MeetingPlace Reference Manual User’s Guide
MeetingPlace Contents Contents................................................................................................................................. What is it? ............................................................................................................................ 1 Setting Your MeetingPlace PIN .......................................................................................... 1 Sign in Methods .........................................................................
MeetingPlace Layouts ....................................................................................................................... 21 Tools............................................................................................................................... 22 Help ............................................................................................................................ 23 Participant List ..................................................................................
MeetingPlace Procedure ................................................................................................................... 34 Finding Cisco Unified Personal Communicator Meetings ........................................... 34 Controlling Your Personal Meeting Experience ............................................................... 35 Muting and Unmuting Your Voice ................................................................................ 35 Before You Begin ..........................
MeetingPlace Renaming Participants in the Web Meeting Room................................................... 42 Changing Enhanced Permissions for Participants .................................................... 42 Changing Audio Permissions for Participants .......................................................... 43 Moving Audience and Listeners to a Waiting Room ................................................. 43 How to Use a Breakout Room ..............................................................
MeetingPlace MeetingPlace What is it? Most are familiar with using the conference call capabilities of SLCC’s current telephone system. Conference calls allow a number of people to collaborate together without the need of a centralized meeting location. MeetingPlace offers this and much, much more. MeetingPlace provides voice, video, and web conferencing capabilities within SLCC’s network and participants can also join in from outside the SLCC network.
MeetingPlace 3. If you get a Security Certificate warning, click Continue to this website. 4. The Cisco Unified CM User Options page opens. Enter your SLCC User ID and Pass word and click Login. 5. The page reopens. On the left side, under the Cisco logo is a User Options link. Hover the pointer over it and then select User Settings from the drop down menu. 6. In the User Settings Configuration page, Enter the Current PIN (135246) and then enter your PIN and then again in the Confirm field.
MeetingPlace 7. Click the Save button. Update successful will appear under Status indicating your PPIN was successfully updated. Close the Cisco Unified CM User Options page. Sign in Methods There are three ways to sign in to MeetingPlace as a profiled user: Click the Meeting ID link in your meeting notification e-mail to go to the MeetingPlace home page. Dial 4477 on campus or (801) 957-4477 from off campus to connect to the MeetingPlace server and follow the prompts.
MeetingPlace 3. Click Sign In. 4. Enter your User ID. 5. Enter your Password. 6. (Optional) Click Remember Me to sign in automatically each time. For better security, do not use this feature. 7. Click Sign In Now. Scheduling a MeetingPlace Meeting Complete this procedure to schedule a meeting using MeetingPlace as your web conference provider. Before You Begin Consider your security needs. See Tips for Scheduling a Secure MeetingPlace Meeting on page XX.
MeetingPlace Invitees Options Each section is explained below. Meeting Information Section 1. Subject Required. The name, subject, topic, etc. of the meeting. 2. Meeting ID Required. You can assign a 4 digit Meeting ID or allow the system to assign it for you. Required. Set the date for the meeting. 3. Date Recurring meetings can be created by clicking the Recurrence button and choosing a parameter; Daily, BiWeekly, Weekly, Monthly by Date, Monthly by Day of Week, or Weekdays.
MeetingPlace frequency. 4. Time Required. The start time for the meeting. 5. Duration Required. How long the meeting will last in minutes. Maximum time, without further approval, is 240 minutes or 4 hours. Required. There are three built-in templates: Collaborative - An open forum-style meeting where all participants can interact and collaborate. 6. Meeting Template Presentation - A meeting where one or more participants present to an active audience of one or more participants.
MeetingPlace Invitees Section The creator of the meeting will be listed first and automatically given the Moderator/Speaker permission. To add the other participants, do the following: 1. Add Invitee Enter the invitee’s name in this field. If this is a SLCC invitee, their name will appear in a dropdown list. Select their name from the list. Click the Add button to add them to the Invitees list. Their email address is automatically added which is used to send an email invitation to the meeting.
MeetingPlace SLCC invitees the permission level is determined by the meeting template. See table below. Note: For non-SLCC participants, the moderator can change their permission levels after they have joined the meeting. Note: See the table below for permission level definitions. 6. Delete Click the garbage can icon to remove an invitee from the list. Permission Level Definitions Moderator/Speaker Moderators have total control over the meeting.
