HeadtoHeadMeeting Help Pages

How to Create a Meeting Room and use

HotC's Web Conferencing feature HeadtoHeadMeeting

Follow this sequence and you will be able to create your online HeadtoHead conference with confidence and find the details on how to use all the functions. Using the headings below you can skip to any section to answer questions you may have. If you do not find the answers here go to our 'HeadtoHeadMeeting' FAQ's, you should find the solution there, if not 'go to our Help Forums, if you still can't find an answer send your question to : support@headofthecurve.com.

We would suggest that you set up a couple of meetings initially just to get used to the functions before you start to use HeadtoHeadMeeting seriously. You may need to answer questions from your attendees on how to use the features of HeadtoHeadMeeting, they are simple to use and we will walk you through each feature below. HeadtoHeadMeeting ..........simple but significant!

Create Your Web Conference

As a 'Full' member of Head of the Curve.com you will have available the basic web conferencing functions of HeadtoHeadMeeting, this will allow a meeting of 5 people, yourself as host and 4 others and as a 'Full' member the duration is limited to 45 minutes but within your membership there is no limit to the number of meetings you can hold. If you need more attendees or longer meetings then please click Upgrade and move on to a 'Full+' membership.

To set up the meeting simply click on the "My HeadtoHead" tab on your Network page or on the "Create Meeting" button on the HeadtoHeadMeeting details page and you will be taken to the "Create a HotC HeadtoHeadMeeting Room" page.

Enter your Meeting Room Name, e.g. 'Monthly Sales Meeting'.

Enter Attendee and Moderator Passwords, these will be handled automatically by HeadtoHeadMeeting but they will ensure that no one else can access your meeting.

Enter the number of Attendees. For 'Full' members it is a maximum of four and for 'Full+' members it is a maximum of twenty-four. In due course we expect development to take this number higher with the further option for 'Full+' members to be able to hold Webinars.

Enter the date and time required.

Enter the Meeting duration. For 'Full' members this is set at 30 minutes. For 'Full+' members the time can be set to suit your needs.

Click the "Continue" button and you will be taken to the Invitations page where you will be asked to enter attendees information. Complete the email address fields either by entering the addresses as attendees do not have to be Head of the Curve.com members. Alternatively by clicking "Insert HotC Contacts Emails" a page opens showing you list of Contacts, tick the checkboxes on each one you want to invite and then the 'Select Contacts' button and their email addresses will automatically be entered.

You can leave the email message as it is or alter it to give any message you require. It is important to ensure that you do not delete the 'HeadtoHeadMeeting' link as this is the access your attendees will need to attend your conference.

Click 'Send Emails' and your conference is arranged. Your attendees will receive the email and will then be able to login to your conference using the link in the email . The conference will not begin until you open it and welcome your attendees.

If your chosen meeting time is found to be unavailable you will be returned to the 'Create Meeting' page with the nearest alternative times on your selected day and the closest time available on the following day. You are able to select one of these options or choose a different time or day. If you have regular meetings and to avoid this happening it is always best to book a number of meetings in advance, this will help your business efficiency and it also helps us to ensure there is always sufficient server capacity to meet our demands.

Having opened your conference you will be presented with a page showing a number of windows. In the centre is the Presentation Panel/Whiteboard where all presentations take place, by default the Users and Listeners windows are to the left and the Chat window to the right though you can place or minimise these whenever or wherever you wish. You can set the language for your meeting by using the drop-down menu at the top right hand side of the HeadtoHeadMeeting window and selecting from the list, this will then be the language set for the Chat function as well though this can be changed from within the Chat panel.

 

Whiteboard / Presentation

At the left hand side of the bar at the bottom of the Presentation Panel is an icon which when the cursor hovers over it will say, 'Upload a document for presentation'. This will enable you to upload documents from your computer to use for a presentation, normally this would be a series of 'slides'. Click on this button and then on the popup that has opened, click on the green'+' button and select the documents you wish to present. You can upload any Microsoft Office compatible documents. The Presentation Panel should size automatically for the document you have uploaded The documents will show in the window below this and you can delete with the red 'x' or show as you need. At the centre of the bar at the bottom is the slide control it enables you to go up or down the slides you have uploaded, clicking the numbers in the centre opens a preview window on the Presentation Panel.

Once a document is uploaded the cursor becomes a red dot on the whiteboard and can be used to direct attention through the presentation.

