Down the page A guided tour of Centra Web Seminar for MOREnet e-Conferencing service. Please note the times that essential set up and checks should be performed prior to attending an e-Conferencing event. Preparation Viewing Requirements Event Manager Tasks Access Centra   Event Manager Basics Create a New User Account Schedule a Session Enroll Users or Groups Special Roles in a Session Create a Group Add a User or Group   Glossary   To open Windows Media™-formatted content, you need Windows Media™ player, which can be downloaded from the Microsoft® website. Windows Media is a trademark of Microsoft Corporation. To view PDF files, you need Adobe Reader, which can be downloaded from the Adobe website.

Guided Tours: Event Manager

Preparation

Viewing Requirements for Knowledge Objects and PDF Files

Centra Knowledge Objects require Microsoft Windows Media Player version 6.4 or higher, which can be downloaded from http://www.microsoft.com/windows/windowsmedia/download/
default.asp. These Knowledge objects should be viewed at a monitor resolution of 1024 x 768 or higher.

PDF files require the free Adobe Acrobat Reader, which can be downloaded from the Adobe website at http://www.adobe.com/products/acrobat/readstep.html.

Note: It is important to note that some topics require IP authentication. If you are not on a MOREnet-supplied IP, you may not be able to perform some of the exercises. Please let your session leader know how you are connected (for example, through MOREnet, private Internet service provider, etc.).

Event Manager Tasks

An event manager creates Symposium and Conference sessions (events) and enrolls users in a session. Event managers can also schedule eMeetings; for more information, visit the eMeeting Leader guided tour. For a successful e-Conferencing experience, please read this document completely before managing and creating Centra events.

Access Centra

1. Open a browser.
2. Go to http://econ.more.net/main/mnet/training/ (opens another browser window).

On the left side of the screen pictured above is a public navigation bar, which allows you to view public recorded events without having to log in. The public navigation bar contains links to other pages.

Two of the links in the public navigation bar point to other pages that users can visit without logging in:

• Public Events
• Public Recordings

The other link in the public navigation bar provides a shortcut to a page that users cannot visit without first logging in:

• My Schedule

3. Click on an Event Manager tool from the list of choices on the right-hand side of the screen.

   

   • Manage Users - A Centra user must have a Centra user account to log in to the Centra server and to lead or participate in a session. The Manage Users tool allows an event manager to create users as well as edit, remove, search, sort and determine active users.
   • Manage Events - An event manager can create Symposium and Conference sessions. Creating sessions involves creating the event, adding the subject and enrolling the users. Note that any user can create an eMeeting session.
   • Manage Programs - Programs allow event managers to group multiple Symposium and Conference sessions together under a single name. When you enroll users or groups in a Program (or they enroll themselves), users automatically are enrolled in all sessions connected to that Program.
   • Manage Cost Centers - Optional registration field for use when mapping users, groups or departments to a specific monetary governance.
   • Manage Images - An event manager can upload the images (.gif, .jpg or .bmp files) that can be used on a Centra webpage.
   • Manage Surveys - The event manager can create the registration and post-event surveys included as part of a Web Seminar. Once these surveys have been filled out, the results can be viewed.

To find out more about each of these event manager tasks, see the Event Manager Guide (1.2 MB PDF file; opens another browser window).

Event Manager Basics

The basic tasks of the event manager include creating new user accounts, scheduling sessions (events) and enrolling users or groups in those sessions.

Create a New User Account

A Centra user must have a Centra user account to log in to the Centra server and to lead or participate in a session. Users can create their own accounts or event managers can create the accounts.

Before creating a user account, an event manager should:

• Have the user's account information available.
• Ensure that the user's organization has Centra licenses available.
• Know the role to assign to the new user (participant, leader, agenda builder, event manager).

Tip: Event managers can always edit the account information at a later time.

Note: Do NOT use these characters in the user's login, first, middle or last name: * (asterisk), % (percent), + (plus), " (quote) or , (comma). The Centra server will strip out these characters.

