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Business Meeting

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.

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Face-to-Face Business Meeting

During your face-to-face business meeting, use VoicePing’s 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 VoicePing Account

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.
Creating a floor

Create a Conference Room

If you want to use VoicePing’s transcription and translation functions when holding a face-to-face meeting, please create a conference room.

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. 👇

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. 👇

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.

Adjust Text Box

Voice Translation QR Code

If your event has a limited number of monitors, the audience (listeners) can scan the listener’s QR code from their mobile devices and select their preferred translation language.

Listener’s 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.

Issuance of Listener QR Code/URL

Conversation with Listener Mode

If you enable the listener's microphone, they can also talk to the event host like this.

Conversation with Listener Mode

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. 👇

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Mobile App

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 VoicePing Account

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.
Creating a floor

Create a Conference Room

Create a meeting room with the functions that you would like for it to have for your online conference.

Create a Conference Room

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 “User creation” or enter the teammate’s name and email address directly.
Invite Team Members

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 Options”.

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. 👇

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. 👇

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.

Share the Meeting URL with People Outside Your Company

Issues with Guest’s Mic and Camera

If your guests have issues with their mic and/or camera when entering via browser, send them the page below.

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Troubleshooting

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.

Receive Participation Notification

Use VoicePing’s 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. 👇

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Mobile App

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.

Set Translatable Languages

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.

Check the Meeting Log

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.

Share Meeting Files/Logs

Inquiries

If you have any questions or concerns, contact us through text chat support.

@January 30, 2024 Updated by VoicePing Inc.