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Spoka Meet

How do I share my screen?

With Spoka Meet, you can share your screen during the meeting.

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How do I record my meeting?

As the moderator, you can record your meeting using the Spoka Meet Desktop & Mobile Apps and Chrome.

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How do I schedule a meeting with Chrome Extension?

The easiest way to schedule a meeting on Spoka Meet is to download the Chrome Extension.

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How do I join and start a meeting by phone?

Phone Details can be found in your email or calendar invitation as a way to join.

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How do I join a one-time meeting?

An One Time Meeting is a meeting with a 4 digit, non-customisable security code on Spoka Meet.

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How do I join and start a meeting using Spoka Meet’s iOS Mobile App?

Phone details can be found in your email or calendar invitation as a way to join.

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How do I join and start a meeting using Spoka Meet’s Android App?

Phone details can be found in your email or calendar invitation as a way to join.

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How do I join and start a meeting by Video Room Systems?

Go to your meeting invite and find details regarding entering by your video room system.

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How do I schedule a meeting with Outlook Plugin?

The easiest way to schedule a meeting on Spoka Meet is to download the Outlook Plugin.

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How do I use the Chat Message?

Discover how to send instant messages via the chat feature on Spoka Meet.

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How do I switch to Eco-Mode?

Are you short on battery and not sure about your network connection? On Spoka Meet, you can switch to Eco-Mode.

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How do I use Smart Notifications?

Keeping you connected and providing you the best audio and video experience is important to us. So that is why we created Smart Notifications.

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How do I join and start a meeting through Skype for Business?

Find details to join and start using Skype for Business.

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How do I join and start a meeting by Spoka Meet’s Desktop App?

Next time, you join or start your meeting on Spoka Meet, it will open your desktop app.

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How do I use Moderator Tools?

As the moderator, you have specific tools to help you have a successful meeting.

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How do I join and start a meeting by Chrome?

On Spoka Meet, you don't need to download anything! It is super simple to use! Just join and start the meeting on your Chrome browser.

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How do I check my settings?

Make sure to check out your audio and video settings before you enter the meeting.

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Spoka Talk

How to forward calls in a certain order (Hunt Group)

In this article, you will learn on how to forward your main company number to multiple phones in a certain order.

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How to handle your incoming calls

In this article, you will learn on how to manage your company number.

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How to interact with my Voicemail Portal

The Voice Portal provides an easy way to manage your voicemailbox, record Auto Attendant greetings, and remotely modify call-forwarding options from any telephone.

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How do I connect an existing desktop phone to Spoka?

In this article you will learn how to connect an existing desktop phone to the Spoka service (Talk or Connect). Note: This is a simplified version of the procedure.

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How do I use the Spoka mobile app?

In this article you will learn how to use the Spoka mobile app.

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How do I call a contact?

There are many ways to call a contact – directly from your contact list or simply calling someone via phone number.

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How do I set-up my microphone?

In this article, you will discover how to check that Spoka is connected to the right devices.

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How do I retrieve my password?

In this article, you will discover how to reset your password.

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How to connect to Spoka?

In this article, you will discover how to login to Spoka on your PC or Mac.

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Spoka Connect

How to forward calls in a certain order (Hunt Group)

In this article, you will learn on how to forward your main company number to multiple phones in a certain order.

Learn more

How to handle your incoming calls

In this article, you will learn on how to manage your company number.

Learn more

How to interact with my Voicemail Portal

The Voice Portal provides an easy way to manage your voicemailbox, record Auto Attendant greetings, and remotely modify call-forwarding options from any telephone.

Learn more

How do I connect an existing desktop phone to Spoka?

In this article you will learn how to connect an existing desktop phone to the Spoka service (Talk or Connect). Note: This is a simplified version of the procedure.

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How do I use the Spoka mobile app?

In this article you will learn how to use the Spoka mobile app.

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How do I share my desktop or an application?

In this article, you will learn how to share your desktop or an application.

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How do I invite or add people to a meeting?

