Accessible Meeting Apps

by

What is a meeting app?

A meeting app is a software application designed to facilitate virtual meetings and collaborations between individuals or groups who are in different locations. Meeting apps typically include features such as video conferencing, screen sharing, file sharing, chat, and other collaboration tools that enable participants to communicate and work together in real time. Some popular meeting apps include Zoom, Microsoft Teams, Google Meet, Skype, and GoToMeeting. These apps have become increasingly popular in recent years, especially in light of the COVID-19 pandemic, which has forced many people to work and collaborate remotely.

 

What is an accessible meeting app?

In this article, I will specifically look at accessible meeting apps. An accessible meeting app is one that provides an inclusive and barrier-free meeting experience for all users, regardless of their abilities or disabilities.

 

If the last paragraph confused you somewhat, don’t fear; I will explain. An accessible meeting app is a software application that is designed to be inclusive and usable by individuals with disabilities. An accessible meeting app typically includes features and functionality that accommodate the needs of users with various disabilities, such as visual, auditory, or motor impairments.

 

For example, an accessible meeting app may provide closed captioning or live transcription to help individuals who are deaf or hard of hearing follow the conversation. The app may also be designed to be compatible with screen readers, which provide text-to-speech output for users with visual impairments.

 

In addition to these features, an accessible meeting app may also be designed to be navigable using assistive technologies, such as keyboard-only navigation or voice commands, to assist users who have difficulty using a mouse or touchscreen.

 

IMPORTANT NOTE:

Disclaimer: Please note that the information provided in this blog post is intended to serve as a guide for accessible meeting applications. However, it is important to note that this is by no means an exhaustive list of all available options. The world of technology is constantly evolving, and new applications are being developed all the time. Therefore, I cannot guarantee the accuracy, completeness, or suitability of the information provided in this post. It is always recommended to do your own research and due diligence when selecting a meeting application that meets your specific needs and requirements. I do not endorse or promote any specific meeting application mentioned in this post, and I cannot be held responsible for any decisions made based on the information provided.

 

GoTo Meeting

Summary

No blind friendly windows accessible app. Works perfectly fine if you use the web app though. The Android and iOS version is also screen reader friendly.

Short Introduction

GoTo Meeting is a web-hosted service created and marketed by LogMeIn. It is an online meeting, desktop sharing, and video conferencing software package that enables the user to meet with other computer users, customers, clients or colleagues via the Internet in real time.

 

Features

  • High quality video and audio
  • 10 to 250 participant limit (depending on plan)
  • Screen sharing
  • Conference recording
  • Works with iOS and Android devices
  • Advanced features, like polling and annotating

 

GoTo Meeting Security

GoTo Meeting uses robust encryption mechanisms and protocols designed to ensure the confidentiality, integrity, and authenticity for data that is transmitted between the GoTo infrastructure and users, and data stored within the GoTo systems on behalf of its users for cloud recordings, transcriptions, and meeting notes.

 

Other Comments

Only very basic information was requested from me and once registered, I received the obligatory e-mail welcoming me and informing me how to get started.

Initially it took me a few minutes to orientate myself using the web app however, it is certainly usable.
The iOS version was a pleasure to use and I had no difficulty signing in, starting a meeting, muting and unmuting myself or to invite participants.

GoTo Meeting Plans and Pricing

GoTo Meeting offers three pricing plans: Professional, Business, and Enterprise.

 

  • The Professional plan comes in at $12 per organizer per month and allows up to 150 participants in a given meeting. This plan features all the standard video conference features you’d expect, like screen sharing, without the frills of the more expensive plans.
  • The Business plan is a bit more robust, costing $16 per organizer per month and allowing up to 250 participants. This plan gives you access to a few additional features, including note taking and drawing tools. More specifically, the mobile app version of this plan gives you unlimited cloud recording to look back on meetings when you need to.
  • The Enterprise plan is specifically reserved for larger businesses with serious video conferencing needs. With no listed price, you’ll have to call to get a quote for your business, but the plan allows for up to 3,000 participants, so it’s safe to say it’ll be on the more expensive side. Onboarding and training are also included with this plan, and you’re assigned a customer success manager to help you get acclimated.

 

Links

 

Advantages

  • Accessible for blind participants using screen readers on Apple’s iOS, using the app and Microsoft’s Windows operating system, using the web app.
  • It is an accessible platform for signing deaf people if no active participation is required, as long as sign language interpretation is provided.

