QUIDLAB E-Meeting and Voting System User Manual
- June 3, 2024
- QUIDLAB
Table of Contents
QUIDLAB E-Meeting and Voting System
Introduction
Quidlab E-meeting & Voting System does not require any special application to
install. It is very easy to use system and does not require any special
skills. You can use any latest updated version of browser e.g. Google Chrome,
Microsoft Edge, Apple Safari, Firefox etc. You can also use computer, laptop,
tablet or phone.
You will receive an email with username and password. This username and
password are valid only for E-Meeting or E-Meeting of company stated in the
email. Email also contains a link to join the meeting like
https://subdomain.quidlab.com (Example Only)
How to Login
- Click on link in email or type URL in browser. After clicking you will be taken to E-Meeting website
- Enter your username & password
- Click Accept Terms, then click Login button to join the meeting
- If username and password are correct you will be granted access and screen will be presented
- You may be asked to allow camera and microphone permissions when you join meeting or when you start the camera and microphone (if you do not grant permission, you can still join the meeting however you may not be heard or seen by other people in case you need to ask questions using microphone).
- Once permission is granted you will be able to see other participants. Depending on meeting requirements you may be able to see all or only some of participants who have their camera on.
How to Navigate
E-Meeting system has following parts which can be navigated by menu located on
the left side of the screen (1).
Other users of E-Meeting will be shown in this section (2).
Vote Menu
Once you click on Vote menu (3), you can navigate to Voting section to cast
your vote. You can see all agendas listed here and can cast your vote any time
till the time if Agenda is not close. Once Agenda has been discussed and
closed you cannot change your vote. (This Agenda has been closed cannot vote)
There is a separate Send Button for each agenda. You must click on radio
button (4) to choose, “Approve”, “Disapprove” or “Abstain” and then click Send
(5).
Once your vote is submitted you will be notified by a pop-up alert message.
Voted is submitted (6). Quorum & Voting Results
You can check quorum and results by clicking on Voting Results Button (7) any
time, votes will be displayed only after agenda is closed. Download Documents
You can download company provided documents, if any e.g., Annual Report,
Company presentation etc. by clicking on Download button (8).
Asking Question
Asking Question – by Message
Click on Ask Question button (9) to navigate to Ask Question chat screen. You
can type your message in the textbox then click send to send question
- The question will be sent directly to the company officers, they can see all questions, but you will only see your own question.
- The company cannot reply through chat box to the question. The questions must be answered through the voice only.
Asking Question – by Voice
Clicking on Hand Button (10), then waiting from the company approved. Once
your request will be approved, director or company officer will ask you to
unmute your microphone and ask your question. (You may also turn on your
camera if required).
This Option is available only in the meeting where camera and microphone
access is allowed for users.
Icon 4 small squares (11) You can choose to watch in a single window to see active speaker in full screen. or multiple windows showing thumbnails of all presenters who have their camera on.
To see the manual, you can click on this icon (12).
Logout
To Logout click on Logout Button (Logout) (13). The system will ask you if you
want to log out. To log out, please click Logout. (14) Settings
You can change your camera and microphone settings by clicking on Settings
button (15).
This option is available only if camera and microphone access is allowed
Technical Support
If you see the problem accessing the E-Meeting system you can contact Quidlab
at via telephone on 080-008-7616 or 02-0134322 or email at info@quidlab.com
Before contacting technical support, please read the Frequently Asked
Questions (FAQ) below which may solve your issue. We recommend that you use a
computer (PC) or notebook (Laptop).
- The internet used must be stable and strong enough because the meeting runs for more than 1 hour.
- We recommend to keep your microphone muted & camera off when not talking so other users are not disturbed during meeting.
- When contacting technical support please provide full details of problem, any error message received, type of device used, browser name and version etc.
Minimum System Requirements
Bandwidth| System uses simulcast hence automatically manages video
quality or turns off some of videos if bandwidth is low, however for good
conference a 5 Mbps bandwidth is recommended.