In this article, you will learn how to invite and add guests to your meeting.

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How do I start a meeting?

In this article you will learn how to start a meeting with Spoka Connect.

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How do I call a contact?

There are many ways to call a contact – directly from your contact list or simply calling someone via phone number.

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How do I group chat (chat message to a group of contacts)?

In this article, you will learn how to start chatting online with a group.

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How do I send a chat message (IM)?

In this article, you will learn how to start chatting online and by phone.

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How do I set-up my microphone?

In this article, you will discover how to check that Spoka is connected to the right devices.

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How do I set-up my camera?

In this article, you will discover how to check that Spoka Connect is connected to the right devices.

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How do I add a contact?

In this article, you will learn how to add contacts from your directory (someone in your company that has a Spoka Connect account) and contacts from outside your organization.

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How do I retrieve my password?

In this article, you will discover how to reset your password.

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How to connect to Spoka?

In this article, you will discover how to login to Spoka on your PC or Mac.

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General

What is Spoka?

Spoka is a powerful cloud communication tool designed for individuals, teams, and the small business community.

It’s about providing audio, web and video conferencing from one single easy-to-use cloud application that integrates with other cloud business apps.

Spoka Talk or Spoka Connect or Spoka Meet.

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Who needs Spoka?

Spoka is ideal for any business of any size with employees who depend on communicating and collaborating with colleagues and people outside their organization such as customers, partners, agencies, and vendors.

Spoka is suited for these types of individuals:

  • Knowledge workers who need access to people and information from anywhere
  • Mobile employees who work in different locations and use their mobile device for work
  • People who work in cross-functional, geographically dispersed teams
  • People who frequently host and participate in meetings
  • Management and executives, especially if they travel frequently
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What languages is Spoka available in?

Spoka is available in English, French and German.

Which operating systems are supported?

Deskop
– Mac OS X 10.9, 10.10, 10.11, 10.12
– Windows 7, 8, 8.1 et 10

Tablet and smartphone
– Apple iOS 10.3 and newer
– Android 4.4 and newer

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Can I choose to keep my number?

Yes. You can choose to keep an existing company phone number.

This is a manual process for which Spoka Support Team will contact you to get regulatory content (proof of ownership of the phone number to transfer…) and proceed with the portability.

Phone number portability can take several weeks depending on operators and a temporary phone number is delivered to you in the meantime. Once the number is ported, it is available on the platform (manual process).

If number portability is not chosen, you can choose a new company phone number depending on the country and city.

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How do I set my profile?

You can personalize your User Profile settings by adding your Profile Photo, setting your Presence Status, setting your location, and adding a Status Message.

  • To add your Profile Photo, just right-click on the icon and select “Change Profile Photo”. Then select any image from your computer and set it as your Profile image.
  • To change your Presence Status, click on your status and select one of the options. You can choose from: Available, Away, Busy and Offline. Your presence status indicates whether you are available to communicate. You can view the Presence status of your contacts, however when you are “Offline”, you will not be able to view anyone’s Presence status.
  • To set your Location, click on “Set Location”. You can select “Use automatic location” to display the location and time that the system has detected. Alternatively, you can select “Use manual location” and enter in a location and select a time zone. This information is displayed near your name when others save you as a contact.
  • To enter a Status Message, click on the “What’s on your mind?” and type in a message that will appear after your name when others view your name in their contact list. This provides additional information about your availability to communicate.
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How do I add contacts on my desktop?

Simply type in a first or last name in the search field and Spoka will search through your directory. Right click on the contact and select Add to Contacts.

Once the contact has been added, you can view each other’s Presence status.

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Spoka Talk

What is Auto Attendant and how is it used with my Company Number?

When a Company number has been dialed, a recorded greeting is played to the caller to define where a call should be transferred. The Site Administrator can use the portal to define how calls are to be transferred.

