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. To log in:

  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". You will then receive an email with a link to choose a new password.

User Management Back to Top

From the "My contacts" view, you can see a list of people you are in contact with, but also add some, and answer contact requests.

Being in contact with another user means that it appears in your list, but also that you appear in this user's contact list. During the meeting organization you will be able to invite people from this list.

Add a contact

  1. Click on the button
  2. Enter your contact's email address, and then click on "Next"
  3. If this email address owner has never used WorkSpace3D yet, you will have to enter some information for this contact.
  4. It is then informed by email of your invitation to use this solution

Answer a contact request

  1. Directly from the first page, your are informed of pending contact requests.
  2. On the "My contacts" page you can accept or refuse (refusing is done quietly).

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:

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 offers various 3D environments to conduct meetings, in this step you can view and select an environment you want for your 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: