Everything needed to get a meeting running: choosing the meeting’s languages, joining, scheduling, guest access, meeting controls, AI preferences and team seats. Each section covers both the web app and the mobile app.
How to choose the languages for your meeting
As host, you select the languages your meeting will run in before you start it. Each participant then hears, speaks and reads in the meeting in one of those languages.
How many languages you can select depends on the host’s plan.
| Plan | Languages per meeting |
|---|---|
| Basic | 2 |
| Pro | 3 |
| Business | 6 |
| Scale | 9 |
| Language Pass | 9 |
| Enterprise | Custom |
How to join a meeting
Opening a meeting invite link gives you three options: join from the application, join from the browser, or download the application.
Your default language is the one set under Settings → AI Preferences → My Language. You can switch to another of the meeting’s languages at any time during the meeting using the Languages control.
If you are already logged in
Select the meeting invite link
Choose Join from application, or Join from browser
Allow microphone and camera permissions
Confirm your preferred language
Select Join Meeting
If you have an account but are not logged in
Open the Qordenate app or the web app
Log in with your registered email address and password
Check your AI preferences, including your preferred language
Open the meeting invite link again
Allow microphone and camera permissions
Select Join Meeting
Joining with a room ID
If the host gave you a room ID rather than a link, log in, select Join Meeting on your dashboard, and enter the room ID.
On mobile, your phone will prompt for microphone and camera access the first time you join. If you dismissed that prompt, grant the permissions in your device settings and rejoin.
How to change your language during a meeting
The host and participants can both change their preferred language while the meeting is running, without leaving.
How to join a meeting as a guest without signing up
How to Join as a Guest
Open the meeting invite link the host shared with you
Choose Join from the browser or mobile app
Enter the display name other participants will see, and choose your language
Allow microphone and camera permissions
Select Join as Guest
When the host is on Pro, Business, Scale or Enterprise, the host’s plan covers guests. You hear the meeting translated into your language without a plan or a Language Pass.
When the host is on a Language Pass or Basic, guests get basic meeting features only: video and audio, screen share, multilingual chat, the AI collaborative whiteboard, raise hand and reactions.
Guests cannot record and cannot claim the one-time free AI trial.
How to Schedule a Meeting
On the web app
Go to your dashboard
Select Schedule
Add meeting title
Select the date and time
Select meeting languages
Select participants
Invitations are emailed to participants automatically
On the mobile app
Go to your dashboard
Select Schedule
Add meeting title
Select the date and time
Select meeting languages
Select participants
Invitations are emailed to participants automatically
Podcasts and webinars are the exception: both can be joined from mobile, but must be hosted from the web app.
You can also choose the meeting’s languages on the pre-meeting screen when you start the scheduled meeting.
Where the meeting controls are
Meeting Interface
On the web app
- Top Centre Record, Whiteboard and Smart Recap
- Top Right Meeting timer, meeting ID with copy button, and Layout
- Bottom Left Microphone and camera, each with a device menu
- Bottom Centre VoiceBridge, Live Translation, Universal Captions (CC), virtual backgrounds, screen share, raise hand and leave meeting
- Bottom Right Languages, meeting information, multilingual chat, participants and settings
On the mobile app
- Top Bar Microphone, camera and virtual backgrounds
- Main Bar Live Translation, Universal Captions, VoiceBridge, and multilingual chat
- Bottom Bar Host Control, participants, meeting info, smart recap, whiteboard, screen share, raise hand, and record
- Bottom Right End meeting
How to set your AI preferences
Your AI preferences control how translation behaves across every Qordenate feature. Go to Settings → AI Preferences.
My Language
Your default language, used for translated audio and captions when you join a meeting
Participants’ Languages
Language for participants, used for translated audio and captions when participants join your meeting; your language is always included
Gender Preference
Male or Female, informing the AI translation voice applied to your speech and to VoiceBridge
Voices
Your preset voice personas for VoiceBridge. Select the play icon to preview a persona, then select it to apply
Managing your profile
From settings you can update:
- Profile information and display name
- Default language preference
- Audio and video device settings
- Account details and password
Adding and managing team members on Business, Scale and Enterprise
Business, Scale and Enterprise are seat-based. Each team member takes a seat on your billing account, gets their own login, and gets their own monthly AI hours.
Because the host’s plan covers everyone in the meeting, you only need seats for people who host meetings. Colleagues and clients who only attend can join without a seat.
The number of seats is selected when you buy the subscription. Business supports up to 20 seats and Scale up to 50. Enterprise seat counts are agreed with your account team. Basic, Pro and the Language Pass are single-user.
Team Member Assignment Flow
The account administrator opens Settings → Team Management and assigns users to the available seats
The administrator adds each user by email address and creates a password for each user
The user receives an invitation email
The user is added to the plan as soon as the administrator creates their account. The administrator shares the login credentials privately, and users can change their password afterwards
Once added, members have full access to the plan’s features under their own account, including their own AI hours. The administrator decides how many AI hours to allocate to each user under the plan.
Points to note
- Seats are purchased, not simply invited. Adding a member beyond your seat count increases your subscription
- Removing a member frees the seat for reassignment to someone else
- Only the account administrator can add or remove members
Working with external clients rather than colleagues? See Meeting clients who speak another language.
Managing notifications and meeting alerts
Qordenate can alert you about meeting reminders, scheduling notifications, invitation alerts and email notifications.
On mobile, allow notifications when your phone prompts you during setup. If you skipped that prompt, enable Qordenate notifications in your device settings. You can disable/enable push notifications sound during a meeting.
Frequently asked questions
Can I change my language during a meeting? Yes. Select Languages in the meeting controls and choose another of the meeting’s languages. Hosts and participants can both do this.
Who decides which languages a meeting runs in? The host, on the pre-meeting screen, up to the plan’s languages-per-meeting limit. Each participant then picks their own language from that set.
Can a guest use live translation? Yes, if the host is on Pro, Business, Scale or Enterprise. If the host is using a Language Pass or Basic, guests get basic meeting features only.
How many people can I add to my plan? Business supports up to 20 seats and Scale up to 50. Basic, Pro and the Language Pass are single-user. Enterprise is custom.
Do people who only attend need a seat? No. Seats are for people who host. The host’s plan covers everyone else in the meeting.
Do team members get their own AI hours? Yes. Each seat has its own allocation, and the administrator decides how the monthly hours are distributed across users.