Vevox has launched a new add-in for Microsoft Teams, which will allow Vevox to appear on the MS Teams side panel during any live video calls and meetings.
Participants can now take part in polls and Q&A without using mobile devices and vote straight from within the Teams meeting or video call.
Use Vevox for secure Q&A and live polling at any point during your Teams meetings and video calls. Your team can share ideas or anonymous feedback, take part in interactive quizzes and instant online polls while collaborating at a distance.
As a meeting host you can still see who is present in your session (via camera), but anonymity is ensured by removing participant names from votes, polls and Q&A comments.
This MS Teams integration offers the following benefits:
- Single screen – no need to open another tab/browser. Participants do not need to use their mobiles to vote, they can do it all from within the Teams meetings.
- No session ID’s – no need for participants to enter a 9 digit Session ID. All the Vevox functionality is ready to use inside Teams with the click of a button.
- Full functionality – this integration offers the full Vevox experience including word clouds, access to Q&A message board, quiz scoring and poll results. All poll questions will appear automatically in their Teams meetings or calls. So no need to share your screen or the Vevox Present view.
Steps to use Vevox when hosting a Microsoft Teams video call or meeting
1. Set up your Vevox session in the Vevox dashboard
Read this article on how to set up your Vevox session. Take note of your 9 digit session ID. Make sure your session is set to the 'Started' status mode before you start your Teams meeting.
2. Add Vevox to MS Teams
Check this video on how to add Vevox to your MS Teams or follow the instructions below.
Open your Teams application and select the calendar button on the left.
From within the calendar view, select the ‘+ New Meeting’ button in the top right-hand corner.
Provide your meeting with a title and add at least one (You can add others later should you wish to). Press the ‘Send’ button to schedule the meeting. This meeting will now be added to your calendar.
Go back to your calendar view, double click on the meeting and select the ‘Edit’ button
At the top of the screen, you will see that there are more options including Meeting Notes and Whiteboard as well as a plus ‘+‘ icon. Click the ‘+‘ icon next to the Join button.
A pop up for ‘Add a Tab’ will appear. Vevox will appear in the ‘Optimized for meetings’ section. If it does not, use the search bar to search for ‘Vevox’.
Click on Vevox logo. A new popup will appear, asking you to enter the 9 digit Session ID that was created when you set up your session in the Vevox dashboard (see ‘Set up your Vevox session’ above). Enter the 9 digit ID and press the ‘Save’ button.
Once you have saved the Vevox session ID, a Vevox participant app screen will appear inside your Teams application.
Your Vevox participant application is now linked to that specific meeting.
3. Use the Vevox application inside Teams (for meeting hosts and meeting participants)
From your calendar – choose the relevant meeting to join or start it. The Vevox icon will now automatically appear in the top bar, next to the chat and participant icons.
Click on the Vevox icon and it will open up the participant application on the side of your screen inside the MS Teams meeting.
From here, your audience is able to:
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- Send in questions via the Q&A board,
- Answer polls and
- Complete surveys, exactly like they would do if they were using the Vevox mobile app on their phone.
The Q&A message board will allow you to post anonymous comments. Click on the double speech bubble to access the Q&A message board and type in your comment at the bottom. Press the arrow key to send in your comment.
All other polling questions or Q&A will automatically appear in the side panel if the vote is pushed to the meeting participants, enabling you as a meeting host to keep video contact with your meeting participants.
Sharing Present view as a meeting host
If you would like to display word cloud or share the complete Vevox experience, use the ‘Share screen’ button (the screen with arrow inside) from within the MS Teams meeting. You participants will be able to see the ‘big screen’ version in the main meeting frame with the participant application still open and available for answering polls on the sidebar.
Some examples of the Vevox participant app inside the Team meeting:
- Open poll
- XY Plot open poll
- XY Plot results
- Individual scoreboard
How to manage your anonymous Q&A from the Vevox Teams integration
The benefit of using the Vevox Q&A is that your participants can truly stay anonymous when contributing comments, suggestions and ideas. This is unlike the Teams native chat functionality that reveals a name next to each comment. It encourages true honest feedback and creates a safe space to mention the real issues. And all the Q&A feedback as well as polling results will be safely captured in the Vevox data report (in Excel format as well as results images) for further analysis.
To manage your Q&A session in Teams do the following:
Set up your Vevox session in the Vevox dashboard. The default session set up is that all participants are anonymous. You can check it by going to the session card, selecting the more options (three dots) and then choose ‘Settings’.
Under the Features tab the 'Identification' section with 'Profiles' will be turned off and greyed out.
The Q&A moderation setting can also be turned on or off in the meetings settings also under the 'Features’ tab. We suggest that you keep the moderation off for a simple Q&A experience. If you would like to review & filter all responses before they are shared on the Vevox tab for all to see, turn the moderation to ‘On’.
From the Q&A section in the navigation menu in your dashboard, type in your message or announcement that you would like to send to the Q&A board. Press the send button. This message will appear at the top of the Q&A board in the Vevox tab in MS Teams.
When participants first join the meeting in MS Teams they will see the welcome/information screen in the Vevox tab. Participants can navigate to the Q&A board by clicking on the double speech bubbles within the Vevox tab. The red dot indicates that there are unread messages in the Q&A board.
This is an example of what the participants will see once they are part of the MS Teams meeting and has clicked on the double speech button. The host message will appear at the top in the Vevox tab under the Q&A board.
Participants can enter their comments and feedback at the bottom in the ‘Ask a question’ section. Then press the arrow to send their message.
From the Vevox dashboard, messages can be sent to archive or marked as favorites by the host.
For more functionality, reviewing processes and showing published Q&A messages read more about managing Q&A messages.
Troubleshooting
When you are in a Teams meeting where Vevox is being used, but cannot see the Vevox logo at the top of the toolbar you will need to update your version of the Microsoft Teams application and rejoin the meeting.
To check for updates:
Click your profile picture in the top right corner of the Microsoft Teams app.
Select 'Check for updates' in the drop-down menu.
Microsoft should update automatically.
Remember to log in to your Teams meeting once again from the calendar tab by selecting the 'Join' button. The Vevox logo should now be visible in the toolbar next to the 'Show Conversation' & 'Raise Your Hand' icons.
Guide to managing Vevox for MS Teams in single screen setup
Read this guide to easily manage your Vevox session in your Microsoft Teams meeting or video, when you have a single screen set up.