ORGANIZER QUICK START GUIDE

Transcription

1 NOTES ON USING GOTOWEBINAR GoToWeinr orgnizers my hol Weinrs for up to 1,000 ttenees. The Weinr proess n e roken into three stges: Weinr Plnning, Weinr Presenttion n Weinr Follow-up. Orgnizers nee to first log in to GoToWeinr n tivte their GoToWeinr ounts efore they n egin the Weinr setup proess. For GoToMeeting Corporte plns, ontt your ompny ministrtor if you on t hve n ount lrey. Weinr Cheklist Sheule (te, time, topi) Customize Settings (rning, registrtion, polling, survey) Promote (registrtion report, seonry invittions/tilore messging, reminers, follow-up) Prtie Present Weinr Follow-up SCHEDULE 1. Log in to 2. Clik Sheule Weinr in the left nvigtion menu n three-step Sheule Weinr pge will lo. Step 1: Weinr Detils - Enter your Weinr Detils n lik Sve n Continue. Step 2: Brning n Theme - Brn your Weinr ommunitions n Weinr Witing Room with theme n ompny logo. Preview your work n lik Sve n Continue. Step 3: Registrtion - Customize your Weinr registrtion form n lik Sve n Emil me the Invittion. Using GoToWeinr Totl Auio Servie GoToWeinr inlues n uio onferene servie t no extr ost to you. Choose etween phone n Voie over Internet Protool (VoIP) or llow oth options. You n lso inlue lol toll il-in numers for Europen ountries. You my eie to use this servie or hoose nother metho of ringing uio to your online Weinrs (lik Provie your own onferene ll numer). Note: If you hoose to use your own uio servie provier for the uio portion of the Weinr, GoToWeinr will inlue your il-in numers with the Weinr informtion; however GoToWeinr uio fetures (suh s VoIP n uio mngement) o not pply Citrix Online, LLC. All rights reserve. 1

2 CUSTOMIZE or EDIT One Weinr is sheule, orgnizers n ustomize or eit itionl spets of the Weinr. 1. Log in to your ount n sroll to the Weinr you wnt to ustomize or eit. 2. Clik the Chnge Session Settings rop-own menu n selet the feture you wnt to ustomize or eit. PROMOTE Invite Prtiipnts After sheuling your Weinr, you will reeive the Weinr Invittion in your emil pplition. 1. Forwr the Weinr Invittion to your ttenees or to thir prty, suh s list roker. You n lso sve the Weinr Invittion in n HTML formt n post to your personl or ompny We site. If you mke ny hnges to the Registrtion Form you will nee to resen yourself the Weinr Invittion. 1. Log in to your ount. 2. On the My Weinrs pge, sroll to the Weinr for whih you wnt to reeive the Weinr Invittion. To the right of the Weinr, lik the Emil me the Invittion link. The Weinr Invittion is sent to the emil ress on your ount. Trk registrtions 1. Log in to your ount. 2. On the My Weinrs pge, lik next to the Weinr te for whih you wnt to view registrnts. 3. Clik PDF, CSV, Exel or HTML to ownlo registrtion report, or refer to the t--glne summry of registrtion sttistis. PRACTICE Before the y of your Weinr you shoul llow time to prtie your Weinr n inlue ny other Weinr orgnizers n/or pnelists. The Prtie feture llows orgnizers to run n unlimite numer of prtie sessions efore the sheule Weinr strt time. All settings n ustomiztion me to Weinr will pply to the prtie session. Prtie Your Weinr 1. Log in to your ount. 2. On the My Weinrs pge, fin the Weinr you wnt to prtie n lik Prtie. 3. Pnelists n orgnizers n join the prtie session y liking the link provie in their invittion emil. Note: While in Prtie moe, registrnts will not e le to join the Weinr. You n lik the Strt utton on the GoToWeinr Control Pnel to strt your Weinr n llow registrnts to join. PRESENT Strt Sheule Weinr 1. Log in to your ount. 2. On the My Weinrs pge, lote the Weinr you wnt to strt n lik the Strt utton. 3. If prompte, lik Yes, Grnt or Trust to ept the GoToWeinr ownlo. Your Weinr will strt n the GoToWeinr Orgnizer Control Pnel will pper in the right sie of your esktop. 4. Join the uio portion of the Weinr Citrix Online, LLC. All rights reserve. 2