To the right of the bar at the bottom of the Presentation Panel is a button which when the cursor hovers over it says, 'Show Whiteboard'. Clicking on this opens a small row of icons to the right of the Presentation Panel. By clicking on the one at the top you have enabled a highlighter which makes the Presentation Panel into a Whiteboard and you are now able to draw on the Whiteboard. To help with presentations included are square and circle functions, colour and line thickness adjustment. The red 'x' will delete and there is an 'undo' as well. Clicking on the Whiteboard button again removes the highlighter but it will not remove anything put onto the Whiteboard.

Finally, on the bar at the bottom there is a 100 - 400 zoom feature and a 'zoom reset' button.

This is the core of any presentation you might be giving and if at any stage you just want to see and talk to the attendees the whole panel can be minimised and it will reduce down to the left hand side until needed again.

Chat

The Chat panel enables written messages to be exchanged between all those in the meeting. It will open with the 'All' option, meaning messages are visible by all in the meeting. Clicking the '+' tab at the top will give the option to chat privately to any individual in the meeting, just select that person and type the message at the bottom of this panel. You are able to adjust the font size and the font colour and also the language from options within the Chat panel.

In this first image you can see in this small conference, just two people, Tony has sent Michael a Chat message and on Michael's Chat Panel his name is highlighted on a Tab.

In this second image, it shows Tonys Chat Panel with Michael's reply saying, "Hi" but it also shows a further message asking about the meeting. You will notice there is a log to the right of the messages, this shows the time line for the messages and you can see a couple of minutes has gone by before Michael asked about the meeting

 

Audio and Video

At the top of the left hand side of the HeadtoHeadMeeting window can be seen three icons and when the cursor hovers over the last two the headphones and webcam icons, they will say, "Share my microphone" and "Share my camera". Clicking on these will give audio and video to each person at the meeting. For each when you click on them your computer will ask for authority to enable the feature, once done you will be able to talk to and hear everyone else. For audio the 'Listeners' panel will show you with a mute icon next to your name, when this is clicked it will mute the microphone, useful to prevent any unwanted noise or conversation being made available to the whole meeting. Clicking on the icon removes your outgoing audio function. There is also a 'Mute All' option for the Moderator, allowing for all except the Presenter to be muted including all who subsequently join the meeting. Moderators are able to remove other attendees audio by selecting an attendee and clicking on the red 'X' button on the 'Listeners' panel, this will remove them from the meeting so use cautiously! When you have enabled your webcam a window opens showing the image as seen by your selected camera and will be seen by all. All attending the meeting can minimise or switch off images. By clicking on the icon you switch off your camera. When you switch on your camera, the image can be in a range of sizes, 320x240 is normally the most usable but if several images are likely to be on the screen then try smaller.

In this extract from the Michael and Tony meeting it shows the Listeners panel with in the bottom left hand side the camera and Chat panel minimised to make more room on the screen perhaps for screen sharing or to allow more attendees images to be shown. It shows that Michael is muted and all are unlocked, the open padlocks.

Head of the Curve's HeadtoHeadMeeting web conferencing utilises VoIP for its voice communication and for this reason it is always advisable for all using the feature to use headphones. The use of headphones will remove the echoes that result from the built in microphones and speakers used in computers. So, remember when holding your conference make sure everyone is using headphones. It should also be noted that there may sometimes appear to be a slight delay in the audio on HeadtoHeadMeeting, this is also a result of the VoIP used in creating these conferences, on this latest version it is considerably reduced but because it is an online conference it is subject to many variables.

Users Panel

The last Panel on the HeadtoHeadMeeting window to be explained is a key for the presenter. This panel shows all those attending the meeting and is the visual interface between the presenter and the viewers. The panel is divided into three, Name in the centre, that persons Status in the meeting and their role. As the host you will be the moderator and presumably the Presenter. So under 'Role' you will see the icon indicating Moderator then your name and lastly the icon as Presenter. Also on this panel is an icon showing a raised hand. Anyone during the meeting who wants interrupt is able to click on this, you will see that they wish to say something and are then able to allow this. Further, as Moderator if you wish to make them Presenter to allow them to make points etc. to the meeting then you can use the "Switch Presenter" button and select that person from the list on the Users panel, switching back when they have finished. Status will also show who has an activated camera.

In the image showing here we are in the same small meeting as before and it shows Michael and Tony as being present. Tony has the Moderators icon in the role column, he has his camera active and he is the Presenter. Michael wants to make a contribution because he has clicked HIS "Raise Hand" button and this shows in his Status column.

