Conferencing Hints and Tips

Scheduled Meetings
Meeting Contact Groups
Manage Evaluation Forms
Manage Message Boards
Conference Centers
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Conferencing Service Hints and Tips

Use these Hints and Tips to save time and money.

Hints and Tips

Meeting Software: Reset IE browser security for trusted sites to medium. Add *.webtrain.com to trusted sites. Use our Meeting Preparation wizard to install the software. You can also manually install our Meeting Software.
To host an Instant Meeting fast, select Members | Host an Instant Meeting. Select [Skip] to bypass invitations and other dialogs.
To host using our free plan, just before starting your meeting, select the "Free Plan" from the Charge To: [drop-down]. Then click on the [Start the Meeting] button.
Did you know that when hosting using the free plan, when someone joins, the meeting becomes full? This prevents other people from joining. And when they exit, others can join. This is a perfect scenario for hosting 1:1 drop-in tutoring or support rooms. And it's 100% free!
Many of our data entry forms display help when you move your mouse over the field heading. For example, when scheduling a meeting, when you move the mouse over "Meeting Title", help is displayed.
When joining meetings listed at WebTrain many meetings may be displayed. Uncheck the [x] Detail option to display a simple summary.
Contact groups save time. You can create many contact groups, each containing a list of different contacts. Contacts can be typed in or imported from Gmail, Hotmail, Outlook or a comma separated file. When hosting an instant meeting (or when scheduling a meeting), you can invite all contacts (contained in the contact group) to your meeting with just 2 clicks. Just select the pre-defined contact group and click add.
Enrollee's can be imported into enrollable meetings, for large lists, this eliminates typing in names and e-mail addresses.
Is your meeting running late? Blast off a notice to all invitees using the scheduled meeting e-mail blast feature.
To schedule a private meeting fast, all you need to define is the meeting password, then submit the form.
Scheduled meetings are inactive when scheduled. This means they are not displayed on the website until they are being hosted. Click on the "Make Active" link if you want the meeting to be displayed in upcoming meetings (on the day of the meeting). Participants can then "wait" for the meeting to commence before you start hosting it. Public meetings (displayed on the Public events page) must be made active or they will not be displayed.
Setup your free meeting center portal. Then use your meeting center for all functions (rather than WebTrain's website). Think of your meeting center as a separate website because it is, meetings scheduled or hosted on WebTrain do not appear on your portal, so always use your portal!
Integrate your website with your portal using 1 line of HTML code:

<a href="http://yourdomain.webtrain.com" title="Your meeting center" target="_new">Your Meeting Center</a>

Copy the above link, adjust as required and paste on your website, in your blog, in your e-mails, on forums and other websites to build traffic and exposure.
Did you forget your meeting password while hosting a meeting? Move the mouse over your name (on the participant grid) to display the password.
While hosting your meeting, select Options | Send Invitations and select the copy meeting link option. Then paste the link into an IM chat session and the person can join your meeting by clicking on the link.
Microphones: - While in a meeting, right click in the microphone column to assign a headset with a voice activated talk button. Everyone can talk anytime. Everyone may be assigned a headset and talk anytime. Left mouse click in the microphone column to pass a person a voice activated microphone. Hosts and cohosts can also click on a participant's name and private talk (and text chat) even during group discussions.
Are you trying to join a private meeting and the password is incorrect? On the Join page, click on the host's name to send an e-mail to the host requesting the password.
Setup a message board and post attachments which can be downloaded during the meeting. Contracts, spreadsheets, proposals, PowerPoint files, any file type can be posted to the message board. All attachments are automatically virus scanned for everyone's safety.
Do you need 24x7 correspondence with enrollee's or members that is not e-mail based? Create a private message board, assign members and member permissions (read only, read/write/admin). Authorized members may post private or public messages, files and attachments to "their" message board anytime, it's a great way to correspond with clients in other time zones and it's free.
Personalize meetings by using the real-time full-motion webcam while performing your presentation. Or use a picture instead. Select WebCam, [Cam Settings] | Drivers, then select "Load a Picture". When the presentation podium is passed to you, everyone will see your picture (or your live webcam). Discover other webcam features by clicking on [Cam Settings].
Use Members | Account sharing to share your prepaid time or web conferencing seat plan with other members. This enables them to use your plan while logged on as themselves.

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