Integrations and Add-Ons

Video Conferencing

Vilulia includes built-in HD video conferencing for mediation and arbitration sessions, powered by Daily.co. No setup is required by end users — video is platform-configured. When a mediator or case manager schedules a video session from within a case, a private room is created automatically and join links are sent to all participants. Every session includes transcription, screen sharing, breakout rooms for caucus, and in-session chat.

What you'll learn

How to schedule a video session from a case
What features are included in every session
How transcripts are saved to the case file
Session limits, join windows, and room expiry
Cloud recording requirements

No end-user setup required

Video conferencing is configured by Vilulia at the platform level using a shared Daily.co account. Your organization does not need to create a Daily.co account or configure any integration settings. When you schedule a session, the room is created for you.

Scheduling a video session

From within a case, click Schedule Video Session. Enter the session title, scheduled start time, and scheduled end time. Participants are populated automatically from the case participant list; you can adjust them before saving. Vilulia creates a private Daily.co room, sends join links to all case participants by email, and (if calendar integration is connected) creates a calendar event with the video link included.

Sessions can be associated with a mediation case or an arbitration case. The session type (mediation, arbitration, hearing, pre-mediation, consultation) is set at creation time.

Joining a session

Participants can join up to 30 minutes before the scheduled start time. The join window closes 2 hours after the scheduled end time. The host (mediator or arbitrator) can join at any time regardless of the scheduled window.

Non-host participants enter a waiting room (lobby) and must be admitted by the host. The host joins directly.

Session features

Every video session includes:

Transcription: enabled on every session and started automatically when the host joins. The transcript is saved to the case file when the session ends. Transcripts include speaker labels and timestamps. Mediators, arbitrators, and tenant admins can review the transcript before releasing it to parties.
Screen sharing: share documents, exhibits, or any application during the session.
Breakout rooms (caucus): the host can create private caucus rooms within the session for one-on-one mediator-party conversations. Only the host can create or end caucus rooms. Caucus rooms expire after 2 hours.
In-session chat: text chat within the video interface.
Hand raising and emoji reactions: participant controls for managing turn-taking.
Noise cancellation: noise cancellation controls in the session UI.
Waiting room: non-host participants enter a lobby and are admitted by the host.

Session auto-end behavior

A session ends automatically when the host leaves the room, or when all participants have left. When a session ends, participants are ejected from the Daily.co room and the transcript is queued for export to the case file.

Session limits

Maximum participants: 50 per session.
Room expiry: the Daily.co room is kept alive for 1 hour beyond the scheduled duration. If a transcript is pending export, the room remains available until the export completes, then is deleted.
Join window: participants may join from 30 minutes before the scheduled start until 2 hours after the scheduled end. After that window, the join link returns an error.

Cloud recording

Cloud recording is not enabled by default. The Record button is hidden unless S3 storage has been configured for your organization. Once S3 is configured, the host can start and stop recording during a session. After the session ends, the recording is downloaded from Daily.co, uploaded to your organization's S3 bucket (AES-256 encrypted), and a document record is created in the case file with mediator-only visibility.

If a Daily.co native transcript exists for the session, Whisper transcription of the recording is skipped. If no native transcript is available, the recording is transcribed using OpenAI Whisper and the result is saved to the case file.

Plan availability

Video conferencing is available on Professional and Enterprise plans only. It is not available on Starter. If your plan does not include video, contact your account manager or visit Settings → Billing to upgrade.

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