How to Integrate Video Conferencing in Your Business in Your App & Website

When it comes to building a brand, many people immediately think of colors, logos, and fonts. However, these visual elements alone do not make your brand truly memorable or captivating for your customers. 

In fact, your brand encompasses the entire customer experience, from the moment they first encounter your name to their most recent purchase. It is this customer experience that ultimately defines your brand’s identity and impact. Don’t just take our word for it; the data speaks volumes. 

According to Forrester, companies that excel in customer experience outperform their competitors by a staggering 80%. Moreover, a remarkable 90% of customers trust a company when its service is rated as “very good.”

So, the question arises: how can you enhance the customer experience and establish a stronger brand presence? The answer lies in making your customers’ lives easier. 

In today’s digitally connected era, one effective way to achieve this is by seamlessly integrating video conferencing directly within your website or app. By doing so, you empower your customers with a powerful tool that streamlines communication and provides a remarkable, hassle-free experience.

Remember, your brand is not just about superficial aesthetics; it’s about crafting an exceptional customer journey. Let’s explore the benefits of integrating video conferencing and discover how it can transform your customer experience for the better.

What is Video Conferencing?

Video conferencing is a powerful communication tool that’s shaping the way businesses operate in the 21st century. At its heart, video conferencing technology uses internet connectivity to enable real-time visual and audio communication between individuals or groups, regardless of their physical location.

The reach of video conferencing extends beyond simple communication. It creates an environment that closely mimics in-person interactions, making it an effective solution for many business needs. Here are some core features that make video conferencing so impactful:

• Virtual face-to-face meetings: Despite geographic distance, video conferencing enables direct, person-to-person communication, fostering stronger relationships and more efficient conversations.
• Screen sharing: This feature allows one user to share their screen with others in the meeting, aiding in presentations, demonstrations, and collaborative tasks.
• Live chat: Participants can send text messages during the meeting for side conversations, clarifying points, or sharing links and resources without interrupting the main discussion.
• Virtual whiteboards: A digital workspace where participants can sketch, write, and collaborate in real-time, mimicking the experience of brainstorming on a physical whiteboard.
• Recording capabilities: The option to record meetings helps in revisiting key points, assists those who couldn’t attend, and maintains a record for transparency.

Beyond these, video conferencing solutions often include other functionalities like background blurring or replacement, AI noise suppression, live captions, breakout rooms, and polling. These features further enhance the experience, making meetings more productive and engaging.

In essence, video conferencing transcends the barriers of traditional communication methods. It enables seamless collaboration, fosters team cohesion, and enhances productivity by offering a platform where ideas can be shared freely, decisions can be made promptly, and everyone has a voice.

Why Add Video Conferencing to Your Website or App?

Video marketing has become pervasive in today’s digital landscape, but what is the urgency of incorporating video conferencing and other video features into your existing website or application? Let’s explore the reasons behind adding video conferencing functionality and its three basic use cases for your platform:

1. Facilitating Real-time Two-way Communication

In the current consumer landscape, customers expect responsive and immediate answers from the brands they interact with. According to a recent study by HubSpot, 90% of customers anticipate a response within 10 minutes, or they may seek alternatives. By integrating video conferencing into your website, you can provide customers with a real-time and immediate means of interaction.

Two-way virtual communication enhances the customer experience in several ways:

• Eliminating misunderstandings and improving comprehension of customers’ needs and pain points, thereby enhancing their engagement and likelihood of making purchases.
• Fostering better human connections with customers, fostering trust and loyalty.
• Providing a platform for educating customers about your brand’s values, products, and services. Face-to-face interaction via video conferencing can have a persuasive impact on customers, making it harder to decline offers compared to other forms of communication.

2. Enabling Digital Events to Assist Your Marketing Efforts

You can host various virtual events directly on your platform by incorporating video conferencing functionality into your website. 

These events can range from webinars and digital product launches to keynotes and even complete digital conferences and trade shows.

Branded digital events offer integrated real-time experiences for customers, clients, and internal stakeholders. 

You can leverage video conferencing to host smaller events like product demos, share client testimonials, or present case studies. Such events deepen engagement, create a sense of community, and effectively showcase your offerings.