3 Mnge the GoToWeinr Totl Auio Servie Strt the Weinr VoIP n Telephone: If you hve selete the option to use either VoIP or Telephone for your Weinr, you will see the options Use Telephone n Use Mi & Spekers in your Control Pnel. The efult moe is Mi & Spekers; however, GoToWeinr will rememer your seletion for your next event. If you re joine vi Mi & Spekers, you must lik Strt Brost to egin the uio portion of your Weinr. Before strting the rost, you will e joine in suonferene with ll other orgnizers n pnelists you invite. Telephone: If you hve selete the option to use Telephone only for your Weinr, you must join the uio portion y iling the onferene numer n proviing the Aess Coe n Auio PIN note in your Control Pnel. If you re joine vi the telephone, you must press *1 on your telephone keyp to egin the uio portion of your Weinr. Before strting the rost, you will e joine in suonferene with ll other orgnizers n pnelists you invite. VoIP Best Prties Auio qulity n vry se on your uio softwre/hrwre mnufturer s well s your operting system. When using VoIP, the following est prties re reommene: As with ny Weinr, it is importnt to test your soun qulity n uio settings efore your live event. In ition to testing your uio settings on the Auio t in GoToMeeting/GoToWeinr Preferenes menu, it is reommene to strt your Weinr in Prtie moe with other orgnizers or pnelists to provie feek on your voie qulity. For optimum soun qulity, heset is reommene, preferly USB heset for ese of use. If heset is not ville, mirophone is require, preferly USB mirophone for ese of use. If using mirophone, it shoul e t lest 1.5 feet wy from ny spekers uilt in or onnete to your omputer. Unplug ny evies, suh s Wem, tht hve uilt-in mirophone. The use of Wem mirophone is not reommene. If you pln to reor your meeting, e sure to test the reoring feture while in Prtie moe Citrix Online, LLC. All rights reserve. 3

4 Dil In to the Conferene Cll Using the GoToWeinr Auio Servie At the speifie Weinr time, il the onferene ll numer. When prompte, enter the ess oe followe y the # key. One in onferene ll, the orgnizer is utomtilly entere into su-onferene etween ll orgnizers n pnelists. To strt the onferene ll for ll prtiipnts, n orgnizer must press *1. Orgnizer Telephone Commns Commn Funtion Ation *1 Strt Strts the onferene ll. Orgnizers n pnelists re initilly joine in suonferene until *1 is presse. *2 Count Provies the numer of ttenees ile in to the onferene. *3 Exit Exits the orgnizer from the onferene ll. *4 Menu Provies menu of ville onferene ommns. *5 *6 Mute/Unmute Orgnizers n Pnelists Orgnizer Mute/Unmute *8 Chime Control Sets mute n un-mute for orgnizer n pnelist lines. By efult, orgnizers n pnelists re first joine unmute. Pressing * 5 yles through the following options: Mute: orgnizers n pnelists n unmute themselves y pressing *6. Mute: orgnizers n pnelists nnot unmute themselves Unmute: orgnizers n pnelists re unmute (efult) Orgnizer n mute his/her line. Pressing *6 gin will unmute the line. Sets entry n exit himes. By efult, entry n exit himes re off. Pressing *8 yles through the following options: Entry hime off n exit hime on Entry hime on n exit hime off Entry n exit himes on Entry n exit himes off Mnge Attenee Auio Attenees who join the uio portion of your Weinr re joine mute y efult. Attenees joine vi VoIP will hve mirophone ion next to their nme. Attenees joine vi telephone will hve hnset ion next to their nme. Note: Up to 25 ttenees n e unmute t ny one time (this is omintion of VoIP n phone ttenees). Attenee, joine vi VoIP, mute (efult) () Attenee, joine vi telephone, mute (efult) () Attenee joine vi telephone, unmute () Attenees who join the Weinr vi telephone must enter their Auio PIN so tht you hve full uio ontrols through the Orgnizer Control Pnel. If not entere, you n right-lik the person s nme n selet Sen Auio PIN. This will sen pop-up messge with the Auio PIN to tht person () Attenee, joine vi VoIP, unmute () 2008 Citrix Online, LLC. All rights reserve. 4