MeetingPlace To have a guest presenter at a webinar, the moderator will need to grant the guest Presenter/Speaker permissions from the meeting console after the meeting has started. If a meeting is locked by the moderator, all participants who join after the meeting has been locked will join with Audience meeting console permissions, regardless of the permissions they were assigned when they were invited.
MeetingPlace To add an attachment: 1. File Attachment Click the Browse button to navigate to the desired file. 2. URL Attachment Enter or copy a URL address to create a link. 3. Add Attachment Click to add the attachment to the meeting. Tip: You can only add one attachment at a time but you can add multiple attachments by repeating the above steps. Click OK on the Attachments page when finished adding attachments. More Options Page Use this to further modify your meeting options.
MeetingPlace 1. Meeting description Enter a description of your meeting. This description will be included in the email invitation. 2. Who can attend There are 3 options: Anyone – Anyone with access to MeetingPlace can attend. MeetingPlace Profile Users – For SLCC, this is only SLCC employees. Any employee would be able to attend. Invited Profile Users – Only those Profile Users on the invitee list can attend. 3.
MeetingPlace Audio and video conferencing options 4. Entry announcement These give you options for a notification when people enter or exit the meeting. There are 3 options are: Beep only – When a participant enters or exits the meeting, a beep is heard. Beep + Name – When a participant enters or exits the meeting a beep and their recorded name is heard. 5. Exit announcement Silent – When a participant enters or exits a meeting, nothing is heard.
MeetingPlace 13. Include invitee list when scheduled from web The invitee list is included in the invitation email. 14. Submit Click here to save the options as set. 4. You are returned to the New Meeting page. Click Schedule on the New Meeting page to schedule your meeting. MeetingPlace will send meeting notifications via email to all invited participants. The email includes a link to the meeting and other details according to the options the meeting creator set.
MeetingPlace How to Join a Meeting from Your Cisco VoIP Phone Attending Meetings as a Guest User Tips for Attending a Meeting Create your MeetingPlace in case it is needed. This only needs to be done once. See Set You Meeting Place PIN on page 1. Call your MeetingPlace system at least once before joining any meetings and record your name. The system prompts you for your name each time it dials out to you to join a meeting until you call in and record a name for your profile.
MeetingPlace Procedure 1. Open a web browser and enter meetingplace in the address field. The MeetingPlace home page opens. 2. Click Run Browser Test. 3. Click Start. The browser test is usually finished in less than one minute and returns a report. If you see Test Completed Successfully, close the browser test window to return to the Home Page. (Optional) Click Show Details to view information about the test results.
MeetingPlace 2. Dial the Main number (801-957-4477) if calling from an outside line or 3. Dial 4477 from an internal phone. b. Let MeetingPlace call you 1. Click the phone icon in the top right corner of the meeting console. 2. Click Connect Me. This opens the Connect Me window. 3. Enter your phone number to be called. 4. Click the Connect Me button.
MeetingPlace Joining a Meeting by Dialing In Before You Begin Know the phone number of your MeetingPlace server (4477). Know the meeting ID. Know the meeting password if required. Procedure 1. Dial the phone number of your MeetingPlace server (4477 from on campus, 801-957-4477 from off campus). 2. Follow the prompts that you hear. Note: If you are the first person to join, you will hear music until someone else joins.
MeetingPlace The MeetingPlace Console The MeetingPlace Console (MeetingPlace Room) is the web component of the MeetingPlace system. Here participants can see items being shared. They see who is in the conference and who is currently speaking. They can collaborate via a computer desktop, on a document, or a whiteboard. The Meeting Place Console Explained: The table below describes the parts of the MeetingPlace Console. Each part is described in detail following the table.
MeetingPlace Moderator has all menu items available. Each Menu Item and its options are discussed below. Displays who is connected to the meeting, who is speaking, and the permission level each participant is assigned. 2. Participant List It also has a series of tools at the bottom of the window to manage the participants. These tool buttons are discussed below. 3. Chat Window The Chat window allows participants to send messages to specific participants or all participants. 4.
MeetingPlace Meeting Invite participants… Opens a dialog box that has a Compose e-mail button. Clicking this button opens an email containing information about the meeting. Address it to the participant and send to invite them to join the meeting. Record Meeting… This feature is not yet configured at SLCC but will be in the future. Move Audience/Listen ers to Waiting Room… Opens a dialog box that allows the moderator to move all participants to a virtual waiting room until the meeting starts.
