This manual is intended for users who want to conduct face-to-face or virtual meetings with people within their company or with external partners or customers.
Table of Contents:
- Face-to-Face Business Meeting
- Create a VoicePing New Workspace
- Create a Virtual Office Floor
- Create a Conference Room
- Set Translatable Languages (Optional)
- Voice Translation
- Text Translation
- External Display
- Adjust Text Box
- Voice Translation QR Code
- Listenerās QR Code & URL
- Conversation with Listener Mode
- VoicePing Mobile App
- Online Meeting
- Create a VoicePing Account Workspace
- Create a Virtual Office Floor
- Create a Conference Room
- Invite Team Members
- Set Translatable Languages (Optional)
- Voice Translation
- Text Translation
- Invite People Within the Company (Members)
- Invite People Outside Your Company (Guests)
- Issues with Guestās Mic and Camera
- Receive Participation Notification (Optional)
- Use VoicePingās Mobile App
- During the Meeting
- Select Translation Language
- After the Meeting
- Check the Meeting Log (Optional)
- Share Meeting Files/Logs (Optional)
- Inquiries
Face-to-Face Business Meeting
During your face-to-face business meeting, use VoicePingās transcription function to transcribe what the presenter is saying, and project it on a monitor so everyone can follow along.
If you are holding an international business meeting, use the voice translation function as well, so that the translated content appears on the screen for those who need it.
To do this, you must create a VoicePing account, set up a virtual workspace, turn on the transcription function, and set up the translation settings.
Create a VoicePing New Workspace
In order to create a new workspace, first you will need to download the VoicePing app. From the VoicePing website, click on "START FREE PLAN" at the top of the page.
Create a Virtual Office Floor
After creating a workspace, create a floor to assign members to. You can add it by clicking the "+" button on the top right of the top floor unit in the name bar on the left.
- The maximum number of floors that can be created differs depending on the plan.
Create a Conference Room
If you want to use VoicePingās transcription and translation functions when holding a face-to-face meeting, please create a conference room.
Set Translatable Languages (Optional)
The voice translation function transcribes what people say in real time, and translates it into the language of your choice. To use this feature, you will need to set up the translatable languages in advance from [Preferences] > [Speech to text].
Voice Translation
One of the VoicePing translation functions, the "voice translation function", is a function that allows utterances to be transcribed in real-time and simultaneously translated into one of the set translatable languages.
Please see the page below for details. š
Text Translation
If you enable the "Text Translation Function", one of the VoicePing translation functions, texts sent by other users will be translated into the selected language.
Please see the page below for details. š
External Display
Since the VoicePing chat box can be made full screen, we recommend displaying it on an external display such as a monitor so that viewers can see the presentation content in real-time.
Adjust Text Box
We recommend making the text box full-screen and enlarging the font size so that everyone can see the transcript on the monitor during the seminar.
Voice Translation QR Code
If your event has a limited number of monitors, the audience (listeners) can scan the listenerās QR code from their mobile devices and select their preferred translation language.
Listenerās QR Code & URL
Please "Enable Listener Web App" from the meeting room settings and download the QR code or copy the URL to share with the audience.
Conversation with Listener Mode
If you enable the listener's microphone, they can also talk to the event host like this.
VoicePing Mobile App
In addition to participating through a web browser, you can also use the VoicePing mobile app.
Please see the page below for details. š
Online Meeting
If you would like to conduct an online conference instead of a face-to-face meeting, you will need to send the meeting URL to the guests who do not have VoicePing accounts.
Create a VoicePing Account Workspace
If you do not already have a VoicePing account and workspace, click on "START FREE PLAN" at the top of the VoicePing website.
Create a Virtual Office Floor
After creating a workspace, create a floor to assign members to. You can add it by clicking the "+" button on the top right of the top floor unit in the name bar on the left.
- The maximum number of floors that can be created differs depending on the plan.
Create a Conference Room
Create a meeting room with the functions that you would like for it to have for your online conference.
Invite Team Members
There are 3 ways to invite employees to your VoicePing workspace.
- If you want to assign members to a project or group at the same time as the invitation and decide their permissions, send an invitation e-mail to the person from "Invite to workspace".
- If you want to give team members access to all floors and manage their permissions and groups later, please generate a URL from "Invite by URL" and set how long it can be valid for.
- If you (the workspace manager) want to create an account for your team member, please upload a CVS file to āUser creationā or enter the teammateās name and email address directly.
Set Translatable Languages (Optional)
The voice translation function transcribes what people say in real time, and translates it into the language of your choice. To use this feature, you will need to set up the translatable languages in advance from "Workspace Language Optionsā.
Voice Translation
One of the VoicePing translation functions, the "voice translation function", is a function that allows utterances to be transcribed in real-time and simultaneously translated into one of the set translatable languages.
Please see the page below for details. š
Text Translation
If you enable the "Text Translation Function", one of the VoicePing translation functions, texts sent by other users will be translated into the selected language.
Please see the page below for details. š
Invite People Within the Company (Members)
Find people in your company in the virtual workspace from the sidebar and invite them to the meeting room.
Invite People Outside Your Company (Guests)
People outside your company must join the meeting as "guests" unless they are a member of VoicePing. You can copy the link from the toolbar, the floor, or from within the meeting room.
Issues with Guestās Mic and Camera
If your guests have issues with their mic and/or camera when entering via browser, send them the page below.
Receive Participation Notification (Optional)
You can have meeting participants receive a join notification when they enter the conference room.
Please note that if you enable this feature, participants will not be able to enter the room until you approve their request to join.
Use VoicePingās Mobile App
In addition to participating through a web browser, you can also use the VoicePing mobile app.
Please see the page below for details. š
During the Meeting
Select Translation Language
When using the voice and text translation functions, please select the speaking language and display the language from the chat box. By selecting the same languages, you can use this function as a transcription tool.
After the Meeting
Check the Meeting Log (Optional)
After the meeting, you can view the meeting log on your browser.
This includes both a video recording and a transcript of your meeting which can be summarized by AI.
Share Meeting Files/Logs (Optional)
If you want to share your recorded meetings, use the custom object feature to place URLs or downloaded meeting files directly onto the office floor for members to access.
Inquiries
If you have any questions or concerns, contact us through text chat support.
@January 30, 2024 Updated by VoicePing Inc.