Today s Conferencing Web Meeting User Guide

Transcription

1 Tday s Cnferencing Web Meeting User Guide Last Revised September 2013

2 Tday s Cnferencing Web Meeting User Guide Cntents Tday s Cnferencing Web Meeting Overview...4 Chairpersn: Hw t Access Tday s Cnferencing Web Meeting.6 Participant: Hw t Jin a Tday s Cnferencing Web Meeting..7 Starting/Jining a Tday s Cnferencing Web Meeting via Cmputer Audi 8 Web Meeting Integratins (Additinal ways t access Tday s Cnferencing Web Meeting). 12 Tday s Cnferencing Cnnect Add-In fr Outlk Cnference Cnnect Tlbar & Meeting Ribbn..13 Tday s Cnferencing Web Meeting fr Salesfrce...15 Tday s Cnferencing Web Meeting Cnference Center 18 Hme On-Demand Meetings...18 Scheduled Meetings 19 Schedule a Meeting...19 Manage Scheduled Meetings View Reprts...24 Manage Recrdings Manage Cntacts...28 Web Meeting Cnference Cntrls...29 Participants Panel...29 Audi Cntrls Panel Chat Panel Meeting Management Cntrls. 32 Start/Stp Meeting.. 32 Recrd Meeting/End Recrding Share Desktp. 32 Share Applicatins Grant Cntrl 33 Sharing Cntrl Bar Enable Webcams Invite Others

3 Tday s Cnferencing Web Meeting User Guide Optins..34 Presentatin Cntrls..35 Insert Slides Insert Plls 35 Insert Vide..36 Delete.37 Full Screen Markup Tls Custmer Care

4 Tday s Cnferencing Web Meeting User Guide Tday s Cnferencing Web Meeting Overview The Tday s CnferencingWeb Meeting service cnsists f tw separate applicatins: the Cnference Center fr setting up and managing web meetings, and Cnference Cntrls fr cnducting web meetings and audi cnferences. Cnference Center Lgging in as the chairpersn brings up the Cnference Center applicatin. The Cnference Center is where yu schedule and rganize web meetings, manage invitatins and registratins, track participatin and feedback, and launch yur web meetings. Yu can als manage meeting recrdings, set up pdcasts f yur recrdings and view reprts. On-Demand Meetings On-demand meetings are web meetings that are held withut being previusly scheduled. Yu launch n-demand meetings frm the Cnference Center. Participant registratin infrmatin and feedback frm n-demand meetings is limited t yur existing settings, which yu may chse t mdify. Scheduled Meetings Scheduled meetings are web meetings that yu set up in advance and invite peple t attend. Yu can require invitees t pre- register r allw them t register when they jin the meeting. Invitatins can be sent by and psted t Facebk and Twitter accunts. Links t the meeting registratin page can be embedded in r web-based annuncements as part f marketing campaigns, and yu can track the registratins separately fr each campaign. Yu can custmize the registratin page t prvide detailed infrmatin abut the meeting and presenters, and cllect infrmatin frm the registrants. Meeting reminders, pst-meeting s, and pst-meeting surveys prvide a variety f pprtunities t cmmunicate with peple befre and after yur meetings. Yu have the ptin t custmize all f these cmmunicatins. Bradcast Audi The audi prtin f a web meeting can be bradcast ver the Internet instead f, r in additin t, ver the phne. This allws yur participants t listen t the meeting when using a phne is nt cnvenient. Bradcast audi is ne-way nly. Reprts The Tday s Cnferencing Web Meeting service autmatically generates reprts fr yur web meetings and audi cnferences. The reprts include wh was invited t yur meetings, wh registered and hw they registered, and wh actually attended yur meetings. The reprts als include infrmatin cllected during registratin, as well as infrmatin frm the meeting itself, such as chat transcripts and plling results, and pst-meeting survey results. Recrdings Audi cnferences (n-demand, scheduled and peratr-assisted) and web meetings can be recrded and played back later. The audi prtin f a meeting is autmatically synchrnized with the web prtin. Yu can edit recrdings, dwnlad them, attach them t meeting cmmunicatins, and pst them n Facebk, Twitter, and ther websites. Pdcasts The Tday s Cnferencing Web Meeting service prvides yu with everything yu need t set up a pdcast feed and turn yur recrdings int pdcast episdes. Bth audi-nly and audi/vide recrdings are supprted. When yu add a recrding t yur pdcast feed, it is autmatically cnverted t the apprpriate frmat s that peple wh subscribe t yur pdcast can dwnlad and play it. Cnference Cntrls The Cnference Cntrls applicatin is where yu uplad presentatins and cnduct web meetings. Yu pen the Cnference Cntrls frm the Cnference Center. Uplad and Present Slides Yu can create presentatins in Micrsft PwerPint and uplad them t the Tday s Cnferencing Web Meeting service, where they are available fr yu t use in yur web meetings. Other file frmats are supprted as well, fr uplading pictures and ther 4

5 Tday s Cnferencing Web Meeting User Guide graphical cntent. Yu can rerder slides nce they are upladed. Varius markup tls let yu anntate and highlight slides as yu present them. Designate C-Presenters The chairpersn can designate ne r mre web meeting participants t be c-presenters. C-presenters have access t all the cnference cntrls t uplad and present slides, create and insert plls, and share r grant cntrl f their applicatins and desktps. C-presenters d nt have access t the audi cntrls. Share Applicatins Presenters can share applicatins r their entire desktp during a meeting. Shared applicatins are visible t all meeting participants up t 1,200. Grant Cntrl Presenters can grant cntrl f individual applicatins r their entire desktp t meeting participants. When cntrl is granted, bth the presenter wh granted cntrl and the participant t whm cntrl is granted can interact with the applicatins r desktp at the same time. Create Plls Presenters can create plls and insert them amng the slides in the presentatin. Six different plling questin types are supprted. When a pll is presented during the meeting, participants submit respnses that are tallied and ptinally displayed back t the participants. Pll results are saved with ther meeting reprts in the Cnference Center where they can be viewed and dwnladed. Chat The chairpersn, c-presenters and participants can cmmunicate with ne anther via text messages during a web meeting. Presenters can chat with each ther, with individual participants, r with all participants at nce. Participants can chat with the presenters but nt with each ther. Chat messages are saved with the ther meeting reprts in the Cnference Center where they can be viewed and dwnladed. Recrd Meetings Any audi cnference r web meeting can be recrded and made available fr playback later. The Cnference Center prvides features fr managing, editing, and making recrdings available fr playback thrugh dwnlads r scial media channels. Cntrl Audi During an audi cnference r web meeting, nly the chairpersn has a variety f audi cntrls available, including muting and un-muting lines, discnnecting participants, dialing ut t participants, and lcking the cnference t prevent additinal participants frm jining. The audi cntrls include a phnebk t facilitate dialing ut, and that is als used t autmatically display the names f audi participants during a meeting wh are listed in the phnebk. 5

6 Tday s Cnferencing Web Meeting User Guide Chairpersn: Hw t Access Tday s Cnferencing Web Meeting Start an Ad-Hc Web Meeting 1. G t 2. Navigate t Start/Manage/Archive link under the Tday s Cnferencing Web Meeting header. a. If yu have nt previusly installed Java 2 Runtime Envirnment 1.3 yu will receive a message asking if yu wuld like t begin installatin f this plug-in. Click OK t start the installatin. i. Please read any messages that may appear during the installatin prcess t insure a cmplete installatin. ii. When prmpted fr a File Dwnlad, select Run this prgram frm its current lcatin. iii. When prmpted t install and run the Java 2 Runtime Envirnment click Yes. iv. Fllw the instructins prvided during installatin f the Java plug-in. v. If prmpted t restart yur cmputer, d s befre prceeding. b. A Java applet will launch Tday s Cnferencing Web Meeting. Yu will be prmpted with a security ntice indicating that the applicatin is verified t have cme frm Tday s Cnferencing Cnferencing. Click Start t cntinue. 3. Enter yur Ready-Access phne number, access cde, and passcde. Click the Lgin buttn. 4. Frm the Web Meeting Cnference Center hme page select the On-Demand Meeting radi buttn and click the Open Meeting Cntrls buttn. 5. Once the interface has laded, click the Start Meeting buttn n the upper left side f the Web Meeting user interface. 6. When the security alert pp-up bx appears, click Start. Start a Web Meeting and Send Invitatins 1. G t 2. Navigate t the left side f the page and select the Start/Manage/Archive link under the Tday s Cnferencing Web Meeting header. 3. Enter yur Ready-Access phne number, access cde, and passcde. Click the Lgin buttn. 4. Frm the Web Meeting Cnference Center hme page select the Schedule a Meeting buttn. 5. Enter all the details fr yur meeting including, date, time, type, descriptin and registratin requirements. Click Save and Next t cntinue. 6

