GLOBALMEET WEBINAR USER GUIDE

Transcription

1 GLOBALMEET WEBINAR USER GUIDE Release October 2017

2 TABLE OF CONTENTS Introduction 4 GlobalMeet Webinar Portal Features 4 Webinar Features 4 GlobalMeet Desktop App 5 Contents of This Guide 5 Get the GlobalMeet Desktop Tools 6 Download and Install GlobalMeet 6 System Requirements 6 Install GlobalMeet for Outlook 8 Getting Started 9 Using the GlobalMeet Desktop App 9 Pop-Up Menu 10 Using the GlobalMeet Toolbar 12 Using the GlobalMeet Outlook Add-In 13 Using the GlobalMeet Webinar Portal 14 Keys to a Successful Webinar 15 Schedule the Webinar 15 Event Preparation 16 Design Tips for Effective Presentations 16 Hosting (and Co-Hosting) a Webinar 17 After the Webinar 18 Schedule a Webinar 19 Enter Event Information 20 Create a Registration Form 23 Set Up Invitations and Reminders 29 Manage Contacts and Invite Guests 33 Review Selections 35 Save the Event and Send Invitations 36 Manage an Upcoming Webinar 40 Sign in to the Webinar Portal 40 View Upcoming Event Details 41 View Registration Details and Approvals 42 GlobalMeet Webinar User Guide 2

3 TABLE OF CONTENTS Set Up the Webinar Room 43 Host Your Webinar 46 Go to Your Webinar Room 47 Connect Your Audio 48 Welcome to the Webinar Room 49 Final Room Preparations 50 Meeting Toolbar 51 Meeting Sidebar 52 Share Files with Your Guests 54 Share Your Screen 56 Take Questions from Your Audience (Q&A) 57 Poll Your Guests 58 View Webinar Results 59 View Completed Event Details 60 Attendance Stats 61 Stats 62 Recordings and Reports 63 Application Settings 65 Desktop App Settings 65 Meeting Settings 66 Need Help? 69 GlobalMeet Webinar User Guide 3

4 INTRODUCTION Thank you for choosing GlobalMeet Webinar for your large webinar events. GlobalMeet Webinar is built upon the foundation of our GlobalMeet web conferencing product. All the web meeting features you love in GlobalMeet, plus the GlobalMeet Webinar Portal that brings together scheduling, customizable invitations and registration forms, and post-event analytics. With your GlobalMeet Webinar account, you also get an always-available GlobalMeet web meeting so you can host web conferences, as needed. If you already have a GlobalMeet account and added GlobalMeet Webinar, your web conference URL stays the same. GLOBALMEET WEBINAR PORTAL FEATURES Fast and easy event scheduling. Designate co-hosts who are able to present during your webinar. Create reusable invitee lists upload names and addresses or key them in one at a time. Make your event public or restrict registration. Custom branding add a banner image to event invitations and the registration page. Visit your webinar room early and set up the event space. Evaluate your event with pre- and post-event analytics. WEBINAR FEATURES Host your webinar from your computer, on any supported browser. Co-hosts can participate via computer or ipad. Present your webinar to 325 guests. (GlobalMeet web conferences are limited to 125.) No downloads for guests. Period. Guests just click a link in the webinar invitation and go directly into your webinar. No dial-in numbers and lengthy passcodes to remember. With GlobalMeet s Connect Me feature, the webinar calls you. You can connect to audio through your phone or computer. Share slides, documents, videos, and other files with your audience. Record your webinar and then make recorded playback available later. Chat with all participants, or chat privately with an individual guest. Take questions from your guests (Q&A) and conduct polls and surveys. Lock, mute, or record the webinar. Adjust participant volumes and mute noisy lines. GlobalMeet Webinar User Guide 4

5 INTRODUCTION GLOBALMEET DESKTOP APP The GlobalMeet desktop app for Mac and Windows makes it easy to access the Webinar Portal. The desktop app also installs the Screen Share application, which lets you share selected windows or your entire desktop with the webinar audience. CONTENTS OF THIS GUIDE This guide explains how to schedule a webinar, manage registration, send invitations and track response rates, invite people to co-host, and host an effective GlobalMeet Webinar conference. Introduction the basics of planning and conducting a webinar, and then how the Webinar Portal, GlobalMeet desktop tools, and GlobalMeet Webinar room come together to let you schedule and conduct successful webinars. Getting Started explains how to download and install the GlobalMeet desktop tools, and illustrates the desktop tools and Webinar Portal. Schedule a Webinar the Webinar Portal guides you through booking the event, inviting guests and co-hosts, and setting up invitations and a registration page. Manage an Upcoming Webinar return to the Webinar Portal and monitor your upcoming webinar, check registration progress, invite more people, and approve registration requests. Go to your webinar room and upload files and create polls or surveys before the day of your webinar. Host Your Webinar take your event live. Start a webinar, present files, poll your guests, manage the webinar experience, and more. View Webinar Results the day after your webinar is over, return to the Webinar Portal and get an attendance summary and detailed list of attendees, webinar recordings, and detailed Q&A, Polling, and Survey logs that can be downloaded A separate GlobalMeet User Guide is available in the GlobalMeet Support site. GlobalMeet Webinar User Guide 5

6 GET THE GLOBALMEET DESKTOP TOOLS To schedule, host, and manage GlobalMeet Webinar events, download the GlobalMeet desktop tools for Mac or Windows. The desktop app makes it possible to launch the Webinar Portal, where you set up, start, and manage your webinars. (The portal is not accessible directly from a web browser.) If you re a Microsoft Outlook user, get GlobalMeet for Outlook. NOTE: The GlobalMeet desktop app also links to your GlobalMeet web meeting account. It lets you host or join a web meeting or audio conference, schedule a meeting, screen share, and manage your web meeting file library. DOWNLOAD AND INSTALL GLOBALMEET The desktop tools can be downloaded directly from the GlobalMeet Tools page. The GlobalMeet for Hosts desktop tools include Screen Share, the VoIP Audio app (for audio conferences using Phone Controls), and GlobalMeet for Outlook. SYSTEM REQUIREMENTS The GlobalMeet desktop tools are available for Windows and Mac systems. Windows 7 SP1, 8.1, or 10 macos or newer Intel or AMD processor 1.8 GHz CPU or higher; 2.3 GHz or higher recommended Minimum 2GB of RAM Current version plus one previous version of macos Safari, Google Chrome or Mozilla Firefox; Internet Explorer 11 or newer; and Microsoft Edge (Windows 10) Flash Player version 17 or newer to participate via a browser. For a non-flash experience, use the GlobalMeet desktop apps for guests and hosts. GlobalMeet for Outlook system requirements are on the next page. GlobalMeet Webinar User Guide 6