 

Disadvantages

  • The Microsoft Windows and Google Android app is 100% inaccessible to the blind.
  • When using a screen reader, the chat box function is distracting as every comment is read out. However, this can be remedied by adjusting your screen reader’s verbosity settings.
  • A separate link is needed to stream live captions, which is sent via the chat box. Captioning needs to be ordered separately for hard of hearing participants through a third-party service. For signing deaf people, there is no possibility to see everyone at the same time to communicate in sign language. devices.
  • The company is not committed to making their product accessible to all.
  • Requires a very strong internet connection.

 

Conclusion

GoTo Meeting is somewhat accessible but, certainly not my first choice for accessible meetings. It is regretable, judging from the writing style and tone in their help pages, that accessibility is not very high on their agenda.

If you are an organisation, thinking of using their services and you have employees or customers with accessibility needs, I would not recommend using any of their products as you will be doing a disservice to your brand, your employees and/or customers.

 

RingCentral Video

Summary

An excellent choice, very accessible, friendly UI, however, not available outside the USA, Canada and a few other selected locations.  I have an account and I love its intuitive layout and fully accessible interface.

 

Short Introduction

The RingCentral app provides access to two distinct platforms: Video Pro and Office. While RingCentral Office is a comprehensive unified communications tool, we’ll focus on RingCentral Video Pro – the video conferencing solution that competes with established players in the market.

Born in April 2020, the RingCentral Video Pro product is an impressive solution that provides a comprehensive interface, a robust free plan, and no time limits. Although they entered the market a little late, months after the pandemic spurred the widespread use of video conferencing apps, RingCentral has established itself as a worthy competitor to popular options like Zoom and Google Meet. If you’re looking for a feature-rich and free video conferencing solution, RingCentral is definitely worth considering.

 

Features

  • High quality video and audio
  • 100-200 participant limit (depending on plan)
  • Integrations with Google Workplace and Microsoft 365
  • No app required, browser access
  • Works with iOS and Android devices
  • Team and direct messaging functionality
  • Join a meeting from your desktop app, web browser, or mobile app.
  • Schedule meetings for yourself or others from the RingCentral app or your Google or Outlook calendar using RingCentral calendar add-ins.
  • Switch between desktop and mobile devices during a live meeting.
  • Switch from a phone call to a meeting and share your screen with a click of a button.
  • Start and share meeting recordings.
  • Chat with other participants publicly or privately.
  • Use Virtual Backgrounds in your meetings including static and animated backgrounds, as well as your own custom backgrounds.
  • Turn on closed captions for your meetings.
  • Protect your meetings with security settings such as password-protected meetings, waiting rooms, End-to-end encryption, and more.
  • Use RingCentral Rooms to connect to your video meeting using third-party meeting hardware made by Cisco, Poly, Lifesize, etc.
  • Create and manage breakout rooms to provide opportunities for smaller group sessions in your meetings.
  • Encourage engagement with nonverbal participant reactions like setting a status or sharing an emoji reaction.
  • Join meetings from other video conferencing platforms. Connect your Outlook or Google calendar with the RingCentral app to join meetings from the following platforms:
  • Zoom
  • Microsoft Teams
  • WebEx
  • JoinMe
  • UberConference
  • GoToWebinar
  • GoToMeeting
  • BlueJeans

 

RingCentral Security

RingCentral takes a multi-faceted approach to security, including measures such as physical security, network security, data encryption, toll fraud prevention, incident response, data protection, operations security, supplier management, secure data handling, and the software development cycle. To ensure the effectiveness of their security measures, they also conduct regular penetration testing.  Read more on RingCentral’s security practices on their website.

 

Other comments

This is my personal favorite app for holding meetings due to its accessibility and rich feature set.  However, due to the fact that the service is not available globally, I cannot recommend it to all my brothers and sisters from Africa and the rest of the excluded world.

 

RingCentral Plans and Pricing

  • Paid plans from $11.99 per month if paid annually or $14.99 if paid monthly
  • Generous free plan available

 

Links

 

Advantages

  • Great free version
  • No app required, works on browser too
  • Integrates with Microsoft 365 and Google Workplace

 

Disadvantages

  • No analytics or single sign-on with free plan
  • Less suitable for larger companies
  • Lacks advanced project management tools

 

Conclusion

If you are based in the US, Canada, Australia or any of the supported countries where RingCentral operates, I cannot recommend the RingCentral Video service enough.  Accessible, excellent features set, stability, security and continuous innovation; just a few hallmarks of the product and company.