7 Tday s Cnferencing Web Meeting User Guide 6. On the next page, yu can preview the invitatin and invite peple by clicking Send Invitatins. a. Optin 1: Enter addresses in the T: bx. b. Optin 2: Uplad a CSV file cntaining addresses f desired participants 7. Once yu are dne determining which participants yu want the meeting invite t be sent ut t click the Send buttn. NOTE: Click the Shw Advanced Settings buttn t custmize ther aspects f yur meeting including branding, reminder s, and pst-meeting surveys. Participant: Hw t Jin a Tday s Cnferencing Web Meeting 1. G t 2. Navigate t the left side f the page and select the Jin as a Participant link under the Tday s Cnferencing Web Meeting header. 3. Enter yur Ready-Access phne number and access cde. Click the Lgin buttn. 4. If yu are pre-registered fr the meeting, yu will be taken straight t meeting as lng as the chairpersn has already started the web cnference. 5. If yu have nt pre-registered fr the meeting, yu will be prmpted t fill ut the Participant Registratin page befre yu can enter the web cnference. The nly field yu are required t fill ut n the Participant Registratin page is yur name. 7

8 Tday s Cnferencing Web Meeting User Guide Starting/Jining a Tday s Cnferencing Web Meeting via Cmputer Audi Cmputer Audi System Requirements OPERATING SYSTEMS SUPPORTED BROWSERS SOFTWARE Micrsft Windws XP (Service Pack 3), Vista, 7 & 8 (32 and 64 bit) Linux (Limited Supprt) Apple Macintsh 10.6, 10.7, and 10.8 Internet Explrer (7.0+) Firefx (9.0+) Ggle Chrme Adbe Flash Player (10.3+) Ggle Chrme Adbe Flash Player (10.3+) Safari (5.0+) Firefx (9.0+) Ggle Chrme Adbe Flash Player (10.3+) Additinal Ntes Up t 150 Cmputer Audi users may cnnect at the same time n a single access cde. If mre than 150 audi users attempt t cnnect (VIP r telephne), the surplus users will hear a message that the cnference is full. Mbile/Tablet devices are nt currently supprted (Althugh ipad users can jin the visual prtin f web cnferences, these users will nt have access t the Cmputer Audi feature currently). Cmputer Audi will NOT wrk fr a Chairpersn cnnected ver a netwrk that uses a prxy (Cmputer Audi will wrk fr participants cnnected t a prxy). Cmputer Audi will nt wrk ver pipe netwrking. We recmmend that users cnnect thrugh a wired netwrk cnnectin when using the Cmputer Audi feature t ensure the best quality due t the many issues that an unreliable wireless r tethered cnnectin can cause. Audi quality will degrade significantly n netwrks with dwnlad speeds f less than 1.5 Mbps r wireless netwrks with incnsistent signal strength. Althugh participants can still jin the visual prtin f web cnferences n Adbe Flash Player versins 10.1+, VIP services will nly wrk fr individuals using Flash versin Getting Started (Chairpersn) 1. Once the web cnference cntrls have been pened, click the Use Cmputer buttn n the left side f the screen. 8

9 2. Select the Micrphne and Speaker yu wuld like t use fr the call using the drp dwn menus. 3. Adjust the Micrphne and Speaker vlume (We suggest 75% fr bth. These can be changed during the meeting) and then press the Select and Cntinue buttn. 4. Yu will then see the message shwn belw and will hear the fllwing message as yu are being cnnected t the call: Yu are nw being cnnected t the cnference. Please stand by beep beep...yu will nw be placed int cnference. 5. Once yu are cnnected, yu will see an audi cntrl panel n the left side f yur web meeting cntrl windw. NOTE: Yu can adjust the speaker and micrphne vlume and/r discnnect yur call frm this panel. 6. If yu are experiencing audi issues while cnnected t VIP, yu can click the Switch t Phne buttn t discnnect yur VIP cnnectin and then dial int the cnference n yur telephne. 9

10 Tday s Cnferencing Web Meeting User Guide 7. Once yu click the Switch t Phne buttn, yu will see a message that states The cnference will cntinue until the last participant discnnects. If yu recnnect t this cnference, yu can disable Cntinuatin using yur Audi Cntrls. By clicking n the Switch t Phne buttn n the pp-up windw, yur VIP line will be discnnected and yu can then dial back int the audi prtin f the meeting n yur telephne. Getting Started (Participant) 1. After jining a web cnference as a participant, click n the Audi buttn at the tp f the screen. NOTE: An audi cnference must be started by the hst befre the Audi buttn will appear fr participants. 2. Click n the Use yur Cmputer Mic and Speaker buttn 3. Click n the radi buttn next t Allw and then check the bx next t Remember t prevent this bx frm pening again if yu jin a future cnference. Click the Clse buttn. 1 0

11 Tday s Cnferencing Web Meeting User Guide NOTE: If yu are using Ggle Chrme as yur web brwser t jin a meeting, yu may als see the fllwing message at the tp f yur cmputer screen. wants t use yur camera and micrphne Allw r Deny. If yu d nt als click this Allw buttn, yur audi will discnnect after 60 secnds and yu will have t recnnect. 4. Chse the micrphne yu wuld like t use fr the call frm the drpdwn menu and then click n the Select and Cntinue buttn. 5. Yu will then see the message shwn belw and will hear the fllwing message as yu are being cnnected t the call: Yu are nw being cnnected t the cnference. Please stand by beep beep...yu will nw be placed int cnference. 6. Yu can adjust yur micrphne and speaker vlume frm the drp dwn menus at the tp f the screen (We recmmend having yur micrphne vlume and speakers at the 50% range). NOTE: Yu can als adjust which micrphne is used fr the call by clicking the image f the cg wheel lcated n the micrphne drp dwn menu. 1 1

12 Tday s Cnferencing Web Meeting User Guide Why am I nt seeing the Audi buttn t cnnect my Cmputer Audi call? Cmputer Audi may nt be enabled fr the accunt r it may nt be enabled in the chairpersn s web cnference cntrl ptins windw. NOTE: If Cmputer Audi is nt enabled fr the accunt, the Cmputer Audi settings will nt appear in the web cnference cntrl ptins windw. T check yur ptins windw, pen yur web cnference cntrls and click the Optins buttn near the tp f the screen. Select the Audi tab at the tp f the windw. Check the bx next t Allw future participants t use cmputer micrphne and speakers and then click OK. Web Meeting Integratins (Additinal ways t access Tday s Cnferencing Web Meeting) Tday s Cnferencing Cnnect Add-In fr Outlk The Tday s Cnferencing Cnnect Outlk Add-In makes it easy t schedule and start Ready-Access and Web Meeting frm Micrsft Outlk. The add-in allws yu t stre yur Ready-Access and Web Meeting subscriptin details in Outlk and autmatically ppulate invitatins with yur meeting infrmatin. Hw t Install Clse all instances f Micrsft Outlk yu have pen n yur cmputer and Cnnect Desktp if yu have it. Visit 1 2

