Telmex Conference Service Web-Conference

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1 Telmex Conference Service Chairperson User Guide Table of Content TABLE OF CONTENT... 1 WHAT S NEW?... 4 MANUAL CONVENTIONS... 5 TYPOGRAPHIC CONVENTIONS... 5 SCREENSHOTS... 5 INTRODUCTION... 6 WHAT IS TELMEX USA WEB-CONFERENCE SERVICE?... 6 WEB-CONFERENCE TERMS... 6 USING THIS MANUAL GETTING STARTED... 8 SYSTEM REQUIREMENTS... 8 CONFIGURING YOUR SYSTEM... 8 Testing your Browser... 8 Testing your Browser... 8 QUICK START QUICK TOUR STARTING A CONFERENCE RECORDING A CONFERENCE UPLOADING SLIDES SHOWING YOUR DESKTOP AND APPLICATIONS PLAYING RECORDINGS PREPARING FOR YOUR CONFERENCE PREPARING YOUR AUDIO INVITATION PREPARING YOUR WEB INVITATION TELMEX SCHEDULER OPERATED ASSISTED CALLS CONFERENCE CENTER ON-DEMAND MEETINGS SCHEDULED MEETINGS Scheduling a Meeting Advanced Settings Managing Scheduled Meeting Information Viewing Past Meetings Rescheduling and Cloning Past Meetings WEB MODERATOR TOOLS View Reports Manage Recordings Recording Playback Edit Recording Common Issues with Recording Playback /30/09, Page 1

2 Podcast Feed Settings Podcast Subscription Page Adding Recordings to Your Podcast Feed Feedback CONFERENCE CONTROLS CONFERENCE CONTROLS OVERVIEW CHAIRPERSON CONFERENCE CONTROLS SLIDE CONTROLS AUDIO CONTROLS RIGHT CLICK FUNCTIONALITY MANAGING YOUR CONFERENCE SETTING CONFERENCE PREFERENCES SHOWING/NOT SHOWING/CONTROLLED BUTTON PRESENTATION MODE Slide Presentation Application Showing Desktop Showing CO-PRESENTING WITH TELMEX USA WEB-CONFERENCE Who is a Co-Presenter Appointing a Co-Presenter Application Showing among Co-Presenters GRANTING CONTROL What is Granting Control? Granting Control of Applications Granting Control of Your Desktop USING CHAT AND ASKING QUESTIONS Chairperson and Co-Presenter Chat Participant Chat RECORDING A CONFERENCE ENDING A CONFERENCE Ending an Audio Conference Ending a Web Conference Edit Recordings GUEST EXPERIENCE WHO IS A GUEST? GETTING STARTED AS A GUEST Joining a Web Conference Joining an Audio Conference PARTICIPANT CONTROLS Phone Controls Web Controls MANAGE RECORDINGS ACCESSING YOUR RECORDINGS RECORDING PLAYBACK COMMON ISSUES WITH RECORDING PLAYBACK No Flash Player Installed TEMPORARY INTERNET FILES IS FULL MP3 files are blocked AOL browser blocks audio /30/09, Page 2

3 Pop-up blocker stops playback Cannot playback downloaded recording BEST PRACTICES BEST PRACTICES GENERAL BEST PRACTICES AUDIO BEST PRACTICES WEB QUESTION & ANSWER SESSIONS APPENDIX A GLOSSARY OF TERMS /30/09, Page 3

4 What s New? Below is a list of new features and functionality in the Conference Center: New Conference Center home page o New look and navigation New meeting invitation details page o Retains invitees o Edit and send meeting updates to your invitees o Create invitations for future meetings o Retains and displays invitations you have sent Recording editing o Edit recordings to remove sections for a more professional playback Podcasting o Distribute audio and web recordings to a podcast audience on a regular basis o Podcast subscription web page link walks subscribers through the podcast subscription process. 01/30/09, Page 4

5 Manual Conventions Typographic Conventions Menu commands are written in bold and follow the order of navigation. For instance, choosing Open from the File menu is written as File>Open. Dialog fields and other interface items are written in bold, as in Advanced. References to other sections of the manual are underlined, as in Configuring your System. New terms and new features are italicized. NOTES will be written in bold and small capitals. Notes to which you should pay particular attention are prefaced CAUTION TIPS will be written in bold and small capitals and boxed to draw your attention to them. Screenshots Screenshots were taken in Windows XP. Other operating systems may have different appearances. 01/30/09, Page 5

