Setting up a meeting room for someone else...a few questions...
Wed, 03/11/2009 - 11:35am — jqm5278
Hi All -
I'm a 2003 IST grad of PSU, and I have a few questions about Adobe Connect. My team is currently implementing Adobe Connect, and I am writing the Standard Operating Procedures(SOP). However, no one has decided how our client is going to use this tool. Only training documentation has been created to teach the basicis. So, my SOP is going to dictate how to best use the tool. We have limited server space for Adobe and thus a limit on the number of users that can be on at one time. Because of this, not everyone is going to have rights to create meeting rooms. There are going to be designated users with create room permissions (like you do with your Adobe Connect Contacts around the University). However, I've been researching how this will work for the past day and a half and cannot find a lot of information about it, so here are my questions.
Once our Adobe Connect Contact sets up the room and provides Host permissions to the real meeting Host, can the new Host ever go back to that set-up screens in order to add participants, use the automated invite, or pre-upload content? I know the new Host can add participants straight from the meeting room, generating and email to send the URL, but can he/she ever go back to the original se t-up? Or, would the Adobe Connect Contact need to be given, in addition to meeting information, the invite language and content to pre-upload? Our version of the Adobe Connect Contact may not have enough time to do more than set up the URL and enter basic meeting information, so I want to make sure what I propose is going to work for all users.
One more question - When the Host leaves the meeting room, locking it until the next meeting (say he holds a regularly scheduled meeting every week but doesn't want to allow access to the room until he arrives), is the new Host from above also able to open the room up the next week? Or, must the original Host (the Adobe Connect Contact) open the room back up for participants?
Appreciate your help on these scenarios in advance!
Thanks!
Jenn
RE: Setting up a meeting room for someone else
Hi Jenn
Here are some answers to your questions and at the end I included a few references.
>>Once our Adobe Connect Contact sets up the room and provides Host permissions to the real meeting Host, can the new Host ever go back to that set-up screens in order to add participants, use the automated invite, or pre-upload content?
The simple answer to this question is yes a host can change the content and layouts in a room after it has been created. The caveat to having recurring host privileges assigned to the new host it must be done in the “current participants list” as a host. This can be accessed by clicking on Edit Participants” in the “meeting information window.” Designated hosts can access this by logging into the meeting room, then going under meeting at the top menu bar and selecting “Manage My Meetings” A new window will open in your browser. Remember that if a participant is granted host privileges in an active meeting it will not carryover to the next session of that meeting room. Another way of saying that is a role assigned in a meeting is only good for that session.
>>I know the new Host can add participants straight from the meeting room, generating and email to send the URL, but can he/she ever go back to the original se t-up?
Ans. Yes they can, so long as they are designated hosts in the Meeting information window under the Current Participants list and a host.
>>Or, would the Adobe Connect Contact need to be given, in addition to meeting information, the invite language and content to pre-upload?
Ans. Once a person has been designated a host they can modify the room with all the same privileges of a meeting creator.
>>Our version of the Adobe Connect Contact may not have enough time to do more than set up the URL and enter basic meeting information, so I want to make sure what I propose is going to work for all users.
Ans. Again host privileges must assigned to make any changes.
>>One more question - When the Host leaves the meeting room, locking it until the next meeting (say he holds a regularly scheduled meeting every week but doesn't want to allow access to the room until he arrives), is the new Host from above also able to open the room up the next week?
Ans. Yes the new host once designated as host in the “Current Participants” for the room they will be able to open the room.
>>Or, must the original Host (the Adobe Connect Contact) open the room back up for participants?
Ans. No the new host can open the room.
Additional information about hosts can be found at the following URLS:
Checklist for Hosts: http://meeting.psu.edu/node/251
Students as Hosts?: http://meeting.psu.edu/node/288
Hosts Can Still Edit the Participant List: http://meeting.psu.edu/node/457
Roles and Permissions: http://meeting.psu.edu/roles
John
Opening in different browsers
The Manage Meeting Information link in the meeting room menu can, depending on how your system is set up, launch a different browser than the one from which you launched the meeting room. I had opened a meeting room in IE but clicking on the Manage Meeting Information link opened a window in Firefox, and I never could get to manage the information. Once I moved to a machine that kept everything in IE, it worked. If you notice any problems, I'd check to see what browser opens.
And we have talked to Adobe about a proxy permission but have not heard that that would be implemented. Even if two people have licenses, and both might equally participate in the same meeting, the person that did not create the meeting will have to use the Mange Meeting Information link from within the meeting room to manage a room that they share. We've had some confusion over that because people having licenses expect to see all of the meetings that they have host privileges in in their My Meetings folder, but they only see the ones they created themselves. They can see all of the meetings that they are listed as a participant in from the My Meetings tab on the home page, but they can only open the meeting room from that view. Faculty that team teach run into this as do faculty who rely on their TAs to set up the room, for example.
I'd be interested in how this will help you with your limited space issue that you mentioned. If you meant that you have a limit to the number of participants in meetings simultaneously, and people with host privileges can unlock a meeting room, and meeting rooms can be used over and over, will this help you? But I may be misunderstanding the issue you are solving. Good luck with your implementation.
Settings Can Be Edited and Changed
The answer to your questions about the new Host being able to do everything the meeting creator can do is yes. The new Host can access the Web interface by selecting "Manage Meeting Information" from the "Meeting" menu from within the meeting room. From this Web interface, the new Host will have access to all settings as well as reports and recordings. The only thing that can't be changed, even by the meeting room creator, is the meeting room URL.
The new Host will also be able to upload content to the meeting room, select and arrange pods, customize layouts, add participants, set roles -- everything the meeting room creator is able to do.
Any Host can "unlock" a room just by entering it, whether they are the one who locked it in the first place or not.