Help

Web Meeting Office help

Account overview

Your Web Meeting Office provides you with a powerful way to collaborate globally with any number of participants. You can schedule and amend your web meetings at any time with ease.

When you schedule a web meeting, you can invite participants and moderators, as well as setting additional options such as the moderation style of your web meeting.

Remember that each web meeting can consist of one or several live sessions, allowing you to organise and schedule your web meetings around your actual day-to-day requirements (for example, you can add new live sessions to a web meeting later, if needed).

The 'web meetings' tab

The default view of your account is the 'web meetings' tab. This lists all web meetings that you have set-up and scheduled. Each web meeting is displayed showing the title and a short description of the meeting as entered when it was scheduled. On the right side of each meeting, you will find details on:

date and time of the next live session scheduled to be held for this meeting (if no live sessions are scheduled with a starting time set in the future, 'no further session available' will be shown).
the language in which this meeting has been scheduled ('language:')
the approximate duration of the meeting ('duration:')
a link entitled 'view & edit' that opens up the meeting details form where you can view and edit any of the meetings details such as participants and moderators you want to invite.

Clicking the red link entitled 'enter', will open the meeting page giving you access to the meeting's materials, discussion forums and importantly allowing you to attend live sessions by clicking 'attend' next to a live session on that page (please refer to the live session help section for further information on live sessions).

Scheduling a web meeting

You schedule a web meeting by clicking on 'schedule a meeting' in the left column of your Web Meeting Office. This will open the web meeting set-up form, where you enter all necessary details to schedule a meeting and invite participants and moderators. The following fields are available:

Meeting name – enter a name for the meeting you are scheduling.
Description – enter a brief description of your meeting. This will be the description that will be seen by invited participants and moderators when accessing the meeting.
Date – set the date when your meeting is scheduled to take place.
Time – set the time when your meeting is scheduled to take place.
Approx. duration – enter an indicative duration of your meeting.
Reference timezone – set the timezone in which you have set the date and time of the meeting above.
Moderation style – you can choose one of three moderation styles for your meeting:

(1) 'not moderated' (all participants have equal rights - choose this for open discussions and work groups),
(2) 'moderated' (the moderator assigned to the meeting will be able to moderate the meeting - choose this where you have a more formal meeting or a larger number of participants), and
(3) 'super moderated' (only moderators will be visible in a meeting and participants that want to talk or interact in the meeting will need to 'raise their hand', upon which a moderator will be able to 'assign the podium to such participants. Use this for larger events and podium-style discussions).

Language – set the language in which this meeting will be held in.
Voice option – determine if you want to make use of Internet voice for this meeting, which will allow all participants to talk in conference call style using a microphone on their PC.
Participants meeting password – for extra security, you can set a password that all participants will need to enter when accessing the meeting.
Invited participants' email – enter an email address for each invited participant to the meeting here, separating each email address with a comma (','). You can also copy invited participants' email addresses from your address book.
Message to participants – enter a message that you want to appear in the invitation email that will be sent to all participants to this meeting.
Moderators meeting password – set a password that all moderators will need to enter when accessing the meeting.
Invited moderators' email – enter an email address for each invited moderator to the meeting here, separating each email address with a comma (','). You can also copy invited moderators' email addresses from your address book.
Message to moderators – enter a message that you want to appear in the invitation email that will be sent to all moderators to this meeting.

Once you have entered all details to schedule this meeting, press the 'confirm' button at the bottom of the form. At this stage an automatic email will be sent to all participants invited, informing them of the meeting details and giving them instructions on how to log-in and attend the meeting. A separate email will automatically be sent to all invited moderators, containing the moderator password details.

After you have confirmed and scheduled your meeting, you will be able to edit and resend the details of that meeting to all invited participants by clicking on 'view & edit' to the right that meeting as shown in the 'web meetings' tab.

Address book

You can enter any number of contacts in your address book, including email and phone numbers. Later, you can then copy any contacts stored in your address book to the web meeting set-up form when scheduling a meeting.

Calendar

The calendar allows you to display all live sessions scheduled for any of your web meetings on any particular day, week, month or calendar year.

Account details

Your account settings, such as your login name and password are viewable in the 'account settings' section. There, you will also be able to view cumulative usage of the service.