Jitsi Meetings User Guide

This guide covers how to join and participate in Jitsi video meetings inside TotalMeet.

Overview

TotalMeet uses Jitsi for video conferencing. You can join a meeting from a call card, a calendar event, or a shared link. No separate Jitsi account or application installation is required.

Access

You can enter a meeting room in two ways:

• Click Join on a call card or calendar event.
• Open a shared short link such as ?room=<call_name> or ?page=meeting&room=<call_name> while logged in.

Both URL forms open the same full-screen Jitsi meeting room.

Joining a meeting

1. Open the meeting link or click Join.
2. If the call is scheduled, you may enter before the start time if the call configuration allows a grace period.
3. On the prejoin screen, choose your camera and microphone devices.
4. Enter your display name if it is not already filled in.
5. Click Join meeting.

In-meeting interface

The Jitsi room shows the standard Jitsi toolbar:

• Microphone — mute or unmute yourself.
• Camera — turn your video on or off.
• Screen share — share your screen with other participants.
• Chat — send text messages.
• Participants — view the list of people in the room.
• Raise hand — signal that you want to speak.
• Hang up — leave the meeting.

TotalMeet passes your display name automatically, so other participants see your name in the call.

Scheduled vs. immediate meetings

• Scheduled calls: The Jitsi room is active from the earliest allowed entry time (call start minus any configured grace period) until the end time plus any post-call grace period. The authentication token is only valid inside that window, so you cannot join before the grace period opens, and you do not need to refresh the page.
• Immediate calls: If you create or join a call without a scheduled end time, the token is valid for the configured ad-hoc limit (24 hours by default). The room stays active until the last participant leaves. No forced refresh is required.

Plan limits

Your workspace or personal plan may enforce two meeting limits:

• Maximum participants per call: If a call already has the allowed number of participants, new participants are blocked with an error and redirected back to the calls list.
• Maximum meeting duration: If a duration limit is configured, a small remaining-time indicator appears near the meeting info area and counts down. At around 80% of the allowed time, a banner appears for all participants warning that the meeting is ending soon. When the limit is reached, the banner shows "Meeting ended". The host (moderator) ends the meeting for everyone; if the host is absent, any remaining participant triggers a server-side termination as a backstop, and everyone is disconnected shortly after.

If your plan does not set these limits, the meeting runs for the full natural duration of the call.

Extending the meeting (host only)

If the meeting has a duration limit and your plan allows a prolongation, the host sees an Extend the call? option once the warning banner appears (also available from a toolbar button). Clicking it:

• Adds the configured number of extra minutes to the meeting, up to the plan's prolong limit per meeting.
• Shows a "Meeting extended" confirmation to everyone in the room.
• Updates the remaining-time indicator to reflect the new end time.

The extension is processed server-side first. On self-hosted deployments, the server-side hard-stop timer is also reset. The extension can be used up to the plan's prolong_count limit per meeting. If the limit has been reached or your plan does not allow it, only the plain "Meeting ending soon" notice with an OK button is shown, with no Extend option.

Room names

The URL you share uses a short call name. Internally, TotalMeet builds a deterministic, tenant-scoped Jitsi room name from that call name. This prevents two different tenants from accidentally joining the same room. You do not need to manage the internal name.

Leaving a meeting

Click the Hang up button in the Jitsi toolbar. You will be disconnected from the room and can return to the TotalMeet calls or dashboard page.

Meeting summaries

Meeting summaries provide a historical view of your Jitsi meetings, including participant counts, duration, and event logs.

Access

• Open the settings gear menu and select Meeting summaries.
• Direct URL: ?page=summary

Overview

The meeting summaries page displays a list of all meetings you have participated in, with key metrics for each meeting:

• Meeting name - The name of the call/meeting
• Date - When the meeting occurred
• Duration - Total meeting length (hours and minutes)
• Participants - Number of unique participants
• View - Click to see detailed event logs and participant information

Filtering

You can filter the meeting list using the filter form at the top of the page:

• From / To - Filter by date range
• Min dur / Max dur - Filter by meeting duration (in minutes)
• Min part - Filter by minimum number of participants

Click Apply filters to apply your criteria, or Clear to remove all filters.

Filter counts

When filters are active, the page shows two counts:

• X filtered - Number of meetings matching your current filters
• Y total - Total number of meetings in your history

When no filters are applied, a single count shows your total meeting history.

Meeting details

Click View on any meeting row to see detailed information:

• Meeting metadata - Name, scheduled time, duration, participant count
• Event timeline - Chronological log of meeting events (joins, leaves, etc.)
• Participant list - All participants with their join/leave times

Pagination

If you have many meetings, the list is paginated. Use the pagination controls at the bottom of the page to navigate between pages. Your filter settings are preserved across pages.

Troubleshooting

• If the room does not load, reload the page and ensure you are logged in.
• If you see a "Participant limit exceeded" message, the call has reached its plan limit. Contact the call owner or your workspace administrator.
• If your camera or microphone does not work, use the Jitsi prejoin page to select the correct devices.

For additional questions, see faq.md in this folder.