3. Improving Internal Communications

Adding video conferencing to your website, application, or platform also yields tangible benefits for your internal stakeholders, especially if you have remote workers in your team—a growing trend in today’s workplace. Video conferencing fosters a greater connection among remote team members than email or phone-based communications.

With video conferencing, communication becomes more accurate, as visual cues like facial expressions and body language complement voice communication, reducing misunderstandings. This leads to improved morale, productivity, and cohesion within the team.

By embracing video conferencing, you can enhance customer interactions, elevate your marketing efforts through engaging digital events, and improve internal communication among your team members. 

What is the Need for Integrating Video Conferencing?

The importance of video conferencing technology is underscored by its market value and growth rate. As per a report by Valuates, the video conferencing market was valued at $4.56 billion in 2020. It’s predicted to nearly double to reach a value of $7.73 billion by the end of 2027. 

This considerable growth has attracted a wide array of stakeholders. Developers, small businesses, and even large corporations are investing heavily in this promising technology, aiming to leverage its extensive benefits.

Now, let’s check out the need for integration.

Streamlining Workflows

The first notable benefit of integration is workflow efficiency. Imagine your team working on a project management platform and needing to discuss progress. Without integrated video conferencing, they’d have to switch applications, possibly going through several steps to start a meeting. This switching can be disruptive and time-consuming.

On the other hand, with integrated video conferencing, they can start a meeting directly from their work interface with a simple click. There’s no need to navigate away or lose context of their work. This reduction of friction points can significantly enhance productivity.

Enhancing User Experience

Integration isn’t just about improving efficiency; it’s also crucial for enhancing user experience. The inclusion of well-integrated video conferencing in your platform eliminates the need for users to bounce between multiple applications. This eases the stress often associated with managing several different tools.

In an integrated system, users gain seamless access to video meetings directly from their workflow. They don’t need to worry about keeping track of separate meeting links or switching contexts. Everything is available at their fingertips, right where they need it.

Such a user-friendly approach has several benefits. It can help keep teams focused by minimizing distractions. It can also increase engagement by simplifying the process of joining meetings. 

Overall, a seamless user experience can greatly contribute to a more productive and harmonious work environment.

Facilitating Collaboration

Integration also paves the way for better collaboration. With video conferencing tools incorporated into platforms where work happens, data and context can be easily shared. 

Whether it’s discussing a document in real time, brainstorming on a digital whiteboard, or collaboratively editing a design, integration helps make collaboration more intuitive and effective.

In summary, the integration of video conferencing is becoming a necessity for businesses seeking to boost efficiency, enhance user experience, and foster collaboration. 

As the market continues to grow, these integrated solutions are set to play a defining role in shaping the future of work.

Building a Video Conferencing App from Scratch: Overcoming Key Challenges

Planning to develop a real-time video conferencing app? There are inevitable challenges that need to be carefully addressed during the process. Let’s explore these challenges in more detail:

Extended Development Time

Creating a video conferencing app from scratch involves uncertainties regarding the time duration. It is difficult to provide an exact timeline due to various factors such as resource availability, infrastructure requirements, and technological complexities. 

Additionally, the development process typically goes through several iterations before reaching the final version.

Each iteration involves coding, testing, and refining the app’s features and functionalities. This meticulous approach ensures a high-quality and robust application but can prolong the overall development time.

Complexities in Operations Management

Embarking on the development of an Android chat solution from scratch brings forth complexities in operational management. As the app developer, you bear the responsibility of deploying and efficiently managing the entire infrastructure until the app is ready to be launched in the market.

This includes setting up the necessary servers, ensuring seamless connectivity, and monitoring the performance and scalability of the app. It requires a comprehensive understanding of server architecture, networking protocols, and server administration skills.

Effective operations management is crucial to deliver users a smooth and reliable video conferencing experience.

Security Concerns

Developing an application from scratch demands a meticulous approach to address security requirements. In the case of a video conferencing app, security is of utmost importance as it involves the transmission of sensitive audio and video data.

To ensure the protection of user information, it is necessary to implement robust encryption protocols, secure data storage practices, and stringent access controls. The app must comply with industry regulations and privacy standards to safeguard user data and maintain user trust.

Conducting thorough security audits and testing throughout the development process is vital to identify and address any potential vulnerabilities.

