How to use LibChat screensharing for internal meetings and webinars

Not only does the LibChat Screensharing & Webinars module allow you to assist patrons using interactive screensharing sessions, but you can also use it to host meetings with your colleagues -- without having to leave your desk!

  • When chatting with another operator, you can start a one-on-one screensharing session. Not only does this allow you to share your screen with the other user, but it also allows you to communicate with them over a high-quality audio connection.
  • You can even start a group screensharing session with an entire department, or even all online staff members. This is especially useful if a colleague is out of the office and wants to join in from a meeting remotely.
  • Once you've started a screensharing session, you can send invitations to other people via email, allowing external users to join your meeting rooms. This can come in handy for things like webinars, search committee interviews, presentations with colleagues from other libraries, etc.

Starting a one-on-one meeting room

To start an online meeting room with another online staff member for a one-on-one meeting:

  1. Log into LibChat and, under the Chats tab, click on the name of the person you want to chat with under Operators.
  2. While chatting, click on the Request Screenshare button below the message text box.
    • This will create a meeting room using the Zoom account ID associated with your LibAnswers user account.
    • If the LibChat Screensharing & Webinars module has been enabled for your system but you do not see the Request Screenshare button, please contact your local LibChat admin so they can associate a Zoom account ID with your LibAnswers account.
  3. To start the meeting as the host, click on the Launch button that appears in the automated system message.
  4. The other operator will also receive a message inviting them to the meeting, with a link they can click to join the session.

When each user clicks the link to start/join the session, a new browser tab will open prompting them to either download and/or launch the meeting software. Learn more about how to join the meeting audio, share your screen, and other meeting tools.

The Request Screenshare button in an operator chat window

[Return to top]


Starting a departmental meeting room

To start an online meeting room with everyone in a department for a group meeting:

  1. Log into LibChat and, under the Chats tab, click on the name of the department you want to chat with under Departments.
  2. While chatting, click on the Request Screenshare button below the message text box.
    • This will create a group meeting room using your system-level screensharing account.
    • Please note that each system-level screensharing account cannot be used to host multiple meetings at the same time (e.g. if the Circulation department is using it, then the Reference department cannot start their own meeting until they've finished).
  3. To start the meeting as the host, click on the Launch button that appears in the automated system message.
  4. All other users in the department will receive a message inviting them to the meeting, with a link they can click to join the session.

When each user clicks the link to start/join the session, a new browser tab will open prompting them to either download and/or launch the meeting software. Learn more about how to join the meeting audio, share your screen, and other meeting tools.

The Request Screenshare button in a department chat window

[Return to top]


Starting an all-staff meeting room

To start an online meeting room with all other online operators for a group meeting:

  1. Log into LibChat and, under the Chats tab, click on All Staff under Operators.
  2. While chatting, click on the Request Screenshare button below the message text box.
    • This will create a group meeting room using your system-level screensharing account.
    • Please note that each system-level screensharing account can only host one meeting at a time (e.g. if the Circulation department is using it, then the Reference department cannot start their own meeting until they've finished).
  3. ‚ÄčTo start the meeting as the host, click on the Launch button that appears in the automated system message.
  4. The other user will also receive a message inviting them to the meeting, with a link they can click to join the session.

When each user clicks the link to start/join the session, a new browser tab will open prompting them to either download and/or launch the meeting software. Learn more about how to join the meeting audio, share your screen, and other meeting tools.

The Request Screenshare button in the all staff chat window

[Return to top]


Inviting external participants to your meeting room

If a user does not have an account in your LibAnswers system, you can still invite them to your internal meeting rooms.

  1. Once the host has started the meeting session, click on Invite Others in the meeting window (or Invite in the meeting toolbar). 

The Invite Others and Invite buttons

  1. In the Invite people to join meeting window, you'll have a few options:
    1. Click on Default Email to launch the default email app on your device and send an email invitation to one or more people.
    2. If you use Gmail, click on the Gmail button to open Gmail in your browser and send an email invitation.
    3. If you use Yahoo Mail, click on the Yahoo Mail button to open Yahoo Mail in your browser and send an email invitation.
    4. Click on the Copy URL button to copy just the meeting URL to your clipboard, which you can then send to other people so they can join the meeting.
    5. Click on the Copy Invitation button to copy the text of the invitation email to your clipboard, which you can then send to other people so they can join the meeting. This is helpful if you do not have an email app set up on your computer and do not use either Gmail or Yahoo Mail.

Email, Copy URL, and Copy Invitation options

Please note: if you start a meeting room with an individual operator, then invite additional participants who join the meeting, your meeting time will be limited to 40 minutes. This limit does not apply to meetings started in a Department or All Staff chat window.

Related Articles