meeting management, podcasting, recording editor user guide. · meeting management, podcasting,...

Meeting management, podcasting, recording editor user guide.

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This document will show you how to get the most out of onConference Presents! by showing you how to use the meeting manager, edit a recording and create a podcast. !Getting Started To get access to the invitation, edit, and podcasting menu, you need to login to our website.

Go to www.onConference.com and select “my Meeting Manager” from the Meeting Manager menu. !From there, you will be prompted to enter your access code, and passcode. Your access phone number, access code and passcode were provided to you in the “Important Conferencing Information” email.

Meeting Manager Home Page

!!Open Meeting Controls: This button opens up the chairperson controls and allows you to Start a Meeting.

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Settings: On-Demand Registration - This link allows you to edit the login page for on-demand meeting participants. The recording download registration is set under “Manage Recordings”.

You may edit the registration information required of your participants from this screen.

Input participant data you wish to track and check the box if you want to make it required information.

NOTE: This is also the registration information that will be requested from people accessing your recordings. !

Schedule a Meeting – This button brings up the initial page for scheduling a new meeting. View Past Meetings – This link allows you to view a list of all past scheduled and cancelled meetings and perform post-meeting actions. !Schedule A Meeting From this page, you create and manage an invitation to your onConference Presents! (or regular onConference on demand audio) meeting. Access phone numbers and access codes will be automatically put into the invitation email.

From this screen, you compose your invitation: !From Email: This is the address that participants can reply to in order to accept the invitation or to ask any additional questions.

Conference Type: Select one of web, audio, or web and audio.

Audio Type: !On Demand Conference: Your default on demand audio conferencing option. !Other: One Time Event Conferences are single use conferences that require a reservation, can accommodate more than 96 participants, and can be managed by an Operator. Contact the Conference Center for assistance with these calls. !



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The Registration section of the page lets you control the registration process. !• When they join the meeting: Use if you do not require advance registration information

before the meeting. • Pre-register before the meeting: Choose this option if you want to confirm/deny

registrants and track attendance. Invitees must register prior to the meeting. If you choose this option, you can also choose to Automatically Confirm All Registrants (default) or Manually Confirm All Registrants from the scrolling list. Automatic confirmation sends the registration confirmed email to participants immediately after they register. Manual confirmation allows you to decide which registrants to confirm and which to decline

• Notify Me of New Registrations via email: If you choose to have invitees pre-register for the meeting, this option allows you to be notified by e-mail as they register. This option is not available if invitees register when they join the meeting. !

Selecting the Pre-register before meeting option and Save and Next bring you to the Meeting Management Customization page.

From this page, you send invitations and edit the registration form, branding and presenter information, emails, and post-meeting communications.



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!Send Invitations: This button sends an invitation email automatically generated from the meeting details you have specified.

You can preview and edit the invitation to add a custom message before sending.

Send Update: This link sends an email update to all confirmed registrants. It also allows you to add files and a custom message.

Upload Confirmed Attendees: Upload the template containing the attendees you wish to bypass the registration process. A confirmation email containing login instructions will be sent to these attendees.

Additional Tools & Settings: !You can further customize communications for your scheduled meetings, and collect information from your participants with the advanced settings on this page.

Registration Form Choose the Edit link to edit the Customize Registration Page.

Registration Confirmation Email Choose the Edit link to edit the Confirmation Email Page.



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For meetings set up for pre-registration and manual confirmation of registrants, you can preview and edit the Registration Declined Email that is sent to registrants if you decline their registration. Choose the Edit link to display the Registration Declined Email Edit page. The functions and format are the same as for the Registration Confirmation Email. !Branding and Presenters !You can set up a header image (brand) for the registration page and participant emails. You can also include bios and pictures of the presenters for the meeting. To edit the branding and presenter information, choose either the Edit Branding and Presenters link.

Header Image: This is the image displayed on the invitation email. Select the desired alignment and the web page link where will be directed should they click on the header. !The Add Presenter section of the page allows you to include information and pictures for this meeting’s presenters. !Add Presenter: Choose this option to add information for one or more additional presenters. !!!!!!!Marketing Campaigns: Marketing campaigns allow you to generate unique registration links that can be used in various campaigns to drive attendance to your meeting. The links allow you to track which campaigns are driving the most attendance. To create unique registration links, select the Manage link to display the Create Campaign form. (Available for pre-registered meetings) !

Manage Campaigns: Enter a campaign name. Names must contain only letters, numbers, spaces, and periods. Special characters are not allowed. Click the Generate URL button to generate a unique URL for this campaign. Repeat for each campaign you want to create and track. A default campaign name is automatically created for each scheduled meeting. (Available for pre-registered meetings) !Social Media / Participant Sharing These options allow the chairperson or participant to share the meeting invitation information on Facebook, LinkedIn or Twitter. A link to the meeting’s registration page is posted to the respective social media networking sites. !!



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Add a Reminder Email Choose the Edit link to display the Reminder Email Edit page.

!!!!!!!!!!!Post-Meeting Email, Post-Meeting Email to Attendees, Post-Meeting Email to No-Shows Choose the Edit link to display the Edit page. These emails can include conference recording files. !!!!!!!!!!!!!Post-Meeting Survey Page !!!!!!!!!!!Meeting Archive Page You can preview and edit the Meeting Archive Page that is displayed when someone attempts to register for, or log into a meeting that has already taken place. The content is similar to the Post-Meeting Email page.



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Customize Your Settings Add your own branding to schedule meeting invitations emails and registration pages.

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!!Viewing Upcoming Meetings Once a meeting has been scheduled, you can view, edit, and clone the meeting information. Go to the Conference Center Home Page, and click on the View, Edit, or Clone link of the meeting you want to mange. Clicking on the meeting link displays the following page: !

