OfficeSuite HD Meeting - Using Google Chrome Plug In

WindstreamEnterprise Administrator admin
edited March 2020 in HD Meeting FAQ's

The OfficeSuite HD Meeting Chrome Plug In allows hosts to schedule HD Meetings directly from Google Calendar. The meeting join link and details are sent via a Google Calendar invitation so the attendee can join with a single click from the calendar. The host can also start an instant meeting or schedule a future meeting from their Chrome browser


Installing the Plug In

Before you can schedule meetings using the Chrome Plug In or directly in Google Calendar, you need to install the OfficeSuite HD Meeting Scheduler from the Chrome Web Store <hyperlink>. Search for OfficeSuite HD Meeting Scheduler in the Chrome Web Store. Click Add to Chrome.

Click Add Extension.

The OfficeSuite HD Meeting Scheduler has now been added to your Chrome browser. You will see the OfficeSuite HD Meeting icon to the right of the Chrome address bar.

Using the Plug In

The OfficeSuite HD Meeting Scheduler will install an icon next to your Chrome address bar. If you click the HD Meeting icon the Chrome plug in will open.

Sign into your OfficeSuite HD Meeting account. Once signed in you can do the following:

Schedule A Meeting – click Schedule an OfficeSuite HD Meeting to open a new event on your Google Calendar

Start A Meeting – Hover over Start a Meeting to choose to start an instant meeting with video or start without video

Name / Email Address – Click on your name / email address to open you OfficeSuite HD Meeting Profile page. You can update your profile, enable meeting features and view meeting reports from your profile page.

Gear icon – Click on the Gear icon to open your OfficeSuite HD Meeting Settings. 

Sign Out – Click Sign Out to log out of the OfficeSuite HD Meeting Scheduler.

Schedule A Meeting

Click Schedule an OfficeSuite HD Meeting. The Chrome Plug In scheduling options can be displayed each time you schedule a meeting, or you can automatically schedule the meeting with the same settings as your last meeting scheduled with the extension. If you want to choose the scheduling options for every meeting, click the Allow Me to specify meeting options checkbox at the bottom of the schedule options page.

OfficeSuite HD Meeting Schedule Options

Schedule For: If you have scheduling privilege for another user, you will be able to choose who you want to schedule for from the drop down.

Meeting ID: Choose if you would like to use a One-Time Meeting ID, which generates a random meeting id, or Use Personal Meeting ID to use your personal meeting room.

Host Video: Choose if you would like the host video on or off when joining the meeting. Even if you choose off, the host will have the option to start their video. 

Participant Video: Choose if you would like the participants' videos on or off when joining the meeting. Even if you choose off, the participants will have the option to start their video. 

Audio:  choose whether to allow users to call in via Telephone only, Computer Audio only, Telephone and Computer Audio (both).

Required Registration:

Require Meeting Password: You can select and input your meeting password here. Joining participants will be required to input this before joining your scheduled meeting.

Enable join before host: Allow participants to join the meeting without you or before you join.

Mute Participants Upon Entry: If join before host is not enabled, this will mute all participants as they join the meeting.

Enable Waiting Room: Check this if you want participants to enter a waiting room until you allow them into the meeting.

Record the Meeting Automatically on the local computer: Check this if you want the meeting to automatically record and saved to your computer.

Include Join URL in location field: Check this if you want the URL inserted into the location field in the meeting invitation

Alternative Hosts: Enter the email address of another OfficeSuite HD Meeting host on your account to allow them to start the meeting in your absence.


Click Save and Continue after you choose your Scheduling Options.

By default, all meetings will be scheduled with the options you just saved. If you want to change your meeting settings, click the gear in the top right corner of the Chrome Plug-In. Make the necessary adjustments to your meeting settings then click Save Changes. Your next meeting will be scheduled using your updated settings.

Schedule A Meeting directly from Google Calendar

An HD Meeting can be scheduled directly from your Google Calendar. Click on the date and time you wish to schedule a meeting. A pop up appears where you can enter meeting title and add meeting attendees. Adding a location, meeting description and guests are optional. Click Make it an OfficeSuite HD Meeting

Edit an existing Calendar invite to make it an HD Meeting

Click on the calendar invite then click the pencil icon to edit the meeting.

Click Make it an OfficeSuite HD Meeting to create an HD Meeting and populate the meeting details in the description. Click Save

Note: If you are rescheduling a Zoom meeting from Google Calendar, edit the calendar entry and change the meeting date/time. Do not drag and drop the calendar event or copy the meeting details to a different calendar entry.

Session Has Expired

If you receive a message that your session has expired ("Your OfficeSuite HD Meeting Scheduler has expired."), you need to login again.