Schedule a New Meeting

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1 Schedule a New Meeting

2 In this guide... In this guide you will learn tips and techniques on how to set up meetings and webinars, send out invites, and follow up to help ensure your success. From basic instructions to tips usually learned from years of experience, you ll get a leg up on every situation, so you re never caught by surprise. Keep this guide handy and add to it, as you learn how to do more with less with ClickMeeting. Contents Start a new meeting now View the schedule page Meet now Invite attendees Schedule a new meeting View the schedule page Meet later Room name Phone access Lobby access Password Date and time Duration 2

3 Attendee registration Enable registration Registration details Redirect URL Schedule meeting Meeting details View the schedule page View meeting details Edit meeting details Invite participants View meeting details Invite presenters Invite participants by Invite participants from address book Invite participants by meeting ID How participants will join invitations Register for the meeting Join the meeting Getting help and support 3

4 Start a New Meeting Now With ClickMeeting, it s easy to start a new meeting for up to 25 attendees at a moment s notice. The user-friendly interface walks you through each step, so you can send out your invites and meeting info in minutes. View the schedule page Log into your account and click the Schedule tab at the top of the page. From here you can view your upcoming meetings and webinars. To the right, click to either Host a Meeting or Host a Webinar. Meet Now Choose to Meet now and the meeting room will immediately launch. Click to Start meeting now, or Prepare meeting and start it later if you need a few minutes to get ready. 4

5 Invite attendees In the attendee list pod, click the invite button. From the tab, enter the addresses of attendees and click Send invitations. You can also invite your participants from Facebook, Twitter and LinkedIn contact lists. From the Link tab, copy the URL address to your clipboard and paste into instant messages or your preferred client. 5

6 Schedule a New Meeting ClickMeeting events are incredibly easy to set up whether presenting to 1000 or a single, highvalue client. The intuitive admin panel gives you complete control from scheduling to format, greetings and messages. View the schedule page Log into your account and click the Schedule tab at the top of the page. From here you can view your upcoming meetings and webinars. To the right, click to either Host a Meeting or Host a Webinar. Meet later Choose to Meet later, and the schedule meeting room window will appear. 6

7 Room name First, choose a name for your room. The name will be displayed in the meeting room and with invitations. The name also becomes part of the room URL address. Phone access To attend the meeting by phone, the attendees need to dial in via the number shown, which will be automatically included in the invites. Lobby message Enter a custom lobby message to be displayed to attendees while they wait for the meeting to start. The message can be up to 160 characters long. Password If you would like the meeting to be private, you can enter a password. The password will be displayed with your invitations. 7

8 Date and time Choose a date and time for your meeting by selecting it from the drop-down calendar. Select a time zone at the bottom. The date and time will be displayed with invitations and on the registration page. Duration Your meeting can have a standard duration between one and three hours. The duration will be displayed with invitations and on the registration page. A room can instead be made permanent so that it can be entered at any time. Attendee Registration For some online events, you may need specific information from attendees during registration. With ClickMeeting, you can choose the exact fields you need to prequalify participants and ensure a secure and successful event. Enable registration If you would like attendees to register before attending the meeting, click the Registration tab and turn on the Registration button for this meeting. Registration details By default attendees will be required to enter their name and address. Check any additional registration fields you would like to request, and choose which will be required. 8

9 Redirect URL Attendees can be redirected to the URL you specify after they complete registration. Meeting Details ClickMeeting is all about efficiency and convenience. That s why we put all your meeting details at your fingertips. Make changes, get updates, and stay on top of events in a couple of clicks! View the schedule page Log into your account and click the Schedule tab at the top of the page. From here you can view your upcoming meetings and webinars. Meeting details are displayed including the date and time, room URL, phone PIN for presenters and participants, and the password. To the right you will find links to view and edit meeting details, cancel the meeting, enter the meeting room, and view the current registrant details. 9

10 View meeting details Click View/Edit details and a window will appear showing all the meeting details including meeting ID, room URL, date and time, time zone, event description, password and lobby message. Click Personalize your meetings to change the room appearance with your own logo and colors. The phone number is shown, along with the presenter and participant access PINs. Invite Participants With ClickMeeting, you can invite presenters and participants from multiple sources in seconds! Even last-minute changes are super easy. View meeting details Log into your account and click the Schedule tab at the top of the page. From here you can view your upcoming meetings and webinars. Click the View/Edit details link to the right of the meeting name. Invite presenters and participants Go to Invitations and choose Invite presenters icon. Click the Copy / Paste to manually. To invite participants by go to the invite Participants icon. 10

11 Enter the addresses, with each one separated by a comma. Click the Send invitations button. Optionaly you may choose existing contact to invite from your Address Book, Registration list or Social Media. In your Address Book or Registration list simply select groups or single contacts you d like to invite and click on the green arrows between boxes to approve your selction and in the next step confirm your choice by clicking Send invitations button. 11

12 Invite participants by meeting ID Each meeting you create has a unique ID number that enables participants to join. To view your meeting ID, go to the Schedule page and look to the right of the meeting name. Participants can visit the home page and click the Join a meeting link at the top right of the page. How Participants Will Join ClickMeeting makes it easy for participants to join your online event a simple click does the trick. Someone forgot to register? No worries, ClickMeeting lets invitees sign up on the spot! invitations If you have sent invitations by , participants will receive a message with meeting details, including the name and the date and time. If registration is required, the Register now button will be prominently displayed in the center of the . Register for the meeting Participants will be taken to the Registration page where they can submit their name, and any other fields you require. After clicking the Register now button, a confirmation will be displayed, or they will be redirected to your custom URL. Join the meeting After registration, an will be sent that contains the meeting details including name, date and time. Participants need only click the Join now button at the appropriate time to sign in. If participants join early, they will be taken to the lobby room to wait until you have started the meeting. 12

13 Getting Help and Support ClickMeeting provides the tools and information you need to get the most out of your meetings, and our friendly customer support team is just a click or phone call away. Simply click the Help tab in your account and you will find all the information and support you need. Search our knowledgebase for answers to your questions. View our easy to follow printable user guides. Or contact our friendly customer support team. We re available six days a week! Start a live chat session Send us an 13

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