MeetingPlace Room Screen Resolution Use to set the room screen resolution. Normally this will remain at the default setting of 800x600. My Connection Speed Leave this set to the default setting, LAN (Local Area Network). Full Screen This changes the Meeting Console to the full screen view. Click again to return to the default view. Exit Cisco Unified MeetingPlace This closes the Meeting Console. The meeting is not ended.
MeetingPlace Share By default the Layout (Display Area) is in the Share mode. this allows for sharing your computer screen, documents, or a white board with participants Whiteboard The whiteboard is a collaborative tool where participants can share ideas. Clicking this opens a Whiteboard a tools button in the bottom right corner and navigation controls to move back and forth between whiteboards.
MeetingPlace Opens and closes the Question and Answer tool. Q&A Note: This is only available in the presenter view. Move and Resize Tools This turns on and off the ability to move and resize the tool windows in the console. Organize Tools Provides a tool for adding or removing different tools from the console. Help Cisco Unified MeetingPlace Help This opens the MeetingPlace online help system. Here you can learn much more about MeetingPlace features.
MeetingPlace My Status Clicking here produces a drop down menu allowing you to change or clear the status icon to the right of your name in the list. Speaking: The name of the participant who is currently speaking is displayed here. The actual participant list consists of an icon which indicates permission level and an area where status icons are displayed. These icons can be: Participant List a ringing phone indicating the person is connecting. a phone icon indicating the person is connected.
MeetingPlace Optimize Room Bandwidth Room Backgroun d AutoPromote Audience to Presenters For SLCC the setting here will always be LAN (Local Area Network). This features is not configured at SLCC to conserve bandwidth. Use to promote all participants with Audience permissions to the Presenter permission. Opening Meetings to Users Outside the SLCC Network Internal web servers limit attendance to users who are inside the SLCC firewall.
MeetingPlace Procedure 1. Go to the Current Meeting page. 2. Choose Yes for Allow External Web Participants. 3. Click Update. The meeting ends on the internal web server and the meeting console closes. Participants who signed in on the internal server see a message that confirms they were asked to leave the room. 4. Click Join to rejoin the meeting on the external web server. Deleting a Meeting You can delete any scheduled meeting that has not yet started.
MeetingPlace Enter the time and date. Tip: If the Future Meetings list does not automatically update, click Search. 4. Click the meeting ID for your meeting in the search results. Note: If the meeting is a recurring meeting, multiple instances may be included in the list of found meetings. Make sure that you click the first instance of the series or subseries that you want to delete. 5. Click Delete Meeting in the top right. 6.
MeetingPlace 6. In the search results, click the meeting ID for your meeting to access the Future Meeting page. 7. Click Copy Meeting. A New Meeting page displays with the copied meeting information. 8. Specify the date and time of the new meeting. 9. (Optional) Click Attachments/Recordings if you want to associate attachments with the meeting. 10. (Optional) Add or delete participants. 11. Click Schedule.
MeetingPlace 3. Edit the e-mail, add attachments, modify the subject line and make other changes. 4. Enter addressee information and send the e-mail. Dialing Out to a Participant Who is Already in the MeetingPlace Meeting Room Complete this procedure to dial out to a person who is in the web meeting, but who has not yet joined the voice meeting. Before You Begin You must be a moderator. You must be able to dial out. You must be in the MeetingPlace web meeting room. Procedure 1.
MeetingPlace 2. Click Voice/Video Options> Connect New User. Tip: The Voice/Video Options icon resembles a phone and video camera. 3. Enter the name and phone number of the person. Enter the phone number the way you would dial it from your desk phone. For example, a 4-digit extension for an internal phone or a 9, 1 (if necessary), and area code for an outside call. 4. Click Connect Now.
MeetingPlace audience of one or more participants. All participants enter the meeting with speaking privileges. Webinar—A lecture-style meeting where one participant is the moderator, there are one or more presenters, and the remainder of the participants are passive audience members. All passive audience members enter without speaking privileges.
MeetingPlace When you sign in to MeetingPlace, you will see the My Templates link. This opens the Create a New Template where you can change layout, add attachments, create polls, add subject matter experts, and save meeting as your template. Reuse these templates when scheduling a new meeting. You can also manage existing templates. Once a template is created, the template name displays in the Meeting template list. This list is in the Meeting Schedule window.
MeetingPlace 3. To rename the template, click on the template name, type in the new name, and click OK. 4. To modify the meeting room layout or other settings, perform the following substeps: a. Click the pencil icon in the Edit column of the My Templates table. b. Make any desired changes to the Moderator view. Tip: To change the meeting room layout for other types of participants, click View > Presenter View or Audience View. 5. When you have completed your changes, close the meeting console window.