Functions include:

  • Allow/Disallow Direct Extension Dialing – Provides ability for callers to dial a known extension at any time to connect with the user, without requiring additional prompts
  • Enterprise Wide or Site Specific Dialing Options – Refines the list of available users and extensions to include with the Internal dialing options
  • Schedule – Defines Days/Hours for normal business operations, as well as holidays. Supporting distinct greeting messages and routing actions for Business Hours vs. After Hours
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What is Spoka Talk?

With Spoka Talk you will be able to place and receive phone calls using Spoka app or a desktop phone (hardware).

Spoka Talk is a monthly license per user.

The user has a dedicated phone number corresponding to the company location. Local inbound and outbound calls are included. All outbound calls have a price per minute, unless the international and mobile pack has been chosen.

You need a headset (if used with a computer), a smartphone (if used with the mobile app) or a desktop phone (hardware) to use the service.

If you want to re-use an existing phone, a list of compatible devices is available on Spoka website. Then you need to manually configure the phone in the Spoka portal for administrators (declare a device with its MAC address and associate the device with the user).

Spoka Talk here.

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How do I answer or decline a Spoka call?

To make a voice call, select a contact from your contacts list, this will display the communication tab and click the call button.

To end a call, press the hang out button. When you are receiving an incoming call, a pop up notification is displayed on your screen. You can choose to answer the call with that contact or decline the call. To answer the call, click the green button.

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Spoka Connect

What is Spoka Connect?

Spoka Connect adds the PC/Mac application and Mobile Apps to the Spoka Talk offer.

Spoka Connect is a monthly license per user.

You have to download the PC/Mac application and use the credentials received via email. You can also do the same for the Mobile Apps.

The desktop application has the following main features:

  • Manage your presence: offline, away, busy, available
  • Manage contacts with presence information
  • Chats 1:1 and group, chat history
  • Call management: place and receive, call history, call with dial pad
  • Voicemail management: listen, mark as read/unread, delete…
  • Meetings: join, invite, add participants, voice and video, screen and application sharing
  • Set preferences: language, devices (headset, speaker…), incoming and outgoing call settings, voicemail settings…

Spoka Connect here.

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How many people can be in a group message?

Up to 15 audio and video participants can be in each conference call at one time.

How do I have meetings?

When you invite people to a meeting from your preferred email system, indicate that the meeting location will be held in your My Room.

When it’s time to meet, as the host, simply click on the My Room button next to your name. Participants will join by accessing your contact and clicking on the Join Room button.
You can also drag and drop a contact into your room.
Everyone who joins will immediately be connected via audio and will be able to see others’ video, and the meeting room chat.

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How many people can be in a meeting?

Up to 15 audio and video participants can be in each conference call at one time.

How do I invite outside guests to a meeting?

Simply click on the Copy Guest Link button and send them the email invitation.

They will be instructed to click on a Link that takes them to a landing page where They can download our easy meeting app. All They have to do is enter in their name to join the meeting.

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Spoka Meet

What is Spoka Meet?

Spoka Meet is the video conferencing tool that brings you together with HD video for you and up to 50 guests, clear audio quality and screen sharing.

Designed to be simple and user friendly, you can start a meeting on Spoka Meet instantly and without downloading anything.
Using Spoka Meet will help improve overall internal and external communications because employees are able to work remotely and more efficiently, knowing that they can easily connect to a video conferencing tool that works well!
There are many ways to join and start a meeting on Spoka Meet from Mobile, Video Room Systems, Skype for Business, Desktop, Audio Conference (PSTN + VoIP).

Spoka Meet here.

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What are the security details of Spoka Meet?

We have the following security features for Spoka Meet:

Data Security
Transport layer security
Access to the online platform is secured at the transport layer, using a high level of encryption thanks to the https protocol and TLS encryption over TCP port 443.

The spoka.co web domain has been verified by Digicert which provides the https certificate. The certificate provides a 256 bits encryption with SHA 256 RSA algorithm.

Servers do not accept connections using a version under the SSL V3.0 protocol. TLS 1.2 is the default mode. Server to server communications is on private MPLS networks between regions and on private LANs when on the same site. Application servers securely communicate between each other through AES 256 bits encrypted streams with RSA for key exchanges.