7 GET THE GLOBALMEET DESKTOP TOOLS GLOBALMEET FOR OUTLOOK There are two versions of GlobalMeet for Outlook: a COM add-in version for Windows (the GlobalMeet toolbar), and an Outlook add-in for Mac and Windows (the GlobalMeet Outlook add-in). The GlobalMeet toolbar can be used with all supported versions of Outlook for Windows. Use the GlobalMeet toolbar if you manage another person s calendar via Delegate Access or if your mailbox is hosted on Exchange Server 2010 or earlier. Review the following system requirements to determine which version is right for you. GlobalMeet toolbar Windows only Windows 7 SP1, 8.1, or 10.NET or higher Outlook 2010, 32-bit Outlook 2013, 32-bit or 64-bit Outlook 2016, 32-bit or 64-bit GlobalMeet Outlook add-in Mac and Windows Mac: macos and newer Outlook 2016 for Mac Windows: Windows 7 SP1, 8.1, or 10 Outlook 2013 for Windows SP1 (32- or 64- bit), with the March 8 security update Outlook 2016 for Windows (32- or 64-bit) Internet Explorer 10 or newer All: A Microsoft Exchange mailbox on Exchange Online, Exchange 2013 or a newer release Reading Pane displayed in Outlook TIP: This Microsoft support article explains how to determine your Exchange version. GlobalMeet Webinar User Guide 7

8 GET THE GLOBALMEET DESKTOP TOOLS INSTALL GLOBALMEET FOR OUTLOOK GlobalMeet for Outlook is available from the GlobalMeet for Hosts section of the GlobalMeet Tools page: Windows only. The GlobalMeet toolbar is included in the GlobalMeet for Hosts download linked to the Outlook 2010 & None button. Mac and Windows. Instead of downloading a setup program and installing it on your computer, you enable the GlobalMeet Outlook add-in via a definition file (called a manifest) located at a URL you copy from the GlobalMeet Outlook Add-In section on the Tools page. Windows Users Under GlobalMeet for Hosts, both versions of GlobalMeet for Outlook are available. Outlook 2010 or None Download and install the desktop tools, including the GlobalMeet toolbar. Outlook 2013 & 2016 Get the URL for the GlobalMeet Outlook add-in, plus instructions for enabling on Windows systems. Mac Users On the Tools page, scroll to the GlobalMeet for Outlook section and click Install. Install Get the URL for the GlobalMeet Outlook add-in, plus instructions for enabling on Mac systems. GlobalMeet Webinar User Guide 8

9 GETTING STARTED After the GlobalMeet desktop tools are installed, sign in to your account using the address and password for your GlobalMeet account. NOTE: The desktop app starts automatically. Open Microsoft Outlook to sign in to GlobalMeet for Outlook. USING THE GLOBALMEET DESKTOP APP SIGN IN TO YOUR ACCOUNT On the Setup screen, enter your account credentials and then click SIGN IN. The desktop app signs you in to your GlobalMeet webinar and meeting accounts and starts watching your GlobalMeet web meeting for visitors. Launch at Startup to ensure GlobalMeet is always ready. GlobalMeet Webinar User Guide 9

10 GETTING STARTED POP-UP MENU The GlobalMeet app lets you manage your webinar account and GlobalMeet always-available web meetings. In this section, the webinar features are highlighted. To learn more about using GlobalMeet, see the GlobalMeet User Guide. Open the GlobalMeet window to access GlobalMeet Webinar options. In the Windows taskbar or the Mac menu bar, click the icon to display the pop-up menu. GlobalMeet Webinar. Open the GlobalMeet window and manage your webinar account. GlobalMeet Webinar User Guide 10

11 GETTING STARTED GLOBALMEET DESKTOP APP HOME SCREEN The GlobalMeet app lets you open the Webinar Portal and set up a new webinar, host a scheduled webinar, and view webinar results. Other options in the app apply to your GlobalMeet web meeting; use them to start or join a web meeting, manage your file library, send invitations to a meeting, and update app settings. Use the tabs on the left side to navigate around the app. GlobalMeet. Open your file library: upload files, create folders, preview files, send links to files, and more. GlobalMeet. Sign in to your own GlobalMeet meeting or view and join other users web meetings. GlobalMeet Webinar. Access the Webinar Portal, where you can set up and manage your webinars. GlobalMeet Webinar. Open the Webinar Portal to schedule a webinar event and set up invitations and registration. GlobalMeet. Quickly upload files to your file library. GlobalMeet Webinar User Guide 11

12 GETTING STARTED USING THE GLOBALMEET TOOLBAR Windows only. COM add-in for Outlook 2010 and newer. The sign in screen is displayed when you start Outlook; enter your account credentials, and then click sign in. To start or schedule a meeting, just click the GlobalMeet tab. Use the Webinar section to sign in to the Webinar Portal and schedule a webinar, view all your upcoming (scheduled) webinars, and start a scheduled webinar. Start a web meeting or audio conference. Schedule a meeting and send invitations. GlobalMeet Webinar. Open the Webinar Portal and schedule a new webinar or start a scheduled webinar. Manage toolbar settings and access Meeting Settings. GlobalMeet. Host or schedule a web meeting or audio conference and work with your file library. If you have multiple accounts (with different client IDs), add them here. NOTE: The Upload File and File Library options apply to your web meeting s file library, not your webinar file library. To access and manage your webinar file library for example, to create new folders, or to preview or share links to files open the Webinar Portal and enter the webinar room. GlobalMeet Webinar User Guide 12