13 Tday s Cnferencing Web Meeting User Guide Lcated under Tday s Cnferencing Cnnect Outlk Add-in, click n Dwnlad it tday fr Outlk 2007 and 2010! This Add- in will nly wrk with Micrsft Outlk 2007 and 2010 (32 bit). Setup Click t dwnlad either the audi nly r audi and web add-in depending n yur accunt settings. Select audi and web if yu are a Tday s Cnferencing Web Meeting user. Click Run when asked t save the file. Click Run again when asked if yu are sure yu want t run the sftware. Once installed yu will be prmpted t g thrugh Setup Wizard as dcumented in the Setup sectin f this user guide. Once yu have installed the add-in n yur cmputer, yu will be prmpted t walk thrugh the Setup Wizard. This may pp up instantly after yu have dwnladed the add-in r when yu pen yur Outlk. T cmplete the setup, d the fllwing: Step 1 prvides a quick verview f the tl. Click Next t prceed with setup. Step 2 requires yu t enter yur persnal infrmatin. Once entered, click Next. Step 3 requires yu t enter yur Ready-Access subscriptin infrmatin. Once entered, click Next. Step 4 allws yu t create a default list f dial-in phne numbers that will be displayed in yur meeting invitatins. These numbers will be displayed in every invitatin as a default but can be custmized in an individual meeting invitatin. T select a default set f dial-in phne numbers, click Edit. A list f available cuntries will be displayed (bth tll and tll-free) Check the bx next t yur selectins Click OK t clse the bx and Next t cntinue Click n Finish in Step 5 t cmplete the setup and pen Outlk. The Tday s Cnferencing Cnnect Outlk Add-IN is nw integrated int yur Micrsft Outlk tlbars. Yu can immediately begin using the functinality f the Tday s Cnferencing Cnnect Add-In fr Outlk t easily create and start meetings. Cnference Cnnect Tlbar & Meeting Ribbn There are tw places where the Cnference Cnnect Outlk Add-In appears in Micrsft Outlk. It will appear as a tlbar and as part f the Meeting Ribbn selectins when yu pen a Meeting Request r an appintment in yur calendar. Tday s Cnferencing Cnnect Tlbar The Tday s Cnferencing Cnnect Tlbar will appear in yur Mail and Calendar screens. Cnnect Cnnect t yur cnference instantly as a hst. 1 3

14 Tday s Cnferencing Web Meeting User Guide Schedule Meeting Schedule a meeting that already has yur cnferencing infrmatin ppulated in the Meeting Request. Setup Cnfigure yur cnference settings fr Outlk. Make change t yur accunt, subscriptin r create new nes at any time. My Prtal Open yur cnferencing prtal in a separate windw t view and manage infrmatin specific. Help Get help fr the Tday s Cnferencing Cnnect Add-In fr Outlk. Tday s Cnferencing Cnnect Meeting Ribbn The Tday s Cnferencing Cnnect Meeting Ribbn will appear in a new meeting request r appintment. Cnnect Cnnect t yur cnference instantly as a hst. Subscriptin Details Select different cnferencing subscriptin details t use fr a Meeting Request. Yu can als set up a different meeting template fr the same subscriptin infrmatin. Dial-In Numbers Custmize the list f dial-in numbers t display in a specific Meeting Request. Audi Add r remve audi cnferencing infrmatin frm a specific Meeting Request. Web Add r remve web cnferencing infrmatin frm a specific Meeting Request. Hst: Cnnect t yur meeting using the Tday s Cnferencing Cnnect Tlbar r the Tday s Cnferencing Cnnect Meeting Ribbn The Tday s Cnferencing Cnnect Meeting Ribbn will appear in a new meeting request r appintment. 1. Click n the Cnnect buttn n the Tday s Cnferencing Cnnect Tlbar r Meeting Ribbn. A new brwser will pen. 2. Enter Yur Name if it is nt already ppulated. 3. Chse yur cnnectin ptin frm the drp dwn menu r chse Add a new phne number. T add a new phne number, chse the cuntry fr yur phne number, enter the number in the New Phne Number field, and enter a descriptin such a Mbile Phne. If yu have enabled ckies n yur cmputer, yur phne numbers will be saved. 4. If needed, use the Cnference Optins menu t change yur status fr the cnference frm the Chairpersn t the Participant, and t add r remve the web cnference frm yur meeting. Click Cnnect. 5. Enter yur chairpersn passcde when prmpted. 6. Once yu have fllwed the steps abve, the system will cnnect yu t yur cnference. When yu answer yu will hear an autmated message. Participant: Cnnect t yur meeting using the Jin Nw link. 1. Click the Jin Nw link t autmatically be cnnected t the audi and web cnference. A new brwser windw will pen. If a new windw 14

15 Tday s Cnferencing Web Meeting User Guide desn t pen, yu can cpy and paste the URL prvided in the Meeting Request int a web brwser. 2. Enter Yur Name if it is nt already ppulated. 3. Chse yur cnnectin ptin frm the drp dwn menu r chse Add a new phne number. T add a new phne number, chse the cuntry fr yur phne number, enter the number in the New Phne Number field, and enter a descriptin fr the phne such as Mbile Phne. If yu have enabled ckies n yur cmputer yu phne numbers will be saved. 4. If needed, use the Cnference Optins menu t change yur status fr the cnference frm a Participant t Chairpersn, and t add r remve the web cnferencing frm yur meeting. Click Cnnect. 5. Enter yur chairpersn passcde when prmpted. 6. Once yu have fllwed the steps abve, the system will cnnect yu t yur cnference. When yu answer yu will hear an autmated message asking if yu wuld like t jin the cnference. Fllw the prmpts t start yur cnference. 7. If yur audi line has cnnected successfully, click n Received Call. Yu als have the ptin t retry the cnnectin r change phne numbers. 8. If yu have selected Received Call the system will autmatically cnnect yu t the web cnference if ne is scheduled. It may be necessary t prvide additinal registratin infrmatin depending n the settings f the web cnference. Tday s Cnferencing Web Meeting fr Salesfrce Web Meeting fr Salesfrce is an applicatin available frm the Salesfrce.cm Appexchange tl that allws yu t imprt and manage Web Meeting inside Salesfrce.cm. With the Web Meeting fr Salesfrce applicatin, yu can: Allw thers in yur rganizatins t invite custmers r prspects t Web Meetings directly frm the lead r cntact recrd. Schedule and start a Web Meeting directly frm the lead r cntact recrd. Autmatically capture registratin and attendance infrmatin in Salesfrce.cm Create new leads fr Web Meeting registrants and attendees nt already in Salesfrce.cm Installing and Cnfiguring the Appexchange Applicatin T use Web Meeting fr Salesfrce, yur System Administratr must dwnlad and install the applicatin frm the Appexchange int yur rganizatin's Salesfrce.cm instance. The System Administratr will then edit yur user prfile t enable yu as a Web Meeting User. Once set up, yu must add the Web Meeting tab t yur Salesfrce.cm display r chse the Web Meeting applicatin frm the Frce.cm App Menu. User Settings If yu are a new Web Meeting fr Salesfrce User, the Web Meeting User Settings page is displayed autmatically the first time yu attempt t start r schedule a Web Meeting. Yu must enter yur Chairpersn Lgin Credentials t link t Web Meeting Cnference Center and access yur Meetings. Enter the Tll Free Number, Access Cde, and Passcde fr the Web Meeting accunt yu want t access. 15