6 Introduction What is Telmex USA Service? Telmex USA Service provides the user with a seamless integration of audio and web conferencing. An on demand service capable of handling up to 96 guests or participants, this tool allows the user to present slides, share applications, show desktops, appoint co-presenters, and grant control of applications. provides our customers with the best overall value in the conferencing market when considering quality audio, easy-to-use web collaboration features, exceptional customer service and low price. Terms uses the terminology below to describe some of its features. It is helpful to become familiar with these terms before reading the manual. Knowing the meaning of these terms will help your understanding of our service. Co-presenter: The term given to guests or participants who have been given the ability to present along with the chairperson. Conference Center: The Conference Center allows the chairperson to manage all of their conference tools from a centralized area. The conference center is accessed through the chairperson login on your website. Grant Control: This term is used to indicate the passing of control of an application or desktop from one person to another. The application being controlled will have a "Controlled" button embedded in the title bar. Presenters: The chairperson and any co-presenters are collectively referred to as Presenters. Recording: This term refers to any recordings performed on the service. Reports: You may use the Reports button to access your recordings while in conference. Using this Manual The user guide tells you everything you need to know to conduct a successful conference. The chapters are outlined below. If you are new to, you may wish to start by taking the Quick Tour in Chapter 2. This will familiarize you with basic elements and commands of Telmex USA. Chapter 1 Getting Started This chapter will introduce you to. Chapter 1 will take you through the initial set-up steps and test your system against the requirements. There is also a quick start guide if you want to jump right into a conference and learn by yourself. Chapter 2 Quick Tour The Quick Tour is a brief tutorial you can use to familiarize yourself with the service. It will introduce you to the conference tools and provide an overview of conference management. This is the perfect place to start for beginners. Chapter 3 Preparing for your Conference This chapter explains how to invite participants to your web and audio conferences. 01/30/09, Page 6

7 Chapter 4 Conference Center The Conference Center allows you to manage all of your conferences from one centralized place. You may create invitations, view recordings and reports from the Conference Center. Chapter 5 Conference Controls In this chapter, you will learn about the controls available to you during your conference. Both chairperson and slide controls are described in this section. Chapter 6 Managing your Conference This chapter tells how to successfully manage a conference. You will learn how to grant control, show your desktop, and appoint co-presenters. Also included in this section is a discussion of the new chat features in. Chapter 7 Guest Experience In this section, you will learn about the participant controls. Chapter 8 Recording Management You will learn how to access and manage your recordings in this section as well as how to download and play recordings. Chapter 9 Best Practices This chapter discusses best practices when using audio or web conferencing. The procedures listed will help you conduct the best audio and web conferences possible. Appendix A Glossary of Terms 01/30/09, Page 7

8 1. Getting Started System Requirements 1 The Telmex USA service uses Java which can be downloaded and run on your computer by a Java-compatible Web browser, such as Netscape Navigator, Microsoft Internet Explorer or Mozilla Firefox. Most computers have Java installed on them. In the event that your computer does not have Java installed, you will need to download and install it before using. Installing Java is discussed in the Configuring Your System section later in this chapter. The Java requirements for are listed below. Chairperson Java Requirements Platform Browser Java Windows (98, 2000, XP, Vista ) IE, Netscape, Safari, Apple Macintosh Firefox, Mozilla Linux 2.4+ Kernel Participant Java Requirements Platform Browser Java Windows (98, 2000, XP, Vista) IE, Netscape, Safari, Apple Macintosh Firefox, Mozilla Linux = 2.4+ Kernel Any version or higher (except 1.4.0) Any version or higher (except 1.4.0) The Java requirements for a participant are different than for a chairperson. To be a participant, Java or higher is required. To conduct a conference as a chairperson, Java 1.3.1_03 or higher is required. CAUTION: No version of Java 1.4.0_x is supported by Telmex USA service. Configuring your System Testing your Browser The first step is to check your Java version against the requirements. Follow the steps below to check the status of Java. Testing your Browser The first step is to check your Java version against the requirements. Follow the steps below to check the status of Java. 1 Java is a registered trademark of Sun Microsystems, Inc. in the United States and other countries. Mozilla and Firefox are registered trademarks of the Mozilla Foundation. Netscape Navigator is a registered trademark of Netscape Communications. Microsoft Windows 98, 2000, XP, Vista, Outlook, PowerPoint are registered trademarks of the Microsoft Corporation in the United States and/or other countries. Apple, Macintosh and Safari are trademarks of Apple. 01/30/09, Page 8

9 1. To test your browser and network connections for compatibility prior to the conference, go to: 2. You will receive feedback about Java once the test completes. 3. The feedback screen may look like the one below. 4. In the example above, the user has Java 1.4.2_06 installed. This version is acceptable for either a participant or a chairperson as the green status lights indicate. 5. You may also receive feedback stating you do not have Java installed. You will be prompted to download a current version of Java. The screenshot below depicts this feedback. CAUTION: There are several possible messages you may receive depending on Java. If you have any questions regarding the information you have received, please contact our Telmex USA Customer Care support line. U.S Other /30/09, Page 9

10 Installing Java After the Java test is done, you will either meet the requirements or be prompted to download and install the appropriate version of Java. To download and install Java: 1. Click on the link provided on the test page to install Java on your machine. 2. You will be prompted to run the program or save it. Choose Save and select a destination. 3. Once the program has been downloaded navigate to the saved file and double-click on it to start the install wizard. 4. You will be taken to the license agreement as shown on the following page. 5. Accept the licensing agreement by selecting the appropriate radio button and click Next to continue the installation. 01/30/09, Page 10