To create a new user account

1. Log in to the Centra server as an event manager.
2. From the Event Manager menu, click Manage Users.
3. Click Add User.
4. Enter all required information: Login, Password, Retype Password, First Name, Last Name, Email and Display Name.
5. In the Meeting Capacity box, type the number of attendees the user can have in the meeting.
6. Enter any relevant optional information.
7. Select the group(s) to which the user should be assigned.
8. Click Add. The Centra server creates and stores the user account in the Centra database.

Account Tips

• Duplicate logins are not allowed in the Centra database, so differentiate users with the same first initial and last name numerically. Example: jsmith1, jsmith2, etc. You are notified of any user login name conflict when you try to add the user. A duplicate login name is spelled the same as an existing name, whether or not it is capitalized differently.
• Passwords are case sensitive. The Centra system administrator may enforce restrictions on length and special characters for the password.
• The display name appears in the participant list when users attend a session.

For more information about creating user accounts, see

• Creating a User Account (opens another browser window)
• Event Manager Guide (1.2 MB PDF file; opens another browser window)
• Event Manager Essentials (3 MB PDF file; opens another browser window)

back to top

Schedule a Session (Event)

An event manager schedules Symposium and Conference sessions and eMeetings (events).

To schedule a Symposium or Conference session

1. Log in to the Centra server as an event manager.
2. From the Event Manager menu, click Manage Events.
3. Click New Event.
4. Type the session name in the Event Name box.
5. If necessary, change the Day and Time.
6. Select the Duration in Hours and Minutes for a specific time or Ongoing to have the session always available.
7. Type the Contact for the session. By default, the contact is your name.
8. Type the number of users allowed in the session in the Enrollment Limit box.
9. If you have more than one server, select the Server to conduct the session.
10. Select a session type: Symposium or Conference.
    Note: eMeetings are scheduled on the Create Meeting page. Any user can create a meeting.
11. Select any of the following session options:
    • Record event - If selected, enables the server-side recorder.
    • Live video - If selected, the leader can enable video in Symposium or Conference.
    • Display number of participants (Conference events only) - If enabled, shows the number of participants currently attending the Conference session (shown in the Participants area in the client interface).
    • Full Duplex Audio - Select the number of concurrent audio channels. For better performance (especially if there are dial-up users), leave the number at 1.
    • Welcome URL - Enter the URL for the content that appears in the Media Window when first entering the session.
    • Logout URL - Enter the URL to appear in a Web browser when users close Symposium or Conference.
12. Optional: Select a Subject. To schedule a session with no structured content, select <None>.
13. Select the protocol used to transport the session content:
    • HTTP (default). Uses port 80 by default because this port usually is open on firewalls. Use HTTP if there are any network problems that prohibit the use of the Centra protocol.
    • Centra Event Protocol (CEP). Using this protocol, the Centra server is able to control the content stream to adapt to connection speeds so there is no impact on audio quality and clients can pre-fetch the next agenda slide (in the background).
14. Enter any Event Options needed:
    • Early Attendance - To limit the participant's early access to the session, change the option from No Limit to 15 minutes or 30 minutes.
    • Password - To make the session private, type a password in the Password and Retype Password boxes.
    • Public event - Enabled by default, this option allows users to enroll themselves in the session from the Event List. By unchecking this option, you can create a “private session.”
    • Allow guest attendees - If enabled, guest users can attend the session and play back a recording of the session.
15. To finish, do one of the following:
    • Click Create to schedule the session on the selected server.
    • Click Create & Edit Enrollment if you are ready to enroll users in the session.

To schedule an eMeeting

Event managers can also schedule eMeetings. For more information, visit the eMeeting Leader tour.

Scheduling Tips

• The server allows you to create sessions with the same name.
• The default day is the current server system clock date and time. The time zone provides an offset from the Centra server's system clock, so the session appears in the Event List as the current time on the user’s schedule.
• Enrolled participants can log in to the session any time before the scheduled start time.
• If you chose a specific time when scheduling a session, the session automatically moves from the Upcoming tab to the Past tab on the user's My Schedule page when that time has passed.
• The leader is included in the enrollment count and all members in a group are counted individually.
• Your server license determines if you are allowed to create Symposium and/or Conference sessions.

