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Revisiting the Attendees pod

From: Adobe Connect Essential Training

Video: Revisiting the Attendees pod

In almost every meeting I run, the Attendee pod is visible to me somewhere. In larger presentations, I'll usually show it in the first layout and then hide it over in the Presenter Only Area as the meeting gets rolling. In smaller or more collaborative meetings, I will leave it right out in the open, so that everybody can see the other attendees by name. I do this, because it gives me more than just a list of people in my meeting. I can manage them from the list in a number of important ways. So let's take a look. Now, if you want to play along with this, you may want to invite a bunch of people into your meeting room or you can actually even log in on a second computer and become a participant in your own meeting.

Revisiting the Attendees pod

In almost every meeting I run, the Attendee pod is visible to me somewhere. In larger presentations, I'll usually show it in the first layout and then hide it over in the Presenter Only Area as the meeting gets rolling. In smaller or more collaborative meetings, I will leave it right out in the open, so that everybody can see the other attendees by name. I do this, because it gives me more than just a list of people in my meeting. I can manage them from the list in a number of important ways. So let's take a look. Now, if you want to play along with this, you may want to invite a bunch of people into your meeting room or you can actually even log in on a second computer and become a participant in your own meeting.

Either way is fine, but it's helpful to have more than just yourself in a meeting to do this. So what we are looking at here first off at the Attendee list is at the top I can see how many people are in my meeting. That's important to keep an eye on because when you first start out with the Attendee list, the participants and presenters, other than hosts, may have their little triangle twirled so that you can't see how many there are. But I can see that there are three people in the room, so there are at least two other people here. When I click on Participants, I can see them.

Now if I look carefully, I can see that Presenters is grayed out and Participants is not and that's how I should be able to tell, but it's always a good backup to keep an eye up there, especially when you're about to start the meeting and wondering if there are any people in your meeting. So, I will open this back up. Now, another thing that I really don't like when I have a meeting where I allow anyone in, because the meeting is set up so that anyone who knows the URL can jump into the meeting, is when someone comes in and just types Guest. I really don't know who this person is and what I will probably do is either chat with them or if they are on the phone I will ask to find out who it is.

Once, I know who that person is then I can edit their name in the Attendee list by selecting it, coming up to the Pod Options, choosing Attendee Options and then I'll Edit the User Info. And instead of Guest, I know this is Kirk. So, I will click OK. Now, at least I know who I'm dealing with. If I can't find out who it is and I'm concerned that there is somebody in the room that isn't supposed to be there, I might open up a Note pod and say something like this. I will just open up a quick Note pod here and say All guests must use their name, and then I'll grab that person by selecting their name, selecting from the Pod Options, Remove Selected User and then kick them out of the room.

Now, if they were paying attention, they may try to rejoin as guest and I can kind of keep an eye on that. But it's a really good practice to in your invite when you're talking to people, however you communicate the fact that you're going to have a meeting, let them know that if they're going to log in as a guest they need to use at least their first name. Generally, I actually prefer people to use their full name so that I can know who's there. I can't really prove who it is but it's a lot more comfortable, if you will, to know by name who that person is because you really want people in the room that you're expecting.

Now, once I have the people in the room that I want in the room, I can start to give them differential access to the things in the room that they might want to use. For example, Olivia might want to speak and if we are using Voice over IP, I could enable Olivia's audio by selecting Enable Audio. What that will do is it will make it so that Olivia can access the microphone. Without my selecting this, she can't. Now, if I don't have to do this to every individual user, I can under the Audio option select Enable Audio For Participants and when I do that, then when I hover over a name, notice that Enable Audio Individually is not available.

There are a couple of other things that I can do here. From this hover list, I can enable them to use Video. So, if we are using web cameras for the session, I can enable them to access the web camera. And then Request Screen Share, so if I am having a more collaborative meeting and I want them to show me their screen, I can actually request that and give them access to that at the same time. There's another level of access though that I can give to people directly through this. I am going to select Olivia again, and let's say that I want Olivia to use this Share pod here to upload and share some information. Perhaps a PowerPoint slide.

Well, to do that, first off we will just get this out of the way. Second off, I would need to give her access to that and for that I'm going to select her name, come up to the Pod Options, and choose Attendee Options > Enhanced Participant Rights. What I can do with the Enhanced Participant Rights is to give a user specific rights to a pod type. In this case, I'll give her rights to the Share pod and click OK. Now, if she had a PowerPoint presentation or she wanted to share her screen or whatever, she could do that.

It's important to realize that when I give a user Enhanced Participant Rights such as I've done here with Olivia, she has rights to any Share pod, not a specific Share pod. So just keep that in mind. Once Olivia is done, you may want to go back, select Enhanced Participant Rights one more time under the Attendee Options, and then just take them away when she is done presenting. Now, instead of doing this on a one-off basis and giving people specific rights to specific things, which can actually become cumbersome if you've got a lot of people that you want to have act in a certain way.

