Scheduling a Meeting. Scheduling a Meeting.

Transcription

1 Scheduling a Meeting 1

2 In this guide... Learn how to set up meetings and webinars, send out invitations, and follow up to ensure your success. Creating a Meeting With ClickMeeting, it s easy to start a new meeting. The user-friendly interface walks you through each step, so you can send out your invitations in minutes. When you log into your account, the Schedule tab appears, where you can manage your meetings and webinars. At the upper right, click Create event then Create Meeting or Create Webinar: Choose Prepare Meeting to get it ready for later, or Meet Now to open a meeting room immediately. If you choose the former, the following window will appear: 2

3 1. Choose a name to appear in the meeting room and in invitation s. The name also becomes part of the room s URL. 2. Your room can be available only for this particular event, or a permanent room you can enter anytime. For one-time meetings, use the drop-down calendar to specify the date. Make sure the time zone setting on the right is correct. The date and time will appear in invitations and on the registration page. Don t worry, your meeting can be up to 10 hours long ;) 3. You can also decide whether the event will be open to all, password-protected, or token-protected. For a private meeting, enter a password. Your participants will receive it in the invitation . The same will happen if your meeting is token-protected. Your event is now ready, but there are other options worth setting-up. Access them in the tabs at the top. 4. Waiting room Choose the layout and branding of your waiting room by dragging and dropping available elements. Post a lobby message of up to 160 characters for waiting attendees (A). Add your meeting agenda, so participants know what the meeting will cover (B). You can provide files for downloading (C). 3

4 5. Registration If you wish, you can require attendees to register for the meeting. Click the Registration tab, turn on the Registration button (A), and edit the registration form. By default, attendees must enter their name and address. If you need other fields, drag and drop them from the Fields and Other pods on right side (B). Add Presenter Info to encourage attendance. Below the form are more options. Redirect registrants to your thank you page. Require manual confirmation by you for all registrants. Send notifications about new registrants. Enable or disable recurring registration. 4

5 6. Appearance Change your meeting room appearance by adding your company logo (A) and brand color scheme (B). This makes a great impression and promotes your brand to customers, prospects and partners. If you prefer, select one of the professionally designed skins from our Skins gallery (C). 7. Settings Use settings to customize the complete meeting experience: Define the URL for a thank-you page where attendees will be redirected after the meeting. Allow presenters to share a link to the meeting on social media and invite participants using or a social media account. Send an automatic thank-you to each participant after the meeting. In invitations and waiting room, display a phone number participants can use to attend the meeting if they can t log on. Allow participants to wait in your online lobby before the meeting starts. Run Connection Tester before participant logs in (they can skip it manually). Display buttons that allow meeting organizer and presenters to invite attendees via and social media. Start recording automatically when the presenter clicks the Start meeting or Start webinar button. 5

6 After choosing your settings, click Save meeting. To review or edit these details, go to the Schedule tab, click Actions beside the meeting name, and choose Edit: 6

7 When your event is ready, it s time to invite participants. An Invite people button appears as soon as you save your meeting. Or go to the Schedule tab, click Actions by the meeting s name, select Invite, and choose Participants or Presenters: 7

8 Choose Copy & Paste to add them manually, remembering to separate them with commas. You may also invite contacts from your address book or contact list segments. Use the search box (enter a name or address) or select My search groups. Click Add attendee beside the contact names to make your selection. 8

9 It s easy to integrate your ClickMeeting account with Facebook, Twitter and LinkedIn. Then you can send invitations to social media contacts using the same search tool. When you finish, click I ve finished adding contacts. Then choose an invitation template and click Invite: 9

10 Participants will receive a message with all meeting details, including the name, date and time, as well as phone number and presenter and participant access PINs for those who want to attend by phone. If you require registration, the Register now button will appear. Getting help and support ClickMeeting is an intuitive platform. If you run into any difficulties, we ve prepared materials to help you out: Search our knowledgebase for answers to your questions. View our easy-to-follow printable user guides. If you don t find what you re looking for, please contact our friendly customer support team. We re available six days a week! Start a live chat session Send us an 10