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Audio- and video calls (+screensharing)

Some topics are easier to discuss face-to-face. For this purpose, Stackfield offers audio and video telephony. If required, a screen transmission can be started during a call to share content directly with the team.

Security: The type of encryption depends on the selected mode of transmission: direct calls or group calls + audio- or video/screen transmission. (See also: Security: Encryption for telephony (audio/video) and screen sharing)

Problems using audio- and video calls or screensharing? Find help: "Telephony function: problems + solutions".

Requirements and possibilities

Note: The telephony functions between two communication partners in the Direct Messaging area are available to users of all plans. Group calls - including all telephony features via Direct Messages and events - are premium features that are only available in the Premium or Enterprise plan.

Requirements with regard to user roles

Telephony (incl. screen transmission) is part of the Direct Messages section and can only be used there by users in the roles Admin, Member and Guest.

The Direct Messages area and thus also the telephony functions included are not available to External Users.

The telephony functions are only available to Guests via the chats as soon as they have been initiated by a user with the roles Member or Admin. So, if guests want to make calls via the direct messages, they must first receive a message from the corresponding person or be added to a group chat. Via events in the respective rooms, however, the telephony functions are also available to guests without restrictions.

Technical requirements

The use of telephony is subject to certain technical requirements. The following should be taken into account:

  • To use audio telephony, a device with Internet access, microphone and loudspeaker must be available on both sides.
  • A camera is also required for video transmission. The quality of the transmission is largely determined by the available bandwidth of the internet connection.
  • Conference calls between several participants are possible for groups of up to 10 persons. If a group chat or events contains more than 10 members, you cannot start a group call.

Presetting for microphone and camera

If Stackfield's desktop app is used, you can set a camera and microphone as default in the user settings.

Click on your profile picture in the left corner and open "My Account". In the tab Profile you will find the section "Default media device" where you can select a standard microphone and a standard camera.

Note: If Stackfield does not detect a device, clicking on the drop down menu will display the message "No microphone found" or "No camera found".

You will find help under "Telephony function: problems + solutions".

If Stackfield is being used in the browser, you will usually be asked to allow the use of the camera.

Starting a call

Audio and video telephony as well as screen transmission between two communication partners takes place in a private chat with the respective person.

Conference calls calls for the areas mentioned can be initiated via group chats or events.

Via direct messages

Basics: The basics for working with Direct Messages can be found in the article "Direct Messages: Private Chats + Group Chats".

Direct call

  1. Open the private chat with the person you want to call.
  2. Privat chat
    Open Private Chat in the sidebar
  3. Select one of the three transmission types. Click on the handset to start an audio call, on the camera for a video call or on the screen for a screen transfer.
  4. symbols in private chat
    The phone icons in the upper right corner of the private chat
  5. (If you start a screen transmission, a window will now open in which you can select your preferred screen section.)
  6. Screen sharing
    Screen sharing: Select the desired screen section
  7. The connection attempt is displayed in a small window. The call is also displayed in a small window for the call recipient, who can accept or reject the call (red telephone receiver). The call recipient has the option of adding himself/herself via audio (symbol: green phone) or video transmission (symbol: camera).
  8. Incoming direct call
    Direct calls: connection window for the call recipient
  9. The call starts as soon as the call recipient has accepted the call.

Note: Alternatively, you can also initiate direct calls in the message histories of the rooms by clicking on the profile picture of the respective user and selecting the "Call" option.

Group call

  1. Open the group chat that you want to use to make a group call. (If you don't already have a group chat, you can simply create a new group chat)
  2. group chat
    Open group chat in the sidebar
  3. Select a transmission type. In group chat, click on the phone receiver to start an audio call, on the camera for a video call or on the screen for a screen transfer.
  4. symbols group chat
    The telephony icons at the top right of the group chat
  5. (If you start a screen transmission, a window will now open in which you can select the preferred screen section - "whole screen" or "application window".)
  6. Screen sharing
    Screen sharing: Select the desired screen section
  7. The connection attempt is displayed in a small window. The call is also displayed in a small window for the call recipient to accept or reject (symbol: red phone). If the call has been started as a video call or screen transmission, the call recipient can decide whether he/she wants to be connected via audio (symbol: green phone) and video transmission (symbol: camera). If an audio call has been started, it can only be accepted as an audio call.
  8. Incoming video group call
    For incoming video group calls, the call recipient can choose whether to accept with audio or video transmission.
    Incoming audio grou call
    Incoming audio group calls can only be accepted with audio transmission.
  9. The call starts as soon as one of the call recipients has accepted the call.

Note: If there is no one available or if no one accepts the call (button: red phone), the call ends automatically after 60 seconds. Up to that point, the call members are still able to participate subsequently.

Via Events

Basics: The article "Working with events" provides the basics for working with events.