While there may be various challenges throughout the development journey, the aforementioned issues are particularly critical when creating a video conferencing app from scratch.

By recognizing and effectively tackling these challenges, you can build a robust and secure video conferencing solution that meets the needs of your users.

The investment of time, effort, and expertise in overcoming these challenges will result in a high-quality app that delivers an exceptional video conferencing experience.

How to Integrate Video Conferencing into Your Website

Now that you understand the benefits of video conferencing, the next step is to add video chat capabilities to your website. Here is a step-by-step guide to help you find and implement the right video conferencing solution for your business:

Step 1: Determine Your Requirements

Before integrating video conferencing into your website, it’s crucial to define your specific requirements for the video chat functionality. Consider the following key considerations:

Video Conferencing Purpose

Clearly define the purpose behind incorporating video conferencing into your website. Determine whether it is for general customer support, online sales, remote consultations, or a combination. 

Understanding the primary use cases will help you select a video chat solution catering to your needs.

Usage Volume

Consider the size of your customer support teams and the number of agents available to handle customer video calls. Evaluate the expected volume of video chat requests once the solution is integrated. 

These figures will impact the training and implementation process, as well as the scalability requirements and pricing plans offered by video chat providers.

Integrations

Assess if the chosen video conferencing software is compatible with any existing platforms, systems, or CRM channels you have in place. 

Seamless integration with your current technology stack will make the implementation process smoother and help provide your customers with a cohesive and consistent experience. 

Decide whether you want to integrate video conferencing into your app, social media channels, or other relevant platforms alongside your website.

Additional Features

Consider whether you desire any specific additional features in your video conferencing experience. 

Determine if you need a basic, straightforward video conferencing solution or want to invest in a more advanced platform with extra capabilities such as co-browsing, screen sharing, on-demand and scheduled video calls, or other interactive features. 

Identifying these requirements will help you select the right solution that aligns with your goals.

Office Space

Evaluate how many agents you will need to handle customer video chats and whether you have sufficient office space to accommodate them. 

Consider if you can position your team to avoid any distractions or unwanted appearances in the background during video calls. 

If not, you may need a video chat solution that supports virtual backgrounds or blurring to ensure a professional and distraction-free environment.

Scalability

Assess whether your video chat needs are expected to grow or change in the future. 

Determine if you require a video chat provider that can accommodate different user demands and scale your plan up or down as required. 

It is essential to select a solution that can seamlessly adapt to your evolving needs without significant disruptions.

Security

Determine the security and data protection measures required for your video chat usage. 

Depending on your industry or region, you may need to comply with specific regulations such as the California Consumer Privacy Act (CCPA) in the United States or the General Data Protection Regulation (GDPR) in the European Union. 

Prioritize a video chat solution that provides robust security features and adheres to the necessary compliance standards to protect your customers’ data.

Step 2: Find the Right Video Chat Provider

Now that you have defined your requirements for a video conferencing solution, it’s time to find a video chat provider that can cater to them. This step involves conducting market research and exploring the available options to identify a solution that best aligns with your needs and goals. 

Consider the following factors when evaluating potential video chat providers:

Reputation and Reliability

Ensure that your chosen video chat provider has a solid reputation and a track record of providing reliable service. Conduct research and read customer testimonials to gauge their performance and reliability. 

Look for evidence of successful implementations and satisfied clients, such as customer case studies that showcase the provider’s capabilities.

Customer Support

Assess the level of customer support provided by each video chat provider before making a decision. A responsive support system is essential for quickly resolving any technical issues or concerns that may arise during the deployment or usage of a video chat platform. 

Look for providers that offer a dedicated Customer Success team and 24/7 service level agreement (SLA) support to ensure you receive prompt assistance when needed.

Pricing

Consider the cost of implementing video customer support and determine your budget. Decide which pricing model and payment schedule would work best for your business, then search for a provider that can accommodate your financial needs. 

Some providers offer free-trial periods, allowing you to test their platform and video chat software before committing to a paid plan. This can be a valuable opportunity to evaluate the solution and make an informed decision, especially when choosing between different options.

Future Development

Research the commitment of potential providers to innovation and continuous improvement. Check if they regularly release product updates and introduce new features to enhance the video chat experience. 