For more information about creating sessions (events), see:

• Creating an Event (Windows media file; opens another browser window)
• Event Manager Guide (1.2 MB PDF file; opens another browser window)

back to top

Enroll Users or Groups

After you have created a Symposium or Conference session, you can enroll users or groups of users.

To enroll users or groups in a Symposium or Conference session

1. Log in to the Centra server as an event manager.
2. From the Event Manager menu, click Manage Events.
3. Locate the session in which you want to enroll users and click Edit Enrollment.
4. If necessary, click the Add to Enrollment tab.
5. To enroll multiple users or groups at one time, select the users and/or groups by selecting the check boxes next to their logins, or click Check to select all users and groups on the page. Then click Enroll Checked.
6. If the Centra server is configured for automatic e-mail, the enrollment e-mail opens. In this e-mail message you can:
   • Change the subject.
   • Insert additional text (in two separate places in the message).
   • Check the Include optional text in outbound message? check box to include a URL to a Guest Attend page.
   • Click Send Email to send the message.

For more information about creating sessions (events), see:
Event Manager Guide (1.2 MB PDF file;opens another browser window)

Special Roles in a Session

When you schedule a Symposium or Conference session and enroll users, they are automatically enrolled as participants. You can then appoint a leader to conduct the session. You may want to appoint a remote application host to share a remote application. You may also designate any co-presenters for the event at this time. This feature allows you to set up an event on behalf of someone else.

There is no limit to the number of co-presenters that can be specified. These co-presenters have the same capabilities within a session as the leader of the event, except the ability to manage breakout rooms.

To assign special roles for a Symposium or Conference session

1. Log in to the Centra server as an event manager.
2. From the Event Manager menu, click Manage Events.
3. Locate the session and click Edit Enrollment.
4. If necessary, click the Current Enrollment tab.
5. Locate the individual you want to appoint to a special role.
6. In the Leader, Recorder, Co-Presenter or Host columns, click No. The Centra server updates the column to read Yes and the individual is appointed to the special role (toggle between options).

Enroll for Playback

Registered users can be enrolled in a recorded session for playback only. You can enroll up to the number of licenses purchased. Simply click the Enroll for Playback link to allow a participant to view a recorded event. The Enroll for Playback link is only provided for events that have playbacks available.

Tips

• Only one user can be assigned to the leader role at a time. If you assign the leader role to another user, that person becomes the leader.
• Multiple users can be assigned as remote application hosts.
• A Conference session can have up to four co-presenters.

For more information about special roles in a session, see:
Event Manager Guide (1.2 MB PDF file; opens another browser window)

Create a Group

Groups are multiple users who can be simultaneously enrolled in a Symposium or Conference session. This grouping provides an efficient way to enroll and schedule multiple users at one time. You can create a new group at any time.

To add a group

1. Log in to the Centra server as an event manager.
2. From the Event Manager menu, click Manage Users.
3. Click Add Group.
4. In the Group Name box, type a name for the group.
5. Do one of the following:
   • Click Submit and Edit to add users to the group.
   • Click Submit to add the group without adding users.

back to top

Add a User to a Group

You can add users to a group at any time. Users can belong to multiple groups.

To add users to an existing group

1. Log in to the Centra server as an event manager.
2. From the Event Manager menu, click Manage Users.
3. Locate the group you want to edit. Group names appear in italics.
4. Click Edit associated with the group.
5. Click the Add to Group tab, if necessary.
6. Find the user you want to add to the group. Users do not need to be assigned the same roles to be in the same group.
   Note: Groups cannot include other groups.
7. Click the Add link associated with the user's name.

Tip: To add multiple users at one time, select the users by checking the checkboxes next to their login. Or, to select all users on the page, click Check. When finished selecting, click Add Checked.

For more information about groups, see
Event Manager Guide (1.2 MB PDF file; opens another browser window).

Glossary

• Centra's Glossary (181 KB PDF file)
• MOREnet e-Conferencing Service Glossary

Please let us know if you have comments about this guided tour or the e-Conferencing experience.

back to top