13 GETTING STARTED USING THE GLOBALMEET OUTLOOK ADD-IN Mac and Windows. For Outlook 2016 for Mac and Outlook 2013 and 2016 for Windows. Display the Reading Pane The GlobalMeet Outlook add-in opens its own task pane in Outlook and requires the Reading Pane to work correctly. On the View tab (Windows) or Organize tab (Mac), enable the Reading Pane. Access Add-In Features The GlobalMeet add-in buttons are at the right of the Home tab. The first time you click any GlobalMeet option, you are prompted to sign in using your GlobalMeet credentials. Start a web meeting or audio conference. GlobalMeet Tools. Manage settings, accounts, your file library, and access support options. GlobalMeet Webinar. Open the Webinar Portal and schedule a new webinar or start a scheduled webinar. GlobalMeet Webinar User Guide 13

14 GETTING STARTED USING THE GLOBALMEET WEBINAR PORTAL The Webinar Portal is a web-based control panel that lets you set up and manage your webinars. The portal is not accessible directly from a web browser. To open the Webinar Portal, use the GlobalMeet desktop app or GlobalMeet for Outlook, and then select Schedule a Webinar. CREATE AN EVENT. Schedule a webinar: set up invitations and a registration form, enter invitee addresses, choose reminders, and send invitations. UPCOMING EVENTS. View event details, including invitation delivery and registration stats. Enter the room early to upload files or start your scheduled webinar. COMPLETED EVENTS. View post-event registration and attendance stats, and view/download reports. SAVED DRAFTS. Lists events that are not finalized that is, invitations have not been sent. You can continue to work on the event details. GlobalMeet Webinar User Guide 14

15 KEYS TO A SUCCESSFUL WEBINAR GlobalMeet Webinar guides you through the entire webinar event lifecycle from scheduling and room preparation to post-event analytics and follow-up. Review the tips in this section to help make your webinar a success. SCHEDULE THE WEBINAR Schedule the webinar at least three weeks in advance to allow guests and co-hosts to fit it into their calendars. Before you confirm a date and time, check with your co-hosts to see if they are available. Try not to schedule a webinar that starts or ends within one hour of another event to allow for possible delays and to avoid overlapping events. Look professional. Pay close attention to spelling, grammar, capitalization, and punctuation when entering information about your webinar event. Most everything you enter in the Webinar Portal will be seen by your guests in s, registration pages, the event lobby, and other notifications. For invitation-only events, have contact lists ready and in the correct format (CSV) before you start. Spell your guests names correctly! Use event reminders to help boost participation. Automatic reminders can be scheduled for 48 hours, 24 hours, and 2 hours before the webinar starts. Monitor guest registration and approve registrants daily to maximize attendance. GlobalMeet Webinar sends you a daily update with the number of registrants. GlobalMeet Webinar User Guide 15

16 KEYS TO A SUCCESSFUL WEBINAR EVENT PREPARATION Visit your webinar room before the scheduled date to get familiar with webinar features and to prepare the room. Use the same computer and phone you intend to use for the live webinar. Upload and preview any content you will present to ensure everything displays appropriately. Preview presentations at 40% to simulate viewing by audience members with small monitors. Create the polls and surveys you plan to use. A few days before your webinar, schedule at least one 30- to 60-minute run-through with your co-hosts to work out any unresolved questions or technical issues. Have an agenda ready with estimated times for each topic. For rehearsals only. While in your room, use the Invite Guests Invite By feature to reach out to your co-hosts and have them join. Then, PROMOTE each co-host to presenter so that they can preview co-hosting permissions. Test features like screen sharing, polling, Q&A, chat, and webcam. Make sure your co-hosts also know how to join on the day of the webinar. (There is a link in the invitation they received when you asked them to present.) DESIGN TIPS FOR EFFECTIVE PRESENTATIONS Select a color palette and graphics that match your corporate brand or webinar theme. Then use them consistently throughout the presentation. Choose a larger font size than you would ordinarily use; at least 18 points is good. Six bullet points or fewer per slide are good. Keep your text clean and readable: stick with 1 or 2 standard fonts on each slide; dark text on a light background; avoid font effects such as shadows, bevels, and gradients. Include simple design elements and solid color blocks. Include relevant images screen shots, flow charts, diagrams, etc. to help your audience understand and remember the information. To keep the file size to a minimum, use a graphic editing tool to correctly size images before adding them to the document. (In PowerPoint, select Picture Tools Compress Picture.) GlobalMeet Webinar User Guide 16

17 KEYS TO A SUCCESSFUL WEBINAR HOSTING (AND CO-HOSTING) A WEBINAR Move to a quiet area and close the door. Plug your computer into a power source and ensure that you have a stable Internet connection. A LAN connection may be more stable than Wi-Fi. Close any programs that you do not plan to show in the webinar. In particular, shut down programs with notifications, like and instant messaging. Silence those noisy digital devices: set your smartphone to silent, turn off the ringer on your second phone line, and disable audible alerts on your tablet. If you plan to use your webcam, make sure that nothing distracting is in the background, such as a bright window or any moving objects. Use a supported browser. Co-hosts can also attend via the GlobalMeet for ipad app. Use a landline connection instead of a mobile device to deliver your webinar. For the best sound quality, avoid speakerphone and instead use a headset. Enter your webinar room at least 30 minutes prior to start time, and up to an hour early if you need to upload final content and polling questions. + Hosts: Go to the Webinar Portal to enter your room. + Co-hosts: Find the webinar invitation in your and then click the event title link or JOIN MEETING. Your guests can enter the room 15 minutes before the official start time. Before they do, click the speaker icon on the MEETING bar to Mute All guests and eliminate guest background noise. Avoid playing sounds, voice narration, or music. Go to the File Library and open the first presentation or document you will share. Or ready your desktop and start Screen Share. When it is time to start, greet your audience and start the show! GlobalMeet Webinar User Guide 17

18 KEYS TO A SUCCESSFUL WEBINAR AFTER THE WEBINAR Use the End button to end the webinar and end the session for all attendees. In the Webinar Portal, go to Completed Events to get webinar statistics, including attendance rates and registration information; to download polling and Q&A reports; and to access the webinar recording (if available). + Attendance information is available the day following your event. + Webinar recordings are available 24 hours after the end of the webinar, in your file library. Send manual thank you s if you did not select Post-Event messages when setting up the webinar in the Webinar Portal. GlobalMeet Webinar User Guide 18