 

WebEx Meetings

Summary

A solid choice with accessibility baked in the entire product and globally available. However, my tests did not give me the results that I expected and for now, Webex is just another option.

 

Short Introduction

Cisco Webex products provide capabilities including online meetings, team messaging and file sharing. The suite is considered a leading collaboration platform in the unified communications area and is geared toward both small group collaboration for SMBs as well as large group meetings for enterprise-wide deployments.

Users can join video conferences from a desktop or mobile app. A web version of Webex is available as well — although more features are available on the other versions. Users can also share files and participate in team messaging features. The service is supported by both Cisco Webex Meetings and Webex Teams apps.

Cisco’s Webex Meetings is a cloud-based web and video conferencing service that enables real-time collaboration among global and virtual teams using mobile devices and standards-based video systems.

 

Features

  • High quality video and audio
  • 100 to 1000 participant limit (depending on plan)
  • Screen sharing
  • Conference recording
  • Customizable video layouts
  • Works with iOS and Android devices
  • Advanced features, like polling and annotating
  • Meeting broadcasting

 

Webex Meetings can be integrated with Slack and Microsoft Teams, enabling users to start or join Webex video meetings directly from these platforms. It also offers calendar integrations with Outlook, Office 365, and Google Calendar, as well as integration with IBM Connections and Microsoft OneDrive for file sharing.

Users can create personalized rooms and schedule meetings, as well as hold impromptu meetings in open rooms. They can also schedule meetings from Webex Teams, join Webex meetings from Teams, or continue conversations in Teams after a meeting has ended.

In addition, Webex Meetings supports large-scale events such as webinars and virtual training. Webex Events allows for interactive webinars and events for up to 3,000 attendees, while Webex Training enables live or on-demand training sessions with testing and automated grading for over 1,000 participants. Webex Webcasting supports large-scale virtual events for more than 40,000 participants.

Webex Meetings also offers a customer service offering called Webex Support, which provides capabilities such as live chat, video conferencing, remote desktop control, and automatic queuing and routing.

 

The following features are geared specifically to address inclusivity and accessibility for users:

  • Keyboard accessibility. – Use your keyboard to navigate through Webex or set up keyboard shortcuts to access various features.
  • Screen reader support. – Webex supports the use of screen readers and is also committed to the continuous expansion of compatibility with screen reader features.
  • Closed captioning. – Easily follow along in a meeting with real-time closed captioning on screen.
  • Font & icons. – Choose high contrast settings so that it’s easier to view the text and icons in Webex.
  • Integrate interpreters. – Assign interpreters (including sign language) to a meeting, and easily customize a view for deaf & hard-of-hearing users to ensure the interpreter video is always visible.
  • Automated transcripts. – Get written transcriptions of your full meeting, complete with clearly labeled speakers, so you never miss a detail.
  • Custom layouts. – Choose your own view by customizing your video layouts to best suit your needs.
  • – Express yourself in more ways during your meeting. Use on-screen emojis by simply gesturing with your hands.

 

Webex security

Webex Meetings encrypts sensitive data at rest and encrypts all media streams during sessions. End-to-end encryption is optional for customers. Webex Meetings also has ISO 27001, SSAE-16 and SOC 2 Type 2 certifications. Webex Meetings is also certified with the Federal Risk and Authorization Program, or FedRAMP, for government organizations.

Webex Teams offers end-to-end messaging encryption with user-held keys, which provides an added layer of security by enabling customers to control access to message stores. Webex Teams also has SOC 2 Type 1 and ISO 27001 certifications.

 

Webex plans and pricing

Cisco Webex has five different versions at different price points.

  • A free version is available, where users can host up to 100 participants on calls, 1 GBof cloud storage and each call is limited to 50 minutes.
  • The starter version is the cheapest non-free variant, at $13.50 per month, per user. Storage is upgraded to 5 GB, and calls limits are now increased to 24 hours. This version also includes more features such as call recordings and integrations with other apps (such as Microsoft Outlook and PowerPoint).
  • The plus version costs $17.95 per month, per user. Participant capacity increases from 50 to 100 in this version. In addition, 24/7 technical support is also available.
  • The business version is priced at $26.95. Storage is upgraded to 10 GB, and participants per meeting are also increased up to 200.
  • The enterprise plan is a customizable plan for businesses. It offers up to 100,000 participants per meeting and unlimited cloud storage.