16 Tday s Cnferencing Web Meeting User Guide Accessing the Web Meeting Cnference Center Yu can access Web Meeting Cnference Center frm within Salesfrce.cm at any time by clicking n the Cnference Center sub-tab under the Web Meeting tab. Once yu have lgged in t Cnference Center, yu can d mst f the actins yu wuld nrmally perfrm if Cnference Center were in a separate brwser windw. Schedule and Start Web Meetings Yu can set up and start a Web Meeting directly frm a Lead r Cntact recrd thrugh the Meet Nw r Schedule Meeting functinality. Meet Nw When yu need t setup and start a Web Meeting immediately: 1. G t the Lead r Cntact recrd fr the individual yu are meeting with. 2. Scrll t the Meeting Histry sectin f the Lead r Cntact recrd (at the very bttm). 3. Click the Invite t Meeting buttn in this sectin f the Leader r Cntact recrd (at the very bttm). 4. Select Meet Nw and click Next t display the New Meeting page. 5. The Invitees sectin shws the list f invitees fr the meeting. By default the Lead r Cntact recrd yu started frm will be an invitee. a. Yu have the ptin t add additinal invitees by clicking the Add buttn. b. The Invite Others ppup page appears where yu can search fr additinal Leads & Cntacts t add as invitees, r yu als have the ptin t enter a free frm address that may nt be in yur Salesfrce.cm rganizatin. 6. Click the Save & Invite buttn t schedule the meeting in Cnference Center, send invitatin s t all invitees, and display the Meeting Details page. 7. Click the Start Meeting buttn t pen the meeting cntrls fr the new meeting. 8. When the meeting is cmplete, the Meeting details and Meeting Member statuses will be updated fr all attendees. Schedule Meeting When yu need t schedule a new web meeting fr sme time in the near future: 1. G t the Lead r Cntact recrd fr the individual yu are meeting with. 16

17 Tday s Cnferencing Web Meeting User Guide 2. Scrll t the Meeting Histry sectin f the Lead r Cntact recrd. 3. Click the Invite t Meeting buttn in this sectin t display the Invite t Meeting page. 4. Select Schedule Meeting and click Next t display the New Meeting page. Under the infrmatin sectin, yu have the ability t update (g t the Lead r Cntact Recrd fr the individual yu are meeting with): Meeting Title Access Cde Start Date/Time Meeting Time Zne Duratin Meeting Type Lg Activity The Invitees sectin shws the list f invitees fr the meeting. By default, the Lead r Cntact recrd yu started frm will be an invitee. Yu have the ptin t add additinal invitees by clicking the Add buttn. The Invite Others ppup page appears where yu can search fr additinal Leads & Cntacts t add as invitees. Yu als have the ptin t enter a free-frm address that may nt be in yur Salesfrce.cm rganizatin. Click the Save & Invite buttn t schedule the meeting in Cnference Center, send invitatin s t all invitees, and display the Meeting Details page. 17

18 Tday s Cnferencing Web Meeting User Guide Frm the Meeting Details, yu can click n the Cntact r Lead name t return t the recrd. Yu can als click n the Meeting Title t display the full Meeting Details. At the meeting time, yu can return t the Web Meeting in Salesfrce.cm and click the Start Meeting buttn t pen the meeting cntrls directly frm within Salesfrce.cm. When the meeting is cmplete, the Meeting details and Meeting Member statuses will be updated fr all attendees. Tday s Cnferencing Web Meeting Cnference Center Lgging in as chairpersn brings up the Cnference Center applicatin. The Cnference Center is where yu schedule and rganize web meetings, manage invitatins and registratins, track participatin and feedback, and launch yur web meetings. Yu can als manage meeting recrdings, set up pdcasts f yur recrdings and view reprts. Hme The Hme link in the Tday s Cnferencing Crssing Web Meeting menu displays the Cnference Center hme page fr scheduling, managing, and initiating meetings. The hme page lists the n-demand meeting ptin, and scheduled meetings by date and time. The Open Meeting Cntrls buttn pens the chairpersn Cnference Cntrls windw. The Schedule a Meeting buttn displays the initial page fr scheduling a new meeting. The Time Zne drp-dwn menu sets and displays the default time zne. Unless therwise nted, all times displayed in Cnference Center are in this time zne. The View Past Meetings link shws a list f all past scheduled and cancelled meetings and prvides ptins fr perfrming pst-meeting actins. This link is nly visible if scheduled meetings have passed. On-Demand Meetings On-Demand meetings are held withut being previusly scheduled. Participants in n-demand meetings are nt ntified thrugh the Cnference Center, s they must be invited thrugh ther means. 18

19 Tday s Cnferencing Web Meeting User Guide The Participant Lgin Inf link in the On-Demand sectin f the hme page displays a frm with detailed meeting lgin infrmatin that yu can cpy and paste int an t invite peple t jin the n-demand meeting. The Edit On-Demand Registratin link in the On-Demand sectin f the hme page displays a page fr custmizing registratin infrmatin fr n-demand meetings. The Name field is always required. Enter a title fr each additinal field f custm registratin data yu want t cllect (up t five) and check the bx if yu want t make it required infrmatin. By default, this is als registratin infrmatin that peple must prvide t access recrdings. T cnduct an n-demand meeting, chse the On-Demand Meeting ptin and then click n the Open Meeting Cntrls buttn. Scheduled Meetings Scheduled meetings are meetings that yu set up in advance and invite participants t attend. Scheduling a new meeting is a tw-step prcess: Enter meeting details Send meeting invitatins via , Facebk, r Twitter. Cnference Center ffers a number f s and web pages fr cmmunicating with invitees, registrants, and participants befre and after a meeting. Yu can preview and edit any f these ptins when yu schedule a meeting. When scheduling a meeting that requires pre-registratin, yu can als set up marketing campaigns with unique registratin links fr inviting peple t the meeting, and track thse campaigns. After scheduling a new meeting, yu can g back and edit any f this infrmatin prir t the meeting. Schedule a Meeting T schedule a meeting, click the Schedule a Meeting buttn. This displays the first f tw pages fr entering infrmatin fr the meeting. The Meeting Details sectin is fr setting up and entering the details f the meeting. Meeting Title Give a descriptive title fr the meeting. Hst(s) -- List ne r mre hsts fr the meeting. The name(s) yu prvide as hsts are included in s t invitees and registrants. 19

20 Tday s Cnferencing Web Meeting User Guide Frm Enter the address f the meeting rganizer. This is the reply-t-address in s Cnference Center sends t invitees and registrants. Invitees can reply t this address if they want mre infrmatin r have questins abut the meeting. This is als the address where Cnference Center sends ntificatins. The Tday s Cnferencing Web Meeting accunt hlder s address is the default. Date Enter the date f the meeting in MM/DD/YYYY frmat r use the calendar icn t select a date. Time Enter the time f the meeting r use the clck icn t select a time in 15-minute increments. Chse a time zne frm the drp-dwn list, if different frm the default set in the Cnference Center hme page. Duratin Enter an expected duratin fr the meeting. The actual meeting can end earlier r later; the duratin is just t help participants schedule their time. Registratin Type 1. Register at the time f meeting: Chse this ptin if yu d nt want t cllect and track registrants in advance. Invitees register when they jin a meeting. 2. Pre-register befre the meeting: Chse this ptin if yu want t cnfirm/deny registrants and track registrants in advance. Invitees must register prir t the meeting 3. Ntify me f new registrants via If yu chse t have invitees pre-register fr the meeting, this ptin allws yu t be ntified by as they register. Meeting Type NOTE: The Help me chse link prvides additinal infrmatin if yu are nt sure when invitees shuld register. 1. Web & Audi: Chse this ptin if the meeting is bth web and audi. 2. Audi Only: Chse this ptin if the meeting is audi nly. 3. Web Only: Chse this ptin if the meeting is web nly. Audi Type 1. On-Demand: Chse this ptin if yu d nt need a Tday s Cnferencing Web Meeting peratr r ther assistance fr the meeting and the meeting will have n mre than 96 attendees (r up t 150, depending n accunt settings). Dial-in Numbers: Check the bx t include yur U.S./Canada tll-free number and/r yur U.S. tll number fr the meeting. If yu plan t invite internatinal participants and knw which cuntries they will be calling frm, click the Add Internatinal Numbers (Optinal) link t select the individual internatinal numbers fr these cuntries. If yu aren t sure which cuntries they will be calling frm, check the bx t include a link t the list f all internatinal tll free numbers. Access Cde: Yur Tday s Cnferencing Web Meeting access cde is autmatically included in the infrmatin fr this meeting. 2. Operatr Assisted: Chse this ptin if the meeting has ver 96 participants (r up t 150, depending n accunt settings) r yu need peratr services during the meeting. If yu select this ptin, yu are instructed t call Tday s Cnferencing Web Meeting t set up yur meeting and prvide yu with dial-in numbers depending n yur meeting requirements. The numbers yu enter are included in meeting cmmunicatins. Enable bradcast audi: Check this bx if yu want t bradcast the audi prtin f yur web meeting ver the Internet. Call Tday s Cnferencing Web Meeting fr a bradcast audi cde t enter. Display dial-in number during cnference: Check this bx t display a number during the meeting fr participants t use if they prefer t dial in rather than listen t the bradcast audi. The first dial-in number yu entered abve is autmatically cpied int this text bx. Descriptin Enter a descriptin fr the meeting (up t 2000 characters). This descriptin appears in all 21