Staying updated with the latest technologies and trends ensures that your website’s video chat functionality remains competitive and offers an optimal user experience. 

Look for providers that demonstrate a forward-thinking approach to ensure their solution’s long-term relevance and growth.

Step 3: Configure Your Video Chat Preferences

Once you have signed up with your chosen video conferencing provider, you will gain access to a console or settings page where you can configure your video chat preferences. 

Follow these steps to customize your video chat settings according to your brand and business needs:

Agent/Customer Controls

Take advantage of enhanced agent controls to manage agent and customer interactions during video chat sessions. These controls allow you to determine whether agents have the authority to turn customers’ cameras or microphones on or off. This flexibility allows you to customize interactions to suit specific needs and contexts.

Additionally, you can set whether customers have control over their own cameras or microphones, fostering a sense of security and comfort during video interactions. 

Furthermore, these settings enable agents to invite external experts to join the call if necessary. In this way, you can create a tailored and secure video chat environment.

Branding and Customization

Utilize a flexible widget editor to customize your video chat widget and interface. Align the design, colors, and branding elements with your website’s aesthetics to create a visually cohesive experience. 

This customization enhances your brand’s visibility, captures customer attention, and encourages more site visitors to initiate a video interaction.

Recording and Monitoring Options

Enhance your video conferencing services by utilizing monitoring and analytics capabilities. Take advantage of features such as video chat monitoring, video call recordings, and video chat transcripts. These tools enable you to monitor agent performance, assess the effectiveness of your video conferencing services, and gain valuable insights for continuous improvement.

Additional Features

Consider the range of additional features offered by your video chat provider. These features may include screen-sharing, cobrowsing, multiparty video chats, and virtual backgrounds or blurring options. 

Enable or disable these features based on your specific needs and your customers’ preferences. Offering these additional capabilities enhances the functionality and versatility of your video chat experience.

Step 4: Embed the Video Conferencing Code

After configuring your video chat preferences, you will receive a code snippet from your video conferencing provider. Follow these steps to integrate the video conferencing functionality into your website seamlessly:

Follow Provider Guidelines

Carefully follow the guidelines and instructions provided by your chosen video chat provider to execute this step. They will provide you with specific instructions on how to embed the code snippet into your website.

Determine Integration Scope

Decide whether you want video conferencing capabilities to be available throughout your entire website or only on specific site pages. Consider your use case and determine at which stage of the customer journey you want visitors to initiate a video call. This will help you determine where to embed the video conferencing code.

Seek Provider Assistance

While carrying out this step yourself is possible, it is often easier and more efficient to seek assistance from your video chat provider. 

Step 5: Monitor and Optimize Performance

Once you have integrated video conferencing functionality into your website, it is crucial to continuously monitor and optimize its performance to ensure long-term success and customer satisfaction. 

Follow these steps to manage and improve your video chat performance effectively:

Track Relevant Metrics

Monitor the following key metrics and video chat KPIs to evaluate the success of your video conferencing integration:

• Number of video calls
• Average Handling Time
• CSAT (Customer Satisfaction) score
• First Call Resolution Rate
• Conversion Rate
• Average Wait Time
• Abandonment Rate
• Website visitors to video interactions ratio

Tracking these metrics will provide insights into the effectiveness of your video chat implementation and help identify areas for improvement.

Leverage Reporting and Analytics Tools

Many video chat solutions offer reporting and analytics tools to assist you in this step. Utilize these tools to comprehensively understand your video chat performance and identify trends or patterns that require attention.

Analyze and Optimize

Regularly analyze the collected data and identify areas where performance can be optimized. 

For instance, if the Average Wait Time is too long, consider strategies to reduce it, such as increasing agent availability or implementing automated chatbots for initial customer interactions. 

Similarly, if the Conversion Rate is low, analyze the customer journey and identify potential pain points that can be addressed to improve the conversion rate.

Continuous Improvement

Implement a culture of continuous improvement by regularly reviewing and refining your video chat processes and strategies. 

Actively seek feedback from customers and agents to gain insights into their experiences and identify areas for enhancement. 

Stay updated with the latest industry trends and video chat technology advancements to ensure you leverage the most effective features and capabilities.