11 6. Choose typical installation and click Next. 7. The Install Shield Wizard will notify you when installation is complete. 01/30/09, Page 11

12 8. Click Finish to end the installer. Check your link to confirm that Java is now functioning properly. To test your browser and network connections for compatibility again, return to: Quick Start Telmex USA makes conducting a conference simple and straightforward. If you wish, you can follow the steps below to start a conference immediately and learn at your own pace. The Quick Tour in Chapter 2 provides a more directed approach to the service. 1. Invite guests or participants with the following information: Date and time of conference (include time zone) Telmex USA phone numbers i. Your toll-free conferencing number ii. Your International Toll number iii. For International Toll-free telehpne numbers available, visit: Your 7 digit Telmex USA access code Go to your start page. In the conference center under Meeting Invitations, click Create New Meeting and follow instructions. 2. To start the audio portion of your conference, dial your toll- free number and enter your 7-digit access code. Establish yourself as the chairperson by following the prompts. 3. To start the web portion of your conference, go to your start page and enter your conference number, chairperson access code and passcode in the space provided to log into the Conference Center. Clinck the Login function. 01/30/09, Page 12

13 4. If this is your first time, you may see the Security Certificate below. 5. If so, click Yes to permanently accept the certificate. 6. Once you are placed in the web conference interface, click Start a Meeting. 01/30/09, Page 13

14 7. The log in screen will appear with your conference credentials pre-populated. 8. Once you are placed in the web conference, Open Meeting Controls. The Meeting Control window will appear. 01/30/09, Page 14

15 9. Click Start a Web Conference to begin your conference. The Slide Control Panel will appear. 10. You will be asked to set any additional security codes if desired. Click Start to bypass the screen or check the box to add a security code. You will notice two browsers open in your taskbar. The active browser contains the Chairperson Conference Controls. The second browser is called the parent browser. The parent browser is displayed below. 01/30/09, Page 15

16 CAUTION: It is important that the parent browser is never closed. If it is closed, the session will be terminated and all guests or participants will have their conference ended. TIP: Minimize the parent browser to avoid accidentally closing it. 01/30/09, Page 16

17 2. Quick Tour The Quick Tour will introduce you to some of the basic elements of Telmex USA Web- Conference service. By the end of the tour, you will know how to: Start a web and audio conference Upload slides for your presentation Make annotations on your slides Show your desktop and applications Record a call and manage your recordings NOTE: It is useful but not necessary to have a participant to practice with for the Quick Tour. Starting a Conference It is helpful to think of the Telmex USA service as two distinct entities audio and web. Both of these mediums must be accessed to take advantage of their respective functionality. To start the tour, we will launch an audio and web conference: 1. To start an audio conference, dial your toll-free conferencing number and enter your 7 digit Telmex USA Conference Service access code when prompted. 2. Follow the instructions to establish yourself as the chairperson. 3. To start a web conference, go to your Start a Conference page, then enter your conference phone number, chairperson access code and passcode in the spaces provided to log into the Conference Center. 01/30/09, Page 17

18 4. Click on the Login button to enter the conference center and begin your web conference, which allows you to manage your meeting invites, recordings and reports. If this is your first time logging into the service, you will also be prompted to accept a security certificate. Choose Yes to permanently accept the certificate. 5. Once the Java applet has finished loading, the conference center interface is displayed. 6. Click Start Web Conference to begin your web conference. 7. The log in screen will appear with your conferencing credentials pre-populated. Click the Login button. 8. The Chairperson Conference Controls are displayed below. 9. Click Start Web Conference to begin your web conference and add additional security codes if you wish. Recording a Conference Recording a conference can be done through the phone or the Chairperson Conference Controls on the web. In either case, an audio conference must be started before you can record a call. The audio controls on the web will not be accessible until you log into the audio portion of your call. For the purpose of this tutorial, you may start a recording using either the telephone keypad or the web controls. To record a conference using the phone prompts: 1. Start an audio conference and establish yourself as the chairperson. 01/30/09, Page 18

19 2. Press *2 and after the prompt press 1. Wait until you hear the prompt This conference is now being recorded. Your recording title will default to Recording when initiated through the phone. To record a conference using the chairperson controls on the web: 1. Start an audio conference and establish yourself as the chairperson. 2. Check Record in the chairperson controls and name your recording Test. Wait until you hear the prompt This conference is now being recorded. (Screenshot edited for space) 3. You may end the recording at anytime by pressing *2 on your phone or by removing the check mark in the record box. Do not end the recording until the Quick Tour is over as we will be accessing it at the end of the tutorial. Uploading Slides You may upload any PowerPoint presentation for your conference as long as it does not exceed 27MB. Telmex USA will convert your PowerPoint slides into jpegs and place them into your conference. To upload a PowerPoint presentation, follow the instructions below. NOTE: For the purpose of this tutorial, we will use the default slides which come with the Telmex USA service. However, please feel free to upload your own presentation. 01/30/09, Page 19