21 Tday s Cnferencing Web Meeting User Guide cmmunicatins fr the meeting. The Security sectin f the page prvides the ptin t include a security passcde that participants must enter t jin this web meeting. Set security passcde fr web meeting: Check this bx if yu want t include a security passcde unique t this web meeting. Enter a security passcde. This passcde is autmatically included in the invitatin, cnfirmatin, update, and reminder s, as apprpriate. Click the Save and Next buttn t display the secnd page fr scheduling a meeting. The Next Steps sectin f this page is fr preparing and sending ut invitatins and updates fr the meeting, and adding the meeting t yur calendar. The Send Invitatins buttn sends an invitatin autmatically generated frm the meeting infrmatin yu have entered. This buttn displays a frm fr entering addresses manually, r uplading a.csv file with up t 2000 addresses (r up t 10,000, depending n accunt settings). If yu have previusly set up ne r mre marketing campaigns, yu can select a campaign t track registratin separately fr this grup f invitees. The Facebk icn prvides ptins t pst a meeting ntice t yur Facebk page r anther Facebk page. The pst includes meeting details alng with a link t either register fr the meeting r t jin the meeting, depending n the meeting registratin type. Yu can add a nte r edit the meeting details befre psting the meeting ntice. The Twitter icn psts a meeting ntice t yur Twitter page with a link t either register fr the meeting r t jin the meeting, depending n the meeting registratin type. Yu can edit the meeting ntice befre tweeting it t yur fllwers. The Preview link displays the invitatin as invitees will see it. The Edit link lets yu add a custm message t the invitatin and attach up t five files fr recipients t dwnlad. The Send Update links sends an update fr the meeting t all cnfirmed registrants r invitees, depending n registratin type. Yu can add files and a custm message t the update. The Uplad Cnfirmed Attendees link lets specified invitees bypass the registratin prcess fr meetings that require pre-registratin. The Add t yur Calendar buttn adds the meeting t yur default calendar client. The Ltus Ntes Help link prvides infrmatin fr adding the meeting t a Ltus Ntes calendar. The Advanced Settings sectin f the page lets yu preview and edit varius meeting cmmunicatins sent t invitees, registrants and participants befre and after a meeting. Click the Shw Advanced Setting link t shw these ptins and the Hide Advanced Settings link t hide them. TIP: Always preview these cmmunicatins t verify the cntent and appearance f the infrmatin in them. Registratin Varius cmmunicatins are used during the registratin prcess as invitees register and are cnfirmed r declined. The Registratin Frm is what invitees see when they register fr the meeting. Click the Edit link t edit the frm. Custm Message: Yu can replace the default message with a custm message and change its frmat. Standard Questins: Check the Include bx next t each standard questin yu want t display n the registratin page. Check the Required bx next t each included questin t make it a questin that registrants must answer in rder t register. Name and are always included and required. 22

22 Tday s Cnferencing Web Meeting User Guide Custm Questins: The custm questins yu create are shwn here. Each custm questin has an Edit and Delete buttn s yu can mdify and remve it. The Add Custm Questin buttn brings up a frm t create a custm questin. Fr meetings requiring pre-registratin, the Registratin Cnfirmatin is the registrants receive cnfirming their registratin. Click the Edit link t edit the . Fr meetings requiring pre-registratin, the Registratin Declined is the registrants receive if yu manually decline their registratin. Click the Edit link t edit the . Custm Message: Yu can replace the default message with a custm message and change its frmat. Files Available fr Dwnlad: Yu can attach up t five files fr recipients t dwnlad. Reminder Yu can schedule a meeting reminder t send autmatically t all cnfirmed registrants r invitees, depending n the meeting type. Click Add Reminder link t set up and edit the reminder . When shuld this be sent? By default, the reminder date and time is 24 hurs befre the meeting. If the meeting start time is within 24 hurs, the reminder date and time is 2 hurs befre the meeting. Use the default date and time r specify a different date and time de the reminder t be sent. Custm Message: Yu can replace the default message with a custm message and change its frmat. Files Available fr Dwnlad: Yu can attach up t 5 files recipients t dwnlad. Make sure t click the Save buttn when yu are dne. Otherwise, the reminder des nt get scheduled. Once yu add a reminder , use the Preview, Edit, and Review links t view, mdify, r cancel it. If yu want t send mre than ne reminder , yu can schedule an additinal reminder after the first ne has been sent. Pst-Meeting s and Web Pages Yu can send ut pst-meeting s after a meeting has taken place. Different pst-meeting ptins are available based n the type f meeting. The Pst-Meeting is fr audi-nly meetings. The Pst-Meeting t Attendees and the Pst-Meeting t N-Shw s are fr web & audi and web-nly meetings. The cntent f all three f these s is similar. Click the Edit link t edit the . Custm Message: Yu can replace the default message with a custm message and change its frmat. Add Recrdings: Yu can attach archived recrdings fr recipients t play back. Files Available fr Dwnlad: Yu can attach up t five files fr recipients t dwnlad. Pst-meeting s are nt autmatically sent after a meeting takes place. T send them, view the meeting t see the pst-meeting actins. If yu want t attach recrdings and files t pst meeting s, dn t frget t d s befre yu send them. The Pst-Meeting Survey Page is displayed at the cnclusin f the web prtin f the meeting. Click the Edit link t edit the page. Check the Send attendees t a custm URL bx if yu want t bypass this survey page and direct attendees t the URL f yur chice. 23

23 Tday s Cnferencing Web Meeting User Guide Pst-Meeting Survey Frm: Chse whether r nt t include the standard questin and, if yu want, create yur wn questins by selecting the Add Custm Questin buttn. The Pst-Meeting Archive Page is displayed when smene attempts t register fr, r lg int a meeting that has already taken place. The cntent is similar t the Pst-Meeting . Meeting Prmtin Tls Fr scheduled meetings requiring pre-registratin, yu can prmte yur meeting and track registratins frm varius marketing campaigns. Marketing Campaigns: Yu can generate unique URLs t the meeting s registratin page t use in nline marketing campaigns and track the registrants driven frm thse campaigns. Yu can see the effectiveness f each campaign when yu view the campaign reprt fr yur meeting. Click the Manage link t set up ne r mre marketing campaigns. Campaign Name: Enter a campaign name. Names must cntain nly letters, numbers, spaces, and perids. Special characters are nt allwed. Click the Generate URL buttn t generate a unique URL fr this campaign. Repeat fr each campaign yu want t create and track. A default campaign named Default is autmatically created fr the meeting. Campaign URLs: The campaign names and assciated URLs are displayed in this windw. Cpy the URLs t use in yur campaign banner ads, web pages, , blgs, etc. Delete: T delete a campaign, click the delete link next t its URL. Yu cannt delete the default campaign. If yu attempt t delete a campaign that already has registrants assciated with it, yu are prmpted t cnfirm the deletin and then thse registrants are re-assciated with the default campaign. Registrants wh use a link fr a deleted campaign (in an r n a web page, fr example) are assciated with the default campaign. Manage Scheduled Meetings Once a meeting has been scheduled, yu can view, edit, and clne the meeting infrmatin. Click the Hme link in the Tday s Cnferencing Web Meeting menu t g t the Cnference Center hme page, and click n the meeting title f the meeting yu want t manage. The Open Meeting Cntrls buttn pens the chairpersn Cnference Cntrls windw. The Edit Meeting buttn displays the infrmatin yu entered when yu scheduled the meeting and allws yu t edit it. Yu can als edit a meeting by clicking n the Edit link after the meeting title n the Cnference Center hme page. The Clne Meeting link cpies the infrmatin t use as the basis fr scheduling a new meeting. The Cancel Meeting buttn cancels the meeting and lets yu send cancellatin s t all cnfirmed registrants r invitees, depending n meeting registratin type. 24