MeetingPlace Procedure 1. Open a web browser and enter the URL of the MeetingPlace server. 2. Click Find Meeting. 3. Sign in as either a profiled user or as a guest. 4. (Optional) Enter the ID of the meeting that you are trying to find. 5. Click Find Meeting. By default, the Meeting Search page displays a list of Today's Meetings and Continuous Meetings. 6. (Optional) To browse past or future meetings, click the relevant radio dial. 7.
MeetingPlace Controlling Your Personal Meeting Experience This section describes how to control your personal meeting experience in meetings that use MeetingPlace as the web conference provider Muting and Unmuting Your Voice Displaying the Web Meeting Room as Full Screen How to Display Shared Content on the Entire Screen Enlarging Shared Content Enabling and Disabling Pop-up Chat Notifications Leaving a Web Meeting Muting and Unmuting Your Voice Complete this procedure to mute yo
MeetingPlace Displaying the Web Meeting Room as Full Screen By default, the MeetingPlace web meeting room is displayed in a standard browser window. You can choose to view the web meeting room in full screen mode, which will hide everything on your computer except the web meeting room. Procedure 1. Click Meeting > Full screen to display the full screen view. 2. Click Meeting > Full screen again to display the standard view.
MeetingPlace 3. Click Full screen again to cancel full screen viewing. Enlarging Shared Content Enlarging the shared content will hide the following elements: All elements of the operating system including the title bar of the web meeting room window and the Close Window button. All other applications. The participant list, chat, and notes functions if you are in the full web meeting room. Procedure 1. Locate the Share tool. 2. Click to view the entire screen scaled to fill the Share tool.
MeetingPlace 2. Click > Disable Chat Notifications to disable chat notifications. 3. Click > Disable Chat Notifications again to enable chat notifications. Leaving a Web Meeting This topic describes how to exit a meeting without ending it. Before You Begin You must be a moderator. You must be in the MeetingPlace web meeting room. Procedure 1. Click Meeting > Exit MeetingPlace. 2. Close your web browser. 3. Hang up your phone to disconnect from the audio or video segment.
MeetingPlace Muting and Unmuting Participants from the Web Meeting Room Before You Begin You must be a moderator. You must be in the MeetingPlace web meeting room. Procedure 1. Locate the Participant List tool. 2. Do one of the following: To Do This Mute yourself. Click Volume Options > Mute Me. Mute a user other than yourself. a. Click the name of the participant that you want to mute. Tip Press Ctrl on your keyboard then click names to choose multiple participants. b.
MeetingPlace Procedure 1. Press the Mute softkey to mute a participant. 2. Press the Unmute softkey to unmute a participant. 3. (Optional) Press the Close softkey to return to the roster.
MeetingPlace Changing the Permission Level of Participants in the Web Meeting Room Each participant enters a MeetingPlace meeting with one of the following permission levels: moderator, presenter or audience. You can change the permission level of any participant at any time during a meeting. For example, to minimize the actions available to participants in a meeting, you can set their permission level to audience.
MeetingPlace Renaming Participants in the Web Meeting Room You can change the names that appear in the MeetingPlace participant list. For example, you can specify a conference room, a location, or a company instead of an individual person. You can also properly identify someone who dials in as a guest user. The participant is renamed only for the duration of the current meeting. Before You Begin You must be a moderator. You must be in the MeetingPlace web meeting room. Procedure 1.
MeetingPlace 5. Click OK. Changing Audio Permissions for Participants You can change the audio permissions for participants to Speaker or Listener. Speakers can speak or listen to the audio component of the meeting; listeners cannot speak. Before You Begin You must be a moderator. You must be in the MeetingPlace web meeting room. Procedure 1. Locate the Participant List tool. 2. Click a participant name.
MeetingPlace Tip To place all participants who are not moderators or presenters in the waiting room at once, click Meeting > Move Audience/Listeners to Waiting Room. How to Use a Breakout Room About Breakout Sessions Moving Participants To or From an Audio Breakout Room About Breakout Sessions A breakout session is a meeting within a meeting. It is voice and video only.
