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Scheduling an Interwise iMeeting Event

Ability to Schedule Events

Project team members can request to have a generic Interwise iMeeting scheduling account setup to collaborate with remote project advisors or other team members. To request an account, email connect@wpi.edu with your name, your project advisor or faculty instructor, the names and emails of the individuals in your project team, and why you'd like to use Interwise iMeeting.

Scheduling an iMeeting Event in the ICC

The Interwise Communications Center (ICC) is a Web site that allows Interwise schedulers to schedule events, preload content into events, and enroll participants in events.

1. Open your Web browser and go to the ICC. Enter your username and the password you established when you received your account information. The ICC homepage appears.
2. In the menu on the left side of the screen, expand the iMeeting menu and select New.

   

3. On the General Event Information tab, enter the event name. Make the event name descriptive, because this name will be used as the subject line for e-mails sent to participants through the ICC.

   If the event is in the future, enter the date and time, as well as the duration of the event.

   

4. Click on the Participants tab. This tab is where you set up participants who will be invited to your event.

   

   Tip

   By inviting specific participants, you are making the event closed to only those participants. The e-mail invitations that you have the option of sending at the end of the scheduling process send emails to participants with personalized links so that when they click on the link to join the event, Interwise already knows who they are. If you want to set up an event that is open to participants without inviting them, see the end of the document for information on scheduling an open event.

   You must add attendees to your address book in order to invite them to a closed event.

   Tip

   If you are using a generic account for a class or project group, you should add yourself to the invitation list using your WPI or other E-mail account. This will allow you to show up in the partipant list with your own name listed instead of the generic account name.

   1. Select the Address Book Users radio button.
   2. Click Add New. An Add New Participant box appears.

      

   3. Enter the participant's first name, last name, and email address and click Add.
   4. In the Name/Email field, enter the first name, last name, or e-mail address of each participant in your address book, separated by commas.
   5. Click Invite to move those users directly to the Selected field, or click Search to search for users in your address book with the names/e-mails you typed in the Name/Email field. Address book users who meet the search criteria appear in the Select from List field. In the Select from List field, click the names of the participants for your session and click Add to move them into the Selected field.

      Make sure the Send E-mail to Participants check box is selected if you want to send invitations to the participants via e-mail.

5. Click on the Audio tab. This tab is where audio preferences for the event are indicated.

   

   Make sure the Use Interwise Audio Conferencing radio button is selected. WPI is only using the Interwise audio conferencing option, so you should never select Use Other Conference Call Service.

   At the bottom of the tab, select your options for voice activation. The default option is to have Allow use of Voice Activated mode as well as Begin iMeeting with Voice Activated mode enabled checked, which means that voice activation will be activated when the event begins.

   If you do not want the event to start in voice activated mode, but you want to the option to use it, deselect Begin iMeeting with Voice Activated mode enabled. You can then turn voice activation on during the event if you want to.

   If you are certain you will not be using voice activation in your event, deselect Allow use of Voice Activated mode. You will not be able to turn on voice activation during the event.

6. Click on the Materials tab. This tab is where you upload or select materials you will use during the event. Materials can also be uploaded on-the-fly during an event, but it is much quicker for both you and participants if you upload them when you set up the event.

   Upload Materials from your PC

   1. Select the Upload files from your computer radio button.
   2. Click Browse to browse your computer for a file you want to upload. You can upload PowerPoint, Word, Excel, PDF, audio, video, image, and Flash files.
   3. When you have selected a file to upload, click Upload File. The file will be listed in the Uploaded Files field.
   4. Repeat the Browse and Upload File steps until you have uploaded all files.

   

   Select Materials you Uploaded from the Materials Editor

   1. Select the Use Materials already in Communications Center radio button.
   2. In the Event Materials drop-down menu, select the content you would like to make available in your Event.

      

   Tip

   During your event, the materials you uploaded appear in alphabetical order, so it doesn't matter in which order you upload materials for the event. The only exception is for PowerPoint files, which orders the slides in the same order as they appeared in your original PowerPoint. If you entered text into the "Title" field of the PowerPoint slides, the slide titles appear in the content list.

7. Click on the Options tab. This tab allows you to set additional event options.

   

   Record on the Server

   Select this if you would like Interwise to automatically record the event. The recording is saved on the Interwise server and it can be played back by participants who log in to their Interwise accounts.

   Publish Recording to Participants

   This option is only available if Record on the Server is selected. It makes the recording available to participant after the event ends.

   Allow Participants to Record Locally

   This option is selected by default. It enables individual participants to record some or all of the event in real time and save it on their computers.

   Allow Participants to Use Video

   Select this option if you would like to use video conferencing during the meeting. If you have a webcam, you can transmit video of yourself to participants.

   Warning

   It is recommended that video conferencing be used sparingly or not at all. Video adds a layer of complexity to leading the event, the image is poor, transmission to participants may be slow, and little value is added. If you want participants to be able to see you, it is recommended that you display a digital image of yourself on a PowerPoint slide, upload an image file, or post an image in an overview page.

   Only users who are invited or registered in advance can enter the Event

   If you want to limit your Event to only those who are invited, you should select this option to prevent particpants from using the Invite Others feature while an Event is running. You probably will not select to use this feature very often. Publishing in ICC Catalog makes the Event open to anyone with an Interwise account.

   Allow users to register for the Event in advance

   This option is only available if Only users who are invited or registered in advance can enter the Event is not selected. Selecting this option will let you know who plans to attend your Event if it is scheduled at a later time.

   Publish in Department Portal

   We do not have Interwise departments set up at WPI so you can ignore this option.

   Participant Application Type

   Participant Application is the default and it should always be selected.

8. Click Schedule Event.
9. A prompt appears asking if you would like to send e-mail invitations to the registered participants. Click Yes or No.

10. If you need to edit an event you have scheduled, log into the ICC and select your event from the list of future events. Click Edit to begin editing your event. Make the necessary edits on the appropriate tabs and click Update Event. You will again be prompted to send invitations to the participants. At this point you may or may not want to send updated invitations, depending on what you have updated in the event.

Scheduling an Open iMeeting Event

An open iMeeting event is not restricted to invited participants. A generic URL can be distributed to a group of individuals you think may be interested in attending your event or it can be made publicly known and interested individuals can attend the event using the generic URL. To schedule an open event, follow these steps:

1. Schedule the meeting through either the ICC or Outlook as explained in the previous sections of this document. Invite only yourself, if you are the moderator, and any planned guest speakers.
2. Limit the number of participants so you don't end up with an overwhelming number of participants.
3. Advertise a generic URL either by putting it in an email or posting it to a website or in myWPI. The generic URL follows this format:

   http://connect.wpi.edu/wpi/syncevents/enterevent.asp?meetid=XXXXXX

   XXXXXX is the Event ID. The Event ID can be found by logging into the ICC and clicking on the name of the event in the catalog. The Event Details page appears and the Event ID is at the top of the page.

   

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Last modified: Jan 05, 2007, 14:39 EST

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