24 Tday s Cnferencing Web Meeting User Guide The Send Invitatins and Add t yur Calendar buttns, the Facebk and Twitter icns, and Preview, Edit, Send Update, Uplad Cnfirmed Attendees, and Ltus Ntes Help links wrk the same as in the scheduling a meeting sectin f this user guide. View Past Meetings The View Past Meetings link n the Cnference Center hme page shws a list f all past and cancelled meetings. The Reschedule and Clne links allw yu t reuse past meeting infrmatin. The Details link fr a meeting displays infrmatin abut that meeting, prvides ptins fr pst-meeting actins, and cntains links t varius reprts fr the meeting. This is the same infrmatin that is displayed when yu use the View Reprts link in the Tday s Cnferencing Web Meeting menu and click n the name f a past meeting. Clne and Reschedule Meetings Any scheduled, past, r cancelled meeting can be clned and used as a basis fr creating a new meeting. When yu clne a meeting, the infrmatin fr that meeting is cpied fr yu t edit t create a new meeting. T clne a meeting, click n the Clne link fr the meeting in the list f past meetings r the Clne buttn at the tp f the windw when yu view a past r scheduled meeting. This displays the same initial page as scheduling a meeting. Edit the meeting infrmatin as necessary, make sure t change the meeting time and date and send ut invitatins. Once yu finish, the clned meeting is added t the list f scheduled meetings. NOTE: If the riginal meeting has peratr-assisted audi and yu want the clned meeting t have peratrassisted audi as well, cntact Tday s Cnferencing Web Meeting t schedule peratr services and btain new dial-in numbers befre yu send ut invitatins. Past meetings can be rescheduled allwing yu t repeat the meeting at a later date. When yu reschedule a meeting, the meeting is mved back t the list f scheduled meetings with a new time. T reschedule a meeting, click n the Reschedule link fr the meeting in the list f past meetings r the Reschedule buttn at the tp f the windw when yu view meeting details. In either case, this displays a frm fr yu t enter a new date and time. If the riginal meeting had peratr-assisted audi, a message ntifies yu t mdify the peratr-assisted infrmatin. When yu click the Reschedule buttn n this frm, yu have the ptin f ntifying all cnfirmed registrants r invitees frm the previus meeting, depending n the meeting registratin type, that the meeting has been rescheduled. View Reprts Cnference Center creates a variety f reprts t help yu analyze and manage yur web meetings and audi cnferences. The View Reprts link in the Tday s Cnferencing Web Meeting menu displays a submenu f links t these reprts. Meetings The Meetings link lists all past meetings including n-demand meetings. (The View Reprts link als displays this list by default.) Abve the list f past meetings is a View Upcming Meetings link that lists all scheduled meetings. 25

25 Tday s Cnferencing Web Meeting User Guide Click n a meeting t view the reprts fr that meeting. This displays a page with meeting details, pst- meeting actins, and links t varius reprts fr the meeting. This is the same infrmatin that is displayed when yu use the View Past Meetings link n the Cnference Center hme page and click the Details link fr the meeting. The Meeting Details sectin displays the basic details f the meeting. The Registratin link shwn in this sectin is the URL f the archive page fr the meeting. Yu can cpy this URL int any , web page, blg, etc. fr peple t see the archive web page fr this meeting. If yu set up ne r mre campaigns fr the meeting, the View Campaign URLs link displays a list f the campaign names and their assciated URLs. The Pst-Meeting Actins sectin prvides links t preview, edit, and send pst-meeting s, and t preview and edit the pst-meeting archive web page fr the meeting. These are the same pst-meeting actins shwn in the Advanced Settings when yu schedule r edit an upcming meeting. The Reprts sectin includes links t varius reprts fr the meeting fr yu t view and dwnlad. The Registratin Reprts include the fllwing, depending n the registratin type fr the meeting: The Invitee List link displays the list f invitee addresses and when they were invited. The Registratin Details link displays registratin infrmatin fr the registrants, alng with their attendance status. The Campaigns link displays statistics fr the marketing campaigns yu set up t track registratin. The Web Cnference Reprts include the fllwing, depending n the type f meeting and hw it was cnducted: The Web Participants link displays a list f participants fr the web meeting. The list includes the times each participant jined and left the meeting and the ttal number f minutes they attended the meeting. Each participant s name is a link t registratin and pst-meeting survey infrmatin prvided by that participant. The Chat link displays a transcript f the chat messages during the meeting, the time each message was sent, and its sender and recipient. The Pll Results link displays the plls cnducted during the meeting with a summary f respnses t each pll as well as the respnse f each participant wh tk the pll. The Pst-Meeting Survey link displays the infrmatin prvided by the meeting participants wh respnded t the pst-meeting survey. Recrdings The Recrdings link lists yur archived recrdings. Each recrding in the list shws the start and end time f the recrding and the number f playbacks. Yu can als view and save the playback reprt fr each recrding. Audi The Audi link lists past audi cnferences by cnference ID alng with start times, duratin, and participant cunt. Yu can view and dwnlad the audi participant list fr any audi cnference. The list shws each participant s phne number, entry and exit times, hw lng they were n the call, and audi type. Opt-Out The Opt-Out link lists the address fr invitees wh have chsen t pt-ut frm receiving meeting invitatins. They can pt ut when they are invited t register fr, r jin a scheduled meeting. If yu attempt t send subsequent meeting invitatins t addresses that are in the pt-ut list, yu receive a message that thse s are in the pt-ut list. When yu view the pt-ut list, yu can select addresses frm the list and send an pt-in request. 26

26 Tday s Cnferencing Web Meeting User Guide NOTE: The pt-ut list nly applies t a single web cnferencing subscriptin. If yu have multiple subscriptins, recipients must pt-ut frm each subscriptin that they d nt want t receive meeting invitatins frm. Manage Recrdings The Manage Recrdings link in the Tday s Cnferencing Web Meeting menu prvides ptins fr wrking with yur archived recrdings. When yu archive yur recrdings, yu get unlimited playbacks and access t additinal features fr managing and sharing yur recrdings. Or, yu can dwnlad yur recrdings in up t fur industry-standard frmats and hst them n yur wn server. If yu prefer t hst a recrding n yur wn server, be sure t dwnlad the recrding file and delete it frm Cnference Center n the day f yur meeting t avid incurring Tday s Cnferencing Web Meeting archiving fees. Recrdings The Recrdings links lists all f yur archived recrdings. (The Manage Recrdings links als displays this list by default.) T delete ne r mre recrdings, check the bx next t the recrding names and click the Delete Selected buttn. T wrk with an individual recrding, click its name r the arrw next t the name t expand the recrding in the list. The playback windw lets yu play back the recrding with the Manage Recrdings page. The View Larger link displays the recrding in a larger pp-up windw. Under the Manage sectin The Rename link displays a frm fr renaming the recrding. The Edit link brings up a new brwser windw with ptins fr editing the recrding. The Dwnlad link allws yu t dwnlad the recrding frm Tday s Cnferencing Web Meeting server and stre it lcally n yur cmputer. The link displays a frm t chse a dwnlad frmat fr the recrding. The Delete link deletes the recrding. The View Reprt link displays the playback reprt fr the recrding and a Dwnlad buttn fr dwnlading this infrmatin. Check the Enable Registratin bx t require peple t enter registratin infrmatin befre playing the recrding. The Edit link lets yu change the registratin infrmatin fr this recding nly. By default, the playback registratin frm cntains the infrmatin yu set up fr n-demand meeting registratin. Check the Ntify Me f Playbacks bx t send an t the Tday s Cnferencing Web Meeting accunt hlder when a recrding is played. Check the Require Passcde bx t require peple t enter a passcde t access the recrding. Under the Share ptins 27