---|---
Video quality| 720p
CPU| Video conferencing requires high CPU power, Intel Core i3 or
equivalent
Memory| at least 4 GB
Ports| Following ports must be opened for outbound traffic if blocked at
firewall
TCP| 80 & 443, 5349
UDP| 10000
Frequently Asked Questions (FAQ)
Question : Why can’t I click a link in my email?
Answer: Some email software may show links as text only. You can copy URL
then open in browser Chrome / Safari
Question: I cannot login?
Answer: check the correct username & password provided. Please check if
you are copying and pasting username & password correctly. In the most
frequent cases, the trailing space for the username and password is copied.
Question : I’m out of the system very often?
Answer: The internet used must be stable and strong enough because the
meeting runs for more than 1 hour / weather conditions may affect the network
signal you are using. If you are using WiFi there can be packet drops.
Question: I can’t hear voice Answer:
-
Check Volume Levels and Muting
- Right-click the speaker icon in the taskbar and select Open Volume Mixer.
- You can set audio level for each application’s from here.
(e.g, If you join meeting by Google Chrome ensure audio level is setup corectly for that browser)
-
Make sure your computer is using the right speakers or headphones
- Select the Correct Audio Output Device on Windows
-
Left-click the speaker icon.
-
Select your preferred playback device.
-
Make sure your correct playback device is selected.
-
View site information on your webste browser.
(this option may change depends on browser you are using). eg. 1 Google Chrome: -
Select “padlock” icon next to your browser addres bar.
-
Sound settings should be set as Automatc (Default) or Allow
My microphone is not working
- Check the Microphone Volume Level on Windows
- Using your right mouse button, Right click on the speaker in your System Tray, and select Open Sound settings.
- Under Input, select Device properties.
- Make sure Disable is not checked, and make sure the volume is at a reasonable volume.
Question: I cannot hear while using headphone? (Both Bluetooth and wired
headphones)
Answer: When logging in to the system, check if headphones or headphones
are connected to the system or connected to another device. Click setting
camera / Microphone or Audio outputs select the name of your headphones or
headphone and press OK 
Or please
check the volume of your device has the sound been muted or not
Other Questions
Other login issues can be due to network issue, no internet connection or other business rules (company may allow you to login only for example 1 hour before, you are login too late and meeting may have already been finished etc.), which are alerted to user and are self-explanatory.
Question: I can login but getting automatically logged out?
Answer: For security reasons each user can login only on one device and
if you try to login on another device or different browser on same computer
previous login will get logged out automatically. Do not share your username &
password with another person.
Question: My voting options are locked, not present for some or all of
agendas.
Answer: There are some business rules which can prevent voting and are
clearly marked under each agenda for your reference and are self-explanatory,
some common cases are as follows:
- Agenda does not require voting and is for acknowledgement only.
- Agenda is already closed hence it gets locked and you cannot change vote.
- You logged in late and some of agendas were already voted.
- A proxy form B was sent which has already been voted and does not allow you to change vote.
Question: Do I have to wait for agenda to be discussed before I can cast
my vote? or Do I have to wait till the end of meeting?
Answer: You can cast your votes any time after login and all votes will
be recorded. You can also change your vote till the time agenda is not closed
by company officers. Once agenda is closed you cannot change your vote.
Question: : My voting or other windows shows “Connection failed. Please
log out and log in again”
what should I do?
Answer: If internet connection to voting server is lost you may get this
message, you can logout and login again to restore connection.
Question: Will it affect my voting if I logout and login again?
Answer: When you login first time system marks your votes as Approved
however you can change your vote any time, even if you logout and login again.
Login in and logout several times does not affect your previously casted
votes.
Question: I have other technical question?
Answer: Please get in touch with us. 080 -008-7616 or 02-0134322 or via
email: info@quidlab.com
Question: How to report a bug or security vulnerabilities?
Answer: If you encounter problems send us an email to info@quidlab.com
with the details of vulnerabilities or bug report.