20 1. Click Insert at the bottom of your chairperson controls and browse to your PowerPoint file and click OK. You may only upload PowerPoint files or common photo formats (pngs, jpegs, bmps, & gifs). 2. Your slides will be seen as thumbnails at the bottom of the conference interface. 3. Click Slide Show and the Telmex USA splash screen will go into full screen. 4. Use the arrow keys to forward to the next slide as shown on the next page. 5. Use the annotation tools at the bottom of the screen to highlight information on your slide. 01/30/09, Page 20

21 6. Choose the single mark eraser and place the small circle over an annotation and click the left mouse button to erase it. 7. Click on the erase all button and all of your annotations will be deleted. 8. Go back to Slide Presentation by clicking Restore in the lower right hand corner. Showing Your Desktop and Applications Telmex USA allows you to show your applications or desktop. For the purpose of this tutorial, you are going to show an Internet Explorer browser. Only applications that are currently open can be shown. 1. Open an Internet Explorer browser through the start menu. 2. Choose Show my applications from the drop down menu next to the Stop Web Conference button. An application selection box will appear. 01/30/09, Page 21

22 3. Select Internet Explorer by placing a check mark next to the application. Click OK and the Internet Explorer application will come to the foreground. NOTE: You will notice a Showing button in the upper right hand corner of the application you are showing. To learn more about the showing button, please refer to Chapter 5 titled Managing Your Conference. 4. Next, from the dropdown menu choose Show Slides. The presentation will be placed back into slide viewing mode. 5. Choose Show my desktop from the dropdown menu. You will receive a warning from the service to close any sensitive documents that are currently open on your desktop. 6. In desktop showing mode, the application in the foreground will be visible to guests or participants. Your participant list will be grayed out to prevent unintended viewing. To view the participant list, click the Click here to restore participant list link located in the chairperson controls. 7. Click on the Showing button on any application and choose Stop showing or Present slides. This will place you back in Slide Presentation mode. 8. Click Stop Web Conference and close the chairperson controls. You may also hang up the phone at this time to end your recording. Playing Recordings Telmex USA allows you to store your recordings. You may access them at any time by logging into the Conference Center with your access code and passcode. Under Manage Recordings, you may delete, download, and play recordings along with other administrative options. For the purpose of this tutorial, you will learn how to play and download your recordings. To play your recordings: 01/30/09, Page 22

23 1. Go to and log into the Conference Center with your chairperson information. Click on Manage Recordings located on the menu bar on the left side. (Screenshot edited for space) 2. Select the recording titled Test and choose Play from the menu. Adobe Flash 2 is required to play back your recordings. 3. To download your recording, choose Download from the menu and choose whether you want audio & visual or just audio. You will need to unzip your recording into a folder before playback. Once the files are extracted, double-click the INDEX.HTML file to begin the playback. NOTE: If you do not have Flash player, do not know how to unzip folders or want to learn more about recordings, please refer to Chapter 7 titled Recording Management. 2 Adobe Flash is a registered trademark or trademark of Adobe Systems Incorporated in the United States and/or other countries. 01/30/09, Page 23

24 3. Preparing for your Conference The type of conference you are having will dictate the type of invitation you will send to your guests. It is common for the chairperson to use for conference invitations. Preparing Your Audio Invitation You can invite guests to your audio conference with the following information: Date and time of conference (include time zone) Telmex USA phone numbers i. Your toll-free conferencing number ii. Your International Toll number iii. For International Toll-free telephone numbers available, visit: Your 7-digit Telmex USA access code As the chairperson, you will need to log in and start the conference before the appointed time. Guests who join the conference before it has started will be placed in the lobby on music hold. Preparing Your Web Invitation To invite guests to your web conference your invitation should contain the following information: Date and time of conference (include time zone) Your start page Your 7-digit Telmex USA access code Browser check instructions Login instructions When logged in to the Conference Center, you can click on Create New Invitation to open a screen that will guide you through the invitation creation process. You may also use the Telmex Scheduler to help generate invitations. The installation and set-up of the scheduler is discussed in the next section. Telmex Scheduler The Telmex Scheduler is a plug-in that allows you to generate conference invitations from a template. It is an easy and fast way to invite your guests without worrying about omitting any important information. NOTE: The Telmex scheduler plug-in is for Microsoft Outlook only and will not work in Microsoft Outlook Express. To download and install the Telmex Scheduler: 01/30/09, Page 24

