Skip to main content

Support Center

Host Instructions

Below are instructions for hosting meetings with Huddle.Team. For more information, attend a live training session, go to www.huddle.team/support to live chat with 24/7 Customer Care, email support@huddle.team or call (844) 875-1111.



Audio Conferencing

A conference call is the easiest way to connect with a group.

How to Invite

There are a few ways to invite participants to a meeting.

Online Invitation or Email
To send an online invitation or email:

  1. Log in to your Huddle.Team account.
  2. Click Invite below your meeting credentials.
  3. Click Copy to Clipboard or Invite by Email to distribute the meeting information on your own. Or, expand your view to complete the meeting details, add participant email addresses and click Invite.

Outlook
To invite using Outlook:

  1. Download the Outlook® plug-in and follow the instructions.
  2. Create a new appointment for the date and time of your meeting.
  3. Click Add Huddle.Team to automatically insert your meeting information into the appointment
  4. Invite participants.
  5. Click Send.

Phone Keypad Commands

Host Keypad Commands

Control all aspects of the conference from the telephone with the following commands:

Command Title Description
*1 Manage Q&A Enter the following commands after *1:

1 Start Q&A session

2 Move to the next questioner

3 End Q&A session

4 Mute or unmute current questioner

5 Clear Q&A queue

* Return to the conference
*2 Caller Count Hear a count of how many callers joined the conference.
*3 Breakout Rooms Leave the main conference to join a sub-conference. Press *3 followed by the number of the sub-conference, from 1 to 9, or press *3* to return to the main conference room at any time.
*4 Instructions Hear the list of available keypad commands.
*5 Mute Control whether or not participants are heard in the conference.

Press *5 to hear the menu options for muting participants.

Press *51 to mute conference participants. Participants can unmute themselves by pressing *6.

Press *52 to mute conference participants in lecture mode. Participants will not be able to unmute themselves.

Press *53 to unmute conference participants.

Please Note: By default, all lines are unmuted, allowing all participants to talk.
*6 Self Mute Mute your individual line. Press *6 again to unmute the line.
*7 Conference Lock Lock the conference and block all other participants from entering. Press *7 again to unlock the conference and allow participants to join.
*8 Entry/Exit Tones By default, the entry and exit tones are turned on.

Press *8 to turn off entry and exit tones.

Press *8 again to turn off entry tones and turn on exit tones.

Press *8 again to turn on entry tones and turn off exit tones.

Press *8 again to reset both entry and exit tones to the default.

Note: A prompt will explain the current settings each time the host dials *8.
*9 Record Press *9, then 1 to confirm you want to start the conference recording.

Press *9 again to stop recording and 1 to confirm.
94 Reactions Raise your hand and share your reactions digitally in meeting.

Press 94 to hear the list of reactions available in meeting.

Press 941 to raise your hand.

Press 942 to show a thumbs up.

Press 943 to show a thumbs down.

Press * to remove your reaction.
#PIN# Audio Sync Integrate your audio with the online meeting. Press #, enter the PIN listed on the Meeting Dashboard and press # again.

Note: This command is used only for online meetings.
*# Job Cost Code Enter a job cost code to track conferences back to a project or client. Press *, then # and enter the numeric code.

Participant Keypad Commands

Control certain aspects of the conference from the telephone with the following commands:

Command Title Description
*3 Breakout Rooms Leave the main conference to join a sub-conference. Press *3 followed by the number of the sub-conference, from 1 to 9, or press *3* to return to the main conference room at any time.
*4 Instructions Hear the list of available keypad commands.
*6 Self Mute Mute your individual line. Press *6 again to unmute the line.
94 Reactions Raise your hand and share your reactions digitally in meeting.

Press 94 to hear the list of reactions available in meeting.

Press 941 to raise your hand.

Press 942 to show a thumbs up.

Press 943 to show a thumbs down.

Press * to remove your reaction.
#PIN# Audio Sync Integrate your audio with the online meeting. Press #, enter the PIN listed on the Meeting Dashboard and press # again.

Note: This command is used only for online meetings.

Recording Instructions

During the conference call, the host can start recording at any time by pressing *9 and 1 to confirm. Participants will be notified that the recording has been started. To stop recording, press *9 again and 1 to confirm. To access recordings, go to your Account Info page, click Profile then select History & Recordings.

Playback Instructions

There are two options for playing back a recorded conference.

