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Some of the meetings that you host will need to be private and controlled. Meaning that you want to make sure that you know who's in the room and really not allow people who would be inappropriate for the meeting to attend the meeting. So to do this, what we are going to do is create specific users on your Connect account and then we are going to attach them to the room by making them participants in the meeting and then protecting the meeting from anyone but users that you've added. So to get started, we will go ahead and create a user. That's an administrative task and to do so, first I am going to click on Administration.
One point here. One of the reasons that we created the 30-day trial to use for this training, is because it gives you full administrative access to your Connect trial. Your corporate account may not allow you access to these administrative tasks. You may actually have to ask your Systems Administrator in order to be able to do this. So part of the reason that you'll want to watch this training anyway is because it will give you a sense of what you need to ask for, if you need to create users for the purpose of creating a meeting that's private. Now if you have administrative access, you click on Administration button, click on Users and Groups, and you will go ahead and add a user.
Right now I only have myself as a user in this Connect instance. So I'll scroll down, because what I want to do is create a new user. I'll need to add some information. So the user's name. And we'll use Olivia's email address for her username. I don't need her phone number. It's not a bad idea to put it in if I know it, because then it's stored on the system as information about her. Since I don't need it for anything regarding this training, I am just going to go ahead and ignore this.
I am however going to give her a password, and I'll use the password olive. And I understand that olive is a pretty easy password, meaning that it's not a very secured password. That's okay, because I just want to use it to get started. I'll scroll down here and I'm going to select Prompt user to change password after next login. That will force Olivia to create her own password after she gets the email that Connect will send her from this setup. Once I'm done, I'll go ahead and I am just going to click Finish, because this is all I need to do.
Connect will create a user for Olivia Napolitano. Her username will be olivia@ twotreesoliveoil.com, her password will be olive. When I click Finish, Connect will send her an email. Now at this point she can use this information to login to any meeting that I'm giving her access to. So the next step is to give her access to the meeting. So I'm going to go back up here to Meetings. I have already created a meeting, Tim's First Meeting. So we're going to make this meeting private and invite Olivia and only Olivia to it.
So we'll click on Tim's First Meeting and I want to edit the information for the meeting. So we will click on Edit Information and I am going to scroll down and right now the meeting is set so that anyone who has the URL for the meeting can enter the room. What I want to do is protect the room and make it private. So I'm going to click on Only registered users may enter the room (guest access is blocked). Now I am going to scroll up because we need to add a guest to the room. So I'm going to click on Edit Participants and this is where I'll go ahead and add Olivia to the room as a meeting participant. And there she is.
That's the account that I just created. So we'll select her name, scroll down again, and I am going to click on Add, and all that does is it makes it so that this room is a room that only Olivia Napolitano and of course myself can enter. If I want to add more participants, well then of course I'll need to go ahead and create more users on the system and then add them to the room, but the process is exactly the same as I just showed you. I'll do it over and over again, add them to the room, and then only those people are allowed into the room, because they have the username and password that the system is expecting for access to the room.
And that's all there is to it. Creating a private room is very easy. Create a user account, add them to the room, and you'll be good to go.
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