Dashboard & Meeting Setup

Transcription

1 Dashboard & Meeting Setup USER GUIDE Version 2 Strategic Vision, Inc.

2 Table of Contents Dashboard Content Library Meeting Setup Create a Meeting Create a Prerecorded Meeting Users Reports Help / Downloads My Account / My Profile

3 Dashboard The TACLAN Connect Dashboard provides access your account, profile, reports, usage, help guides, server status, meetings, as well as meeting setup and user management. 3

4 Dashboard Plugin Required lets the user know if there are any additional plugins needed when launching the Desktop Client with Chrome or Firefox and provides a link for download. Quick Join is a convenient way to join a meeting by providing the meeting ID# and clicking join. Server Status will display Running when the system is properly functioning and Stopped when there is a temporary issue. Presenter Accounts show how many users in your account have the capability to host a meeting. Attendees (Learning Plan Only) shows how many users are currently available. Complete Meetings tallys how many total meetings you and your presenters have completed. 4

5 Dashboard The Dashboard information combined with the Usage Chart provides an easy way to view meeting details including dates, presenters, attendees, duration, meeting ID# s, as well as an option to print meeting details. Presenter Accounts show how many users in your account have the capability to host a meeting. To view a full list of current presenters, edit their information, or add / delete accounts click View Details. The blue bar in the Usage Chart below also indicates the total number of presenters. Attendees shows how many users are currently able to join a meeting. Account holders with the Learning Plan can click View Details to add / delete attendees or view current attendee information. This function is not available to account holders that do not have the Learning Plan. When you hover over the year/month in the Usage Chart below, the number of attendees. Complete Meetings tallies how many total meetings you and your presenters have completed. When you click View Details you can search by presenter, meeting date, or meeting name to view further information. The Usage Chart below shows the number of meetings completed per month in green. 5

6 Dashboard My Meetings displays the presenter s persistent meeting as well as all other meetings that have been created with the option to invite attendees, start a meeting with or without using the WebClient, or complete a meeting. Account holders with the Learning Plan have additional options: Registered Meetings for presenters will display details for all meetings they are registered for or hosting, including persistent meetings, with the option to invite attendees and start a meeting, with or without using the WebClient. Registered Meetings for attendees displays all meetings they are registered for with the option to withdraw, or start the meeting, with or without using the WebClient. Available Meetings displays details for all open meetings available for the user to attend. 6

7 Content Library The Content Library is a central repository of files available to all presenters (within an organization). This feature is only available to users who have subscribed to the Learning Plan. The Content Library provides an unlimited cloud storage solution for files needed in any presentation. When PowerPoint or Video files are uploaded into the Content Library our system will automatically convert them for use in a presentation. This is especially important for video files. The video file is converted into a streaming format that will play within a browser without the need for a special code or plugin. Simply upload the file before the presentation and you will receive an confirming that your files are ready. File Formats that our system will accept are MP4, AVI, MOV, WMV, and WEBM. In addition to the Content Library users and organizations can store files locally or on their own cloud solution for use. We also offer a video conversion tool if you would like to convert your own video files for use on your corporate website. 7

8 Content Library / Basic Operations Creating a Folder To create a folder, the first step is to select where the folder should appear. To create a 'root-level' folder, select the Content Library node. Selecting a node will display details about the selection. Next, you can enter the name of the folder you would like to create, then click the New Subfolder button to create the folder. Details Folder Name: Created On: Content Library 3/28/2017 2:42:41 PM Created by John Smith (John.Smith@abc.com) Deleting a Folder Similar to creating a folder, the first step is to select the folder you would like to delete. This will show the details for the folder. Click the Delete Folder button to remove the folder. Any files within that folder will also be removed when you delete the folder. 8

9 Content Library File Management Uploading a file - Start the upload process by selecting the folder into which you would like to place the file. Locate the file on your local file system, and drag it onto the upload box. The box will change color once you have moved the file over the appropriate area. Videos and presentations are automatically converted to the format(s) required by TACLAN Connect. Deleting a file - The process to delete a file is the same as deleting a folder. Select the file you would like to delete, then click the Delete button located in the details area. Downloading a file - If you would like a copy of a file uploaded to the Content Library, select the file, then click the Download link in the file details. Details Folder Name: Created On: Simple Slide.ppt 3/28/2017 4:52:48 PM Created by John Smith (John.Smith@abc.com) ** Contains converted files ** * There is currently no method of renaming a file. To do so, download the file (if necessary), rename it, remove the original, then re-upload it to the library. Similarly, there is no method to move a file to another folder. Simply download the desired file, delete the Library copy, and upload it to the desired folder. ** Files and folders can be added and removed by anyone within the organization. 9