  1. The host provides participants with the playback number, access code and reference number.

    Please note that the playback number is different from the conference dial-in number. Call into the recording playback number, then enter the access code and reference number for a specific recording when prompted. Once confirmed, the system will play back the recorded conference. During playback, scroll forward or backwards through the recorded conference using the following phone keypad commands:

    Command Title Description
    4 Rewind one minute Press 4 to rewind one minute.
    5 Pause/Resume Press 5 to pause, press 5 again to resume.
    6 Fast forward one minute Press 6 to fast forward one minute.
  2. The host shares a link to the recording.

Online Meetings

Use online meetings to host a web conference to screen share and show video using a webcam. Go to Huddle.Team and click Get Desktop App on the bottom of the page. Or, log in to your account, click Online Meetings in the top navigation then Host Meeting to be taken to your Meeting Wall. Click Host Online Meeting to download the desktop app if you haven’t already or follow the prompts to start the meeting.

At this time, Google Chromebook users can also host meetings without downloads using Web Viewer. Chromebook with Web Viewer gives hosts all the functionality of the desktop application without a download, including: VoIP audio, video and screen sharing with chat and meeting management.

Participants can also join online meetings using Web Viewer (Chrome is the recommended web browser) by clicking on the host’s online meeting link. No participant download is necessary. Participants using Chromebook have full online meeting functionality.

Note: At this time, Chrome browser supports optimal functionality on Web Viewer.

How to Host

To host an online meeting with the desktop app:

  1. Provide participants with the date and time of the meeting, including your dial-in number, access code, online meeting link and online meeting ID. These credentials can be located on the Account Info page after you log in.
  2. Launch the Huddle.Team desktop application from your desktop.
  3. Click Host and log in with your email address and password.
  4. Join the audio portion of the online meeting by first clicking Phone on the Meeting Dashboard. Then click Telephone and call the dial-in number and enter the access code followed by pound or hash (#) or Mic & Speakers and Connect Now to connect through VoIP.
  5. Use the online meeting features by following the steps below.
To host an online meeting with Web Viewer:
  1. Using Chromebook (only Chromebook supports full host functionality at this time), log in to your online account and navigate to your Meeting Wall. Click Invite to provide participants with the date and time of the meeting, including your dial-in number, access code and online meeting link.
  2. Click Host Online Meeting to load Web Viewer. The Meeting Dashboard will open.
  3. Start the audio portion by clicking Phone and following the prompts.
  4. Use the online meeting features by following the steps below.

How to screen share:

  1. Click Play on the Meeting Dashboard.
  2. Select the items you want to share.
  3. Click Start Sharing.

How to video conference:

  1. Click Camera on the Meeting Dashboard.
  2. Choose to dial in over the telephone or through VoIP on your computer.
  3. Video is live once the Camera turns green.

How to chat:

  1. Click Chat on the Meeting Dashboard.
  2. Send a message to the group or private message an individual participant.

How to record:

  1. Launch the desktop application and click Record. Or, click Host and then Record on the Meeting Dashboard. You can also use this feature to create a Studio presentation.
  2. Select recording options (audio, screen sharing, video) and Continue.
  3. Choose your audio preference and/or items to share.
  4. Recording will begin immediately. Note: Only one video feed will be recorded based on the active speaker.
  5. To stop recording, click Record. Note: When you exit the meeting and close the Meeting Dashboard, a pop-up window will appear with a link to your recording. Access the recording by clicking the link, copy the link to clipboard or go to History & Recordings from your Meeting Wall.

You can also record an online meeting with your iOS device.

To enable recording on your iOS device:

  1. Add Screen Recording to the Control Center on your iOS device by tapping Settings, selecting Control Center then Customize Controls.
  2. In the MORE CONTROLS list, tap + to add Screen Recording.
  3. Swipe up to view the Control Center and see the Screen Recording icon.

To record a screen sharing and/or video session during your meeting by using Screen Recording:

  1. Open the Huddle.Team app.
  2. Tap Host to start a meeting.
  3. Begin screen sharing and/or video conferencing.
  4. Open the iOS Control Center.
  5. Press and hold Screen Recording to show more options and tap Huddle.Team ScreenSharing.
  6. Tap Start Broadcast.

    Note: When you are finished with the meeting, the recording will be available from the Huddle.Team app under Recordings or online in the History & Recording section of your Account Info page.