July 2018 HPE MyRoom Quick Reference Guide - Events Page 1 of 11

HPE MyRoom Events

Quick Reference Guide

Why schedule an event

Invite anyone

Invite anyone, whether they have a MyRoom account or not Those with an account do not need to be logged in to join the event

Event keys

Event keys

Are specific to a date, time, and room

Become active half an hour before scheduled start time o You can prepare the room o Import materials o Greet your participants o Everyone can join early enough to start on time

Reserve time

Send event details in advance to everyone who needs to attend Reserve time on their calendars by sending a calendar invitation

How to schedule an event

Open Events window

Either:

Right-click on a room

Select Events from the menu

Or:

Select a room

Click clock icon at bottom of Rooms tab

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How to schedule an event (continued)

Create event

Select meeting date from the calendar

Click Create Event button

Fill in: o Event name o Teleconference

or other information

o Start time (your local time zone)

o End time (your local time zone)

Click Save button

Capacity is dependent on your MyRoom account

Duration guidelines

Minimum duration = 30 minutes Maximum duration = 12 hours

Allow at least half an hour between end time of one event and start time of next event in the same room

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Distribute event logistics

Right-click menu

Open Events window

Right-click an event

Copy

Copies only the key that you right-click, for example:

Right-click on Participant Key

Select Copy

Paste Participant key into a chat, e-mail, invitation, document, etc

Copy attend link

Copies a link containing the key in the field that you right-click, for example:

Right-click on Participant Key

Select Copy attend link Paste link with Participant key embedded in it into a chat, e-mail,

invitation, document, etc

Participant can click the link at meeting time to open the Join a Meeting window with the key field pre-populated

Copy event details

Right-click any field Select Copy event details

Paste all details as one block

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Distribute event logistics (continued)

Create calendar item

Right-click any field

Select Create Calendar Item

An appointment for the specific event date and time will be generated in your default calendar application

Before saving, consider setting a reminder

Before sending as an invitation, consider turning on “Request Responses”

To limit the role of your attendees, delete Presenter information

Email

Right-click any field

Select Email* o A message including all event

details will be generated in your default e-mail application

Add e-mail address in “To” field

Edit the message. For example o Add an agenda o Specify your local time zone o Add a link to a time zone

converter website

* Windows only - not available on Mac, Linux

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Join event

Join up to half an hour before scheduled event start time

With an account

Room Key field on Contacts or Rooms tab

Rooms tab as Owner, Reader, Writer, Room Administrator

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Join event (continued)

With an account (continued)

Events Window

With or without an account

Enter with key button on Log In window

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Join event (continued)

With or without an account (continued)

MyRoom home page (www.myroom.hpe.com)

Key link

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Control participant features

Customize participant experience for each event by enabling and disabling various features

All participants

Join event as Presenter

Click Tools to manage people and room features button

Select Configure room for participants

Check a feature to make it available to all participants

Uncheck a feature to make it unavailable to all participants

Click Apply button

Close Control Participant Features dialog box

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Control participant features (continued)

Individual participant

Right-click Participant’s name in People panel or Hands Up panel

Select Use Microphone or Use Video Camera

Select Allow, Disallow, or Default Permission

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Handouts

Presenter actions

Prepare materials:

Import any file type or add a content item

Place all handout materials in folder(s)

Select folder

Either click Open Content File Menu button

Or right-click folder

Select Share Handouts Folder

Grant participant access:

Click Tools to manage people and room features button

Select Configure room for participants

Check Handouts Folder to enable it for participants

Uncheck Handouts Folder to disable it for participants

Click Apply button

Close Control Participant Features dialog box

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Handouts (continued)

Participant actions

Click Show handouts panel button

Either o Drag and drop items to desktop or

file explorer

Or o Right-click item o Select Export