19 SCHEDULE A WEBINAR The Webinar Portal makes scheduling a webinar easy. In the GlobalMeet app (Mac or Windows), select the Scheduler tab, and then click Webinar. Or, in GlobalMeet for Outlook, select Schedule Webinar. Open the Webinar Portal and create your webinar event. This opens the Create an Event wizard, which guides you through the process of setting up your webinar. There are three steps in the wizard: Event Information Enter a title, subtitle (optional), and description of your event, and then select the date and time, and the length of your webinar. If you would like a registration form, indicate it here. Registration Form Starting with a basic form (Name and Address), add fields for additional information you would like to capture, and optionally, upload a banner image or logo to customize the form. Accept registrations automatically, or approve each registrant individually. You can save a registration form as a template and reuse it for other events. Invitations and Alerts Automated s simplify the process of publicizing your event. You can send invitations, create reusable lists of invitees (Contacts), and select from a variety of pre-event reminders and post-event messages. GlobalMeet Webinar User Guide 19

20 SCHEDULE A WEBINAR ENTER EVENT INFORMATION The first step is to set up your event. Choose whether to start from scratch or choose a saved draft to work from and then click OK. Create a new event from scratch Select a saved draft then click OK to continue. GlobalMeet Webinar User Guide 20

21 SCHEDULE A WEBINAR Enter a title, subtitle (optional), and description of your event, and then select the date and time, and the length of your webinar. If you would like a registration form, select Yes at the bottom of the page. EVENT INFO. Describe your webinar. The title, subtitle, and description are included on the registration form, invitations, and notifications for your event. DATE & TIME. Use the calendar to select the date for your event, and then select the start time and duration. Your event can be from one half an hour (30 minutes) to several hours long. REGISTRATION FORM. Select Yes if you would like to offer an online registration form for your event. GlobalMeet Webinar User Guide 21

22 SCHEDULE A WEBINAR DO YOU WANT A REGISTRATION FORM? At the bottom of the page, indicate whether you want to set up a registration form. A registration form lets you estimate attendance, gather attendee information before the event, and manage who attends your event. If you decide you do not want guests to register, we suggest that you enable s, which include event invitations. Notifications let you communicate the event time and URL to selected attendees. When you are finished with Event Information, click SAVE & CONTINUE to go to the REGISTRATION FORM or step (if you chose not to use a registration form). GlobalMeet Webinar User Guide 22

23 SCHEDULE A WEBINAR CREATE A REGISTRATION FORM You can build your registration form from scratch, or select a saved template as your starting point. When you create or edit a registration form for an event, the portal asks whether you want to save the form as a template. Templates are a nice way to set up a reusable form with standard fields and a banner image that you can use for many events. Build a new registration form or select a saved template and click OK to customize it for this event. If this is the first event you have scheduled, the templates section is empty. You will have a chance to save your form as a template. GlobalMeet Webinar User Guide 23

24 SCHEDULE A WEBINAR SET UP THE FORM The initial form includes Name and address fields. You can select from several pre-defined fields and add them to your form, or create your own custom fields. The following illustration highlights key areas of the form builder; more details are provided in this section. IMAGE UPLOAD. Customize your form by uploading a banner image or logo. FORM DESCRIPTION (optional). Click the pencil to add a description of your event. This description is included on the registration form, below the event title and banner image. Periodically click SAVE FORM and then PREVIEW to check your work. When you are happy with the form, click SAVE FORM again. ATTENDEE APPROVAL. Select Required to approve each registrant individually. NEED S? Select Yes to set up invitations, reminders, and other messages. When finished with the Registration Form, click SAVE & CONTINUE to go to the step. GlobalMeet Webinar User Guide 24

25 SCHEDULE A WEBINAR UPLOAD A BANNER IMAGE Upload a banner image to personalize your event registration page. Your banner image must be: JPG or PNG format 580px wide by 130px tall Browse and select an image to upload. the banner is added to the form. GlobalMeet Webinar User Guide 25

26 SCHEDULE A WEBINAR ADD FIELDS TO THE FORM You can select from numerous pre-defined fields and add them to your form, or create your own custom fields. The Pre-Defined Items list includes many typical registration fields, such as address, phone number, job title, industry, etc. If you do not see what you want, create a custom field. Click the handle next to a field and drag to rearrange the fields you added. Name and Address fields are required and cannot be deleted. Job Title is a Pre-Defined Item. Define a custom field and click OK to add it to your form. Periodically click SAVE FORM and then PREVIEW to check your work. GlobalMeet Webinar User Guide 26

27 SCHEDULE A WEBINAR PREVIEW THE FORM As you build the form, periodically click SAVE FORM and then PREVIEW to check your work. The registration form is opened in a new browser window. When you are happy with the form, click SAVE FORM again. APPROVALS AND NOTIFICATIONS By default, people who register for your event are automatically approved to join the webinar. If you would like to review and approve each registrant, select Attendee Approval Required. Later, go to the UPCOMING EVENTS area of the Webinar Portal and click an event to view details, including pending registrations. Learn more. GlobalMeet Webinar User Guide 27

28 SCHEDULE A WEBINAR SAVE YOUR WORK AS A TEMPLATE When you click SAVE FORM at the bottom of the form fields section, the portal asks whether you want to save the registration form as a template. Enter a name for the template and then click SAVE. The next time you set up an event with a registration form, the template will be listed in your Saved Templates. GlobalMeet Webinar User Guide 28

29 SCHEDULE A WEBINAR SET UP INVITATIONS AND REMINDERS On the Manager step, first select the messages you would like to use for your event: Use a customizable event invitation that includes a link to the registration form and send it to a group of recipients. NOTE: After you finalize the event invitation and other notification messages, you will set up lists of Contacts that you can reuse for all your events. You can select up to three contacts as your event co-hosts who can help present and manage the webinar. Learn more. Select automated reminders that are sent to your invitees prior to the event. View and edit post-event messages. Click SAVE & CONTINUE. On the next page, you can upload a banner image, and review and edit the messages. GlobalMeet Webinar User Guide 29