General Security Access

·       24 x 7 x 365 Onsite Security Team
·       CCTV Monitoring
·       Secure Perimeter
·       Rack Mounting Locker

Power
The data centers are equipped with:
·       Dual Feeds – Diversely Routed
·       Redundant Power Component
·       Racks have Dual Power Feeding

Fire Protection
The data centers are equipped with:
·       Fire Detectors

Network
The platforms are protected by firewalls to prevent hacking and undesirable intrusion. The internet access and network equipments are redundant to provide High Availability.

Environment
The data centers are equipped with:
·       Separate Cooling Systems with Alarms
·       Temperature & Humidity Monitoring

Network Operations Centre
The Spoka NOC team monitors the Spoka platforms
·       Backup of the Database
·       Monitoring calls on the Servers of the Platform
·       Escalation of Platforms Incidents

Third Party Audit
A third party performs security audits on the Spoka Meet application.

Verizon Cybertrust Security has more than 350 security consultants in 18 countries with robust methodologies based on standards and certifications (OSSTMM, OWASP, CREST and CHECK). Their consultants have the following certifications:

·       CESG CHECK
·       GIAC Certified Penetration Tester
·       Certified Information Systems Security Professional CISSP
·       ISACA Certified Information System Auditor (CISA)
·       Payment Card Industry Qualified Security Assessor PCI QSA.

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Are meetings on Spoka Meet private?

You can have privacy options when you join on Spoka Meet.

Login to the meeting
To start a meeting, the hosts will enter their email and password.
To enter the meeting, the guests will click on the link to join the meeting.
Note: meeting starts only when the host is connected.

Schedule a Meeting
To schedule a meeting, you can choose between meeting with a security code or without.
A meeting with a security code is an one time meeting with a 4 digit security code that is added to the meeting, making it more secure.

In the meeting
From the web, Desktop and Mobile App interface, each guest has the ability to hide the camera or to mute the microphone (before or during the meeting). For the other devices (Skype for business or video endpoints for instance), these feature should as well be available.

The host also has the ability to mute each guest or all guests, to lock the meeting once started, to disconnect guests one by one and to terminate the meeting at anytime. If not terminated by the host, the meeting will anyway end after a few minutes after the host has left.

Spoka Meet application sharing module
“An optional module is required on users’ machines for application and desktop sharing. The module is digitally signed by Spoka.
On Windows system, the user needs to install an installation package with administrator privileges.
This package does install the application sharing module for every type of browser (Internet Explorer, Firefox, Chrome) except Edge on Windows >= 10. On MacOS, a DMG package has to be set up to use the application sharing module for Safari, Firefox and Chrome browsers.”

Spoka Meet Platform
Spoka has deployed global audio, web & video conferencing platforms all around the world. These platforms are housed in world-class Tier 1 secured data centers located in major cities such as London, Paris, New York, Atlanta, San Jose, Stockholm, Madrid, Brussels, Frankfurt, Hong Kong, Tokyo, Guangzhou, ChongQing, New Delhi, Gyeonggi and Sydney.

All Spoka platforms are housed in highly secure, world-class hosting data centers that provide 100% physical security guarantee. These data centers are built purposely for telecommunication service providers.

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What are the endpoints for Spoka Meet?

Encrypted connections between the Spoka Meet platform and endpoints can use:

·       AES 128-bit encryption for media
·       TLS for SIP call control (for more information, see Managing TLS and trusted CA certificates)
·       SRTP for SIP media
·       H.235 for H.323 media
·       Web devices (including mobile)
·       HTTPS TLS for signaling
·       DTLS and SRTMP (encrypted RTMP) for media

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What tool can be used to test your network?

Ensuring you have a great video conferencing experience is our first priority. Spoka Meet has been designed for people to meet their guests no matter the location, device or network. Thus, Spoka Meet will adapts its capabilities to meet your infrastructure.

