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How to Caption an Online Meeting with Ava
How to Caption an Online Meeting with Ava

Elevate meetings with Ava Connect! In just 1 click, you can connect all video calls with live captions including Zoom, Meet, and Teams.

Updated over a week ago

Discover Ava Connect 🔗

Navigating captions for online meetings can be tricky... with complex audio settings, differences between platforms, requests to the host for in-app captions, or the loss of transcriptions after a meeting. That's where Ava Connects comes in.

Ava Connect has been specifically designed for online meetings! This includes Zoom, Google Meets, Microsoft Teams and more!

* Ava Connect is only available for Ava Web & Desktop

Ava Connect seamlessly integrates with your meetings, using cutting-edge technology to identify and visually distinguish each speaker. No longer will you struggle with audio configurations, overlook vital discussions, or wonder who was addressing key project details.

Benefit from the quality of Ava subtitles and all the features of Ava Pro for all videoconferencing platforms (Zoom, Meet, Teams, etc.).

How to Connect to an Online Meeting

  1. Start a captioning session.

    After installing Ava and logging in (click here if you haven't already done so), click on "Start Captions". By default, Ava opens a session in subtitling mode (CC), i.e. a floating black banner automatically positioned above the other windows.

  2. Copy the meeting meeting URL. Check out our step-by-step guide on how to copy a meeting link from Zoom, Google Meet, and Microsoft Teams.

  3. Paste the URL in the Connect to Online Meeting button and press Connect

  4. Wait a few moments, then Admit Ava to join your meeting and you'll have higher quality captions

A message will appear in your videoconference chat, visible to everyone, to alert you to Ava's presence, with a link to your transcript.

Enjoy the quality of Ava captioning for all your videoconferences, identify your interlocutors at a glance and connect in 1 click with Ava Connect! 🎉

Troubleshooting Ava Connect:

For Meeting Hosts in Zoom:

  1. After adding the video call link to Ava Connect, you'll receive a notification to Admit Ava to the meeting

  2. Admit Ava to the Meeting

  3. Click the "allow recording" button (as this allows Ava to save the captions as transcripts and lets participants know that the captions are being saved)

For Meeting Participants in Zoom

  1. Once the meeting host has admitted Ava into the meeting and allowed Ava to record, you will be notified about the recording and captioning

  2. You will also see a message appear in the chat to join the conversation

  3. Click the link in the message to join the Ava conversation

How to Have Successful Captioning

  1. If the host allows recording (for this or all meetings), Ava captions smoothly. 🎉

  2. If the host denies Ava to record, simply re-invite Ava and have the host approve. 🔁

  3. If the host denies Ava for future meetings, the host needs to start a new meeting to welcome Ava again. This is due to Zoom limitations. ♻️

Resolving Zoom Permission Issues: Ensuring Ava Can Caption Your Meetings

Have you experienced issues with re-inviting Ava Captioner to Zoom meetings, especially when recording permissions are involved? You're not alone. Many Ava Connect users have faced this challenge, often linked to the use of Zoom's Personal Meeting ID (PMI). This brief guide is here to help you navigate and resolve this issue effectively.

Understanding the PMI Challenge

Zoom's PMI feature creates a consistent and permanent URL for your meetings. It's convenient but comes with a caveat: if a host, declines recording permissions for one meeting and chooses to apply this decision to all future meetings, Zoom remembers this choice for any meeting using the same PMI. This means the host won't be prompted for permissions to let Ava caption subsequent meetings with the same URL, causing potential disruptions. Currently, Zoom doesn't natively allow it's users to modify their permissions if they were applied to all future meetings.

Steps to Resolve the Issue

  1. Change Your PMI: The simplest solution is to change your PMI. This creates a new meeting URL, which will prompt for new permissions.

    • Go to your Zoom settings.

    • Under the 'Meetings' tab, find 'Personal Meeting ID'.

    • Choose 'Edit' and follow the instructions to change your PMI.

  2. Use Unique Meeting IDs: Instead of using your PMI for every meeting, consider using unique meeting IDs. This ensures each meeting is treated independently regarding permissions.

    • When scheduling a meeting, opt for 'Generate Automatically' under 'Meeting ID'.

    • This assigns a unique ID for each meeting, prompting for permissions each time.

  3. Re-Invite Participants: If you've already scheduled meetings with the old PMI, simply re-invite participants with the new meeting details.

    • Cancel the previous meeting.

    • Reschedule with the new PMI or unique ID.

    • Send updated invitations to all participants.

Tips for a Smooth Experience

  • Inform Your Team: Brief your team about the change in PMI or meeting IDs to avoid confusion.

  • Test Beforehand: Conduct a test meeting to ensure the settings are working as intended.

  • Check Zoom Updates: Stay updated with Zoom's features and guidelines for any new solutions or changes.

While Zoom doesn't currently allow users to readjust permissions set for all future meetings, changing your PMI or using unique meeting IDs can provide a workaround. Remember, effective communication and staying updated with Zoom's features are key to a smooth meeting experience. For any further assistance, feel free to contact our help desk. We're here to ensure your Ava Connect experience on Zoom is efficient and hassle-free!

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