27 Tday s Cnferencing Web Meeting User Guide The Shw Playback URL link displays the link t play back the recrding. Yu can cpy this link and paste it in blgs, dcuments, and ther cmmunicatins. If yu enable playback registratin, peple must cmplete the registratin frm befre playing the recrding. The Playback URL uses yur default mail client and cmpses an fr yu t send with the link t play back the recrding. The Pst t Twitter link autmatically creates a tweet with the recrding title and the recding playback link, and allws yu t quickly pst it t yur Twitter page. Check the Add t Feed bx t add the recrding as an episde t yur pdcast feed. The Edit link lets yu change ptins fr this episde nly; it dn t nt change yur pdcast feed settings. The Facebk Optins link prvides ptins t embed a recrding fr playback n yur Facebk page r anther Facebk page. Yu can als add a nte r edit the recrding title r descriptin befre psting it. Yu must first add the recrding t yur pdcast feed t enable this ptin. The Embed in web page link displays the HTML cde fr embedding a recrding fr playback n a web page r blg. Chse the playback size yu want and then cpy the cde t paste int yur web page. Yu must first add the recrding t yur pdcast feed t enable this ptin. Edit Recrdings The Edit link in the expanded view f a recrding displays the Recrding Editr windw. Editing a recrding invlves creating cut pints t indicate which sectins f the recrding t remve. T create ne r mre cut pints: 1. Play the recrding until it reaches the start f a sectin yu want t remve. 2. Enter the time indicated by the cunter in the cntrl bar belw the recrding int the Start fields f the Create Cut Pint panel t the right. 3. Repeat these steps fr the End fields. 4. Click the Add Cut Pint buttn t add the pint t the list f cut pints. 5. Repeat these steps t create additinal cut pints fr the recrding. When yu have created all the cut pints yu want, click the Make Cuts buttn t remve them frm the recrding. This may take a few minutes. The edits yu make t a recrding are nt permanent. Yu can restre individual cuts r revert t the riginal with the View Past Cuts link. This displays a windw that lists all the cuts yu have made t the recrding. Select a cut t see its start and end times. Click n the Und buttn t restre an individual cut. Click n the Revert t Original buttn t restre all cuts and g back t the riginal recrding. Restring cuts may take a few minutes. When yu are dne editing yur recrding, click the Exit buttn t clse the Recrding Editr windw. Pdcast Feed Settings Yu can autmatically distribute yur recrdings archived with Tday s Cnferencing Web Meeting as pdcasts thrugh the pdcast feed prvided with yur Tday s Cnferencing Web Meeting subscriptin. The Pdcast Feed Settings link in the Manage Recrdings menu allws yu t publish the pdcast feed and custmize the feed settings. T custmize the pdcast feed settings, begin by checking the Publish Pdcast bx at the tp f the page t publish yur feed. Then, custmize the settings: Title: Give a title fr yur pdcast feed. 28

28 Tday s Cnferencing Web Meeting User Guide Subtitle: Include a subtitle, if yu want. Descriptin: Enter a descriptin that explains what yur pdcast feed is abut. Authr: Give the name f the pdcast feed s authr. This may be different than the pdcast feed s wner. Owner Name: Give the name f the pdcast s feed wner. By default, this is the Tday s Cnferencing W eb Meeting accunt hlder. Owner Enter the pdcast feed wner s address. Cpyright: Enter the cpyright date f the pdcast feed. Yur Website: Include the URL f yur website. Categries: Select ne r mre categry and subcategry t help subscribers find yur pdcast feed. Click the Add Field buttn t include additinal categries. Click the Remve buttn t remve a categry. Keywrds: Enter keywrds that describe yur pdcast feed t make it easier t find. Click the Add buttn t add keywrds as yu enter them. Select keywrds yu have entered and click the Remve buttn t When yu have entered the infrmatin, click the Save buttn at the bttm f the page t stre the new feed settings. The My Pdcast Page link at the tp f the settings is a link t the subscriptin web page fr yur pdcast feed. Prvide this link t ptential subscribers t walk them thrugh the subscriptin prcess. T add a recrding t yur pdcast feed, chse the Manage Recrdings link in the Tday s Cnferencing Web Meeting menu, select the recrding, and check the Add T Feed bx. Manage Cntacts Yu can add and delete cntacts frm yur Tday s Cnferencing Web Meeting phnebk with the Manage Cntacts link in the Tday s Cnferencing Web Meeting menu. In the Cnference Cntrls, yu can use the phnebk t dial ut t cntacts. In additin, audi cnference participants are listed by name in the Cnference Cntrls Participants panel if the phne number they call frm matches their name in the phnebk. Click the Uplad Cntacts buttn t uplad cntacts frm a.csv file. Dwnlad and use the Cntacts Template.csv file t enter the names f the cntacts yu want t uplad alng with their cntact infrmatin..csv files exprted frm Outlk can als be upladed withut any mdificatins t their headers. Yu can have up t 2000 cntacts in yur phnebk. NOTE: T add individual cntacts directly t the phnebk, enter them in Cnference Cntrls. T delete individual cntacts, select the bxes next t the names yu want t delete and then click the Delete Selected buttn. Click the Delete All Cntacts buttn t remve all cntacts frm the phnebk. 29

29 Tday s Cnferencing Web Meeting User Guide Web Meeting Cnference Cntrls Opening meeting cntrls frm the Cnference Center displays the Cnference Cntrls windw fr cnducting and managing a meeting. The Cnference Cntrl screen is yur main cnsle fr managing yur cnference. All the features f the Tday s Cnferencing Web Meeting service are available thrugh this cnsle. Participants Panel The Participants panel lists all participants wh have jined the meeting, including the chairpersn. Web meeting participants are listed under the Participants heading and audi cnference participants are listed under the Audi Cntrls heading. 30

30 Tday s Cnferencing Web Meeting User Guide Participants are listed as they jin the meeting. If they jin befre the meeting has started, they are listed as being in the lbby Fr n-demand meetings, passing the cursr ver a participant displays the registratin infrmatin fr that participant. Clicking the right muse buttn n a web participant brings up a menu f ptins fr that participant. Clicking the right muse buttn n a web participant brings up a menu f ptins fr that participant. Lwer Hand lwers the participant s hand if it is raised. Chat pens a separate windw fr the chairpersn and c-presenters t chat with the participant. Discnnect remves the participant frm the meeting. Prmte t C-Presenter makes the participant a c-presenter. A meeting can have multiple cpresenters. C- presenters have access t all the same meeting cntrls as the chairpersn and can d everything the chairpersn can d except appint ther c-presenters, discnnect the chairpersn r ther c-presenters, r manage the audi cnference cntrls. Lwer All Hands lwers all participants hands that are currently raised. Grant Cntrl f My Applicatins grants cntrl f selected applicatins anther participant r cpresenter. Until cntrl is revked, the grantr and grantee share cntrl f the applicatins. Grant Cntrl f Desktp grants cntrl f the desktp t anther participant r c-presenter. Until cntrl is revked, the grantr and grantee share cntrl f the desktp. Mute/Unmute mutes r unmutes the participant s phne line. Participants can mute and unmute themselves as well, using their phne keypad. Discnnect discnnects the participant frm the audi cnference. Play Name plays back the participant s name. Names are nly available fr playback if the Name Recrd ptin is set. Add t Phnebk displays the New Entry dialg t enter the participant in the phnebk. Rename allws yu t replace the listed number r name fr the participant with a new name. Audi Cntrls Panel The Audi Cntrls panel prvides cntrls fr managing an audi cnference. Only the chairpersn has access t the audi cntrls. T start an audi cnference frm the Audi Cntrls panel: 1. Click the Start My Audi Meeting buttn. This displays the Call My Phne dialg. 30