 

Links

 

Advantages

  • Voice options from phone or computer audio, HD video.
  • Users can join calls on multiple devices, and can switch devices mid-call.
  • Users can share various files among participants, and content sharing extensions are available for web use.
  • Annotation tools are available.
  • Calls can be recorded.
  • Chat and screen share features are available.
  • Screens can be controlled remotely.
  • Added security features.
  • Integrates with applications such as Cisco and Microsoft Teams.

 

Disadvantage’s

  • Cost is higher in comparison to Microsoft Teams and Zoom.
  • Some users may find the menu system and UX hard to navigate intuitively.
  • Glitches with audio have been experienced for non-Webex users when connecting to audio.
  • Some have also found it difficult to migrate from legacy Webex systems.

 

Conclusion

Given the continuous progress and the association with Cisco, I am optimistic that the challenges I have encountered will be addressed in the future. It is important to note the remarkable array of accessibility features that should not be overlooked. I encourage you to try it out and see for yourself. Who knows, you might have a more positive experience.

 

Zoom

Summary

If you require exceptional accessibility options for the deaf, totally blind, and partially sighted, Zoom is an excellent option. The program offers comprehensive documentation, an abundance of helpful keyboard shortcuts, and fully accessible applications for all major operating systems, as well as a stable web application. Moreover, the company consistently exhibits its dedication to upholding a high standard of accessibility across its product line. The sole drawback is that certain products may be costly, particularly for individuals working within the disability and NPO sector in South Africa.

 

Short Introduction

Zoom Cloud Meetings (commonly shortened to Zoom) is a proprietary video teleconferencing software program developed by Zoom Video Communications. The free plan allows up to 100 concurrent participants, with a 40-minute time restriction. Users have the option to upgrade by subscribing to a paid plan. The highest plan supports up to 1,000 concurrent participants for meetings lasting up to 30 hours.

During the COVID-19 pandemic, there was a major increase in the use of Zoom for remote work, distance education and online social relations. In the organisation that I work for, we relied heavily on Zoom in order to perform many functions, that otherwise, would not have been possible for us.

The increase led to Zoom being the 5th most downloaded mobile app worldwide in 2020 at 477 million downloads, according to Forbes

Zoom is compatible with Windows, macOS, iOS, Android, Chrome OS, and Linux. It is noted for its simple interface and usability, regardless of technological expertise.

 

Features

Features include one-on-one meetings, group video conferences, screen sharing, plugins, browser extensions, and the ability to record meetings and have them automatically transcribed.

On some computers and operating systems, users are able to select a virtual background, which can be downloaded from different sites, to use as a backdrop behind themselves.

Use of the platform is free for video conferences of up to 100 participants at once, with a 40-minute time limit if there are more than two participants. For longer or larger conferences with more features, paid subscriptions are available, costing $15–20 per month. Features geared towards business conferences, such as Zoom Rooms, are available for $50–100 per month. Up to 49 people can be seen on a desktop or laptop screen at once, up to 4 people per screen in iPhone and Android mobile phones and tablet computers, and up to 16 people per screen on iPad. Zoom has several tiers: Basic, Pro, Business, and Enterprise.

Participants do not have to download the app if they are using Google Chrome or Firefox; they can click on a link and join from the browser. Users have to download the software in tablet computers and mobile phones with Android and iOS.

Zoom also offers a transcription service using Otter.ai software that allows businesses to store transcriptions of the Zoom meetings online and search them, including separating and labeling different speakers.

In September 2020, Zoom added new accessibility features to make the app easier to use for those who are deaf, hard of hearing, or visually impaired. New features include the ability to move around video windows in gallery view, pin video windows to be spotlighted; improved keyboard shortcuts; new tools to adjust the size of closed captioning text; and sign language interpreters’ windows can now sit directly next to the speaker.

In August 2021, Zoom launched a new Focus mode. When active, the mode will hide participants’ screens from each other while the host retains the ability to see everyone’s camera stream or screen share. The feature is available across all Zoom accounts, including free ones.

 

Zoom Security

Zoom security features include password-protected meetings, user authentication, waiting rooms, locked meetings, disabling participant screen sharing, randomly generated IDs, and the ability for the host to remove disruptive attendees.