MeetingPlace Mute the audio and pause the video of the video endpoint before moving the phone connection to the breakout session so that participants in the main conference room do not hear and see you on the video endpoint. Restriction Breakout rooms are not supported in the Cisco WebEx web meeting room. To move to a breakout room in a Cisco WebEx meeting, press #1 on your phone, followed by the number of the breakout room. Procedure 1. Locate the Participant List tool. 2.
MeetingPlace Tips for Attending Webinar Meetings MeetingPlace Webinar meetings are controlled meeting environments in which only the meeting moderator and a few designated participants have the ability to speak and share presentations during the meeting. All other guest and profile users enter with limited permissions. If you are a moderator or presenter, make sure you have the system outdial to your phone. You do not have speaking abilities if you attend over your video endpoint.
MeetingPlace Glossary A annotate Adding text or graphics to a document or presentation in a real-time, interactive manner. This feature is available in Cisco Unified MeetingPlace subject to permissions. attachment Additional information that is associated with a meeting. Users with the appropriate permissions may associate information with a meeting anytime before, during, or after the meeting.
MeetingPlace can schedule meetings to enable blast outdial. breakout session An audio-only meeting within a meeting. This feature is useful if you want to meet privately with some of the other participants in the meeting, for example if you want to take a discussion offline and then return to the main meeting with a decision. A meeting can have up to nine simultaneous breakout sessions. browser test A test that you should run before you join the Cisco Unified MeetingPlace web portion of a meeting.
MeetingPlace delegate A person who is permitted to complete certain actions on your behalf. This includes rescheduling, viewing, deleting, and ending your meetings. A delegate cannot schedule meetings on your behalf. Only users with System Manager or Attendant privileges can schedule meetings for other users. The system administrator determines who can be a delegate. dial out When Cisco Unified MeetingPlace calls you. After you answer the call, you respond to audio prompts that you hear.
MeetingPlace room you can share and annotate content on your computer, the Chat tool and the Note tool. Specific features available to each participant depend on the permission level of that participant. G guest user A user who does not have a Cisco Unified MeetingPlace profile, or who does not log in to a meeting or the Cisco Unified MeetingPlace system with their Cisco Unified MeetingPlace user ID (or phone profile number) and password.
MeetingPlace characters long and cannot contain spaces. If you are scheduling a recurring meeting, this value must be available as a unique meeting ID for all recurrences of the meeting. meeting preferences Default settings for the optional parameters that determine meeting behavior. Each user profile has default meeting preferences associated with it. Users can override their default meeting preferences for individual meetings.
MeetingPlace another person) at either the telephone number in your profile or at a telephone number that you provide when you make the request. Depending on settings that the system administrator makes, not all users may have this featured enabled. option key An alphanumeric string used to activate optional features within the product. owner Usually the owner of a meeting is the meeting scheduler.
MeetingPlace feedback from meeting participants. Preparing mode Allows a moderator to navigate between meeting room layouts without affecting the views of meeting participants. This makes it possible to edit or prepare meeting layouts while another participant is presenting. See also layout. Presentation template A meeting where one or more participants present to an active audience of one or more participants. All participants enter this type of meeting with full speaking privileges.
MeetingPlace profile Some, most, or all people in an organization have a Cisco Unified MeetingPlace profile. This profile contains information such as a user ID and password, contact information, and privileges. When you log in to Cisco Unified MeetingPlace using the user ID and password that are defined in your profile, you have access to all of the functions that are available to profiled users, minus any functions to which your system administrator has restricted your access.
MeetingPlace less meeting reservationless meeting ID The meeting ID of a reservation-less meeting is always the same as the phone profile number of the meeting owner. roster The list of participants that Cisco Unified MeetingPlace PhoneView displays on your Cisco VoIP Phone. S scheduler The person who schedules the meeting. Usually, the meeting scheduler is the meeting owner.
MeetingPlace permission, system managers have Moderator permissions for all meetings by default. U user class Determines what a profiled user can see and do in the Cisco Unified MeetingPlace system and when attending meetings. User classes are: profiled user, guest user, delegate, attendant, and system manager. user group A group of profile users with common attributes. By defining user groups, system managers reduce the time required to set up and maintain individual user profiles.
MeetingPlace Webinar A lecture-style meeting where one participant is the moderator, there are one or more presenters, and the remainder of the participants are passive audience members. By default, the audience members have listener audio permissions (audio is turned off) in this type of meeting. Compare with Presentation meetings. Web Link A tool in the Cisco Unified MeetingPlace web meeting room that allows you to distribute a web page to all participants in the web meeting.