30 SCHEDULE A WEBINAR The Manager lists the messages you selected. In the EDITOR section, click the pencil icon next to the Invitation and post-event messages to edit them. All other messages are not editable; click the plus icon to preview the message. IMAGE UPLOAD. Customize all messages by uploading a banner image or logo. INVITATIONS. Click the pencil to review the invitation and personalize the message text. Click the plus icon to expand a section and review the message. You cannot edit automated messages. POST-EVENT MESSAGES. Click the pencil to review and personalize the message text. GlobalMeet Webinar User Guide 30

31 SCHEDULE A WEBINAR CUSTOMIZE THE EVENT INVITATION Click the pencil icon next to INVITATIONS to view and edit the invitation. The invitation includes the banner image (if defined); the Title, Subtitle, and Event Description you entered for the event; a REGISTER NOW link that opens the registration page (if selected for this webinar); and a message text area that you can edit. Edit and format the message text. Highlight text and then format it bold or italics. Or, insert a link to a URL or a text variable. TAG. Insert variables in the text. For example, make your invitation more personal by using the recipient s first name. Preview and check your work. GlobalMeet Webinar User Guide 31

32 SCHEDULE A WEBINAR PREVIEW THE INVITATION As you edit the invitation, periodically click PREVIEW to check your work. Click EDIT to return to edit mode and finalize the invitation. When you are happy with the invitation, click SAVE. Save the invitation. Finally, when you are happy with the invitations and other messages, click SAVE & CONTINUE to select recipients for event invitations. In the Recipients step, you create and edit contact lists. GlobalMeet Webinar User Guide 32

33 SCHEDULE A WEBINAR MANAGE CONTACTS AND INVITE GUESTS Now you re ready to invite people to your event. Use the Webinar Portal to create a contact list. You can build the list one contact at a time, or upload a CSV file that contains multiple contacts. Once you create a list, it is saved with your account and you can reuse it for future events. CREATE A NEW LIST. Enter a descriptive name, and then create the list. Click ADD ROW and enter contacts one at a time or IMPORT LIST and upload a CSV file that contains your contacts. Download a CSV template to import contacts. Save the new contacts list. CONTACT LISTS. Select one or more lists to invite your contacts to the event. Click the pencil icon to edit the list and select up to three co-hosts. GlobalMeet Webinar User Guide 33

34 SCHEDULE A WEBINAR IMPORT CONTACTS The Import List feature lets you set up a contact list quickly, by importing a CSV file. Click View Example to download a template CSV file. Edit the file and enter the name and address for each contact. Your completed CSV file will look similar to the following example. TIP: For the best performance, limit your CSV file to 10,000 contacts, or rows. Do not edit the first row. It is required for the import to succeed. In the Webinar Portal, click IMPORT LIST and upload the CSV file. Review the imported contacts, and then click SAVE. DESIGNATE A CO-HOST For each webinar, you can designate up to three of your guests as co-hosts. Select the Host checkbox to invite a guest to present at your webinar. A co-host can screen share, present files from the file library, and access room and participant controls. Co-hosts receive a different invitation and do not have to register for your event. GlobalMeet Webinar User Guide 34

35 SCHEDULE A WEBINAR REVIEW SELECTIONS After you create your contact lists, select one or more lists of people to invite, and designate cohosts, click SAVE & CONTINUE at the bottom of the RECIPIENTS page. This opens the SUMMARY page. Click the pencil icon to change your selections and edit messages, if desired. You cannot edit automated reminders and confirmation messages. You re almost there! Review your selections and then click SAVE & CONTINUE. This opens the CONFIRMATION step. GlobalMeet Webinar User Guide 35

36 SCHEDULE A WEBINAR SAVE THE EVENT AND SEND INVITATIONS On the CONFIRMATION step, review all the event information and make sure it is correct. When you are ready, click CREATE EVENT to book your event and send invitations. Your new event is listed in the Upcoming Events section of the portal. If you are not ready to send invitations, click SAVE. Your event is saved and available in the SAVED DRAFTS column on the Webinar Portal. Click the pencil to review and edit event details, including date and time. Click the plus icon to review and edit the registration form or messages. You cannot edit automated messages. CREATE EVENT. Book the event and send invitations. SAVE. Not ready to send invitations? Save the event in your SAVED DRAFTS. GlobalMeet Webinar User Guide 36

37 SCHEDULE A WEBINAR GUEST INVITATIONS Registration Events. The REGISTER NOW button takes the guest to the registration page for your webinar. If registration is not required, the JOIN MEETING button takes the guest to your webinar room. GlobalMeet Webinar User Guide 37

38 SCHEDULE A WEBINAR CO-HOST INVITATIONS Co-hosts do not have to register for your webinar. The JOIN MEETING button takes them to your webinar room and signs them in with co-hosting privileges. GlobalMeet Webinar User Guide 38

39 SCHEDULE A WEBINAR ADDING A WEBINAR TO YOUR CALENDAR All invitations and registration confirmations include an icalendar attachment. Guests and co-hosts can click or download the attachment (depends on the mail and calendar programs) to add the webinar to their calendars. The following example is a registration confirmation. Gmail detects the ICS file attached to the confirmation. Click to add the event to your calendar. GlobalMeet Webinar User Guide 39

40 MANAGE AN UPCOMING WEBINAR After you set up your webinar and send invitations, return to the Webinar Portal and monitor your upcoming webinar. Before a webinar s scheduled start time, you can change event information (title, date and time, etc.), check registration progress, invite more people, and approve registration requests. You should also visit the webinar room and upload files and create polls or surveys before the day of your webinar. SIGN IN TO THE WEBINAR PORTAL Use the desktop app or GlobalMeet toolbar to sign in to the Webinar Portal: select Start Webinar to go to the main page. In the UPCOMING EVENTS column, click the name of a webinar to view Event Details. You can also view a list of all upcoming events. Click VIEW NOW to open the EVENT LIST and see a summary of upcoming events. A check mark indicates that there are pending registration requests that need your approval. Click the event to review event details. GlobalMeet Webinar User Guide 40