5 Orgnizer Control Pnel When the orgnizer first joins the Weinr, the Orgnizer Control Pnel ppers on the right sie of the esktop. The Orgnizer Control Pnel gives orgnizers ess to vrious orgnizer n presenter funtions. The Control Pnel n e ustomize pnes n e re-orere n those with n e un-oke from the Control Pnel n resize. Dshor, Auiene View n Reoring pnes re not ville in the M Orgnizer Control Pnel. Menus Provies ess to leving/ening the Weinr, ttenee options, Control Pnel tools n online help files () Sreen Shring Provies presenter with visul reminer of On Air sttus, the ility to show/puse/stop sreen shring, shre keyor n mouse ontrol n hnge presenters (see the Presenter Sreen Tools Pne setion of this guie) () Gr T Enles presenter to minimize the Control Pnel to the sie of the esktop to isply his/her full esktop to ttenees n still ess Sreen Shring tools (see the Presenter Control Pnel Gr T setion of this guie) () Dshor Pne Provies orgnizers with quik view of the timer, ttenne, uiene ttentiveness, numer of unnswere ttenee questions n numer of hns rise (see the Dshor Pne setion of this guie) () Attenee List Pne Provies orgnizers with the ility to mnge ll Weinr ttenees (see the Mnge Attenees setion of this guie) (e) Auio Pne Enles orgnizers to mnge their uio formt, uio servie n uio setup (see the Auio Pne setion of this guie) (f) Weinr Informtion Pne Provie for quik referene; Weinr ID n e given to someone to join through (g) Aitionl Control Pnel Pnes See the next setion for itionl Control Pnel fetures e f g 2008 Citrix Online, LLC. All rights reserve. 5

6 Presenter Control Pnel Gr T Clik n rg to move Gr T up or own () No ttenees hve rrive Attenees rrive, presenting esktop Attenees rrive, presenttion puse Attenees rrive, presenttion stoppe Clik to show/hie Control Pnel () Shows On Air sttus () Shres sreen. Right-lik for sreen shring options () Stop sreen shring (e) Grnt shre keyor/mouse ontrol to nother orgnizer or pnelist (f) e Pss presenter role to nother orgnizer or pnelist (g) Use Drwing Tools to nnotte your presenttion (h) f g h Reor Weinr 1. From the Orgnizer Control Pnel, lik the View menu n selet Reoring. 2. Clik Settings in the Reoring pne n onfirm tht your Auio n Vieo options re set orretly. For etile Auio n Vieo options, lik on the Nee uio help? link n Lern more links, respetively. Note: Be sure to hek your uio evie settings uner the Auio t. 3. In the Sve in: setion, lik the Browse utton to ientify where you woul like to sve your reoring. Note: For optimum reoring performne n insession experiene, it is reommene tht you selet lotion on your lol hr rive. 4. Clik OK to sve your settings. 5. In the Reoring pne, lik the Strt Reor utton to strt reoring. 6. Clik Show My Sreen to pture the vieo portion of the reoring. 7. Clik File n selet En Weinr for ll to view the omplete reoring. Trouleshooting Weinr Reoring To trouleshoot reoring, plese see n These links n lso e esse from the reoring tegory uner Orgnizer Preferenes Citrix Online, LLC. All rights reserve. 6

7 Mnge Attenees Orgnizers n mnge ttenees n the Weinr stff through the Attenee List pne, either y olumn or y rightliking eh orgnizer or pnelist nme. Attenee List Pne Clik ts to view Attenee or Stff list () Clik olumn to sort. Right-lik to show/hie olumns () Clik to mute/unmute ttenees () Shows ttenee ttentiveness () Shows ttenee hs question (e) Right-lik ttenee nme for ttenee options (f) e f g Shows ttenee hs rise hn (g) Attenee Right-lik Pss presenter role this lso promotes ttenee to pnelist () Promote to pnelist role () Promote to orgnizer role () Allow this ttenee to view Attenee List () Sen ht to this ttenee. Attenees will see ht in their Questions pne. Stff will see ht in their Cht pne (e) Dismiss ttenee from the Weinr (f) e f 2008 Citrix Online, LLC. All rights reserve. 7

