How to Create Scheduled Meetings

Transcription

1 I O C O M H e l p G u i d e 1 How to Create Scheduled Meetings A scheduled VisiMeeting is ideal for preplanned meetings with multiple participants or for meetings that repeat. The meeting scheduler makes it easy for everyone to join on time or when they are ready. An with the meeting invitation is sent to all desired participants. Attendees can join via VisiMeet, VisiMobile, VisiWeb, phone, or H.323/SIP. Contents Details Tab... 2 Options Tab... 5 Video Layout Tab... 7 Sending Invitations Scheduled Meeting Information... 9 Join via Link... 9

2 Details Tab 1. To schedule a meeting go to Meeting + Add Meeting I O C O M H e l p G u i d e 2 2. The Meeting Scheduler will appear 3. From here you can set the meeting parameters, such as time, date, duration, and if and when it repeats as well as invite contacts to the meeting through the VisiMeet application

3 I O C O M H e l p G u i d e 3 4. Attendees can be invited through the VisiMeet application; they must be one of your contacts. This can be done by checking the box in-line with the name of the contact you would like to invite. You can also mark them as a moderator so any meeting restrictions are not applied to them. 5. Participants selected from this list will see the meeting in their Meeting Scheduler and can join from there when the meeting is set to begin. 6. To invite users who are not on your contact list use the function found by rightclicking the title of the scheduled meeting. 7. You will have the option to copy the text or . Selecting Copy Text copies the meeting information to clipboard and you can paste it anywhere you d like. Send launches your default application, creating a new with the meeting information populated in the body.

4 I O C O M H e l p G u i d e 4 8. Once the desired meeting parameters are set, click Save and you will see the meeting listed on the Meeting Scheduler. Note: Refer to end of document for more information about sending an invitation 9. When it is time for the Meeting, the meeting creator and those who have been added under Participants can join the meeting by right-clicking the scheduled meeting and selecting Join or if the application is open, an alert will appear when it s time to join. All other attendees will join by clicking the link in the invitation.

5 Options Tab 1. Select the Options tab to set meeting participant limitations. I O C O M H e l p G u i d e 5 For an overview of all the options please refer to the Meeting Scheduler Quick Reference found on the IOCOM Support page as well as on the VisiMeet application under Help-Quick Reference 2. Set users as moderators on the Details tab to exclude them from limitations and give them the ability to moderate attendees. 3. Create a Welcome Message that will greet participants when they join a meeting. This message can include directions or a greeting. 4. Enter a URL for attendees to be directed to when they enter and/or exit the meeting. This is ideal for polling or questionnaires. Note: Selecting Include Username and Include Meeting ID are optional and only for sites that have this function

6 I O C O M H e l p G u i d e 6 5. Add a URL Link to the side panel on VisiMeet during a meeting. It will look like this during a meeting: 6. Selecting Presenter Settings and Strict Presenter Settings automatically deselects capabilities. Strict Presenter Settings deselects most items.

7 I O C O M H e l p G u i d e 7 Video Layout Tab 1. To set how videos are laid out on the displays of all participants click the Video Layout tab 2. Choose how the videos layout across the display by selecting a mode from the Layout Mode dropdown menu. Click through the layout options to see examples. 3. Set the size of the video window using the Tiled Video Size dropdown menu (must have a layout mode selected) 4. Set the larger video windows to display the site that is speaking by checking Voice Activated. As someone begins to speak, or make noise, their video window becomes one of the larger videos in the center (must have a layout mode selected). 5. If Voice Activated is not selected the moderator can assign which video windows are the larger windows by clicking the preferred video and pressing a number on their keyboard the corresponds to where they would like it to be located. In the example below a moderator may wish to click a presenter s video window and press 1 on their keyboard to set the focus on the speaker and select any data shared and press 2 on their keyboard, all other videos will tile across the bottom of the screen. Only moderators can set the order of the videos, if you would like to open the option to all attendees you can do so under the Scheduler Options tab by checking Allow all users to select video. If anyone changes the order it will affect all attendees.

8 I O C O M H e l p G u i d e 8 Sending Invitations Meeting creators can invite users to a scheduled meeting using two methods, through the VisiMeet application or by . When choosing to send through the VisiMeet application, as referenced in above instructions, the invited user will receive a notice on the application only. If they do not have VisiMeet running they will not receive or see a notice. If you invite them through the scheduler when creating a meeting and also opt to the information, their address will be prepopulated when Send is selected. Using a combination of inviting through the application and via is ideal for new users.

9 I O C O M H e l p G u i d e 9 Scheduled Meeting Information When ing meeting information to attendees a link to join the meeting will be included with the information. When this link is clicked they will be brought to a web page where they can opt to join using the VisiMeet software, VisiWeb, or as a Guest. Join via Link The link will direct you to a site with instructions on how to join. Select the option that applies to you. I have a VisiMeet Account 1. If you have a VisiMeet Account click the first option 2. You will be asked how you would like to join

10 I O C O M H e l p G u i d e 10 Join using Desktop Client: Select this option if you have previously installed the VisiMeet application. Selecting this option will open the installed software and automatically launch the meeting. Join using the Web Client: If you do not have the software installed and do not wish to install it, select this option which will direct you to the VisiWeb client. You must have a subscription level that provides this feature. The web client also does not have some tools and features that are included in the installed version. Download the Desktop Client: If you have not installed the VisiMeet application and would like to, select this option which will download the software onto your system. This is ideal for those who do not have access to the VisiWeb client or need to utilize all tools and features. 3. You will be asked to enter your VisiMeet credentials, after entering them you will be added to the meeting I Need a VisiMeet Account 1. If you do not have a VisiMeet account click the second option 2. You will be asked to create an account, after completing the form a confirmation will be sent to you (Note: you will not be asked for a method of payment, your account will be free for 30 days and after the trial period will be moved from a full subscription to a Free subscription level) 3. The will ask you to click a link to activate your account and you will be redirected to the original page 4. After being redirected to the original page the Join Meeting options will appear, choose "Join using the Web Client" Join as a Guest This last option will only appear if the meeting creator has a subscription that offers this feature. If it is available and you do not have an account choose this option. 1. Click the last option 2. A prompt will appear, click "Join using the Web Client as a Guest" 3. You will be asked to provide a name, all attendees will see this name 4. After entering a name you will be added to the meeting Note: Attendees joining in Guest Mode will have limited capabilities. If you plan to use the Recorder or Dialer you will need to create an account.