Organizing a Meeting

Open the video demonstration here.

You can organize a meeting and invite participants using this feature. To organize a meeting you must have the organizer's rights, an attendee cannot organize a meeting or change the meeting information.

Login

You can organize a meeting after you open the login page and log on to the web site using your Email and password. Your Email and password confirmation mail is sent to you when you register for our product the first time. To log on:

  1. In the "Email" text box, type your email address.
  2. In the "Password" text box, type your password, and then click Login to log on to the web site.

If you have lost your password or cannot remember, we can reset your password and send you a new password. To ask for a new password:

  1. On the log on page, click the "Forgot your password" link.
  2. On the "Forgot your password" page, in the "E-mail" text box, type your email address, and then click "Send". Your password is reset and a new password is sent to your email address.

User Management Back to Top

With "User Management", you can review the users in your group, add new users, edit user information, and delete the existing users. We suggest you review and add users to your account before organizing a meeting. To add new users:

  1. On the Users management page, the "Add a user" link to open the "Add/Modify a user" page.
  2. Type the appropriate information. You can leave the Password fields blank to auto generate the password.
  3. Click "Save" to add the user

Organize a Meeting Back to Top

Organizing a meeting is a three step process, in which you specify the meeting time, select the attendees, and then select a meeting environment.

Step 1

In this step you enter general information about the meeting such as the meeting start time, the objective of the meting, and so on. To enter the meting information:

  1. In the "Subject" text box type the subject of the meeting in brief.
  2. In the "Starts" text boxes, specify a date and time for the meeting.
  3. In the "Duration" text box type an approximate time the meeting will be conducted.
  4. If you have several Web Conference servers installed in several parts of your network, you can choose which one to use.
  5. Default, meetings are created in 2D. Uncheck the option "Meeting in 2D only" to create the meeting in 3D.
  6. Click "Next" to do the next step.

Step 2


With Step 2 of Meeting Creation, you can add existing attendees to the meeting or invite participants not in the group. To add attendees from the group:

  • Click the check box associated to the user to include them in the meeting

    • To add a participant from outside the existing list:

    1. Click the "Invite another person" link to open "Users management".
    2. Enter the appropriate information and click "Save".
    3. On the "Invite participants" page, click the check box associated to the user, and then click "Next".

    Step 3

    Workspace3D and meeting3D offer various 3D environments to conduct meetings, in this step you can view and select an environment you want for your meeting. You can also choose to conduct your meeting in 2D only environment. To select an environment:

    1. Select a radio button associated to the environment.
    2. Select "Meeting in 2D only" if you want the meeting to be in 2D mode, and then click "Next" to open the "Meeting summary" page.
    3. On the "Meeting summary" page, verify the information you have entered in earlier steps, in the "comment for participants" text box, type a comment, and then click "Save" to create the meeting.

    Join a Meeting Back to Top

    After you organize a meeting an email notification is sent to all the participants, by default. A participant can then join the meeting using the Communication client, or click the link provided in the email. You can also join the meeting from the "My meeting" page. Join button is shown for the associated meeting in the "My meetings" table for the duration of the meeting.

    When a participant joins a meeting using the link provided in the email or the My Meetings page, the Tixeo Communication Client starts automatically when you click the link.

    My Meetings Back to Top

    The My Meetings page displays the meeting you have organized. Using the "My meetings" page, you can: