Tips for Hosting a Video Meeting Using StarLeaf

Emily Dye

Emily Dye

The current global pandemic has meant that video conferencing has never been more popular.  StarLeaf is a great tool to keep in contact with colleagues and contacts.  Whether you’re a seasoned expert or a newbie, we want to share our top tips for hosting a StarLeaf video meeting.

Although this post is tailored to StarLeaf users, the same principles apply if you’re hosting a video meeting with other providers.

If you want to find out more of the benefits of StarLeaf click HERE. They are currently providing their video conferencing and instant messaging solutions for FREE, download the app HERE.

1. Connect with anyone

Using the StarLeaf Scheduler for Outlook, you can invite anyone to a StarLeaf meeting, regardless of which organization they work for, or whether they use StarLeaf themselves.   Just invite your guests by email, the way you’d invite them to any meeting, and StarLeaf will take care of the rest – including sending an email invite with all of the joining instructions your guests will need.  They click to join from a browser of their choice, type their name and click Join – all without having to download the StarLeaf app.

2. No WiFi?  No problem

Dial-in capabilities ensure guests who are on the go or don’t have access to the internet can still participate in StarLeaf meetings.  All StarLeaf meeting invitations include dial-in numbers and the meeting’s unique 10-digit PIN.  If the numbers displayed aren’t local for a guest, they can choose their country from the dropdown to receive options more local to them.   Guests can tap the desired number from the invite on their mobile phone and their phone will automatically enter the PIN and place them in the correct meeting.  No more memorizing numbers!

3. Use video

Video meetings are a pretty good substitute for face-to-face.  The default behaviour for a StarLeaf meeting is to join with video.  Encourage your guests to keep their video on.   Video allows you to engage with your guests in ways that an audio-only meeting can’t.  Your camera can easily be paused and unpaused should the need arise. 

4. Only share what you need

If you need to share your screen in a StarLeaf meeting, you can control what your guests see – from an entire monitor to a specific program.  You can easily change what you’re sharing, and delegates who have joined from a laptop or PC will be able to share their content too.

5. Don’t miss out

Even with the best-laid plans there’ s a chance someone will miss the meeting.  Instead of having a call with them afterwards, just record your StarLeaf meeting.  The recording is stored in the StarLeaf portal where you can download it and share with any and all who need it.  Note recording is a chargeable bolt on.


Here are some more tips for hosting a video meeting that you’ll find useful.

Test the tech 

At least 15 minutes before the meeting is about to start test the equipment and software. You don’t want to look unprofessional by starting late or having to cancel the meeting. Check your audio and that your webcam is at the correct height (eye level) and check your lighting.

Know the features

Get to grips with the features of your video conferencing software. We’ve created some extensive explainer videos so you can navigate all of the StarLeaf features. On StarLeaf use the options section of the Participants in-meeting pane to mute everyone if there’s a lot of background noise.  Or lock a meeting to ensure no one who isn’t invited can join.

Set an agenda

Send out an agenda at least a day before the meeting. This ensures you stay on track and on time. Identify what you expect from each participant.