 

Screen Sharing

The screen icon at the top left hand side of the HeadtoHeadMeeting window is the Screen Sharing button click on this, activate to feature and the Presenter will be able to share whatever they have on their screen. On the Presenter's HeadtoHead window will be a 'Presenter's Preview which will remain as a small preview window but on all the other attendee's will have a panel showing which can be resized. If they click on the 'Display Actual Size' button it will open to actual size on the panel then maximise the panel and they will see on their screen exactly as the presenter's computer. This feature allows great flexibility in a presentation by being able to move away from a predefined sequence of slides as on the Presentation upload.

Conference Recording and Playback

This feature will make the HeadtoHeadMeeting web conferencing function complete and the match of any other commercially available web conference service. We will have this full recording and playback option as part of HeadtoHeadMeeting and we fully expect this to be online early in 2012, all Full and Full+ members will be notified as soon as this is released. Record and Playback will be available to Chrome, Firefox, Internet Explorer and Safari browsers.

By being able to record and playback no one need ever miss the meeting, they can catch up later. Meetings can be used in later discussions, later web conferences or in training. For education, training sessions can be recorded and replayed at any time. As 'Full' or 'Full+' member you can request payment for access to any recorded sessions that you publish using HeadtoHeadMeeting Finally the recorded sessions or meetings will be YouTube compatible

 

FAQ's

In most instances questions and queries about 'HeadtoHeadMeeting' can be found by using our Help pages and by just getting used to the functions. It is meant to be very simple and intuitive to use and a few minutes on the Demo page will prepare you for your web conferences with 'HeadtoHeadMeeting'. We have added below some FAQ's that will help with issues that may not be readily solved by simply using our demo. We sincerely hope you won't have any problems that cannot be solved by use or reference to the FAQ's, if you should have any difficulties then please send an email to: support @headofthecurve.com and we will deal with the issue immediately. As a result of your contact with problems we are able to keep our FAQ's fully updated.

Click on any of these subject headings to be taken to that topic.

'HeadtoHeadMeeting' Roles.

Icon Meanings.

Presentations.

Video Conference.

Chat.

Polls.

Viewer/Attendee

The viewers/attendees are users who have no authority within the conference, their primary role is to view the presentation as well as chat amongst other participants. In an academic setting the viewer would be the students, in any other setting simply the participants.

Raise Your Hand

The Web Participants window lets you see all the users logged into the current session. Any user can raise their hand to get the attention of the presenter

Public and Private Chat

The Chat window enables all participants to conduct public or private chats.

See All Participants

The Voice window shows all the users that are currently connected to the voice conference bridge using the built-in voice over IP client.

See Each Other

Share video over the web using a built or external webcam. Multiple participants and a presenter can be sharing their video simultaneously

Watch Presentations

The presentation window displays the current presentation Participants can zoom in the presentation using the slider, as we navigate through the slides using the arrow button.

See the Presenter's Cursor

Within the presentation window, viewers are able to see where the presenter is pointing to by the indication of a red circle.

Presenter

The Presenter has all the same capabilities as a participant, with the added features of uploading presentations and sharing their desktop. Clearly as Presenter they have the exclusive use of the cursor for indicating or drawing on the whiteboard. The role of Presenter can be passed to another attendee

You are the presenter

Users with the role of presenter appear with a presenter icon next to their name.

Share your Desktop

As a presenter you have the capability of sharing your desktop with others in the conference. When you share your desktop, HeadtoHeadMeeting launches a Java Applet that asks for your permission to run. You have the option of sharing a portion of your desktop or the entire screen.

Mute or Eject Participants

You can and un-muting participants in the conference by clicking the icons located at the bottom left side of the module. You can also eject participants from the voice conference by clicking on their name and then clicking the eject button

Share any PDF or Office Documents

A presenter is able to upload any PDF or Office document. You can upload multiple documents and switch between them during the presentation. All participants see the current slide as the presenter moves through their presentation.

Moderator

The Moderator has all the capabilities as a participant, with the added features of uploading presentations and sharing their desktop.

Make a Presenter

As a moderator you make anyone (including yourself) a presenter by clicking the participants name and then clicking on the presenter icon.

Icons

Presenter
Zoom adjustment
Raise your hand ( to get attention of Presenter)
Make presenter
Mute / Eject
Share Desktop
Upload Docs.

Presentations

Video Conference

Chat

Polls

If you want to set a poll for your meeting attendees on any subject whether related to the meeting or to any other topic then as a Full+ member you can create a Poll on the site and invite your attendees who are also members of Head of the Curve to go and make their selection from the options you provide to the question you have set. Your attendees only need to be Free members to be able to answer the Polls so there is no cost implication and by being members they can benefit from the other features on the site. If you are using Head of the Curve as the centre of your CRM services then your attendees are very likely to be members anyway.

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