The Registration Link shown in this section is the URL of the actual registration page for this meeting. !The Registration Summary section of the page allows you to track participants, get registration reports, confirm and decline registrants, and track marketing campaigns. !Registration Reports: You can view and download a .CSV file showing the status of each registrant. Pending List: This option is displayed if you manually confirm registrants and allows you to decide which registrants you want to

confirm or decline. Decline List: This option is displayed if you manually confirm registrants and shows the registration information for the registrants you have declined. Campaign Report: You can view and download a .CSV file showing statistics for each campaign View Campaign URLs: This displays a list of all campaign names and their associated URLs. Preview, Edit, Send Update, Upload Confirmed Attendees: These links allow you to see your invitation, edit and send and update and upload the attendees who do not need to pre-register. !Viewing Past Meetings You can view past meetings and cancelled meetings by clicking on the View Past Meetings link on the Conference Center main page. This displays the Past Meetings page.

!Clicking on the Details link for a meeting in the list displays information about that meeting and provides options for post-meeting actions. The Reschedule buttons and Clone links allow you to reuse past meeting information.



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The Meeting Details section of the page displays the basic information for this Meeting. !The Post-Meeting Actions section of the page allows you to edit emails and surveys for attendees after the meeting is concluded. These are the same emails and surveys shown in the Advanced Settings when you schedule or edit an upcoming meeting. !The Reports Section of the page has links to various registration and post-meeting reports. !!!

View Reports You may view your meeting, event, recordings and audio reports from this menu item. You can also manage your opt-out list for events.

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Manage Recordings To access your recordings through the chairperson controls, click the Reports button. The recording management screen will open. To access your recordings through our website, go to www.onConference.com click the my

Recordings button under the recorder menu.

You will see a list of all your stored conference call recording archives. From this list, you can manage many aspects of the recoding. !If you select one of the recordings, a menu will


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!!

Play Window: Clicking on the recording image will play the recording immediately. Rename: Changes the name of the recording. Download: This option allows you to download the audio portion or audio and visual. Delete: Deletes the selected recording. Email: Selecting this option will allow you to email the recording link.

Enable Registration: This feature enables customization of the registration information required by participants before they view the recording. Notification: Check this box when you want an email sent to you each time the recording is viewed. Passcode: Set a passcode on the recording to ensure privacy. Podcast: Check this box to add this recording as an episode in your podcast. Use Podcast Feed settings to set the parameters of your feed. Add to Feed: Add the recording episode to your podcast feed. Facebook Options: Allows you to imbed your recording on your Facebook page. Embed in a web page: Displays the HTLM code for embedding for playback in a web page. !

Settings : Podcast Feed Podcasting has never been easier that with onConference presents! Your podcast feed can include a series of audio or visual archives – and it’s simple to make them available to you iPod via iTunes or put them on your favourite blog.

This page allows you to customize your feed settings and facilitates the feed publishing process.



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You can customize your podcast feed by editing any of the following settings:

Title: The title of your podcast.

Subtitle: you can also have a subtitle

Description: The description of your podcast.

Author: The author of the podcast. This might be different than owner.

Owner Name: The publisher of the podcast.

Copyright: The copyright date.

Your Website: Your website URL.

Categories: These are the categories your podcast will be found under when people search for it.

Keywords: Targeted keywords make your podcast easier to find on popular search engines.

Once you have customized your podcast, you can publish it:

Publish Podcast checkbox: Clicking this checkbox will generate the URL to your subscription page.

Podcast Subscription Page When you create a podcast feed, a subscription web page specifically for your podcast will be created. You can distribute the link to this page to potential subscribers. It will walk them through the subscription process.

An example of the subscription page is shown below.

The following fields will show information about your podcast:

Page Title – Shows your podcast title. Podcast Author – Shows your podcast author if you defined one. Podcast Description – Shows your podcast description if you defined one. Your subscribers can subscribe to:

Audio & Visual Podcast Feed – Your subscribers can use this option to play your podcast episodes in iTunes, video-capable iPods, and other portable music players that support video

Audio-Only Podcast Feed – Your subscribers can use this option to play your podcast episodes on iPods and other music players that do not support video.



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Online Audio & Video Playback – Your subscribers can use this option to play your podcast episodes in a web-based feed reader.

Add Recordings to Your Podcast Feed !Both audio and web recordings can be added to your podcast feed.

Under Manage Recordings locate the recording you want to add to your podcast feed and select the recording. Select the Add to Feed checkbox.

Add Polish to Your Recording with the Recording Editor Is there a long silence in your recording that you want to eliminate? Did someone say something secret – ruining your ability to make your recording public? With the editor, you can subtract out all those unwanted elements from your recording archive.

To edit your recording, select Edit Recording in the manage recordings window.

The editor will open for the recoding file you selected.

In the editor screen, you can play the recording back and forth and determine the sections you want to eliminate. Each section to delete is called a “cut”.

!!!!!!!!!!!!!!In the small, green number in the timeline, record the time at the start and the end of the section that you want to eliminate. Type the start and end time (in hours, minutes, and seconds) in the

panel on the side under “Create Cut Point”, then click “add cut point”. Your “cut” will appear in the list of cut points.

When you are satisfied with you edits, click “make cuts” on the bottom of the screen. Your changes will appear on the published version of your recording. !!



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Manage Contacts in the Conference Phonebook !Dial-out from any conference with ease using the integrated phonebook. Upload your participants contacts to the phonebook and you can dial out to an individual or group. !!!!!


meeting management, podcasting, recording editor user guide. · meeting management, podcasting,...

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