How to Integrate Video Conferencing Technology into Your Existing App

To incorporate video conferencing technology into your existing app, you will need to follow a step-by-step process. Here are the key components and the corresponding steps involved:

Components Required:

Video SDK Account Credentials:

• Obtain the necessary credentials to use the video conferencing SDK and its services that you want to integrate into your client app.

Server Application:

• Set up a server application that runs on your application server.
• The server application will utilize your third-party account credentials to grant access to video conferencing services.

Client Application:

• Develop the client application, which can be a mobile or web app.
• Utilize third-party SDKs to publish, capture, subscribe, and execute real-time communication (RTC) information.

Step-by-Step Process:

Creating a Room:

• The server application communicates with the Video SDK to create a meeting room.
• The SDK validates the provided credentials and generates a new room.
• The Video SDK responds with a Room SID, which is a unique identifier used in subsequent API requests.

Obtaining an Access Token for Client 1:

• Client 1 requests an access token from the application server through an HTTP request from the client app.
• The application server uses the Video SDK account credentials to generate a secure access token.
• Client 1 obtains the access token.

Client 1 Connecting to the Meeting Room:

• Client 1 connects to the meeting room using the Video SDK connect interface.
• Client 1 validates its access token.
• The Video SDK verifies the access token and establishes a signaling connection between the room and the client.
• Client 1 becomes a participant in the room and can subscribe to and/or publish media tracks from other participants.

Client 2 Connecting to the Meeting Room:

• Client 2 obtains an access token from the application server.
• Client 2 connects to the meeting room and becomes a participant.

It’s important to note that the provided steps outline a simple one-to-one communication use case. However, Video SDKs offer a range of features, including multi-user rooms, data tracks, screen sharing, recordings, and more.

By following these steps and leveraging the capabilities of Video SDKs, you can integrate video conferencing technology into your existing app and enable real-time communication for your users.

Best Video Conferencing APIs And SDKs For Businesses

Here’s a list of top-rated video conferencing API and SDK providers that offer quality solutions for businesses:

1. Apphitect

Apphitect offers a comprehensive video conferencing API and SDK solution for businesses. With their expertise in app development and communication technology, they provide robust and scalable video conferencing features.

Feature Highlights:

• Customizable User Interface
• Multi-platform Support (Web, iOS, Android)
• End-to-End Encryption for Security and Privacy
• Integration with Existing Apps and Systems
• 24/7 Technical Support

Company Details

• Year Founded: 2011
• Employees: 51-200
• Country: UAE & India
• Contact: sales@apphitect.com 

2. Enablex.io

Enablex.io is a Communication Platform as a Service (CPaaS) provider known for their crystal-clear audio and video calls. They offer customizable video conferencing features.

Feature Highlights:

• White Label Solutions
• Voice Broadcasting
• Video Call with recording capability
• Group Video Call

Company Details

• Year Founded: 2017
• Employees: 11-50
• Country: Singapore
• Contact: sales@vcloudx.com 

3. Videosdk.Live

Videosdk.Live allows you to add video calls to your app or website with minimal code. Their APIs offer customization options for audio and video calls with secure peer-to-peer connectivity.

Feature Highlights:

• HD RTMP streaming
• Recording of Audio & Video Calls
• Screen Sharing
• Group Video Call
• Cross-platform functioning

Company Details

• Year Founded: 2021
• Employees: 11-50
• Country: India & USA
• Contact: support@videosdk.live 

4. Eyeson.com

Eyeson.com offers APIs for building live video streaming platforms using WebRTC. Users can stream videos on Android, iOS, and web applications without the need for plugins.

Feature Highlights:

• Real-time Broadcasting
• Shared Screen
• Secure File Sharing
• Meeting Link
• Recording of Voice and Video Calls

Company Details

• Year Founded: 2010
• Employees: 11-50
• Country: Australia
• Contact: office@eyeson.com 

5. Twilio.com

Twilio.com provides real-time audio and video APIs for flawless video conferencing solutions. Users can enjoy group video calling, recording of video calls, shared screens, and file sharing.