25 1. Close Outlook if it is currently open. 2. Go to click on Scheduler 3. Download the scheduler from the link provided. The installation will be done automatically. 4. Upon successful installation, open Outlook. In the upper left hand corner there will be an expandable Telmex USA Conferencing button. CAUTION: If you experience problems installing the Telmex Scheduler, please contact Telmex USA Customer Care. Please see below for details. U.S Other Choose Telmex USA Setup first to set the text of your invitation and fill out all applicable fields as shown on the next page. 01/30/09, Page 25

26 6. Enter the conference phone number as well as your access code. The information will be automatically sent with your invitation. 7. Click View/Edit to edit the default text which is sent with each invitation. TIP: Send an invitation to yourself so you can review the contents before sending it out to your participants. 8. When you are ready to send an invitation, select Telmex pop-up pane (see below) and then Telmex USA Meeting Request and choose the appropriate invitation type from the menu Telmex USA Audio, Telmex USA, or Telmex USA Web Audio/Web. 01/30/09, Page 26

27 Operated Assisted Calls An operator assisted call is a conference that requires the presence of an operator. These calls must be registered with Telmex USA before they take place. To schedule an operator assisted call, contact your account manager or our customer service representative. 01/30/09, Page 27

28 4. Conference Center To log into the Conference Center, go to our website Start a Conference and enter your chairperson information in the space provided. You will be taken to the Conference Center after you click the login button. The Conference Center allows the chairperson to manage all of their conferences, recordings, and reports from one centralized page. The main page of the Conference Center is shown below. The main Conference Center page provides access to all of the tools available to you as the Chairperson. From this page, you can: 01/30/09, Page 28

29 Open Meeting Controls - This button opens up the chairperson controls and allows you to begin a meeting. Schedule a Meeting This button brings up the initial page for scheduling a new meeting. View Past Meetings This link allows you to view a list of all past scheduled and cancelled meetings and perform post-meeting actions. Edit On-Demand Registration - This link allows you to edit the registration page for ondemand meeting guests or participants and for recording downloads. Time Zone You can set the default time zone for the application. Times for the invitation list will be displayed in this time zone. Additionally, invitations will default to this time zone. 4.1 On-Demand Meetings An on-demand meeting is any meeting that is held without being previously scheduled. Guests or participants in on-demand meetings are not notified through the Conference Center, and must be invited though other means. To conduct an on-demand meeting, choose On-Demand Meeting from the list of meeting titles and then click on the Open Meeting Controls button. You can edit the registration information required of your guests or participants when they join the meeting by choosing the Edit On-Demand Registration link which displays the Custom Registration page: Input the name of the customer data you wish to track and check the box if you want to make it required information. You may add additional fields in order to gather specific information from your guests or participants. NOTE: This is also the registration information that will be requested from people accessing your recordings. 01/30/09, Page 29

30 4.2 Scheduled Meetings Scheduled meetings are meetings that you use the Conference Center to set up in advance and invite guests or participants to join. Scheduled meetings allow you to: Host an audio call with more than 96 guests or participants Track who's planning to attend Collect specific information from your audience prior to the meeting Send automatic reminder s Track the effectiveness of your marketing campaigns or lead sources Customize and send post-conference surveys Send follow-up s to attendees Scheduling a Meeting Scheduling, or setting up a new meeting includes the following: 1) Entering meeting details (required) 2) Setting up registration information 3) Setting up branding enter presenter information 4) Editing confirmation, reminder and post-meeting follow-up s 5) Sending invitations After you schedule a new meeting, you can go back and edit any of this information prior to the meeting. To schedule a new meeting choose the Schedule a Meeting button. This displays the scheduling page. 01/30/09, Page 30

31 01/30/09, Page 31

32 The Meeting Details section of this page is used to set up the basics of the meeting. Meeting Title: Give your meeting a title. Host(s): A list of one or more hosts for the meeting. From The address that invitees can reply to if they want more information or have questions about the meeting. The chairperson s address is the default. Date: Use the calendar to select the date for the meeting. Time: Select the time of the meeting as well as the time zone, if different from the default set in Conference Center home page. Duration: Use this to help your guests or participants schedule their time. Meeting Type: Web & Audio: Choose this option if this meeting will be both web and audio. Audio Only: Choose this option for an audio only meeting. Web Only: Use this option for a web only meeting. Audio Type: On Demand: Choose this option if you do not need a Web Moderator operator or other assistance for this meeting and the meeting will have no more than 96 attendees. Dial-in Number(s): Check the boxes to include your US/Canada toll-free number and/or your US toll number for the meeting. If you plan to invite international guests or participants and know which countries they will be calling from, select the individual international numbers for these countries. If you aren t sure which countries they will be calling from, check the box to include a link to the list of all international toll free numbers. Access code: Your access code is automatically included in the information for this meeting. Operator Assisted: Choose this option if your meeting has over 96 guests or participants or you need assistance from Global Crossing prior to, or during the meeting. If you select this option, you will be instructed to call Global Crossing to set up your meeting. At that time, you will be provided with dial-in numbers depending on your meeting requirements. You can enter up to four of these numbers to be included in meeting communications to guests or participants. Help Me Choose: This option provides additional information if you are not sure if you operator assistance. Description: Enter a description for the meeting. The Registration section of the page lets you control the registration process. When they join the meeting: Choose this option if you do not require registration information before the meeting. Invitees will register when they log in to the meeting. Pre-register before the meeting: Choose this option if you want to confirm/deny registrants and track attendance. Invitees must register prior to the meeting. If you choose this option, you can also choose to Automatically Confirm All Registrants (default) or Manually Confirm All Registrants from the scrolling list. Automatic 01/30/09, Page 32

