VIA3
Video Conferencing Guides:
How
to Host Webinars/Schedule Meetings
Host
Webinars/Schedule Meetings—Overview:
Schedule Meetings allows you to view details about webinars
or meetings you’ve attended or scheduled.
You may show—or hide—as much detail as you wish.
To launch
the Schedule Meeting/Webinar application, please click on the Schedule Meeting
icon, shown here, circled in red:
Just scheduling
meetings is not all that you can do with this powerful applet. Have you had a meeting that was to start in
ten minutes or so and you happened to walk by the conference room, and you
notice a few people already in the room, waiting for the meeting to start? Most of us would immediately think about
providing some documentation for early arrivers so that they could be properly
prepared for the meeting. Perhaps a
meeting agenda could be provided, or even a bio on the presenter of the meeting
so that attendees would have some idea of what to expect. A meeting outline would be another nice
option.
With
Schedule Meeting in VIA3, you can actually provide all of this in an online
lobby where attendees may even leave comments about the meeting so that you
have the feedback you need to make every meeting better than your last one.
When your
Schedule Meeting page opens, I recommend you make the application full screen.
Schedule Meeting—Opening Web Page:
Since this
is all about properly scheduling VIA3 meetings, the very first thing to do here
is to make sure your Time Zone is set correctly; so, click on the link “Set
Your Time Zone” (see above, circled in Red) and select your proper Time
Zone. You may need to scroll up or down in
order to see your proper Time Zone.
After
properly setting your Time Zone, you may click “Close” in order to remove the
large, yellow Time Zone request dialog box.
Your proper Time Zone will be displayed.
This is Schedule Meeting with the Time Zone properly set and the yellow
dialog box closed:
This view
is for a week’s worth of meetings, either meetings you’ve already attended or
meetings you have scheduled. Clicking on
a day of the month (on the left) changes the view to that day. You can navigate through the months of the
year by clicking on the small black arrows to the left and to the right of
“April 2010” (see above).
·
The
“Show History” link (see above) when clicked will show all meetings on your
calendar for the selected date. When
clicked, it will change to “Hide History”, which would then hide any meetings
from view for the date selected.
Scheduled Meetings will always be shown; you cannot “hide”
Scheduled Meetings.
·
The
“Show Details” link (see above) will expand the individual details for all
meetings listed for the date selected; if no meetings are showing or if you have
selected to Hide meetings for that date, then clicking on “Show Details” will
have no effect.
·
The
“Hide Details” link (see above) will collapse the details for any meetings
showing for the date selected.
Selecting
options in Schedule Meeting generally requires several seconds delay before the
options selected properly appear. Please
allow selections to update before changing additional options.
Scheduling a New Meeting—Subject & Time & Recurrence:
Click on
the link to “Schedule a New Meeting” in order to begin. The first thing for you to decide is a
Subject for your meeting and a time for your meeting.
·
Since
this meeting is to discuss a possible upgrade to Captain Smythe’s pirate ship, the
subject will be: 18-lb cannonballs Vs 24-lb cannonballs.
·
Since
this is not an “All day” event, I’ll leave the check-box empty next to “All
day”.
·
This
meeting is scheduled to take place on September 1st, 2010. To change the start date for your meeting,
click inside the box for the start time, and a calendar appears. Select the proper date.
·
The
starting time for this meeting is to be 09:00 AM. To change the start time for your meeting,
click inside the box for the time and a drop-down will appear so that you can
select the proper time.
·
If
this meeting needs to re-occur at later dates, click on the button “Set
Recurrence” (see above) so that you can select the proper sequence. If you decide recurrence is not necessary,
click to “Remove Recurrence” to return to the previous screen.
The
references to GMT (to the right of the date and time above) might seem
redundant. Schedule Meeting conforms to
“iCal requirements” (Internet Calendar).
If you invite one who uses Outlook or Lotus Notes as his email client,
then he will receive the invite; and it will properly reflect the time zone he
resides in when it adds your meeting to his calendar. Other email programs may not perform this
step. Allowing you to change the Time
Zone for an individual meeting was added to enable you to invite people who may
not have an email program that automatically adjusts for different Time Zones.
Inviting People to Your Meeting:
The meeting
organizer, or creator, (you) is always automatically sent an invitation so that
you can add the meeting to your calendar, and thereby receive a reminder notice
before your meeting is due to start.
This is, of course, if you use Outlook or some other email client that
incorporates this feature.
Invite Via Email Address:
To invite
someone via his/her email address, simply click inside the box “Enter an Email
Address” (see above), and type the email address; when you've completed the
email address, please click “Add”.
The person
has been added (see above).
- Once you click “Save” at the
bottom of the Schedule Meeting page, an invitation is automatically sent
to the party or parties invited. To
see who has responded to your invitations, please return to the main
Schedule Meeting screen and click “Show Details” next to your Scheduled
Meeting; the responses, if any, will be listed next to the names of those
invited.
- You may change the Role of the
person invited by clicking the drop-down arrow to the right of the default
“Audience”, and then selecting the Role you’d like the person to have. A new meeting invitation is not sent if
you only change a person’s role.
