ReadyTalk Google Calendar Gadget

Transcription

1 ReadyTalk Google Calendar Gadget User s Guide Page 1

2 Contents 1. ReadyTalk Google Calendar Gadget Download and Installation Instructions Validate and Setup your ReadyTalk Account ReadyTalk Google Calendar Gadget Account Settings Start a Web Conference Meeting Automatically Schedule a ReadyTalk Meeting ReadyTalk Audio and Web Conference Invitation ReadyTalk Audio Conference Invitation ReadyTalk Web Conference Invitation Edit a ReadyTalk Meeting Uninstalling ReadyTalk Google Calendar Gadget ReadyTalk Google Calendar Gadget The ReadyTalk Google Calendar Gadget allows users to seamlessly start and schedule ReadyTalk Meetings. The ReadyTalk Google Calendar Gadget can be accessed from the ReadyTalk website. Features: Start a ReadyTalk Meeting Open your ReadyTalk Meeting controls with one click Schedule a ReadyTalk Meeting Schedule an Audio, Web, or Audio/Web Meeting directly in your Google Calendar Customized ReadyTalk templates templates are populated based on the Meeting type you Schedule Customize Dial-In Phone Numbers Edit your default dial-in phone numbers included in your Meeting templates 2. Download and Installation Instructions To download the ReadyTalk Google Calendar Gadget please visit and click Download ReadyTalk Google Calendar Gadget. When you select the URL, your Google Calendar will automatically open with the below pop-up window. Page 2

3 A. Please read the License Agreement for the ReadyTalk Google Calendar Gadget. To continue your installation, select Yes, add this gadget. Note: Selecting No, do not add this gadget will cancel and close your installation. B. Note: You must have a valid ReadyTalk account to use the ReadyTalk Google Calendar Gadget. Please contact help@readytalk.com if you have any questions. After installing the ReadyTalk Google Calendar Gadget, you will be asked to enter your ReadyTalk credentials System Requirements: Browsers Supports the latest two versions of the following: Chrome Firefox Safari (not supported on Windows) Internet Explorer Desktop Windows Windows Vista Page 3

4 Windows XP Windows 7 Windows 8 Mac Lion (10.7) Snow Leopard (10.6) 3. Validate and Setup your ReadyTalk Account You must validate your ReadyTalk Account after the initial installation. This is a two-step process. Note: You must have a valid ReadyTalk account to use the ReadyTalk Google Calendar Gadget. Please contact help@readytalk.com if you have any questions. A. Enter your ReadyTalk Toll-Free Dial-In Number, Access Code, and Chairperson Passcode and Select the Next Button i. The Dial-In Number is your on-demand toll-free conferencing phone number (ie ) Page 4

5 B. When your account is Validated you are taken to the Dial In Numbers screen Note: If you are having trouble validating your account please contact C. If needed, add additional default Dial-In Numbers that will appear in your Meeting invitations by typing in the country you want to add. i. Select the country you want to add and select the Add Number link. Note: The Add New Number link will not be active until you have selected a country Page 5

6 D. To remove a default Dial-In Number, select the country and select Remove Number link. Note: The Remove Number link will not be active until you select a country E. When you have finished selecting your Dial In Numbers, click the Finished button 4. ReadyTalk Google Calendar Gadget Account Settings You may change your Account Settings as often as you like. Any changes to your settings will apply only to the new conferencing invitations you create from that point on. The following features can be customized from clicking on Account Settings: 1. Dial-In Number 2. Access Code/Chairperson Passcode 3. Default Dial-In Numbers Page 6

7 To edit any of these settings, you must go through the 2-step validation process outlined in Section Start a Web Conference Meeting Automatically The ReadyTalk Google Calendar Gadget provides the ability to launch an on-demand ReadyTalk web meeting from the sidebar. The system will automatically log you in and open your ReadyTalk Conference Controls. Select the Start Meeting button to launch an on-demand ReadyTalk web meeting. Page 7