We’ve created a specific tool that can be used to access your network and get a better understanding of the quality by testing open ports and available bandwidth. This tool is called the Network Assessment Tool. The tests must run from your computer, but with admin privileges.
The first step is to download a plugin according to the location the accounts would be provisioned. This step is important to test if ports are opened from the user to the Spoka Meet platform.

Any web browser can be used and the tool works on any OS (Windows, Mac, Linux).
Americas: http://networktest-us.spoka.co/myspeed/spokameet.html
EMEA: http://networktest-eu.spoka.co/myspeed/spokameet.html
APAC: http://networktest-ap.spoka.co/myspeed/spokameet.html

Once the plugin installed, the URL must be re-loaded.
Based on test results:
•If ports are opened, the tool will perform a UDP bandwidth test followed by a trace-route between the user and the Spoka Meet platform.
•If some ports are blocked, the tool will perform a TCP bandwidth test followed by a trace-route between the user and the Spoka Meet platform.

The whole process takes less than 5 minutes.
Please contact the Support Team if you have any further questions.

Network Access & Proxy
Sometimes, specific firewall ports must be opened in order to connect to Spoka Meet. Please contact the Support team regarding any specific information regarding the firewall ports.
Spoka Meet’s Network Assessment Tool will test the opened ports.
For tracking purpose, the user is asked to enter the name of his company.

If test is unsuccessful, this means that user can’t access all necessary ports of the Spoka Meet and may not benefit from the best experience.
Having some ports blocked is not necessarily a blocking point for using Spoka Meet (except if TCP/443 is blocked), but it will reduce the quality of the call.

TCP and Port 443
If you can only use TCP for Internet connectivity or you do not want to open all the required UDP ports, you will not be able to use Lync/Skype for business or Video Room Systems. However, you will still be able to enter a meeting, but we recommend you use Spoka Meet via Google Chrome.

Please reach out to the Support Team if you have any questions regarding the Ports Test.

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What should you do to have the best experience on Spoka Meet?

We want you to have the best experience on Spoka Meet so we are excited to share with you our abbreviated technical guide. If you have further technical questions, please contact our Support section.

For the best experience using your web browser, we recommend the following:
·       We recommend using a USB headset and webcam when you are having a video conference via your web browser or Desktop App.
·       Google Chrome is the recommended web browser for the best Spoka Meet user experience.
·       Using a wired network connection will ensure that you have strong connectivity during your meeting. Disable wireless.
·       Plug each device (camera, microphone, etc.) directly into one of your computer’s USB ports rather than a USB hub
·       If you are using a laptop, avoid running on batter as this may reduce video quality and performance.
·       Make sure you have the latest drivers (like the latest DirectX video driver, if you are a Window’s user) for the devices you use during the video conference, such as your camera, microphone.

We will review some highlights regarding our technical requirements and support, but please reach out to the Support team if you have further questions.

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What browsers and OS do we support on Spoka Meet?

Chrome may be our recommended web browser, but we support other browsers as well:

Supported Browsers

Browsers Adds on Windows Macintosh
Chrome version 45 and up Yes Yes

 

Supported OS for Sharing: Windows 7, Windows 10, Mac OS 10.13 and up

Spoka Meet typically depends upon a combination of the choice of browser and which other applications are currently running on the client system.

Recommended PC Configuration Encodes SD and

Decodes up to HD

Encodes HD and Decodes up to HD
CPU Intel Core i5 or equivalent Intel Core i7 or equivalent
RAM 4 GB RAM 4 GB RAM
Video RAM 128 MB 256 MB

 

Spoka Meet’s infrastructure includes servers within the cloud model. We have audio bridges, sharing and video servers globally. Each end user connects to their regional hub and they are then attached at the provisioning level.

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What requirements are needed for the Spoka Meet Desktop App?

We’ve designed the Spoka Meet Desktop Application to be simple and easy to access. You no longer need to remember your login or password and there are no admin rights needed to set-up on Windows.

For more Desktop Application technical support, please contact our Support team.

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What requirements are needed to link Skype for Business?

