webconference http://www.formeeting.it/collaboration.html

1. VIRTUAL MEETING: A QUICK GUIDE FOR THE
ADMINISTRATOR
REQUIREMENTS: For participation at a Web videoconference with
Virtual Meeting it is necessary to have an Internet connection
(ADSL), a browser installed with plug-in Adobe Flash Player® 8 ,
active Javascript, a webcam and a headphone with microphone.
PRELIMINARY INTERVENTIONS : Before commencing an online
meeting it is necessary to define and invite the users who will
participate at the meeting. This intervention is carried out by the administrator/speaker before
the meeting by accessing the administration Area (https:/www.formeeting.it/amministrazione.asp).
The administrator can, from this section, carry out various interventions. The creation of users
being the main one: by completing in full the appropriate module an account relative to the user
who one wishes to invite will be created. Definition, for each user created, is extremely important
during the validity period, or the possibility to previously determine the date so that that user
cannot accede to the virtual room beyond it. In the lower part of the administration Area all the
users created will be listed (a maximum number does not exist) and in correspondence with each
of them a series of icons is visualized which permit specific interventions to be carried out on that
user. Once the users have been created, it is possible to proceed to invitations: this can be
executed singularly (by clicking on the appropriate icon corresponding to each listed user) or
cumulative (by clicking on “Invite all active users). The invitation consists in completing a module
supplying indications regarding the date, hour and subject of meeting. The invitations, once
submitted, will be automatically addressed to the users’ e-mail and also forwarded by SMS (only in
the case where an SMS service has been activated).
The room administrator can, as always from the administration Area, configure some important
characteristics regarding the room: logo/images (jpg file) to be loaded in the room and to be used
in the invitation e-mail and the access route to the meeting (in the case where the Virtual Meeting
interface has been integrated internally on a Web page on its own Internet site. Other
configuration options concern registrations of interventions on behalf of the speaker as well as on
behalf of the users. It is always possible to save files in the administration Area where eventual
registrations are concerned and to accede access statistics to the room (file MS Excel®).
Further and more detailed information regarding the administration Area are available at the
following address: http://www.formeeting.it/guida_admin.asp.
TO PARTICIPATE AT A MEETING: To access the “virtual room” where the meeting is to be
held, accede to your personalized login page or to the Web site http:/www.formeeting.it. Once
inside the room it is possible to accede to the various functions placed at disposal. Click “setting”
or “configuration” to select the audio and video acquisition peripherals, then click on the
appropriate video panel on the upper right. When ready, click the button “Show to all”: now all
users present in the room and all users who are connected will see and hear the speaker. The
Administrator, as well as the other users, can use Chat to communicate in a textual form with
those present. The speaker, within the room, is also the moderator, in that it is he who manages
the various participants’ interventions. In practice, the speaker can activate or deactivate any user
at any given moment. This operation can be carried out by selecting the user’s name from the list
shown on the right and clicking on the “Activate” button. Deactivation is through the same
procedure. Activation of a participant can also happen on explicit request on behalf of the latter:
in this case the speaker will note the video request, and if he so chooses, can proceed to
activation by clicking on the appropriate “Activate”. The maximum number of users who can be
contemporarily activated is equal to four; this signifies that in total there can be 5 active users who
see and speak to one another. Other eventual users present in the room see and hear these five.
Virtual Meeting by Virtual Valley Srl - ITALY
Sondrio, Via Parravicini, 4 (registered office)
Sondrio, Via Mazzini 70 (executive office)
Milano, Viale Monte Santo 1/3 (marketing office)
www.formeeting.it - www.nostressmeeting.it - www.nostressmeeting.com

2. If the speaker desires to let a new user intervene, he must first deactivate one of the active ones.
In this way the speaker is able to, during a meeting, allow all those intervening to speak, whether
they are in 5, 10, 100 or 1.000. (Max. Per room 1.500). The speaker can, for easier
communication with those present, use, besides the Chat instrument, an interactive ‘blackboard’ a
Slide instrument (an extension of the blackboard) and the Desktop View instrument, this allows
the users to see his own desktop (to execute this latter intervention it is necessary to have
previously downloaded and installed NitroCAM). The administrator/speaker is the only one inside
the room who can empty the Chat content and clear the blackboard.
SETTINGS: The speaker, as well as each user, has the possibility to make modifications to some
settings of considerable importance amongst which the quality of the video signal (received and
transmitted), the volume of their own microphone and activation of echo suppressor. Besides
these, by clicking the “Settings” button it is possible to select the desired audio and video
(microphone and webcam) acquisition equipment.
EXCHANGE OF FILES: Each user can load and download platform files. To execute these
interventions just click on “File management”: inside a frame will be shown the list of files already
present and some buttons to each of which corresponds a precise intervention. To download a
file, choose from the list and click “Download”, after which choose the route on your PC on which
to save the file. There are two different means to load a file: the first, public, allows
downloading a file which will rendered available to all (anyone can download); the second allows
downloading the file in private form, or rather no other person can see it and consequently
download it. For some types of file it is possible to visualize a preview directly from inside the
platform: it is just sufficient to choose the file and click “Preview”. The files downloaded on
platform can be eliminated only by the administrator/speaker. The user can only cancel his own
files (those downloaded in private form). The speaker, in addition to these interventions, has the
possibility to enforce visualization of a preview of a file to all connected users. Regarding preview
of a file, the speaker and the active users, have the possibility to use collective design instruments
to illustrate/explain/clarify more fully the concepts which they wish to present.
TOOLS: The platform foresees various instruments such as calculators, personal memos, mail,
etc. These instruments can be used by any connected user without the need of any previous
setting by the administrator/speaker.
Assistance:
support@virtualvalley.it (7/24/365)
tel 0039 0342 514.140 (Monday to Friday from 9.00 to 13.00 and from 14.30 to 18.00)
fax 0039 0342 517.378
Virtual Meeting by Virtual Valley Srl - ITALY
Sondrio, Via Parravicini, 4 (registered office)
Sondrio, Via Mazzini 70 (executive office)
Milano, Viale Monte Santo 1/3 (marketing office)
www.formeeting.it - www.nostressmeeting.it - www.nostressmeeting.com