Maybe you've got several people that you want to participate, one person you want to have become a presenter. Well, you can start to manage that directly by selecting the person and then making them a host or making them a presenter. Later on, I'll define specifically what these two terms mean, but I want to show you right here that I can make someone a host or a presenter by either selecting from the hover menu that appears or by simply clicking their name and dragging and dropping it over the category that I want to add them to.

So, now Olivia is a presenter and when she is done, I can grab her name and drag it back over to Participants and take those rights away. Finally, when a participant wants to communicate with me, and maybe I haven't given them access to the audio, I don't want them to talk to me but I do need them to be able to communicate, they can use their status to do so. So, what Olivia can do right now is from the Status menu, which is this thing up here that looks kind of a little person raising their hand, she can choose from among the various types of status available.

So, what Olivia wants to do is she wants to tell me that I need to speak louder. All she needs to do is choose that status from the list and it will appear in the Attendee pod. And there we go. That's the little icon that means please speak up. So the Attendee list is more than just a list of the people who are in the room. It's a set of tools to help you manage those people in the room whether you want to give them specific enhanced rights, change the information that you have about them like their name or actually remove them from the room because you feel like you need to.

That's what the tool is for and that's how you use it.

Show transcript

This video is part of

Image for Adobe Connect Essential Training
Adobe Connect Essential Training

59 video lessons · 10622 viewers

Tim Plumer, Jr.
Author

 
Expand all | Collapse all
  1. 1m 38s
    1. Welcome
      53s
    2. Using the exercise files
      45s
  2. 14m 58s
    1. What is Adobe Connect?
      1m 34s
    2. The Adobe Connect family of products
      1m 4s
    3. Obtaining a license to use for the training
      2m 44s
    4. A quick start guide to Connect
      9m 36s
  3. 28m 40s
    1. Creating a new meeting
      5m 0s
    2. Inviting people to your meeting
      3m 3s
    3. Creating users on your Connect account
      4m 22s
    4. Setting up audio: Voice over Internet Protocol (VoIP)
      7m 30s
    5. Setting up audio: Universal Voice (POTS)
      8m 45s
  4. 33m 6s
    1. Meeting the pods
      3m 44s
    2. Managing the pods
      4m 6s
    3. Creating and managing layouts
      9m 54s
    4. Preparing mode
      3m 35s
    5. Working in the Presenter area
      5m 8s
    6. Creating meeting templates
      4m 11s
    7. Managing meetings
      2m 28s
  5. 33m 29s
    1. Revisiting the Attendees pod
      6m 55s
    2. Setting user roles
      7m 10s
    3. Creating groups of users
      4m 12s
    4. Resetting passwords
      4m 59s
    5. Managing access to a meeting
      5m 33s
    6. Using the Connect Add-in
      4m 40s
  6. 27m 33s
    1. Using the Share pod
      5m 52s
    2. Uploading additional content
      4m 37s
    3. Sharing your screen
      7m 3s
    4. Whiteboarding
      4m 4s
    5. Using Full Screen mode to focus the audience
      5m 57s
  7. 37m 24s
    1. Loading PowerPoint files
      7m 24s
    2. Working with PDFs
      4m 12s
    3. Adding JPGs to a meeting room
      3m 42s
    4. Working with Flash video and MP3s
      5m 0s
    5. Loading SWF files (Flash projects)
      3m 54s
    6. Managing content on the server
      8m 13s
    7. Securing a meeting room
      4m 59s
  8. 46m 30s
    1. Customizing your meeting room
      5m 57s
    2. Using the Notes pod
      3m 59s
    3. Allowing your audience to chat
      4m 38s
    4. Polling your audience
      5m 43s
    5. Using a webcam
      4m 43s
    6. Sharing files and web links
      5m 57s
    7. Working with other presenters in Prepare mode
      2m 46s
    8. Working with other presenters in the Q & A pod
      3m 40s
    9. Chatting privately
      2m 55s
    10. Setting preferences
      6m 12s
  9. 17m 3s
    1. Creating a recording
      7m 24s
    2. Editing the recording
      4m 52s
    3. Using the recording
      4m 47s
  10. 20m 46s
    1. Using the meeting as a room
      6m 0s
    2. Managing users as meeting participants
      5m 47s
    3. Video conferencing with the Camera pod
      4m 25s
    4. Controlling someone else's screen
      4m 34s
  11. 12m 34s
    1. Installing the AIR application
      3m 7s
    2. Managing meetings
      5m 23s
    3. Managing recordings
      4m 4s
  12. 3m 35s
    1. Downloading and installing the app
      45s
    2. Attending a meeting
      2m 50s
  13. 48s
    1. Next Steps
      48s

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