41 MANAGE AN UPCOMING WEBINAR VIEW UPCOMING EVENT DETAILS Open the Event Detail for an upcoming webinar to change event information (title, date and time, etc.), check registration progress, invite more people, and approve registration requests. You can view individual registration details or download a report. Visit your webinar room and upload files, or prepare polls and surveys. Click to update the title, subtitle, and description, or the date and time for the webinar. GlobalMeet notifies your guests that the event changed. Invite more people to your webinar. Or, download detailed stats by invitee. View and edit the message types defined for this webinar. These include invitations, reminders, and post-event messages. View individual registrations, invite more people, and download a registration report. GlobalMeet Webinar User Guide 41

42 MANAGE AN UPCOMING WEBINAR VIEW REGISTRATION DETAILS AND APPROVALS At the bottom of the Event Detail page, click the plus icon to expand the Registration List Details. You can select additional guests and send invitations, or download the registration details as a CSV file. If you selected Attendee Approval Required, the Event Detail page displays the REGISTRATION APPROVAL section. Approve or reject guests individually, or select all pending requests and approve (or reject) them at one time. Download details as a CSV. Invite more guests. Approve or reject the guest. View information that the guest provided on the registration form. GlobalMeet Webinar User Guide 42

43 MANAGE AN UPCOMING WEBINAR SET UP THE WEBINAR ROOM To prevent delays, we recommend that you upload files and create polls or surveys before the day of your webinar. At the top of the Event Detail page, click Visit Meeting Room to go to your webinar room. UPLOAD FILES AND VIDEOS TO SHARE You can add a variety of files to your file library videos, web videos, meeting notes, PowerPoint presentations, PDF and Microsoft Word documents, spreadsheets (Excel and CSV), and images and share them with your webinar audience. Click File Library to see all the material that you uploaded previously into your webinar, reports, and recordings. You can sort files by name, file type, file size, or the date you uploaded to your file library. Open the folder and view its contents. Share a file in the webinar. Add meetings notes. Upload a file or create a folder. Add a web video. Sort file by name, date, size, or type. View file details, send the file to guests, download, or delete it. Recordings and reports are saved in their own folders. Share a YouTube or Vimeo video. Edit or share meeting notes. Share a video. GlobalMeet Webinar User Guide 43

44 MANAGE AN UPCOMING WEBINAR ADD POLLING QUESTIONS OR CREATE A SURVEY Polls and surveys allow you to get instant feedback from your guests during a webinar. You can ask your guests one question (or multiple questions in the case of a survey), view results as charts or percentages, publish results to all participants, and save questions to ask again in another webinar. Poll and survey results are available in the Webinar Portal, from Completed Events. They are also saved in your file library, in the Reports folder. Before your webinar, set up any polling questions or surveys you plan to use. Add a Question Polls are single questions. Click ADD NEW and then define a Yes/No, multiple choice, or an essay question. Post this question to poll your guests in the webinar. Add a question. GlobalMeet Webinar User Guide 44

45 MANAGE AN UPCOMING WEBINAR Build a Survey Combine two or more questions into a survey. Click ADD NEW to create a new survey. Name the survey and choose the questions to ask. When finished, click SAVE. Post this survey to poll your guests in the webinar. Choose the questions in your survey. Order the questions in your survey. GlobalMeet Webinar User Guide 45

46 HOST YOUR WEBINAR Now that you scheduled your webinar, sent invitations, reviewed registrations, and prepared the webinar room, it s time to go! Enter your webinar room at least 30 minutes prior to start time, and up to an hour early if you need to upload final content and polling questions. When the scheduled day arrives, GlobalMeet sends you a reminder. GlobalMeet web account holders: remember that your GlobalMeet Webinar room is not the same as your always-available GlobalMeet web meeting. You must start your webinar from the Webinar Portal. Use the desktop app or GlobalMeet for Outlook to sign in to the Webinar Portal. Open the Webinar Portal and start your webinar. GlobalMeet signs you in to the Webinar Portal, where you can start your webinar. GlobalMeet Webinar User Guide 46

47 HOST YOUR WEBINAR GO TO YOUR WEBINAR ROOM In the UPCOMING EVENTS column, click the name of the webinar you want to start; this displays event details. Or, click VIEW NOW to see a listing of upcoming events. Click Visit Meeting Room for the webinar you want to start. A new browser window is opened and you are signed in to your GlobalMeet Webinar room. The next step is connecting your audio. Click the webinar to open event details Visit Meeting Room. Open a browser and enter your webinar room. GlobalMeet Webinar User Guide 47

48 HOST YOUR WEBINAR CONNECT YOUR AUDIO For the best sound quality, have GlobalMeet call your phone or dial in to the webinar. Enter your phone number or select one of your recently used phone numbers, and then click CONNECT ME. NOTE: Use a landline connection instead of a mobile device to deliver your webinar. The CALL MY COMPUTER option is not recommended for webinars. DIAL-IN to get a list of access numbers for the webinar and dial in from your phone. GlobalMeet Webinar User Guide 48

49 WELCOME TO THE WEBINAR ROOM When you are hosting a webinar, you have full control of participants and room functions. The Home tab displays the web address for your webinar and lets you share your screen, share files from your file library, and share your webcam. Access meeting features from the toolbar at the top of the screen. The left side of the screen contains meeting controls for managing a successful webinar. Meeting Toolbar. Access web meeting features. VIEW WEBCAMS. Switch to webcam meeting mode and share up to six webcams. Click to end the webinar. INVITE GUESTS by phone or . SHARE A FILE. Open your file library and share a file with the webinar or manage your file library. SHARE MY SCREEN. Share an app or your entire desktop with the meeting. GlobalMeet Webinar User Guide 49

50 WELCOME TO THE WEBINAR ROOM FINAL ROOM PREPARATIONS Remember, your guests can enter the room 15 minutes before the official start time. Before they arrive, do these things to set up the room for your webinar: Mute All Guests. Click the speaker icon on the MEETING bar to Mute All guests and eliminate background noise as your guests join. Only guest lines are muted; you and your co-hosts can speak. Consider leaving the lines muted while you present during the webinar. To allow a guest to speak in the webinar, click the arrow UNMUTE. Guests can also unmute their own lines. next to her name and then click Disable Guest Webcams. Unless you want your guests to be able to share webcams, turn off webcam sharing to prevent distractions. Set to OFF to disable guest webcam sharing. Verify that Screen Share is installed and working properly. If you will share your desktop during the webinar, click SHARE MY SCREEN and make sure Screen Share starts. Shortly before your webinar start time, turn on recording. Recording is on. Recordings capture a high-quality video of your webinar, including files and videos that you shared, the participants panel, and all public chats and questions. You can record your webinar for replay and sharing after the webinar is over. GlobalMeet Webinar User Guide 50

