- [Instructor] In this chapter, I'd like to look more closely at managing the participants in your meetings. Let's start by revisiting the attendees pod. I have a meeting open here, and several people listed in the attendees pod, and again, this is the area for managing all the people in your meeting. From here you can see exactly who's in the room, manage their rights, give them access to other pods, or even kick them out of the meeting if need be. So for instance, in meetings where you've allowed guest access, you might see a couple of people who simply typed their name in as Guest, or some other name that doesn't really identify who they are. Depending on the type of meeting and who you expect to be there, you might prefer to know exactly who this person is.
Now if you're on audio, you can simply ask the attendees who they are, and then select the guest in the pod, go to the options menu to Attendee Options, and choose Edit User Info. And from here, you can type in their actual name. Now the attendees can do the same as well. So if you have multiple people signed in as Guest, instead of changing them all yourself, you can ask your participants to select themselves in the attendees pod, go to Options, and chose Edit My Info to change their own names.
Now if they are being unresponsive, or you just can't figure out who they are, you can disconnect them from the meeting by selecting them and from options, you can choose Remove Selected User. They'll immediately be disconnected and and they'll see a message saying that they've been asked to leave the meeting. Alright, once I have the people in the room that I actually want in the room, I can start managing the type of access they have to the things in the room. For example, if Nick wants to speak, and we're using voice over IP, I can enable his microphone by rolling over his name, and choosing Enable Microphone.
Again, that makes his microphone button available on his screen, and I see a little mic icon next to his name. You can also start a private chat with this person which opens up a section of the chat pod with their name down here at the bottom, and anything we type in here will only be seen by the two of us. Just be very, very careful to make sure that you have the correct name selected if you're engaging in a private chat. It's a very easy to send a message to the wrong group of people if you are not paying attention to what's selected here at the bottom of the chat pod.
In cases where one of the attendees might have a file others need to look at, for instance, maybe Nick just received a mock-up of a new website design or logo, you can request that they share their screen from this menu. Nick will see a request to start sharing his screen. If he clicks Start, that gives him access to the share pod here. You can see his name here in the title bar. And now we're seeing his screen. So as Nick flips around this PDF file, we can see exactly what he's seeing on his screen. You can also request to take control of someone else's screen once they share it.
That's why we have this Request Control button here, and if he accepts, I now have control of his screen and I can work with his PDF. And the rest of his screen for that matter. And once I'm done I can release control. But requesting control of someone else's screen can also be useful in situations where you need to fix or adjust something on the attendee's computer. And when we're done looking at his screen, I can choose Stop Sharing from the options menu. Another two options that are available in this pop-up menu that appears when you roll over attendees allows you to change their rolls in the meeting.
Everyone starts off as a participant unless you've otherwise specified, but you can change them to a host or presenter at any time. I'll talk more about these rolls and their abilities in a separate movie coming up, but just remember for now that this is where you set those roles. But that's not everything you can do with your attendees. You can also give them access to other specific pods in your meeting. For example, maybe Nick has a file he wants to share with the group. Start by selecting the attendee, then from the options menu, go to Attendee Options, and choose Enhance Participant Rights.
And in this window that opens, just check all the pods you'd like this specific attendee to be able to control. Note that it says all instances of selected pod types are affected. So if you have more than one note pod, for example, this attendee will be able to control all of them. In this case, I'll choose the File Share Pod, and I'll click OK, and there's the icon that now appears next to Nick's name. Right next to the microphone icon, we see the file share icon now. Now because I still control the layout, we don't currently have a file share pod open. But if I'm working in one of the layouts that does have a file share pod, Nick will now be able to see it, he'll have access to the upload file button you see here, and he'll be able to upload a file to share with the rest of us.
And we can see here that he's now added a logo, and now anyone in the meeting can select it and download to view it. And there it is. Let's go back to our meeting. Gonna go back to the sharing layout here. Now to deactivate pod privileges, you can, again, select the person's name, go to Options, Attendee Options, Enhance Participant Rights, and uncheck the pod.
It's also worth noting that I also could have made Nick a presenter temporarily, which would have given him access to all of the pods. That way he could share his file, and use any of the other pods that he needed to, and then I could have switched him back to being a participant. That can be a lot faster than opening the Enhanced Participant Controls for each person individually. Alright, so there you have a rundown of the options available to you in the attendees pod.
- Creating meetings, users, and groups
- Setting up audio
- Passcode protecting a room
- Video conferencing
- Recording and editing meetings
- Managing participants
- Sharing your screen
- Creating break-out rooms
- Working with the Chat pod
- Polling your audience