- Host: Full functionality of
the meeting, including Recording (if using a Professional VIA3 license)
and Audio/Video. A Host can remove
anyone from the meeting except the original Host (creator) of the
meeting.
- Presenter: Similar functionality
as a Host, but cannot remove a Host from a meeting and will not have
access to Recording icons.
- Audience: No audio/video will be available from
this invitee, only the ability to watch and listen as well as access to
Chat and any Poll or Polls presented.
- The “X” to the right of the
Role drop-down box will remove the person from being invited to your
meeting. If you remove someone from
your meeting, then a meeting cancellation is sent to that person.
- If you change the time of the
meeting, then a new invitation is sent to those you invited.
Invite Via Contacts List:
To invite
people to your meeting from your Contacts List, click on the link “Add From
Contacts”, and a new dialog box appears, showing you the list of Contacts you
have in VIA3 (as shown here):
- If you have your Contacts in
Groups, the Groups will be shown expanded; this is normal.
- Place a check-mark in the box
next to the names of the people you wish to invite (see above).
- When you have selected all
those you wish to invite, click the “Close” link in the upper-right of the
“Add From Contacts” dialog box, and the names will be added as invited to
your meeting.
- After you have added invitees
to your meeting, remember to adjust any Roles as necessary.
- Remember to “Save” your
meeting, and invitations will automatically be sent to all of the people
you have added.
Description:
Adding a
description for your meeting can provide an indication of what you plan to discuss. Here, I’ve added a simple Outline:
The tools
available to you for your Description allow you to format your text in much the
same way that you can format in a Microsoft Word document. In the above example, I have selected some
text for larger font, some text for Bold and some text for underline. You can also change text color or background
color if you wish. When you are
satisfied with your Description, remember to “Save” your meeting.
If you add
a Description after you have sent out invitations to your meeting, new
invitations are not sent. If you add
another invitee to your meeting after you’ve added a Description, then the
Description is sent as part of your email invitation.
Logo:
You may add
a Logo that will be displayed on your Lobby Page. Simply click the Browse button and choose an
image file from your drive. Acceptable
image formats are: GIF, JPG, and PNG.
Please remember that BMP files are not accepted for a logo.
For our
purposes, I have decided not to add a company logo for this meeting.
Slideshow:
A Slideshow
of images can be added to your Lobby Page for your invitees to view while they
wait for the meeting to begin. Such
examples for having a slideshow include, but are not limited to: Product
Marketing images, Graphs/Charts, wallpapers or company picnic photos.
Click the
Browse button (see above) to choose an image file from your drive. Once you have located the file on your hard
drive and selected it, click “Open” to have the image added to your
slideshow. You may add additional images
by clicking the “Add Another Slideshow Image” link as shown above. Acceptable image formats are: PNG, JPEG, GIF and BMP).
I have
added three images as you can see.
Remember to
“Save” your meeting so that the images are included on your Lobby page.
Biography:
Whether you’re
planning on a Webinar, a Presentation or simply a meeting, you can add a
Biography of yourself or of your Presenter.
Add a picture if you wish and a few words to describe yourself for your
invitees to read before the meeting begins.
This is the Biography screen, and you can see that you have the tools
necessary to format your text in almost any way you wish.
This is how
my Biography looks after I’ve added the necessary information about Captain
Jacob Smythe (Rhymes with “Scythe”).
Once you
“Save” your meeting after you've added the Biography and then return to the
“Edit Meeting” screen, the Biographical information will show up.
Files:
You can
upload any file type to the Lobby Page for your invitees to review before or
after your meeting. Click the Browse
button to choose a file from your drive.
You can add additional files to your Lobby Page by clicking the “Add
Another File” link (see below).
Here, I’ve
added a complete Outline as a file for people to examine:
If you wish
to remove the document or documents you’ve added, click the “X” to the right of
the size (see above).
The Lobby Page:
To view
exactly what we have accomplished here with Schedule Meeting, please visit the
VIA3 home page on the web: http://www.via3.com/
, and then click the link to “Join a Meeting or Webinar”. For the meeting ID number, please enter:
829645.
Comments:
In order to
add a comment to your Lobby page, a person must log in, using his/her VIA3
credentials; the name listed for the VIA3 account is used as the name of the
person leaving the Comment. Comments
cannot be left anonymously. This is the
Comments section, showing a Comment that has been added:
Some things
to remember about Comments:
- At present, they cannot be
disabled; but this feature may be added in the near future.
- Anyone with the Meeting ID
number and valid VIA3 credentials can log-in and leave a Comment on your
Lobby page.
- If you are the creator of the
meeting, you can log into the VIA3 web page; and you would have the
ability to delete any and all Comments.
- Since, at present, you cannot
disable Comments, it would be wise to re-visit your Lobby page on a
regular basis to verify you have no Comments that require deleting.
Technical Support:
If you have
any questions about or encounter any issues with VIA3, please contact:
Client Services:
Toll Free: 1-866-265-8060
support@via3corp.com
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