51 WELCOME TO THE WEBINAR ROOM MEETING TOOLBAR All webinar features are available at the top of the screen, on the toolbar HOME Go back to the main webinar window. 2. SCREEN SHARE Share applications or your entire desktop. 3. FILE LIBRARY Open your file library. Upload files and store them in the cloud. Create folders to manage your files. Create meeting notes. Stream videos and share files in the webinar. 4. WHITEBOARD Open a whiteboard with drawing tools so you and your guests can collaborate. 5. WEBCAMS Switch to webcam meeting mode to view up to six webcams on the stage. Show a webcam full stage or remove current webcams. 6. Q&A Guests can ask questions without interrupting the meeting. Q&A sessions are saved in your file library. 7. POLLS AND SURVEYS Ask your guests a question and conduct surveys from a series of questions. Results are saved in your file library. 8. NOTIFICATIONS Displays short messages about events in your meeting, for example, when someone joins the meeting, or a guest shares her webcam. 9. FULL SCREEN Hide the sidebar and make the webinar space larger. 10. HELP AND SUPPORT View support options, system diagnostics, and manage your webinar settings. 11. EXIT Leave the webinar (guests). If you are the host, click here to end the webinar and dismiss all participants. GlobalMeet Webinar User Guide 51

52 WELCOME TO THE WEBINAR ROOM MEETING SIDEBAR The sidebar area is visible to all webinar participants. Here you can see who is speaking, share your webcam, text chat, and get information about other participants. If you are a host or co-host, GlobalMeet Webinar includes room controls and additional options for working with participants. ROOM CONTROLS. Host controls for managing your webinar. Lock or record the webinar, mute all guests, and enable video sharing (webcam). TIP: To minimize interruptions, click the speaker to Mute All (silence) guest lines. You and your co-hosts will be able to speak in the room. WEBCAM. In normal meeting mode, share your webcam with the webinar and see other guests webcams. The image switches to show the active talker, if the speaker is sharing his or her webcam. In webcam meeting mode, the panel displays informational messages instead of the active talker s webcam. PARTICIPANTS. Click your own row to manage your mic volume and audio connection. Click another person s row to view details, start a private chat conversation, and access additional host controls. PUBLIC CHAT. Chat with everyone in the webinar. Host and presenters (promoted guests) can clear the chat conversation. GlobalMeet Webinar User Guide 52

53 WELCOME TO THE WEBINAR ROOM Work with Participants The participant list shows all webinar participants. Click the arrow next to a guest or your own name to see controls for your mic and speakers, contact details, and other guest controls. Host and co-hosts are listed at the top. Role is displayed at top. Hosts and co-hosts. Mute or adjust the guest s volume. This guest s mic is muted. Chat privately with this guest. Hosts and co-hosts. Promote, demote, or dismiss the guest from the webinar. To unmute an individual guest when all guest lines are muted (Mute All), click the arrow the person s name and then click UNMUTE or the mic icon. next to GlobalMeet Webinar User Guide 53

54 WELCOME TO THE WEBINAR ROOM SHARE FILES WITH YOUR GUESTS You can open a variety of files from your file library videos, YouTube and Vimeo videos, meeting notes, PowerPoint presentations, PDF and Microsoft Word documents, spreadsheets (Excel and CSV), and images and share them in your webinar. TIP: To prevent delays, upload files you plan to share before you start your webinar. Learn more. Click File Library and then click the name of the file you want share and GlobalMeet opens it the main area. Share a Presentation or PDF You and your co-hosts can page through the presentation or document. Navigation Controls Page through the presentation. GlobalMeet Webinar User Guide 54

55 WELCOME TO THE WEBINAR ROOM Share a Video You can share MP4, MOV, and M4V video files and web videos from YouTube and Vimeo with your guests. Just click the file name of the video you want to share and GlobalMeet opens the video in the main area. Tap START SHARING to begin showing the video to your audience. Mute audio. Resize the video window: Normal, Larger, and Full-Screen. Add YouTube and Vimeo Videos to Your File Library Start sharing the video with guests. To add a web video, click Add a Web Video in the File Library. You can search for videos by entering a keyword or the URL of a video and clicking Search. NOTE: You may experience issues when sharing a Vimeo web video from the File Library when using Internet Explorer. GlobalMeet Webinar User Guide 55

56 WELCOME TO THE WEBINAR ROOM SHARE YOUR SCREEN Use Screen Share to share programs, websites, or even your entire desktop with your guests. Your guests can follow along as you browse a website, conduct a demo, or show files on your computer. Just click SHARE MY SCREEN and then select the application you want to share. At the top of the shared area are controls for managing your screen share. You can pause and then resume sharing. While paused, your viewers see the last image that you shared and a paused indicator. Show markup tools Pause sharing Stop sharing GlobalMeet Webinar User Guide 56

57 WELCOME TO THE WEBINAR ROOM TAKE QUESTIONS FROM YOUR AUDIENCE (Q&A) The question and answer (Q&A) feature allows guests to ask questions during the webinar. The host and all co-hosts can answer questions. The Q&A button shows the number of new, unanswered questions. Click the Q&A button to answer a question. Enter your answer, and then click ANSWER PUBLICLY to post the question and your answer to everyone. Click ANSWER PRIVATELY to send the answer only to the person who asked the question. Type your answer. PUBLIC Post the question and your answer for everyone to see. PRIVATE Answer only the person who asked the question. DOWNLOAD Save questions and answers as a CSV file. Expand to view previously answered questions. GlobalMeet Webinar User Guide 57