8 Dshor Pne The Dshor pne ssists orgnizers in monitoring Weinr t glne. Orgnizers n quikly view the timer, ttenne n uiene ttentiveness n hn rising. If the Questions feture is turne on, orgnizers n see the numer of unnswere questions queue in the Questions pne, then lik the numer to open the Questions pne. M users o not hve Dshor pne. Timer egins when Presenter liks Show My Sreen () Attentive = ttenee s Viewer is in foregroun Inttentive = ttenee s Viewer is not in foregroun () Quik-view of numer of ttenee questions in the queue. Clik the numer to open the Questions pne () Attenees n rise their hn if enle y the orgnizer. Clik the numer to view who hs rise hns in the Attenee List () Questions Pne The Questions pne enles orgnizers to engge their uiene. Orgnizers n sort questions n flg them with priority. Questions n lso e ssigne to nother orgnizer or, for exmple, to pnelist ttening s sujetmtter expert. Chek to show nswere questions () Type in nswer. Clik Sen Privtely or Sen to All () Right-lik ny olumn heer to show/hie olumns () Ion inites nswere questions () Clik to set priority () Clik to snp the Question n Answer pne on n off of the Control Pnel (e) e To ssign question to nother orgnizer or pnelist 1. Clik the question you wnt to forwr. This will highlight the question. 2. Right-lik the question fiel n selet Assign Question to. 3. Selet the nme of the orgnizer or pnelist you wnt ssigne to the question. Note: Only orgnizers n see ll questions n nswers, set question priority n ssign questions. Pnelists n only see questions tht re ssigne to them y orgnizers. Pnelists n only nswer privtely to n ttenee Citrix Online, LLC. All rights reserve. 8

9 Polling Orgnizers n use polls to revive n engge n uiene or to fous its ttention. Polls n e rete pre-weinr or in-session on the fly. After poll hs een lose, orgnizers n hoose to show the results immeitely or t lter time in the Weinr. While polling is mnge y orgnizers only, n orgnizer oes not hve to e presenting to lunh poll. To lunh poll 1. In the Polls pne, sroll to the poll you wnt to lunh n lik the Open Poll utton. Attenees will see the poll in their Viewer Winow. 2. After you hve given ttenees time to nswer, lik the Close Poll utton. To show poll results 1. In the Polls pne, sroll to the poll for whih you wnt to show the results. 2. Clik the Show Results utton. 3. Clik Hie Results to resume your presenttion. To rete or eit polls in-session 1. Open the Polls pne in the Orgnizer Control Pnel. 2. If you re presenting, e sure to puse or stop sreen shring. 3. Clik Mnge Polls. If prompte, log in to your ount. The Polls pge will lo. 4. After mking your hnges, lik Sve Chnges. Log out of your ount. Your new or upte polls will pper in the Polls pne of the Orgnizer Control Pnel. En Weinr 1. On the GoToWeinr Orgnizer Control Pnel file menu, selet Exit En Weinr. 2. On the En Weinr onfirmtion ilog ox, lik Yes. Note: At lest one orgnizer must e present to strt, mnge n en Weinr. If n orgnizer hooses to leve Weinr while llowing it to ontinue, either nother orgnizer must e present to ontinue the Weinr or the orgnizer must promote nother ttenee or pnelist to Weinr orgnizer Citrix Online, LLC. All rights reserve. 9

10 WEBINAR FOLLOW UP Weinr Anlysis GoToWeinr orgnizers n get snpshot view of Weinr sttistis one Weinr hs ene. The snpshot view is lote in Weinr History on the GoToWeinr We site. Orgnizers n view suh sttistis s the numer of registrnts versus ttenees n how mny surveys were sumitte (if rete). Orgnizers n lso ess the Performne Report n the Attenee Report, s well s links to Weinr follow-up tsks. e 125 Generte Reports Orgnizers n get etile Weinr informtion y using the Generte Reports feture. This reporting feture llows orgnizers to view vrious sttistis on Weinrs for ny te rnge in either PDF, HTML or Exel formt. To generte report 1. Log in to your ount. 2. In the left nvigtion menu, lik Generte Reports. 3. Selet the report you wnt to generte (see report esriptions in the following pges): Registrtion Report Attenee Report Performne Report Reore Weinr Report (GoToMeeting Corporte plns only) 4. Clik Next. 5. Selet the Dte Rnge. 6. Selet Weinr. 7. Selet the Report Formt (PDF, HTML, Exel or Comm Delimite Text). 8. Clik Generte Report. Your report will lo in new winow Citrix Online, LLC. All rights reserve. 10