Cloud Controls. Quick Start Guide Version April 2014

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1 Cloud Controls Quick Start Guide Version April 2014 W HE A NY ANY TIME ONLINE RE

2 Table of Contents Welcome to imeet Cloud Controls. 1 Getting started. 2 Add hosts and meeting rooms. 4 Enterprise-wide imeet settings. 9 Individual host settings. 13 Support. 16

3 Welcome to imeet Cloud Controls. Centrally administer, customize, and controls large groups of imeet rooms. Companies can assign and manage their imeet rooms with Cloud Controls. It s a cloud-based company portal that allows administrators to manage accounts, customize room functions, and set meeting defaults at the user level or enterprise-wide. Quickly add meeting rooms and hosts. Enable features for all your rooms at one time, or on a room-by-room basis. Set defaults for imeet features like audio, screen share, recording, chat, room backgrounds, and more. Set access to integrated social networking applications. Allow or restrict international dialing access per host or company-wide. 1

4 Getting started. This section explains how to sign in to your imeet company account and manage key features and default settings by room host, or across your enterprise. Note: To access imeet Cloud Controls, you must be set up as a company account (imeet.com/company/hostname) and have Administrator rights. If you have questions, please contact your sales representative or send to To access your company s Cloud Controls 1. Open a browser and go to 2. At the top of the page, click Sign In and then select My Account. 3. Enter the address and password associated with your imeet Administrator account. 4. Click MANAGE MY COMPANY. The imeet Cloud Controls Dashboard is displayed. 2

5 Getting started. The imeet Cloud Controls dashboard The imeet Cloud Controls Dashboard gives you a summary view of your company s imeet accounts. From here, you can update your company details (including your own credentials), see who s currently meeting, manage hosts and rooms, and set feature defaults at the enterprise-wide level, and change features for individual hosts. Active Meetings See which meeting rooms are in use. Language View Cloud Controls in your preferred language. Tabs Quickly navigate to your users, account details, and enterprise-wide imeet settings or just click a link on the Dashboard. 3

6 Add hosts and meeting rooms. It s easy to add new imeet rooms directly from the Dashboard. Just click the ADD NEW USER link. Or click GO TO USERS to bulk add a group of hosts. Each new host added will receive a welcome with instructions to complete the registration and enter a new password. TIP: You can also access existing host profiles and meeting room settings from the Users tab. For more information, see Individual host settings, later in this guide. Add New User Add a new host and meeting room. Go to Users From here you can add several hosts and rooms quickly or search for a specific host. 4

7 Add hosts and meeting rooms. Add a user 1. On the Cloud Controls Dashboard, click ADD NEW USER. 2. Complete the host profile, including the user s name, address, and phone number. 3. Enter an address, a room address (URL), and a password. Enter only the room name that will be appended to your company URL. For example: imeet.com/abccompany/hostname. 4. Optionally, you can specify whether the user is an administrator, and can access the Cloud Controls. 5. Click SAVE CHANGES. address is the user s login name. Room address is appended to your imeet company URL. Change from Host to Administrator to let this user manage company settings and rooms. 5

8 Add hosts and meeting rooms. Bulk upload users The bulk upload feature lets you create multiple hosts and rooms quickly, by uploading a CSV file. First create the CSV file, and then upload it. It s best to use provided CSV template to create your upload file. To create the CSV file: 1. At the top of the Users page, click ADD BULK USERS. The Add Bulk Users page is displayed. 2. Click Download Our Bulk Upload Template. 3. Save the CSV file to your Desktop and then open it in Microsoft Excel or Notepad. 4. Enter the hosts information. Be sure to complete all fields. TIP: In CountryCode3, enter the three-character country code for the user. If you leave it blank, imeet defaults to USA. For the Room Name, enter only the room name, without spaces. imeet adds your company URL when it creates the room. In the example below, bulk1 becomes imeet.com/abccompany/bulk1. Get the CSV template. address is the host s login name. Enter the 3-character country code. 5. When finished, save the file in CSV format. You re ready to upload the new hosts. 6

9 Add hosts and meeting rooms. To bulk upload hosts using your CSV file: 1. Navigate to the Add Bulk Users page again. 2. Click Browse Your File and select the CSV file that contains the host information. 3. The name of your uploaded file is displayed. Click UPLOAD. The Add Bulk Users page displays a message with the number of users created successfully. If applicable, a detailed list of errors will display giving you the opportunity to resolve those issues. Edit Profile to view errors. To resolve errors: If you received an error, click the Fix option next to the record, and then select Edit Profile. On the Edit User page, the errors are highlighted. (In the following example, the address is highlighted; the selected address is already assigned.) Fix all highlighted errors, and then click SAVE CHANGES. Double-check the Add Bulk Users page to ensure all hosts are now added successfully. 7

10 Add hosts and meeting rooms. New host welcome One a new host is added, imeet sends a Welcome to the person, with instructions to complete signup. 8