33 confirmation sends the registration confirmed to guests or participants immediately after they register. Manual confirmation allows you to decide which registrants to confirm and which to decline. Notify Me of New Registrations via If you choose to have invitees pre-register for the meeting, this option allows you to be notified by as they register. This option is not available if invitees register when they join the meeting. Help Me Choose: This option provides additional information if you are not sure when invitees should register. The Security section of the page allows you to include an additional security password that guests or participants must enter to join this web meeting. Set security passcode for web meeting: Check this box if you want to include an additional security password unique to this web meeting, and then enter a security passcode. This passcode will automatically be included in the invitation, confirmation, and reminder s. Choose the Save and Next button to display the next page: Fill out this page to send invitations and edit the registration form, branding and presenter information, s, and post-meeting communications. Send Invitations: This button sends an invitation automatically generated from the meeting details you have specified. 01/30/09, Page 33

34 You can preview and edit the invitation to add a custom message before sending. Clicking on Send Invitations displays the form below: If you have previously set up one or more marketing campaigns, you can select a campaign to link to your to track registration for specific groups. You can send the invitation by entering their address manually or uploading a.csv file. NOTE: You can enter up to addresses at a time. Add to your Calendar: This button adds the meeting to your calendar. Send Update: This link sends an update to all confirmed registrants. It also allows you to add files and a custom message. Advanced Settings You can further customize communications for your scheduled meetings, and collect information from your guests or participants with the advanced settings on this page. Registration Form Choose the Edit link to edit the Registration Form. This displays the Customize Registration Page: 01/30/09, Page 34

35 A default message will be displayed on the Registration Form. You can either remove it or replace it with a custom message. You can choose from the list of standard questions or create custom questions for your Registration Form. Standard Questions: Check the Include box next to each standard question you want to appear on the Meeting Registration Page. Check the Required box for each question that registrants must fill out in order to register. Name and always appear and are required. Custom Questions: The custom questions you create are shown here. Each custom question has an Edit and Delete button so you can modify or remove it. Add Custom Question: This button brings up a form for you to create a custom question. 01/30/09, Page 35

36 Question Name: Type in the question you want to appear on the Meeting Registration Page. Check the required box if you want to force guests or participants to answer this question. Type: Select the type of question you want to add. Value: For Radio Button, Check Box, Drop-down Menu, and List Menu types, enter one or more response values. For example, for a Radio Button type question, values might be Yes, No, and Not Sure. Use the Add button to add additional values. Choose the Preview link to view the Registration Form. TIP: Always preview your pages when allowed to make sure your information is correct and the appearance is acceptable. Registration Confirmation For meetings set up for pre-registration, you can preview and edit the Registration Confirmation that is sent to each registrant after their registration is confirmed. Choose the Edit link to edit the Registration Confirmation . This displays the Confirmation Edit page: 01/30/09, Page 36

37 Custom Message: A default message will be displayed in the Registration Confirmed . You can either remove it or replace it with a custom message. Files Available for Download: You can also attach up to 5 files to the Registration Confirmed for confirmed registrants to download. Registration Declined For meetings set up for pre-registration and manual confirmation of registrants, you can preview and edit the Registration Declined that is sent to registrants if you decline their registration. Choose the Edit link to display the Registration Declined Edit page. 01/30/09, Page 37

38 Custom Message: A default message will be displayed in the Registration Declined . You can either remove it or replace it with a custom message. Files Available for Download: You can also attach up to 5 files to the Registration Declined for declined registrants to download. Branding and Presenters You can set up a header image (brand) for the registration page and participant s. You can also include bios and pictures of the presenters for the meeting. To edit the branding and presenter information, choose either the Edit Branding or Edit Presenters link. By default, your meeting registration page and s will have a header with the Web Moderator logo. If you want, you can replace it with a custom header. 01/30/09, Page 38