8 6. Schedule a ReadyTalk Meeting The ReadyTalk Google Calendar Gadget provides the ability to create a Google Calendar meeting invitation that includes ReadyTalk meeting details with the click of a button. You will see the following meeting options below the Schedule Meeting button in your gadget: ReadyTalk Audio/Web Meeting, ReadyTalk Audio Meeting, or ReadyTalk Web Meeting. Note: Be sure to select your Meeting Type before selecting the Scheduled Meeting button. A new calendar event will open and the Meeting Details will be automatically populated. The Where field and Description field displays all of the information participants need to join your ReadyTalk meeting. You can edit any of the information that appears in the unsent meeting invitation. Note: You must create a new meeting invitation or manually modify the invitation and resend to participants if you want to change your meeting type. See Section 7 for more details. Page 8

9 6.1 ReadyTalk Audio and Web Conference Invitation The ReadyTalk Google Calendar invitation for a ReadyTalk Audio and Web Conference will include: Call My Phone and Join Web Meeting: Participants wanting to join your audio and web conference can simply click this direct link to ReadyTalk s audio and web Quick Start form that calls and joins participants to both your audio and web conference. Below is an example of the ReadyTalk Call My Phone and Join Web Meeting form: Page 9

10 Dial-In Numbers: For participants wanting to join your audio conference manually, your audio conference dial-in number(s) are listed here. This field can include more than one ReadyTalk dial-in number (including international numbers) determined by your customized meeting requirements. Access Code: Lists the access code participants use to enter your conference determined by your custom subscription details. Web Login: A direct link to the registration page for your ReadyTalk web conference. Global Toll-Free Numbers: For added convenience, your invitation includes a hyperlink that displays a list of any additional international toll-free dial-in numbers that are available to your participants. 6.2 ReadyTalk Audio Conference Invitation The ReadyTalk Google Calendar invitation for a ReadyTalk Audio Conference will include: Page 10

11 Call My Phone: Participants wanting to join your audio quickly can simply click this direct link to ReadyTalk s audio Quick Start form that calls and joins participants to your audio conference. Below is an example of the ReadyTalk Call My Phone form: Dial-In Numbers: For participants wanting to join your audio conference manually, your audio conference dial-in number(s) are listed here. This field can include more than one ReadyTalk dial-in number (including international numbers) determined by your customized meeting requirements. Access Code: Lists the access code participants use to enter your conference determined by your custom subscription. Page 11

12 Global Toll-Free Numbers: For added convenience, your invitation includes a hyperlink that displays a list of any additional international toll-free dial-in numbers that are available to your participants. 6.3 ReadyTalk Web Conference Invitation The ReadyTalk Google Calendar invitation for a Web Conference will include a direct link to the registration page for your ReadyTalk web conference along with your meeting access code. Below is an example of a ReadyTalk Web Conference Invitation: Access Code: Lists the access code participants use to enter your conference determined by your custom subscription. Web Meeting Link: A direct link to your meeting is conveniently located in your invitation for participants to seamlessly join your Web Meeting. 7. Edit a ReadyTalk Meeting To edit a ReadyTalk Meeting you have already created, open your invitation and edit the event as you would in a regular Google Calendar event. Once you save your changes, you can save and send the updated meeting to your participants. NOTE: If you want to change the Meeting Type, you must create a new meeting with the desired meeting type selected before clicking the Schedule Meeting button. After selecting the Schedule Meeting button, you cannot change your Meeting Type. Page 12

13 8. Uninstalling ReadyTalk Google Calendar Gadget To uninstall your ReadyTalk Google Calendar Gadget, select the X in the upper right hand corner of the sidebar gadget. This will immediately remove the ReadyTalk Google Calendar Gadget from your side panel. Note: Removing the ReadyTalk Google Calendar Gadget will not delete any meetings that have already been scheduled in your calendar. Page 13