31 Tday s Cnferencing Web Meeting User Guide 2. Enter the phne number f the phne yu will be using fr the audi cnference, beginning with the area cde. Enter nly numbers; spaces and special characters are ignred. 3. If yu are utside the United States r Canada, chse the cuntry where yu are lcated frm the drpdwn list. 4. Click the Call My Phne buttn. When yur phne rings, answer it and fllw the verbal prmpts t jin and start the audi cnference. After the audi cnference has begun, the Audi Cntrls panel displays the audi cntrls: Mute All mutes all participants. Yu can mute individual participants in the Participants panel. Unmute All unmutes all participants. Yu can unmute individual participants frm the Participants panel. Operatr displays a dialg t speak with an peratr in private, r invite the peratr t jin the cnference. When yu request an peratr, the Operatr buttn changes t a Cancel buttn s the request can be cancelled if necessary. The Phne Number text bx allws yu t enter a phne number t dial ut and add a participant t the cnference. Special characters and spaces in the number are ignred, but the area cde is required. A 011 prefix is required fr phne numbers utside the United States and Canada. The Phnebk icn displays the Phnebk windw t manage phnebk entries. Dial Out dials ut t the number entered in the text bx. Yur cnversatin is private until yu admit the persn t the cnference. Listen Only makes the cnference a listen-nly cnference. Yu can unmute individual participants but participants cannt unmute themselves. Cntinuatin cntinues the audi cnference after the chairpersn has discnnected frm the call. Lck Audi lcks the audi cnference and prevents new participants frm jining. Hwever, yu can still dial ut and add participants t the cnference. An audi cnference ends when the chairpersn discnnects, r in cntinuatin mde, when the last participant drps. Chat Panel There are three different tabs in the Chat panel that the chairpersn, cpresenters and participants can use t cmmunicate with ne anther during a live web meeting. The Chat tab is where all the cmments can g that are nt in the frm f a questin. The Questins tab will be ppulated with all chat messages that participants Flag as Questin. The Answered tab ppulates with all Questins flagged as Answered. The new Setting cg will have an ptin t Enable / Disable chat, depending n current state. 31

32 Tday s Cnferencing Web Meeting User Guide T Disable Chat during a meeting, click n the link at the tp f the Chat panel. While chat is disabled, participants chat panels disappear. When chat is disabled, the Enable Chat link enables chat and redisplays participants chat panels. The main part f the Chat panel shws a recrd f all chat messages. T send a chat, first select a recipient frm the drp-dwn list at the bttm f the panel. Messages can be sent t all participants, t all c-presenters, r t individual participants r c-presenters. Selecting a recipient displays a ne-line text entry bx t type the message. T send the message, click the Send buttn. Meeting Management Cntrls Start/Stp Meeting The Start Meeting icn starts a web meeting. Fr n-demand web meetings, the Cnference Security Passcde dialg appears, if enabled by ptins settings. This lets the chairpersn set an ptinal security cde that participants are required t enter t jin the meeting. If an ptinal security passcde is used, it is nly in effect fr that meeting. During a web meeting, click the Stp Meeting icn t end the meeting. Recrd Meeting/End Recrding The Recrd Meeting icn (greyed ut until the meeting has been started) recrds a meeting. The recrding includes everything participants see and hear during the meeting including slides, plls, and shared applicatins. The web prtin is synchrnized with the audi prtin f the meeting in the recrding. The Recrding Name dialg lets yu name the recrding. Yu can access, manage, and edit recrdings frm Manage Recrdings link in the Cnference Center. Click the End Recrding icn at any time during a meeting t end the recrding. Share Desktp The Share Desktp icn shares yur desktp with meeting participants s that yu can demnstrate actins r shw cntent in ther windws. The Cnference Cntrls windw ges away and is replaced with the Sharing Cntrl Bar. T stp sharing yur desktp and return t the Cnference Cntrls windw, click the green icn n the left f the Sharing Cntrl Bar. Share Applicatins The Share Applicatins icn shares specific applicatins n yur desktp with meeting participants. The Share Applicatins dialg that appears lists the applicatins currently running n yur cmputer. Yu can select ne r mre f these applicatins t share. Participants see nly the applicatins yu select. 32

33 Tday s Cnferencing Web Meeting User Guide Grant Cntrl The Grant Cntrl icn grants cntrls f the individual applicatins r yur entire desktp t a meeting participant. The Grant Cntrl dialg that appears prvides a chice between granting cntrl f yur entire desktp r selected applicatins. Applicatins currently running n yur cmputer are listed in the left pane and participants are listed in the right pane. T grant cntrl f yur entire cmputer, chse Grant Cntrl f Desktp and then select a participant frm the list f participants. T grant cntrl f individual applicatins, chse Grant Cntrl f Selected Applicatins, select ne r mre applicatins fr the list f applicatins, and then select a participant frm the list f participants. Sharing Cntrl Bar The Sharing Cntrl Bar appears whenever yu share applicatins r grant cntrl f the desktp r individual applicatins, temprarily replacing the Cnference Cntrls windw. Click and hld the Mve icn t drag it t a new lcatin n the screen. The cntrl bar appears hrizntally when yu drag it t the tp r bttm f the screen, and vertically when yu drag it t the left r right. It als snaps t the edges f the screen. The Return icn ends sharing r cntrl and returns t the Cnference Cntrls windw in slide sharing mde. The Recrd icn starts r stps recrding the meeting. The Share Desktp icn shares yur desktp with meeting participants. The Share Applicatins icn shares individual applicatins with meeting participants. The Grant Cntrl icn grants cntrl f yur desktp r individual applicatins t a meeting participant. The Participants icn displays a list f participants. The Phne icn displays the audi cntrl panel. The Chat icn pens the chat cntrls. The Minimize icn minimizes the Sharing Cntrl Bar. In Windws, duble-click the Tday s Cnferencing Web Meeting tray icn in the task bar t redisplay it. In Mac OS, right click the Tday s Cnferencing Web Meeting icn in the dck and select the Tday s Cnferencing Web Meeting Cnference Cntrls ptin. T stp a meeting while sharing withut returning t the Cnference Cntrls windw, click n the Tday s Cnferencing Web Meeting tray icn in the task bar and select the Stp Meeting ptin frm the pp-up menu. Enable Webcams T start, click n the Enable Webcams buttn. Click Share My Webcam in the vide cnferencing panel t shw yur vide. Here yu can select yur webcam privacy settings as well. 33

34 Tday s Cnferencing Web Meeting User Guide Allw the Adbe Flash Player t access yur webcam and check the Remember bx (first time nly). T stp, click the Stp My Webcam buttn. Invite Others The Invite Others icn invites participants while a meeting is in sessin. This launches yur default mail client with a default message that includes a link t the Participant Registratin web page fr the meeting. The Invite Others icn is nly available fr n-demand meetings. Optins The Optins icn changes Web and Audi cnference settings. Web Optins Prmpt fr Security Passcde fr Web Cnference: If checked, the Cnference Security Passcde dialg appears when yu start an n-demand web meeting, allwing yu t set an ptinal security cde that participants are required t enter t jin a meeting. Shw warning befre sharing Desktp: If checked, the Share Warning dialg appears when yu share r grant cntrl f yur desktp. Audi Optins Sharing Perfrmance: Use the slider t cntrl sharing perfrmance. The higher the quality, the lwer the speed, and vice-versa. The Entry Annuncement settings cntrl the annuncement yu hear Tne (future cnferences): Plays a tne when participants jin and leave the cnference (default). Silent: Participants jin and leave the cnference silently. Name: Participants are prmpted t say their names when they dial int an audi cnference and the names are annunced as they jin and leave the cnference. This ptin is nly available if yu check the Name recrd ptin belw. 34