearby country to find a dial-in number for the meeting. Select 'I'll dial into the meeting. Then tap on 'My mobile country.' Then scroll to select your country or a nearby country to find a dial-in number for the meeting.
  • Have the meeting call you if you do not have a good data connection. If you do not have a good data connection and are on a personal device you can use the app to get the meeting to call you back on your mobile.
    Select 'I'll connect using the app Select 'I'll connect using the app
  • Enable the app to use mobile data. To stay connected to a meeting even if your Wi-Fi signal is lost, enable the "Use mobile data" setting found in the app settings menu. This will prevent disruption if there is a Wi-Fi network issue or if you walk away from the Wi-Fi router you are connected to.
  • If using earbuds, control volume on the device and not on the earbuds. Earbuds typically place the microphone next to the volume controls. This means if you are on a call and adjust the volume on the earbuds the clicking may be heard by others on the call. To avoid this, adjust volume on the device (often placed at the side).

Stereo headset best practices

In order to experience high quality sound and voice separation, end users should use a headset that has two independent channels. Therefore, mono headsets or stereo headsets that play the same audio for each ear are not recommended.

  • Check your speaker and microphone. Plug in your headset before joining a call. It will give your computer time to find your new device. If you can't hear sound through your headset speakers after successfully joining the call, check the speakers & microphone settings to make sure you have the right devices set.
  • Remember to mute. Your headset can be quite sensitive and keyboard tapping or other noises may be overheard on the call. Mute yourself by using the Mute my line button on the Dolby user interface or the mute button on your headset cord, if it has one.
  • Watch out for accidental "elbow" mutes. Some stereo headsets come with a mute button located on its cord - perfectly positioned for an unsuspecting elbow to lean on it and mute your line.
  • Avoid heavy breathing into your microphone. Place your headset 'boom' just below your mouth to avoid your microphone transmitting heavy breathing during your meeting.
  • Check the 'right/left' orientation of your headset. To avoid the sound being reversed on your headset speakers, i.e. right sound in left ear, left sound in right ear, ensure you headset speakers are worn the correct way around, i.e. check you have your left speaker/left ear, right speaker/right ear.

Data sharing best practices

If you have a Cisco WebEx account integrated with your BT MeetMe with Dolby Voice account you can start a web conference at the click of a button.

  • Ignore the WebEx option to Teleconference. By default WebEx will give all joiners the option to Teleconference - even though you have already connected to the audio session using BT MeetMe with Dolby Voice. Ignore this option in WebEx by closing the pop up box and advise your participants to do the same.
  • If you are the chairperson, don't close/exit WebEx. Once you share your screen from BT MeetMe with Dolby Voice, your audio and web sessions become synchronized. If you close WebEx (exit completely from the application) it will disconnect both your WebEx and BT MeetMe with Dolby Voice service for you and all your participants.

General

Is there any limit to the number of people in a conference?

The maximum number of participants in any one call is 125.

Can I use other software on my PC while using the client?

Yes. Although software that uses a high level of PC processing power or bandwidth on your internet connection may reduce the audio quality on your individual line.

Can I use other collaborative tools whilst using the system?

Yes, the service is designed to work alongside other tools such as Cisco WebEx™ and Microsoft Lync.

Where do I get a Headset?

There are many headsets compatible with the system. We recommend a wired USB stereo headset, but iPhone ear buds will work, although the audio quality will not be as good as a USB headset.

How do I get help and support if I have a problem with my service?

If you have read these FAQs and still require help and support you can do this in two ways:

  • If you are in a call you can get immediate assistance via the operator assistance feature that can be found under the help menu.
  • You can contact the help desk by phone or email using the 'Contact the help desk' details found in the chairperson's BT MeetMe with Dolby Voice account email.

How do I invite others to join my meeting?

Your BT MeetMe with Dolby Voice account email and the user guide both contain information that will help you set up meetings and invite participants to join them.

Can I combine Cisco WebEx™ and BT MeetMe with Dolby Voice?

Yes you can, providing you have both a Cisco WebEx and BT MeetMe with Dolby Voice account supplied by BT. Join your BT MeetMe with Dolby Voice meeting, once in the meeting you will see a Join screen share button. Click there to start your Cisco WebEx™ session in another window, allowing you to switch between your audio and web conference windows.

Can I launch and join BT MeetMe with Dolby Voice calls from a Mac computer?

Yes, the service is fully compatible with Mac operating systems.

Can I join a BT MeetMe with Dolby Voice meeting from my mobile device?

Yes, you can join using a mobile web browser or the smartphone app, however the Dolby Voice audio separation and HD audio, and ability to control your meetings is only available with the BT MeetMe with Dolby Voice mobile app for iPhone or Android and requires a Wi-Fi or mobile data connection.

Can I use Firefox or Chrome with BT MeetMe with Dolby Voice?

Yes all major browsers are supported.

Troubleshooting

I can't access the service?

Please re-check the instructions in your BT MeetMe with Dolby Voice account email. Contact the helpdesk if you have re-checked the instructions and are still having problems accessing.