11 Enterprise-wide imeet settings. Use the Settings area to control which features are available to your hosts, manage access to the audio portion of meetings, set a common look for your rooms, and more. Enterprise-wide settings apply to all imeet rooms in your company. As an admin, you can also customize at the user level, to override the enterprise-wide setting. Please note: once you alter an individual host s settings, he will then have a customized setting and will not receive future enterprise-wide updates. General Settings Enable meeting features, security, and tailor the meeting experience. Add-Ons Access features like international dialing. Applications Select third-party apps for your hosts and guests. Context-sensitive help. Important: You cannot change settings for a room that is in use. Before changing enterprise-wide settings, check the Active Meetings section on the imeet Cloud Controls Dashboard. If there are active meetings, contact the hosts and ask them to exit their rooms or wait until all meetings have ended. 9

12 Enterprise-wide imeet settings. General settings Room features Use the Room Features to determine which meeting features you d like to enable for all your meeting hosts: Screen Share, Chat, Room Notes, Meeting Recordings, and the File Cabinet. Let hosts share their desktops (screens) with the room. Set or restrict access to inmeeting chat functionality. Allow hosts and guests to type, save, and send meeting notes. Allow hosts to record their meetings. Completed recordings are available as MP4 files in the host s File Cabinet and via . Let hosts share their desktops (screens) with the room. Security By enabling Music on Hold your room and audio is unavailable to meeting participants until the host joins the meeting. Use the option to have imeet automatically send a welcome to new users with instructions to Complete Sign up. 10

13 Enterprise-wide imeet settings. Themes imeet includes a variety of background images for your meeting rooms. Use Themes to pick a standard background for all your meeting rooms, and select the backgrounds for your hosts to choose. Hover over a theme name to see a preview. Audio To hide a theme, set it to OFF. Audio options allow you to turn on/off entry and exit tones in the meeting room, and control how the host and guest can connect to meeting audio. All rooms will use this theme Until hosts select a different theme. Display dial-in numbers and access keys so that guests can dial in to the meeting. Have the meeting call participants. Connect using an active Internet connection. 11

14 Enterprise-wide imeet settings. Add-Ons Set International Dialing to ON to allow enterprise-wide access to international dialing. When you enable International Dialing, guests can join meetings from anywhere in the world, using international access numbers. (Usage-based charges apply.) Applications With imeet, your hosts and their guests can connect in today s popular social networks and cloud apps. Participants can link their imeet profiles with their profiles on other social networks and cloud apps like LinkedIn, Facebook, Twitter, and Evernote. Use the Applications area to determine which third-party apps you want to make available to your hosts and guests. When set to ON, the app is included on the APPS side of all participant cubes 12

15 Individual host settings. Enterprise-wide settings apply to all your company s rooms, but you can also manage settings per host. For example, you can individually select which hosts should have access to international dialing options. Note: Once you alter an individual host s settings, he will then have a customized setting and will not receive future enterprise-wide updates. To access and set defaults at the user-level, go to the Users section. The Users page lists all users hosts and administrators. At the top of the page, you can also search for a specific user. View your rooms and hosts The Users page lists all hosts and rooms that are set up for your company. From here you can change meeting settings for a specific room, update a host s profile, and remove rooms you are no longer using. You can also re-send the imeet account welcome to a host. Search by name or address. Bulk Actions Use checkboxes to select more than one host and then perform the same action and changes. address is the host s login name. Select to View, Edit or Delete a user. You can also Message User to resend the Welcome . 13

16 Individual host settings. Edit a host pro e and meeting settings Select a host in the users list to update his pro e, defaults, and access to imeet features like Audio, Chat, Social Media, and more for the room. Once a host s settings are altered at the individual level, he will then have a customized setting and will not receive future enterprise-wide updates. You can click the user s name to view the user s pro le, or use the Actions menu to choose what you want to do. Open the Actions menu for the host you want to edit, and then select Edit Pro e. User Profile contains info entered when the host was added. Profile Settings override enterprise-wide settings for this room. EDIT PROFILE Upda te the host s pro e and room settings. address is also the host s login name. Change to Administrator to let this user manage company settings and rooms. 14

17 Individual host settings. Update profile settings The Profile Settings tab lets you replace the enterprise-wide settings defined for your company, for the selected host. Notice that the options in this tab mirror the groupings in the Settings area. Resend the login information to a host You cannot change a host s password. However, you can resend the login information to the host. In the Actions menu for the host, select Message User. Delete a room Deleting a room permanently removes the imeet room, all uploaded files in the room s file cabinet, and deletes the host from your company account. In the Actions menu for the host, select Delete User. 15

18 Support. There s so much more to know about imeet. Cruise around the imeet Resource and Training Center. Everyone needs support from time to time and we re here to help. Visit imeet Resource and Training Center View video tutorials 16

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