Preparing for the Conference
- Make sure all your equipment you will need for the meeting setup properly PRIOR to beginning. Not having to troubleshoot video or audio problems during the meeting will make the experience better for everyone involved.
- Test thoroughly beforehand!
- Make sure you have the latest versions of both your browser and of the Adobe Flash Player. You can check http://www.adobe.com for the newest version of Flash Player.
- Clear your browser cache of old files and try to close any applications that are not crucial to your conference.
- Always make sure to select ALLOW if the Flash Player Settings box prompts you before you join a video conference. This is important, if you select DENY then NO feeds (Video/Audio/SMD) will function in the conference!
- Make sure that no other applications are using the camera feed (MSN messenger, Camera Software etc) before you log into your meeting.
- Use a headset if possible if you plan on using VOIP in the meeting as it will reduce many issues that may arise.
Logging in as a Guest
There are two methods for logging in as a Guest into the meeting:
Joining from an email invitation
When you receive the email invitation to the meeting from your Host, depending on the setup, it will look similar to the one below.
All the information you need to know is in this email, including:
- Your link to join as a Guest
- When to join the meeting
- Meeting Password (If Applicable)
- Teleconferencing Number (If Applicable)
- Any other additional or pertinent information for this meeting.
Simply click the link to join the meeting and follow the prompts to login.
Joining from the Guest login screen
Open the web browser of your choice (Internet Explorer, Firefox, Safari, etc.) and enter the URL that was created for your organization. [Note: Make sure there is no www before the company name or the URL will not work! Once loaded click the Agree button to continue.]
Click the Guest button to continue. Logging in as a Guest will allow you to be a participant in a conference that has set up by a Host but that you have not received an email invite for.
You may get the following alert screen. Click Ok to continue.
You may also get the Flash Player options popup, which you will need to select both Allow and check the Remember checkbox below.
After allowing the flash player on this computer, you are presented with:
1) Type in your desired meeting name or use the dropdown list to choose
2) Type in your Name
3) Use this dropdown to select from the list of available and listed meetings
4) Use this utility to setup your camera and audio (where applicable)
Meeting Room Functionality as a Guest
Your meeting functionality will be dictated by the settings the Host has chosen for this session, so your experience may vary.
Below are the potential items that you could be using inside your meeting. The most likely scenario will only involve a handful of functions, often limited to the VOIP, chat and video functionality.
1) Meeting Info Box/Welcome: This box will hold the meeting name, default port setting and security protocol (SMTP)
2) Your Video Box: This is the default location for your video box when you enter the meeting. The video boxes, as well as the components below, are contained within the sidebar box. This sidebar can be minimized, as well as disconnected from the right hand side of the screen and moved around. Click the small to hide the sidebar.
The sidebar will disappear, instead of showing in the normal space (illustrated in red below) it will be hidden from the conference area.
To float this panel and make it moveable on the screen, click the icon shown in the upper right corner of the sidebar.
3) Audio Options: To use the VOIP capabilities of the meeting area, first choose the type of audio you expect to be using: Headset or Speakers.
- Headset: Acoustic Echo Cancellation operates in low-echo mode. This offers the least amount of echo cancellation but is also the least processor-intensive.
- Speakers > USB Mic: Auto echo cancellation operates in Half Duplex mode. In Half Duplex mode, only one party should speak at a time, as part of the echo-cancellation includes lowering the volume of other Users. Labeled USB Mic because USB microphones do NOT support Full Duplex mode. More processor intensive than Low-Echo (headset) mode.
- Speakers > Line/Built-In Mic: Auto echo cancellation operates in Full Duplex mode, which offers the highest quality of Echo Cancellation. Allows users to speak at once without lowering volume or producing echoes. Will NOT work with USB microphones; must be line-in or built-in. Requires the most processing power of the three options.
4) User List: This displays the current attendees in your conference including the Host(s).
5) Chat Area: Use this to text chat with attendees in your conference.
6) Functionality Buttons: These are your buttons to activate the functionality as a Host in the conference room.
- a) ShowMyDesktop: Please see the ShowMyDesktop Guide
- b) FLV Player: The FLV player allows you to stream a video from a URL with full sound and video to all participants at once.
Prerequisite I) The video must be in one of the following formats:
- .FLV – Flash Format
- .F4V – Flash Format
- .F4P – Flash Format
- .F4A – Flash Format
- .F4B – Flash Format
- .MOV – Standard Mac Output Format
- .MP4 – Other Codecs
- .M4V – Other Codecs
- .M4A – Other Codecs
- .3GP – Other Codecs
Prerequisite II) The video cannot be in a location like YouTube or any other website that does not have the full direct path to the video. The video file must reside in a location other than the local computer or from a website where the video is embedded. The file can be uploaded via FTP to a web server or uploaded to any location that would allow the full path to be propagated (e.g.: www.mywebserver.com/myvideo.flv)
- c) Noteboard: The Noteboard can be used to collaborate with attendees in a text format.
- Click on the Edit button to start typing into the noteboard. Click Done when finished.
- d) Whiteboard: You can collaborate in a visual format with the Whiteboard.
The White Board allows you as the host to upload an image (JPG format only) into the background of the whiteboard that all attendees can add notes to using the tools on the right.
- Click Options to activate the options available.
- Click the Fit Drawing Area to Window to fit this image into the box
- e) Survey Manager:
1) Activate a Survey: Click here to Activate a previously created survey
2) Activate a Poll:
3) View the Results of a Survey:
4) Create a New Survey:
5) Edit an Existing Survey:
6) Delete an Existing Survey:
Answering a Survey:
- f) Computer Sharing: The Computer Sharing tool allows you to take remote control over a participants computer or allow control of your own to an attendee in the room. Please see the Computer Sharing Guide
- g) Recording: (This option only is applicable if you have recording purchased for this account. If you wish to enable recording please contact your sales representative). If recording is enabled on your account, you can turn the recording off/on from this button. The unique recording feature within the meeting enables you to record any feed in the meeting, allowing you to replay the meeting inside a browser again at a later time.
- i) Video Layout:
- Tile – Set the videos in tiled order
- Horizontal – Sets the videos in horizontal order
- Fit – Fits all videos into available screen size
Order: This affects the Host's view only and not the view of those attending the Meeting.
- Alphabetical Order: This option will organize the attendees alphabetically by user name.
- Connection Order: This is the default option. It will organize the attendees based on the order in which they entered the Meeting.
j) Return to the Host Screen: Click this to disconnect from the current meeting and return to the Host Options Screen.
k) Exit the Application: Logs you out completely as Guest or Host.
7) Options Dropdown List: Many of the same Functionality buttons can be accessed from this dropdown.
8) Help Button: Click this to access this help document and other resources.