As of June 2020, Zoom began offering end-to-end encryption to business and enterprise users, with AES 256 GCM encryption enabled for all users.

In October 2020, Zoom added end-to-end encryption for free and paid users. It’s available on all platforms, except for the official Zoom web client.

 

Zoom Plans and Pricing

Zoom’s flagship offering is now Zoom One, which combines Zoom Meetings, Team Chat, and Zoom Phone – the company’s VoIP phone product. There are five Zoom pricing plans available, including Basic (free), Pro, Business, Business Plus, and Enterprise.

 

  • With the Basic plan, which is free, users can host meetings at no cost – but meetings can’t exceed 40 minutes. The plan also includes Team Chat and a whiteboard for collaboration.
  • For the Pro plan, which costs $14.99 per host per month (with a maximum of nine hosts), users can have up to 100 participants in meetings. The plan offers base-level business features such as admin feature controls, user management, and 1GB of cloud storage for recordings.
  • The Business plan, which starts at $19.99 per host per month and requires a minimum of ten hosts, allows up to 300 participants in meetings. In addition to the features available in the Pro plan, the Business plan offers single sign-on, company-branded videos, and an admin dashboard for easier access.
  • Zoom’s Business Plus plan, priced at $25 per host per month, has the same participant limit as the Business plan, but comes with 10 GB of cloud recording, automated translated captions, and additional Zoom Phone services.
  • The Enterprise plan, with pricing available by contacting the Zoom team, allows up to 500 participants in meetings, includes unlimited recording storage, and provides access to a dedicated customer success manager to help businesses with any problems they might encounter.

 

Links

 

Advantages

  • Captions can be embedded in the video, although some people may prefer to have a link to stream text to be able to move it around.
  • Accessible for signing deaf users (small and large groups) as everyone can see each other.
  • This is a good option for an interactive meeting that requires output from deaf people using sign language.
  • Works well for hard of hearing people if live captioning is provided.
  • Works well for blind moderators and participants using screen readers, except for reviewing something that another person is sharing from their screen.
  • Zoom buttons are easier to understand and use since they are larger and have icons.
  • Keyboard-only navigation enabled.
  • Good audio and picture quality.
  • Anyone with an invitation can join a Zoom call. You do not need a Zoom account.
  • Does not require a mobile or desktop app download for attendees. Users can use this platform through a web browser if prefered.
  • Users can change their background, although this can sometimes wash out the presenter’s face.
  • Supports up to 1000 participants at an extra cost.
  • There is a chat messaging function.
  • Can be broadcasted on YouTube and Facebook live.

 

Disadvantages

  • It is difficult to see the captions while using or interpreting in sign language.
  • Captioning needs to be ordered separately for hard of hearing participants through a third-party service.
  • Closed captions must be enabled in meetings settings before the meeting starts.
  • Embedded captions appear with a delay on screen creating an additional barrier.
  • There is no option for captions to use either a few words or full captions on the screen.
  • Automated captions are not yet available. When they are available, this feature should not replace professional captioning since it is not fully accurate.
  • In recordings, the captions are not recorded if in a separate box.
  • For blind people using screen readers, it is difficult to review something that another person is sharing from their screen as the presentation is usually rendered in an inaccessible graphical format.
  • For blind people using screen readers there are some challenges with using the chat box. For example, the screen reader starts reading the chat, and then cannot access other functions, such as unmute, so delays participation.
  • Without the assistance of an interpreter-guide, Zoom is not accessible to many persons with deafblindness, including barriers in accessing the Q&A function or chat boxes.
  • If used, the password requirement can add another level of inaccessibility for some users.
  • A good internet connection is required, although calling in sometimes can assist with this.

 

Conclusion

Zoom is probably the most widely used video and voice chat service used by the deaf, blind and visually impaired community globally. With their ongoing commitment to constantly improve on accessibility of all their products, it is really difficult to find fault with the service.

 

The only issue, as mentioned right at the beginning, is the pricing model, especially for those of us operating in lower-income environments, i.e. Africa.

 

Finally, if, as a person with a disability, you are struggling with any of their apps or would like to provide accessibility feedback, report an issue, or request accessibility support, please email access@zoom.us.

Related Posts

Sharing is caring:

Share on LinkedIn Share on WhatsApp Share on Reddit

Leave a Comment