10 Meeting Setup Presenters have a dedicated, always-available meeting room, which is preconfigured with the following settings: Use Built-in Audio: Yes (Open Discussion Mode) Maximum Attendees: 10 Recorded: No Is Private: No Open Presenter Windows on Client: Yes Presenter required before attendees: Yes Handling for early attendees: Disconnect The Meetings tab allows you to Create a Meeting, selecting alternate settings that suit your needs or view and edit already Scheduled Meetings. Account holders with the Learning Plan also have the option to Create Pre-recorded Meetings. 10

11 Create a Meeting If you wish to use alternate settings, you can create a custom meeting room with the following options: Record Meeting - Controls whether the meeting is automatically recorded by the presenter. If this option is not set, users can begin to record at any time. The default value is Yes. Open Presenter Windows - Flag indicating whether tools that are open on the presenter's computer should also open on the attendees computer when they join the meeting. If this option is not set, attendees will be required to open tool windows at the presenters direction. The default value is Yes. Session is Complete When - This setting handles how meetings are marked as complete. The options are to automatically mark the meeting as complete when the last attendee exits, or to require the presenter to manually mark the meeting as complete. Presenter Required - This either requires the presenter to be in the meeting before attendees can join or attendees can join before the presenter joins. Early Attendee Action - Is an option for normal or scheduled meetings, attendees who enter before the presenter are put into a lobby with reduced tools and open-discussion audio. Once the presenter joins, the normal toolset is restored, and the configured meeting audio-mode takes over. Meeting Notes - Any notes you would like to display to attendees upon joining the meeting can be input here. Meeting ID - A system generated ID# specific to each meeting. Save as Template (Learning Plan Only) - allows the user to create a meeting and save as a template for future use. 11

12 Create a Meeting Audio Use Built-in Audio states whether or not the meeting will use the built-in audio services. The default value is Yes. Audio Modes: Lecture enables only the presenter / floor holder to un-mute their respective microphones, and speak in the meeting. This is the default value. Recognized Attendee allows the presenter / floor holder to speak by un-muting their microphone as above. If an attendee wishes to speak, they would click the Raise Hand button located in the My Information area. This will signal the presenter that an attendee wishes to speak. When the presenter is ready they will right-click the User Card for the user whose hand is raised and select Recognize Attendee. Once recognized by the presenter, the attendee will be notified and can speak. When the attendee has finished speaking the presenter can right-click their User Card to lower their hand, ending the attendees ability to speak. If the attendee wishes to speak again, the Raise Hand procedure will repeat. Open Discussion is when attendees enter the meeting with their microphones muted. When ready, they can be un-muted and all attendees can speak. Scheduling Options As a presenter you may configure a future meeting with the desired date and time allowing for better coordination amongst attendees. If you have purchased the Learning Plan you will also have the option to mark a meeting as Private and only pre-registered attendees may join. After selecting Yes to make the meeting private, you will be given the option to add attendees. This will register them for the meeting.

13 Create Prerecorded Meeting Account holders with the Learning Plan have the ability to Create Prerecorded Meetings in the the Meetings tab. These are setup similarly to a regular meeting with some configuration options automatically set, making it easy to provide video content to each attendee without the need for a live presenter. In prerecorded mode, all meeting tools and integrated audio are disabled, with the exception of the MP4 Streamer, which is used to display the selected video. Attendees simply press the Play button when ready to begin playback.

14 Users With the Users / Presenter tab you can create or edit accounts for Presenters. Account 1 will always belong to the primary account holder and can not be changed. Storage options for individual presenters may also be modified in this section. Those with the Learning Plan can also select the Users / Attendees tab to add or edit Attendees. 14

15 Reports The Reports / Recent Meetings tab allows you to view a summary of all recent meetings. TACLAN Connect also gives you the ability to search for a meeting by date and view the sessions within the time specified. Clicking Details will provide further information about the meeting selected such as presenters, attendees, meeting ID#, as well as the start and end date / time. 15

16 Help / Downloads The Help tab provides online assistance. This online help aligns with the guides that are available in PDF format under the Downloads tab. TACLAN Connect Help Example: Desktop Client online assistance Welcome Desktop Client Interface Audio and Webcam Settings Tool Overview User Card / My Information Using Audio/Webcam TACLAN Connect Folder System Requirements Shared Tools Chat / Whiteboard File Sharing Recording a Meeting Presenter Tools Screen Sharing / Browser Sync PPT Presenter / Conference Table Poll / Quiz YouTube Player MP4 Streamer Support Tickets are also accessed through the Help tab. A support ticket is submitted when a user is in need of technical assistance. Simply fill out the required fields and click submit. The ticket will then be forwarded to the appropriate department and a confirmation will be sent to the user. 16

17 My Account / My Profile My Account provides the primary account holder with a shortcut to their Meeting Dashboard and displays their current plan, billing info, user name, and . To edit any of this information click on the links provided and you will be directed to your profile or the plans section of the website. My Profile also provides a shortcut to your Meeting Dashboard and access to manage your profile information. My Account Strategic Vision, Inc. info@taclanconnect.com