Intercall 4. How to schedule & run a meeting via the Intercall Software

Transcription

1 host Intercall 4. How to schedule & run a meeting via the Intercall Software There are two main ways to schedule a meeting. The way that we recommend you do it is via the Lotus Notes Calendar, as detailed in the helpsheet Host - How to schedule a meeting via Lotus Notes. If you need help with how to use the Lotus Notes calendar to send a normal meeting invite, then get in touch with The. This helpsheet will take you through how to schedule an invite using the Intercall software, not Lotus Notes. Read on

2 Login to Intercall & schedule a meeting If you are going to Host a Voice & Web meeting (i.e. speak to others on the telephone & show them files), then you need 3 things :- Access to the Software in Warburtons Desktop An Intercall software username & a Password A telephone conference code and login If you don t have these at this stage make sure that you read the helpsheets entitled :- Host - How to get access to Intercall Host - Your logon details - explained Assuming that you have read both helpsheets, let s go :- 1. In Warburtons Desktop, launch this icon You will then see this box in the bottom right hand corner of your screen 2. Click once anywhere on it 3. Enter your Intercall username 4. Enter your Intercall password 5. Click Ok

3 Login to Intercall (cont.) 6. If you see this box then enter your Intercall password again & choose UK as the Country Code, then click Ok This box will appear in the bottom right hand corner for a few seconds, wait for it to disappear :- Look in the bottom right hand corner of your screen :- 7. You will see this icon Try & hover your mouse on it it will tell you that you are signed in You are now logged onto Intercall as a Host

4 Login to Intercall & schedule a meeting (cont.) 8. Click here once on the Intercall icon, in the bottom right hand corner of your screen This box will then appear :- 9. Click here For info. We are on Step 1 Let s look at the main part of the screen that appears next :- 10. Give your meeting a name 12. Choose the duration 11. Give your meeting a Month, Day, Year & Start Time 13. Make sure this says Web & Voice 14.Click here to move onto Step 2

5 Login to Intercall & schedule a meeting (cont.) Wait for 3 or 4 seconds and then this box will appear on your screen :- For info. We are on Step 2 15.Click here twice 16.Click here Essential Tip:- You now need to wait for 3 minutes max. without clicking the screen or touching your keyboard You are waiting until your box looks a bit like this :- 17.Find a name that you wish to invite then click Add 18.Keep going until the full list of people that you wish to invite appears here

6 Login to Intercall & schedule a meeting (cont.) 19. Click to move onto Step 3 20.Add comments for your intees to read on the invite 21.Click to put a tick here, to book a reminder for all attendees to receive 22.Feel free to set how long before the meeting, the invitees get a reminder 23.Click here to promt the invitees to Accept or Decline your invitation We recommend that you do choose this As we don t want to overload you with too much information in one go, we will skip steps 4 & 5 at this point. 24. To do this now click :- The main part of your screen will now look like this :-

7 You have now scheduled a meeting using the Intercall Software The next part of this guide will take you through how to run a schedule meeting using the Intercall Software What you d like to do Run a scheduled meeting using the Intercall software I ll assume that you have just logged into Warburtons Desktop & want to start the meeting 1. Make sure that you have signed into Intercall 2. Click here once on the Intercall icon, in the bottom right hand corner of your screen 3.Click here 4.On the left of your screen, click this

8 Run a scheduled meeting using the Intercall software (cont.) 5. Click this to start the meeting 6. Leave this mark here 8. Type your phone number 7. Make sure your box says the same as mine 9. Click 10. Leave this mark here 11. Click

9 Run a scheduled meeting using the Intercall software (cont.) Your phone will ring. When it does just follow the instructions that you hear. When you are in the meeting :- Press *6 to mute your line Press #6 to un-mute it Note: If you wish to see a helpsheet to show you how to use the screen that appears when you are in the meeting, see the helpsheet :- Host - How to use the Control Panel during a Web & Voice Conference