hpe myroom events quick reference guide - web … quick reference guide... · hpe myroom events...
TRANSCRIPT
July 2018 HPE MyRoom Quick Reference Guide - Events Page 1 of 11
HPE MyRoom Events
Quick Reference Guide
Why schedule an event
Invite anyone
Invite anyone, whether they have a MyRoom account or not Those with an account do not need to be logged in to join the event
Event keys
Event keys
Are specific to a date, time, and room
Become active half an hour before scheduled start time o You can prepare the room o Import materials o Greet your participants o Everyone can join early enough to start on time
Reserve time
Send event details in advance to everyone who needs to attend Reserve time on their calendars by sending a calendar invitation
How to schedule an event
Open Events window
Either:
Right-click on a room
Select Events from the menu
Or:
Select a room
Click clock icon at bottom of Rooms tab
July 2018 HPE MyRoom Quick Reference Guide - Events Page 2 of 11
How to schedule an event (continued)
Create event
Select meeting date from the calendar
Click Create Event button
Fill in: o Event name o Teleconference
or other information
o Start time (your local time zone)
o End time (your local time zone)
Click Save button
Capacity is dependent on your MyRoom account
Duration guidelines
Minimum duration = 30 minutes Maximum duration = 12 hours
Allow at least half an hour between end time of one event and start time of next event in the same room
July 2018 HPE MyRoom Quick Reference Guide - Events Page 3 of 11
Distribute event logistics
Right-click menu
Open Events window
Right-click an event
Copy
Copies only the key that you right-click, for example:
Right-click on Participant Key
Select Copy
Paste Participant key into a chat, e-mail, invitation, document, etc
Copy attend link
Copies a link containing the key in the field that you right-click, for example:
Right-click on Participant Key
Select Copy attend link Paste link with Participant key embedded in it into a chat, e-mail,
invitation, document, etc
Participant can click the link at meeting time to open the Join a Meeting window with the key field pre-populated
Copy event details
Right-click any field Select Copy event details
Paste all details as one block
July 2018 HPE MyRoom Quick Reference Guide - Events Page 4 of 11
Distribute event logistics (continued)
Create calendar item
Right-click any field
Select Create Calendar Item
An appointment for the specific event date and time will be generated in your default calendar application
Before saving, consider setting a reminder
Before sending as an invitation, consider turning on “Request Responses”
To limit the role of your attendees, delete Presenter information
Right-click any field
Select Email* o A message including all event
details will be generated in your default e-mail application
Add e-mail address in “To” field
Edit the message. For example o Add an agenda o Specify your local time zone o Add a link to a time zone
converter website
* Windows only - not available on Mac, Linux
July 2018 HPE MyRoom Quick Reference Guide - Events Page 5 of 11
Join event
Join up to half an hour before scheduled event start time
With an account
Room Key field on Contacts or Rooms tab
Rooms tab as Owner, Reader, Writer, Room Administrator
July 2018 HPE MyRoom Quick Reference Guide - Events Page 6 of 11
Join event (continued)
With an account (continued)
Events Window
With or without an account
Enter with key button on Log In window
July 2018 HPE MyRoom Quick Reference Guide - Events Page 7 of 11
Join event (continued)
With or without an account (continued)
MyRoom home page (www.myroom.hpe.com)
Key link
July 2018 HPE MyRoom Quick Reference Guide - Events Page 8 of 11
Control participant features
Customize participant experience for each event by enabling and disabling various features
All participants
Join event as Presenter
Click Tools to manage people and room features button
Select Configure room for participants
Check a feature to make it available to all participants
Uncheck a feature to make it unavailable to all participants
Click Apply button
Close Control Participant Features dialog box
July 2018 HPE MyRoom Quick Reference Guide - Events Page 9 of 11
Control participant features (continued)
Individual participant
Right-click Participant’s name in People panel or Hands Up panel
Select Use Microphone or Use Video Camera
Select Allow, Disallow, or Default Permission
July 2018 HPE MyRoom Quick Reference Guide - Events Page 10 of 11
Handouts
Presenter actions
Prepare materials:
Import any file type or add a content item
Place all handout materials in folder(s)
Select folder
Either click Open Content File Menu button
Or right-click folder
Select Share Handouts Folder
Grant participant access:
Click Tools to manage people and room features button
Select Configure room for participants
Check Handouts Folder to enable it for participants
Uncheck Handouts Folder to disable it for participants
Click Apply button
Close Control Participant Features dialog box