Feature Highlights:

• End-to-End Encryption
• Group Video Calling
• Recording of Video Calls
• Shared Screens
• File Sharing

Company Details

• Year Founded: 2008
• Employees: 1000+
• Country: USA
• Contact: help@twilio.com 

Industry-Specific Use Cases of Video Conferencing Technology

Video conferencing technology is revolutionizing various sectors. Let’s look at how different industries are leveraging this technology:

CRM Integration

Integrating video conferencing with CRM tools is reshaping the sales industry. This integration allows the automatic connection of video calls with the relevant leads, increasing conversion probabilities.

The addition of video functionality simplifies the sales workflow and enhances customer relationships. Notably, it allows sales leaders to analyze vital sales calls, providing an opportunity to refine their strategies and improve their training process.

Telehealth Applications

The use of video conferencing technology is creating a significant impact on healthcare. More than half of U.S. hospitals are using Telehealth applications, where video or phone calls are effectively handling 75% of urgent care and emergency visits.

By integrating video calls into healthcare applications like Practo, patients can consult doctors from the comfort of their homes. This process eliminates the time spent traveling and waiting, resulting in more effective medical consultations.

HIPAA-Compliant Medical Training

Medical training is another field reaping the benefits of video conferencing technology. With the integration of HIPAA-compliant video conferencing APIs like Twilio, VSee, Daily.co, Quickblox, and GoToMeeting, medical professionals can engage in secure discussions and training sessions.

These integrations enable them to share knowledge and discuss treatment methods without being physically present in the same location. The ability to record these sessions provides a useful resource for future reference.

Educational Applications

The education sector has quickly adopted video conferencing due to the COVID-19 pandemic. Schools and universities are now integrating this technology into their Learning Management Systems (LMS) or mobile apps.

This digital transformation allows institutions to facilitate online learning. It caters to the current necessity and offers a long-term solution for remote education.

Real Estate Industry

Video conferencing is revolutionizing the real estate sector as well. Potential buyers now have the opportunity to virtually visit properties. This innovative approach extends the reach of real estate professionals to customers in different locations.

By integrating video conferencing into real estate platforms, the process of buying and selling properties becomes more streamlined. This ultimately results in increased ROI.

Recruitment Process

Recruitment is another field that has been transformed by video conferencing. By adding video calling functionality to recruitment software, HR professionals can quickly connect with shortlisted candidates. This process reduces delays and makes the overall recruitment more efficient.

In some cases, companies have also adopted virtual onboarding to further save time and costs.

Travel and Hospitality

In the travel and hospitality industry, video conferencing technology can offer a quick and effective way to handle customer issues. For instance, if platforms like Airbnb were to add video calling functionality to their support services, customers could show and discuss their problems in real-time, leading to faster resolution.

Digital Commerce

The growing demand for digital commerce amid the COVID-19 pandemic has led to innovative uses of video conferencing technology. 

For example, by adding video call functionality, businesses can provide online demos or installation assistance for products like electronics, enhancing customer service and boosting sales.

Legal Hearings

In the legal sector, video conferencing facilitates secure and efficient communication with prisoners and witnesses who are unable to travel. In addition, law professionals can offer video consultations, making the process more convenient and cost-effective for their clients.

To sum up, integrating video conferencing technology across industries simplifies communication and increases efficiency. It gives organizations a competitive edge in the evolving digital landscape.

Wrapping it Up

In a nutshell, we’ve seen how integrating video conferencing into your digital platform isn’t just a nice-to-have feature—it’s an essential part of doing business today. It’s all about creating a streamlined, user-friendly environment that enhances both productivity and operational efficiency.

We understand that the process can seem daunting at first glance. It involves choosing the right tools, implementing them in a way that complements your existing workflow, and then refining based on user feedback. But let’s not forget the end game here. 

Once successfully integrated, video conferencing can transform how your team communicates and collaborates. And that, we believe, makes it a truly worthwhile investment.

As the world becomes increasingly digital, and remote work becomes the norm rather than the exception, the role of integrated video conferencing is only set to grow. It’s not just about keeping up with the times, but also about staying ahead and ensuring your business is equipped for the future of work.

And remember, you’re not alone on this journey. At Webisoft, we specialize in helping businesses like yours navigate the digital landscape. Whether you’re looking to integrate video conferencing into your app or website, our team of experts is ready to assist. So why wait? Contact us today and let’s embark on this exciting journey together.