Group calls

  1. Open the event over which you want to hold a conference call or create a new event with all participants who are supposed to join the conference.
  2. Events
    Hold group calls with all participants of an event
  3. In events, clicking on the phone icon opens a small drop-down menu from which you can select the preferred option.
  4. Conference call symbol in events
    Drop-down menu for selecting the transmission type via the telephone symbol in the appointment
  5. (If you have started a screen transmission, a window will now open in which you can select the preferred screen section - "whole screen" or "application window").
  6. Screen sharing
    Screen sharing: Select the preferred section of the screen
  7. The connection attempt is displayed in a small window. The call is also displayed in a small window for the call recipient to accept or reject the call. Call recipients can choose between audio (symbol: green phone) and video transmission (symbol: camera) if the call was started as a video call or screen transmission. If an audio call has been started, it can only be accepted as an audio call (symbol: green phone) or rejected (symbol: red phone).
  8. Incoming video group call in events
    For incoming video group calls, the call recipient can choose whether to accept with audio or video transmission.
    Incoming audio group call in events
    Incoming audio group calls can only be accepted with audio transmission.
  9. The call starts as soon as one of the call recipients has accepted the call.

Note: If there is no one available or if no one accepts the call (button: red phone), the connection attempt is automatically cancelled.

Call transfer

The screen that was locked during the connection is now being released. This allows users to continue to work during the call.

Audio, video and screen transmissions are still displayed in a small connection window, which can be moved freely in Stackfield by drag & drop. The duration of the call is being recorded during transmission.

If a conference call has been started, conference participants that have already joined the call are listed in the upper part of the window. Those that have not yet joined appear further down in the area "Not in this call".

Conference call small window
The connection window shows exactly who is participating in the call.

Switching modes of transmission

During transmission, you can switch to other modes of transmission using the corresponding icons (symbols: microphone, camera, screen).

Icons change mode
Change the transmission mode using the corresponding icons (microphone, camera, screen).

With a click on the microphone, the participant can mute or unmute. The camera is used to switch your own video on and off. The screen is used to split your own screen. Participants who have muted themselves are indicated by a crossed-out microphone symbol.

Mute
Participants who mute themselves are shown with a crossed-out microphone icon.

Tip: In order to keep the audio transmission as clear as possible during conferences, we recommend that you keep only the microphone of the active speaker active. Participants who are not speaking can temporary mute their microphone to prevent an echo.

Note: Adding the camera and screen sharing works for group calls only if the call was started with video or screen sharing. If the conference call was started as an audio call, this is not possible.

If you want to share your screen during the transmission, a window is first displayed in which you can select the desired screen section ("Entire screen" or "Application windows") and - if several computer screens are in use - the respective screen.

Screen sharing
Screen sharing: Select the preferred section of the screen

Display options: video and screen transmission

Video or screen transmissions are initially displayed in a downscaled version in the connection window.

downscaled video and screen display
Downscaled display for video and screen transmissions

By double-clicking on one of the participants' video or screen transmissions, the transmission view can be enlarged and also downsized again. Alternatively, you can use the downsizing icon in the upper right corner of the enlarged view.

Downsizing icon
Scale down the view by clicking the downsizing icon in the upper right corner of the enlarged view.

Several participants can be displayed in different ways in the enlarged view. The corresponding button for changing the display mode is located in the upper right corner right next to the downsizing icon. Thus, each conference participant can determine whether all participants should be displayed in the same size...

Videocall – same size
Balanced view of all users during the videoconference

... or whether one participant should be highlighted (enlarged). Determine who should be highlighted simply by double-clicking a participant of your choice.

Videocall – enhanced view
Highlighted view of a user during the videoconference

How to end a call

By clicking on the red phone, participants can end the call / leave the conference call. In the case of group calls, a small dialog box appears for the person who originally started the conference call as soon as he/she wants to "hang up". The initiator can choose whether to end the group call for all participants ("End group call") or only for him/herself ("Leave group call").

End group call
The initiator of a group call receives a notification when ending the conference

The call made is then listed together with the date, time and duration of the call in the chat or comment area of the event.

Listed call within an evenet
Listing of calls in the comments of an event

Join group calls subsequently (group call display for participants who have not joined the conference)

If you had to reject the group call or if you were unable to answer, you will be informed during the transfer about the ongoing conference call. Notifications of this will appear in three different places in Stackfield:

  1. in the sidebar: Here you will see a red notification icon and microphone icon next to the group chat or room where the conference call is taking place.
  2. notification - sidebar
    Notification in the sidebar
  3. in My Week: The message " A group call is currently running in group chat/room "XYZ"" is displayed above the notifications.
  4. notification – My Week
    Notification in My Week
  5. in the group chat or in the room where the call is being held: In the upper part of the view, the notification "A conference call is in progress in this room." will inform you. Click on "Join now" to join the group call later.
  6. Notification - room
    Notification in the room of the respective event

Note: Anyone who joins the conference call afterwards automatically joins in the form in which the call was started (e.g. with video transmission if a video call was started).

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