39 Header Image: Use the Choose File button to browse to your header image. The file must be no larger than 1 MB and must be a.jpg,.gif, or.png file. The displayed image is 575 pixels wide by 200 pixels high. If your image s dimensions are different than this, it will be scaled proportionately. Header Alignment: Select, left, right, or center alignment for displaying the header. Header Web Link: Enter the address of a web page where you want guests or participants to be directed when they click on the header. The Add Presenter section of the page allows you to include information and pictures for this meeting s presenters. Presenter Name: Enter the name of the presenter. Presenter Bio: Enter a short bio for the presenter. Presenter Photo: Use the Choose File button to browse to a picture of the presenter. The image must be no larger than 1 MB and must be a.jpg,.gif, or.png file. The displayed image is 100 pixels wide by 120 pixels high. If the picture s dimensions are different than this, it will be scaled proportionately. Add Presenter: Choose this option to add information for one or more additional presenters. Add a Reminder You can preview and edit the Reminder that is sent to all confirmed registrants to remind them of the meeting. Choose the Edit link to display the Reminder Edit page. A reminder will not be sent if you do not configure it through this screen. 01/30/09, Page 39

40 When should this be sent?: By default, a reminder will be sent to all confirmed registrants 24 hours before the meeting. You can specify a different date and time for the reminder to be sent if you want. Custom Message: A default message will be displayed in the Reminder . You can either remove it or replace it with a custom message. Files Available for Download: You can also attach up to 5 files to the Reminder for confirmed registrants to download. Post-Meeting You can preview and edit a Post- Meeting to send to all confirmed registrants for the meeting. Choose the Edit link to display the Post-Meeting Edit page. Custom Message: A default message will be displayed in the Post-Meeting . You can either remove it or replace it with a custom message. Add Recordings: You can choose any existing recordings in your chairperson account to include in this . Files Available for Download: You can also attach up to 5 files to the Post-Meeting for guests or participants to download. Post-Meeting to Attendees For web-only or web & audio meetings, you can preview and edit a Post-Meeting to Attendees that is sent to all registrants who attended the meeting. The content is similar to the Post-Meeting page. 01/30/09, Page 40

41 Post-Meeting to No-Shows For web-only or web & audio meetings set up for pre-registration, you can preview and edit a Post-Meeting to No-Shows that is sent to all confirmed registrants who did not attend the meeting. The content is similar to the Post-Meeting page. Post-Meeting Survey Page You can preview and edit the Post-Meeting Survey Page that attendees see at the conclusion of the web portion of the meeting. Choose the Edit link to display the Post- Meeting Survey Page Edit page: Check the box at the top of this page if you want attendees to be sent to another web page instead of the Post-Meeting Survey Page. Custom Message: A default message will be displayed on the Post-Meeting survey page. You can either remove it or replace it with a custom message Post-Meeting Survey Form: Choose standard questions for the Post-Meeting Survey or create your own by selecting the Add Custom Question button. Files Available for Download: You can also attach up to 5 files to the Post-Meeting Survey Page for attendees to download. 01/30/09, Page 41

42 Meeting Archive Page You can preview and edit the Meeting Archive Page that is displayed when someone attempts to register for, or log into a meeting that has already taken place. The content is similar to the Post-Meeting page. Meeting Promotion Tools You can promote your meeting and track registrations from various marketing campaigns. Marketing Campaigns: Marketing campaigns allow you to generate unique registration links that can be used in various campaigns to drive attendance to your meeting. The links allow you to track which campaigns are driving the most attendance. To create unique registration links, select the Manage link to display the Create Campaign form. Marketing Campaigns: Enter a campaign name. Names must contain only letters, numbers, spaces, and periods. Special characters are not allowed. Click the Generate URL button to generate a unique URL for this campaign. Repeat for each campaign you want to create and track. A default campaign name is automatically created for each scheduled meeting. Campaign URLs: The campaign names and associated URLs are displayed in this window. Copy the URLs as needed to use in your campaign banner ads, web pages, s, blogs, etc. Managing Scheduled Meeting Information Once a meeting has been scheduled, you can view, edit, and clone the meeting information. Go to the Conference Center Home Page, and click on the View, Edit, or Clone link of the meeting you want to mange. The View link displays the following page: 01/30/09, Page 42

43 Open Meeting Controls: This button opens up the chairperson controls and allows you to begin the web portion of your meeting. Edit Meeting: This button lets you go back and edit any of the information you have created for the meeting. Cancel Meeting: You can cancel a meeting and send cancellation s to all confirmed registrants. Send Invitations: This button allows you to send additional invitations. Add to your Calendar: This button adds the meeting to your calendar. Send Update: This link sends an update to all confirmed registrants. It also allows you to add files and a custom message. The Meeting Details section of the page displays the basic details of the meeting. The Registration Link shown in this section is the URL of the actual registration page for this meeting. You can copy this URL into any , web page, blog, etc. to send viewers straight to the registration web page for this meeting The Registration Summary section of the page allows you to track guests or participants, get registration reports, confirm and decline registrants, and track marketing campaigns. Invitee list: You can view and download a.csv file of the addresses for all invitees and when they were invited. Registration Reports: You can view and download a.csv file showing the status of each registrant along with the information they gave during the registration process. 01/30/09, Page 43