58 WELCOME TO THE WEBINAR ROOM POLL YOUR GUESTS Polls and surveys allow you to get instant feedback from your guests. On the toolbar, click Poll and then select your poll or survey. Poll and survey results are saved in your file library and also available in the Webinar Portal. TIP: To prevent delays, set up your polling questions and surveys before you start your webinar. Learn more. Poll your guests Or post a survey with multiple questions. GlobalMeet Webinar User Guide 58

59 VIEW WEBINAR RESULTS After your webinar is over, return to the Webinar Portal to view your webinar results. Attendance data is available the day after your webinar. In the COMPLETED EVENTS column, click the name of a webinar to go directly to the event details. Or, click VIEW NOW to see a listing of all your completed events and a brief attendance recap. Click VIEW NOW to open the EVENT LIST and see a summary of completed events. Click the page icon to view details. Or, click the trash can and delete webinar results. Actual attendance (56) versus registrations (63). GlobalMeet Webinar User Guide 59

60 VIEW WEBINAR RESULTS VIEW COMPLETED EVENT DETAILS Open the Event Detail for a completed webinar to find out how many people attended your event, how long they stayed, and more. You can view your results online (in the portal) or download a report. Reports are available the day after your event. Attendance Details. Daily registration stats, how long people stayed in the webinar, and individual registrant details and approvals. Webinar recordings are saved in your file library. Visit the room to access the recording. Download Q&A and Polling results as CSV files. GlobalMeet Webinar User Guide 60

61 VIEW WEBINAR RESULTS ATTENDANCE STATS GlobalMeet Webinar captures general event statistics, including attendance rates and registration information. Click MORE to see a day-to-day breakdown of registrations, how long guests stayed in the webinar, and individual registrant details and approvals. Out of 211 invitations, 187 people registered. Out of 187 registrants, 175 people attended. On average, guests stayed for 75% of the webinar. GlobalMeet Webinar User Guide 61

62 VIEW WEBINAR RESULTS STATS The STATS section helps you evaluate how successful your webinar invitations were. It shows: Delivery rate how many invitations were successfully delivered. If you have a large number of unsuccessful deliveries, verify the addresses in your contacts list(s). Open rate how many successfully delivered invitations were opened. systems typically consider an to have been opened if the recipient clicked either the show images option or a link within the message. If a recipient did not click anything in the message, the open rate in the Webinar Portal might not include that recipient. Click rate how many successfully delivered invitations registered at least one click. That is, your invitees clicked the REGISTER NOW or JOIN MEETING buttons or another link you included in the message text area. Download stats as a CSV file. View message types defined for this webinar. These include invitations, reminders, and post-event messages. GlobalMeet Webinar User Guide 62

63 VIEW WEBINAR RESULTS RECORDINGS AND REPORTS Webinar recordings, Q&A reports, and polling and survey results are saved in your file library. Go to In-Meeting Reports to view polling and survey results and Q&A session logs. Download the reports as CSV files from the Webinar Portal, or visit your webinar room to access the webinar recording and all in-meeting reports. In your file library, the Recordings folder contains webinar recordings; only the host can access meeting recordings. Go to the Reports folder to view polling and survey results and Q&A session logs. The Reports folder is visible to you and co-hosts during a webinar. In the file library, you can share webinar recordings or other documents via . Open the webinar room and access your file library. Download the report as a CSV file. GlobalMeet Webinar User Guide 63

64 VIEW WEBINAR RESULTS Share a Recording Webinar recordings are identified by a microphone icon; they are saved in the Recordings folder. To send out a link to the recording, select Send Link, and then enter the addresses of your recipients and an optional message. GlobalMeet sends a message to them with a link to the recording. GlobalMeet Webinar User Guide 64

65 APPLICATION SETTINGS In this section, the webinar features are highlighted. To learn more about using GlobalMeet, see the GlobalMeet User Guide. DESKTOP APP SETTINGS Click the Settings tab to open the Account Setup screen and update the login credentials for GlobalMeet Webinar account. The rest of the options on this screen apply to your GlobalMeet web meeting account. The desktop app is available in English, Dutch, French, and German. Select a different language and the Settings screen refreshes and displays a preview. Be sure to click SAVE to save your language preference. GlobalMeet Webinar. Change your login credentials. Select a different meeting to monitor for visitors. Set your language preference. Schedule meetings with GlobalMeet, Google Calendar, or Mac Calendar. GlobalMeet Webinar. Edit your account profile, password, or update GlobalMeet and GlobalMeet Webinar room settings. GlobalMeet Webinar User Guide 65

66 APPLICATION SETTINGS MEETING SETTINGS The Meeting Settings feature allows meeting hosts to view and update their user profiles, web meeting preferences, and audio meeting preferences. Settings for your webinar room are available from the desktop app and the GlobalMeet toolbar. WEBINAR ROOM SETTINGS WEB SETTINGS control the meeting experience for you and your guests. Click Meeting Title and select the room with Webinar in its name. The associated audio conference is displayed. The following table describes the webinar room options. Option Meeting Title Description Click the arrow to switch to a GlobalMeet meeting or your webinar room. GlobalMeet Webinar rooms have the word, Webinar, in the title. You cannot change the name of your webinar room or delete it. Web Address Audio Account The URL of the webinar room. You cannot change this address. The audio conference used for the webinar. Click the information icon next to the audio name to see dial-in numbers and passcodes for the audio conference. GlobalMeet Webinar User Guide 66

67 APPLICATION SETTINGS Option Guest Privacy Mode Chat for Guests Description Hides the names of guests and other identifying information from meeting participants. This feature is useful for larger public events or for meetings where you may not want guests from other organizations to be able to identify one another. Controls whether guests can chat within the meeting. Set this option to OFF to restrict chat to host and presenters. AUDIO SETTINGS To access audio settings for your webinar room, on AUDIO SETTINGS, click Meeting Title and select the conference that was listed on the WEB SETTINGS tab. This audio conference is configured specifically for your webinar room; the following features cannot be changed: Music on hold is enabled and cannot be turned off. These features are off and cannot be enabled: Ask Guests for PIN, Send Attendance Recap to , and End Meeting after 7 Minutes if I Don t Join. In addition, these features are not recommended for webinar: Entry/Exit tones or announcements, Ask Me for My Client ID, and Record Guests Names. GlobalMeet Webinar User Guide 67