To ensure Lync/Skype for business users can enter a Spoka Meet conference, their Lync/Skype for business configuration needs to be federated with the Spoka Meet domain name: spoka.co

For more information on Lync/Skype for Business configuration, please refer to: https://docs.microsoft.com/en-us/lyncserver/lync-server-2013-setting-up-lync-federation 

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What requirements are necessary for Spoka Meet?

Below is some useful information about Spoka Meet bandwidth consumption:

Setup Bandwidth consumption*
Video + audio 1400 kbits
Video + audio  + sharing 1600 kbits
Sound + sharing (video on privacy mode) 400 kbits
Audio only (video on privacy) 165 kbits
Eco mode 85 kbits
Eco mode + sharing 200 kbits

*: bandwidth consumption is regarding uploading and downloading consumption.
Spoka Meet supports up to 2 Mbps per participant (this will vary depending on the deployment environment, video resolutions, etc.)

Proxy Authentication
A Proxy server can be used with Spoka Meet desktop app. The proxy popup for Spoka Meet will appear on each session and the message is hardcoded in English so unfortunately, there is no translation support. In addition, the proxy needs to be configured in order to be bypassed for a local address.

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What requirements are needed for the Outlook Plugin?

The Spoka Meet Outlook toolbar can be installed on several versions of Office and most versions of Windows. Compatibility matrix for the toolbar support on Outlook and Windows:

Outlook 2010 Outlook 2010 (64 bits) Outlook 2013 Outlook 2016 Outlook O365
Windows 7 OK OK OK OK N/A
Windows 8 N/A N/A OK OK N/A
Windows 8.1 N/A N/A OK OK N/A
Windows 10 N/A N/A N/A OK OK

 

.NET Framework 2.0 or higher is required.
Version including .NET Framework 2.0 is available for download for the Lounge.
For more Microsoft Outlook Plugin technical support, please contact our Support team.

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What requirements are needed for the Spoka Meet Mobile App?

The technical requirements for the Spoka Meet Mobile App are below:

Technical Requirements:
Operating System minimal version

Android
Without sharing capabilities: 4.4 (KitKat)
With sharing capabilities: > 5.0 (Marshmallow)

iOS
We support the current official version and the previous official version.
For instance, if the official version of IOS is 12, we support version 12 and 11.
For more Mobile Application technical support, please contact our Support team.

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Mobile Apps

What requirements are needed for the Spoka Meet Mobile App?

The technical requirements for the Spoka Meet Mobile App are below:

Technical Requirements:
Operating System minimal version

Android
Without sharing capabilities: 4.4 (KitKat)
With sharing capabilities: > 5.0 (Marshmallow)

iOS
We support the current official version and the previous official version.
For instance, if the official version of IOS is 12, we support version 12 and 11.
For more Mobile Application technical support, please contact our Support team.

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How do I get the mobile app?

The Spoka mobile app is available on iOS and Android.

Click here to download the app.

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Plugins

How do I install my plugin?

To enable the apps plugins you need to click on the Hub Settings button in the left panel of your Spoka desktop window.

The list of applications such as Google Calendar, Gmail, Google Drive… will display. Simply enable the ones you want to use with Spoka, and then follow the screen prompts.

You will be asked to give Spoka permission to access the app. Select Allow and close the window.
The app icon will display in your Spoka window and the content that you have in common with each of your contacts will display when you are collaborating. You will also be able to perform quick actions for each app right from the Spoka window.

Choose your plugins here.

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Spoka Talk

Spoka Connect

Latest release notes

Release 21.2.0 v1
The following functionality has been added:

  • Added content for Collaborate Video Conferencing
  • Added content for Collaborate WebRTC Guest Client
  • Added content for Presence Rules
  • Added content for Participant Sharing
  • Added content for Web Button
  • Added content for UX/UI improvements
    • Improved My Room (separate screen)
      • Access is from a toolbar button on the main screen
      • Display call bridge numbers
      • Display my room participant
      • sliding “Side Navigation”
    • Added content for Common/Group/Personal phone list included in Directory Search