Entering the Meeting Room
There are a number of ways to enter a Meeting Room. We supply Meeting Room owners with a full page of instructions, URL links, and graphic buttons that can be saved as shortcuts on your desktop or in your Favorites.
The easiest way to invite guests is to send them the guest link in an email or instant messenger, or to place a graphic button on your website. We recommend that Room owners always supply the full URL link that includes the Room ID and the Access Code so their guests do not have to type it, thereby minimizing mistakes. The URL link opens a Meeting Room Login screen as shown below.
The majority of all users are able to enter Meeting Rooms automatically after clicking the Enter button with no problems. The firewall-friendly download file is very small (takes about 1 minute on dial up and only a few seconds with high speed). But with the growing numbers of pop-up blockers, firewalls, and the variety of computer settings used throughout the world, there will inevitably be times when guests need some additional help. In these rare situations, a person may not be able to enter without making modifications to their computer.
As the Room owner, the wording of your invitation to your Room is critical so that your guests have a trouble-free experience.
Provide the full URL or graphic button that is included in the "View Links" section of your Room Administration. This includes the necessary Access Code so they do not have to type it in, thereby reducing errors. For instance, the following URL link includes the Guest Access Code as shown at the end of the URL:
http://www.voxwire.com/room/login.php?r=00007816&a=guestaccesscode
Include the following wording in the invitation after the URL or graphic button so your guests will know what to expect:
Clicking on this link will take you to a screen where you enter your name, then click the Enter Button. If needed, the small chat program will be installed on your computer. It should proceed automatically, depending on your computer settings. If asked to accept a download from Simple Software, the download agent, please select "Yes". Please give it time to process automatically. If you have any problems, please click on "Need Help?" and follow the trouble-shooting suggestions.
If you are not sure that your guests have the minimum system requirements, include them in the invitation or link to System Requirements.
If you are inviting guests who are unfamiliar with the process, we recommend that you ask them to enter the Voice Test Room a few hours, or perhaps a day ahead of time using the following wording:
You can test your microphone and speakers prior to the meeting, by entering the Voice Test Room at http://www.voxwire.com/room/demologin.php?r=00082612&a=guest. This will allow you to hear your own voice after it travels around the Internet, adjust the volume, and to perform any trouble-shooting steps that may be necessary. This will also accomplish the quick download of our software so that it will be faster to enter the actual meeting room at the scheduled time.
You can also include specific instructions that apply to your meeting.
For instance, if you want your guests to enter with their name and state or country or some other designation, give them an example of how you want them to type their name. Some Room owners want people to enter with a number preceding their name because participants are listed in order of numbers first, then alphabetically. This makes it easier to check attendance lists.
If you have any rules about use of the text chat during the meeting, be sure to let them know. For instance, "To raise your hand, type a question mark," or "Please hold all questions until the end of the presentation."
If you want them to maximize the window, tell them to click the square box in the upper right hand corner next to the red X.
In other words, we recommend that you include instructions in your invitation if you wish to reduce the time spent on it during the meeting. This can be especially helpful for those who arrive late.