44 Pending List: This option is displayed if you manually confirm registrants, and allows you to decide which registrants you want to confirm or decline. Decline List: This option is displayed if you manually confirm registrants, and shows the registration information for the registrants you have declined. Campaign Report: You can view and download a.csv file showing statistics for each marketing campaign. View Campaign URLs: This displays a list of all campaign names and their associated URLs. You can copy these URLs into banner ads, blog posts, s and web pages to track how many registrants you get from each location. Viewing Past Meetings You can view past meetings and cancelled meetings by clicking on the View Past Meetings link on the Conference Center main page. This displays the Past Meetings page. Clicking on the Details link for a meeting in the list displays information about that meeting and provides options for post-meeting actions. The Reschedule buttons and Clone links allow you to reuse past meeting information. The Meeting Details section of the page displays the basic information for this Meeting. The Post-Meeting Actions section of the page allows you to edit s and surveys for attendees after the meeting is concluded. These are the same s and surveys shown in the Advanced Settings when you schedule or edit an upcoming meeting. The Reports Section of the page has links to various registration and post-meeting reports. Registration Reports: The reports in this section are essentially the same as those described in viewing a scheduled meeting. Web Conference Reports: For web-only and web & audio meetings, additional reports are generated. Web Guests: A report of all attendees and their responses to the Post-Meeting Survey. Chat: A log of the chat that occurred during the meeting. Post-Meeting Survey Report: The results from the Post-Meeting Survey. Rescheduling and Cloning Past Meetings Any scheduled, past, or cancelled meeting can be cloned and used as the basis for creating a new meeting. A cloned meeting is copied and added to the list of scheduled meetings. All information is copied over except date/time and your invitees. To clone a meeting, click on the Clone link for the meeting in either the list of scheduled meetings on the Conference Center home page or the list of past meetings. 01/30/09, Page 44

45 Past meetings can also be rescheduled, allowing you to repeat the meeting at a later date. When you reschedule a meeting, the meeting is moved back to the list of scheduled meetings. To reschedule a meeting, click on the Reschedule button for the meeting in the list of past meetings. A form is displayed for you to enter a new date and time, and you have the option of notifying all past registrants that the meeting has been rescheduled. 4.3 Web Moderator Tools View Reports You may view your meeting, event, recordings and audio reports from this menu item. You can also manage your opt-out list for events. Meetings Allows you to see all of your past meetings, the chat and the registration information of the guests or participants. Events Allows you to see all of your past events and any associated reports that belong to that event. Recordings Allows you to see all of the recordings you have conducted on your account Audio Participant Reports list the audio guest or participant s login and exit time and can be downloaded to a text or.csv file. Manage Recordings As the chairperson, you may access your recordings at any time using your access code and passcode. Recordings can be accessed in two different ways. You may access them during your conference through the chairperson controls or you may access your recordings through your website. If you move your mouse cursor over one of the recordings, a menu will appear with several options. The menu is displayed below. 01/30/09, Page 45

46 There are several options available to you. Play Recording: This will play the recording provided you have a Flash player (For more information on playback, please see the section titled Recording Playback within this chapter). Download: This option allows you to download the audio portion or audio and visual. Recording: Selecting this option will open a new Outlook message and allow you to send the recording link. Show Recording Link: Displays the recording link that can be copied in to any application. Edit Registration: This feature enables customization of the registration information required by guests or participants before they view the recording. Rename Recording: Changes the name of the recording. Recording Report: Generates a report for the selected recording that lists playback information as well as listener information. The reports can be saved as a text or.csv file. Passcode: Set a password on the recording to ensure privacy. Edit Recording: Allows you to remove sections of a recording for a more polished presentation. Delete Recording: Deletes the selected recording. Recording Playback You may playback recordings through Manage Recordings or you may download them onto your computer and play them. Playback requires the Adobe Flash player. You may download the free Flash player from the site To play a recording from the management screen: 01/30/09, Page 46

47 1. Choose Play from the drop down menu. 2. You will be prompted to register before you can view the recording. 3. Click Submit after completing the form and the Flash player will launch and start playback. The video portion is synchronized with the audio. This allows you to fast forward or rewind while keeping the slides in sync with the audio. NOTE: If you are experiencing problems with playback, please refer to the section titled Common Issues with Recording Playback within this chapter. You may also play back your recording by downloading it to your computer. 4. From the recording management screen, choose the recording you wish to download and click Download. 5. Choose whether you wish to download the audio only or audio and visual and select a destination. 6. When the download is complete, you will have a compressed folder with the recording in your selected destination. 7. You must extract the folder before attempting playback. Right click on the file and choose Extract All. 8. Choose a destination to extract to and click Next. 9. Open the folder to make its contents available. Three items will be visible. 01/30/09, Page 47

48 10. Click on the Index.html file to play the recording. The file uses the resources in the Lib folder for playback. TIP: Once this file is downloaded onto your computer you may burn it to a CD or place a link to it on your website. Edit Recording You can customize your recording by creating cut points that allow you to remove portions of the recording for a more professional playback. Clicking on the Edit Recording link brings up the following: 01/30/09, Page 48

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