Host guide

How to run a hybrid meeting

Use Roundtable for meetings where some people are in the room and others are joining by video call.

In a hybrid meeting, people in the room join Roundtable normally from their own devices. Roundtable can also join your Zoom, Google Meet, or Microsoft Teams call so that remote participants are included in the transcript and meeting summary.

Before the meeting

Set up Roundtable and the video call

Create your Roundtable meeting

Create the meeting in Roundtable as normal.
Add the video call link in the Video call link field if you already have it.
Open the Roundtable host view and keep this page open while you set up the video call.

Start your video call

Start your Zoom, Google Meet, Microsoft Teams, or other compatible video meeting.
Make sure the main meeting computer can hear remote participants normally.
Use that computer for the room speaker or conference-room audio setup.

Add Roundtable to the video call

Copy the meeting link from Zoom, Google Meet, or Teams.
In the Roundtable host view, find Video call.
If the link is not already there, paste it into Paste Zoom, Google Meet, or Teams link.
Select Save video call link. If you are correcting the link, select Update video call link.
Select Invite Roundtable bot.
Look for a participant named Roundtable in the video call.
If your video platform places Roundtable in a waiting room, admit it when prompted.
Wait until Roundtable shows Bot invited, then select Start recording when everyone in the room is ready.

After the bot has been invited, Roundtable locks the video call link and shows The bot has already been invited to this video call.

Roundtable host view showing a hybrid meeting with in-room participants, video-call participants, Bot invited, and Start recording. — The host view shows the room QR code, in-room participants, the video call, the **Bot invited** status, and the **Start recording** control.

People in the room

Join Roundtable normally

Everyone physically in the room should join the Roundtable meeting using the meeting link or QR code, just as they would for an ordinary in-person Roundtable meeting.

Each person should join Roundtable on their own phone or laptop.
They should enter their own name so Roundtable can identify who is speaking.
They should allow microphone access and keep Roundtable open during the meeting.
Participants do not need to invite the Roundtable video-call bot themselves.

Avoid audio feedback: If several people are in the same room, only the main meeting computer should play the Zoom, Teams, or Meet audio aloud. Participants joining Roundtable on their phones should not join the video call from those phones unless they normally need to.

Roundtable participant recorder showing Mic ready, Mute, and Mic on. — In-room participants keep the Roundtable recorder open with microphone access enabled.

Remote participants

Remote participants join the video call

Remote participants simply join the Zoom, Google Meet, or Microsoft Teams call as normal. They do not need a Roundtable account or Roundtable link.

What Roundtable captures

The Roundtable video-call participant captures the remote side of the conversation and includes it in the meeting transcript, summary, decisions, and action items.

Speaker names

Remote speaker identification depends on the video-call platform and meeting setup. When speaker names are available, Roundtable can show them. Otherwise, remote speech may appear under a generic remote participant name.

Recommended setup

A clean room setup

In the room

One laptop runs Zoom, Teams, or Meet.
The laptop is connected to the room microphone and speaker setup.
Each in-room participant joins Roundtable from their own device.

Remote

Remote attendees join the video call normally.
They speak through the video call as usual.

Roundtable

The Roundtable participant joins the video meeting.
Roundtable combines the room and video-call conversation for the transcript and summary.

In the room

Participant phones and laptops join Roundtable.

Main meeting laptop runs the video call.

Roundtable connects the room and video call

Remote

Remote participants join the video call normally.

Roundtable joins the video call as Roundtable.

During the meeting

Run the meeting normally

1Check that Roundtable shows the meeting as Recording and the video call as Bot invited.

2People in the room can speak naturally.

3Remote participants speak through the video call normally.

4You do not need to manually combine the recordings afterward.

Ending

End Roundtable and the video call

In Roundtable, select End meeting.
Roundtable will ask the video-call participant to leave.
End your Zoom, Google Meet, or Teams call normally.
Roundtable will show Finalising recordings while participant devices upload their final audio.
Roundtable will then show Processing your notes.
Open the completed meeting to view the transcript, summary, decisions, action items, and open questions.

If participant devices are slow to finish uploading, the processing page also offers Start processing now.

Roundtable meeting notes showing summary, decisions, action items, open questions, and transcript with in-room and video-call attendees. — The finished meeting shows notes and transcript together, including people from the room and the video call.

Troubleshooting

Quick checks

Roundtable has not joined the video call

Check that the meeting link in Video call is correct.
Confirm the video meeting has actually started.
Check the waiting room and admit the participant named Roundtable.
If Roundtable shows an error, fix the link and select Invite Roundtable bot again.

I cannot hear remote participants

This is usually a Zoom, Google Meet, or Teams audio setup issue. Check the main meeting computer, speaker output, room audio hardware, and the remote participants' microphones.

Remote participants are not appearing in the transcript

Check that the video call shows the Roundtable participant.
Make sure you selected End meeting in Roundtable before leaving the page.
Wait for Roundtable to finish Processing your notes.
Remote participants may appear after the video-call transcript is available.

There is echo or feedback

Make sure only the main meeting computer is playing the video call aloud in the room. Extra phones or laptops in the same room should keep Roundtable open, but they should not also play the video call audio through their speakers.