Why doesn't my headset work when I try a self test?

Check your headset is plugged in and properly selected by the Dolby client. We recommend that you plug in your headset at least 30 seconds before you start your call in order for your computer to fully recognize your headset and show this as the active device when you join your conference.

What is the issue if I get the error: No meeting was found for the passcode?

There are two likely causes of this error, either you may have accidentally added a space into the passcode field, maybe as part of a cut and paste, or you may be using the wrong email address in the email field, the system will validate the passcode against the email address for chairpersons, please ensure you use the correct combination. The passcode must have no spaces or other characters, such as #, in the passcode field.

I appear to get a time lag on my call which makes it a little difficult to use, what can I do?

Wi-Fi solutions can introduce delay so it is recommended that you do not connect via Wi-Fi when you have important calls on the Dolby system. Corporate VPN can also sometimes introduce a slight delay that can be quickly improved by logging out of the VPN just before a BT MeetMe with Dolby Voice conference. This is a useful tip to share with your participants.

I get echo on some of my calls?

The two primary reasons why echo is introduced into a call is the use of speaker phones, we strongly recommend that speaker phones are not used for this service and the Dolby user interface has selected the PV microphone and not the microphone on the headset, if this happened please select your headset under the Audio settings panel on the user interface.

The audio quality on my calls is variable, how do I improve this?

Audio quality can be affected by many things; Wi-Fi connections can introduce poor quality audio. If in doubt please run a speed check on your computer by going to www.speedtest.net, you want to see at least 100kbs in both upstream and downstream.

The Dolby system will not recognize my headset automatically.

This may happen depending upon the type of headset and interaction with other UC programmes on your PC. Making your headset the default device for playback and recording will often fix this issue. For Windows, right click on the speaker icon in the bottom right of your screen, and select either recording devices or playback devices.

Equipment

Can conference participants dial in from their mobile phone, landline or over the Internet (using Voice over IP (VoIP)) with the software client?

Yes, by selecting 'I will dial into the meeting using my own phone' in stage 2 of the joining process. Note that users joining this way will not get the high quality wideband spatial audio experience and their voice will be heard by others in a lower quality (narrowband).

Can I use my own headset with Dolby Voice?

Most USB Stereo headsets should work.

Can I use Dolby Voice with loudspeakers?

We recommend that loudspeakers are not used. The system is optimised for headset use. Please don't use it as a loudspeaking conference unit because it could degrade the experience for other people in the conference.

System / Network requirements

What is the minimum Internet connection speed required for Dolby Voice?

100kbits/sec downstream and 50kbits/sec upstream. You can test the speed of your Internet connection on several popular websites, for example www.speedtest.net.

Are there any limitations on which networks or access technology I can use?

No, it should work over any network provided there is sufficient bandwidth. Note that a wired connection will generally perform better than Wi-Fi.

App troubleshooting

Why can't I download the app?

The app is a free public download available on both the Google Play and iOS app stores but can only be downloaded by devices running a supported Operating System (OS).
If you are unable to download the app from the app store the most likely explanation is that your device is running a non-supported OS.

How can I check if my OS is supported?

iOS devices need to be running OS version 6 or later. Go to SETTINGS > GENERAL > ABOUT and look under VERSION
Android devices need to be running OS version 4 or later. Go to your device HOME (push the home button) > MENU (looks like little squares) > SETTINGS + scroll to bottom of the list > ABOUT PHONE + look for FIRMWARE or ANDROID Version.
If you device is running a non-supported OS you may have the option to upgrade your device to a supported version before installing the app.

Why can't I connect to a meeting?

Check that you have entered the meeting details correctly and that you have a Wi-Fi or data connection (and if only a data connection, that you have data use enabled in the app).

  • If you do not enter the correct passcode you will see a message asking you to reconfirm the meeting passcode and your email address.
  • If your device does not have access to a Wi-Fi or mobile data connection please refer to the meeting invite and dial into the meeting using the phone.

Why am I experiencing poor or variable audio quality on a Dolby Voice call?

The quality of the audio experience will depend on the quality of your Wi-Fi or mobile data connection. If you are on a weak data signal or move into an area where your signal strength drops, you may experience variable or poor audio quality on the call.

How can I monitor my audio quality connection?

To help you understand what is happening the app is constantly monitoring the quality of your connection to the meeting.

If you see the red indicator, either

  1. Move to an area of stronger signal strength such as closer to the Wi-Fi router, or
  2. Tap the red indicator, then choose how to rejoin the meeting by tapping either 'Dialling in by phone' or 'Have the meeting call me'. These options do not use data and will join you to the meeting using the mobile phone network. You will not need to re-enter the meeting passcode.
Tap the red arc or red chevron. Then select from the menu 'Dialling in by phone' or 'Have the meeting call me' Tap the red arc or red chevron. Then select from the menu 'Dialling in by phone' or 'Have the meeting call me'

What if I still need help?

If you continue to experience issues and the above do not solve them please contact the support team.

Our helpdesk is available 24/7, 365 days of the year. Find the contact details for your region at www.btconferencing.com/contact-us/