HPE MyRoom Events Quick Reference Guide - Web Quick Reference Guide...  HPE MyRoom Events Quick Reference

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  • 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

  • July 2018 HPE MyRoom Quick Reference Guide - Events Page 2 of 11

    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

  • July 2018 HPE MyRoom Quick Reference Guide - Events Page 3 of 11

    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

  • July 2018 HPE MyRoom Quick Reference Guide - Events Page 4 of 11

    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

  • July 2018 HPE MyRoom Quick Reference Guide - Events Page 5 of 11

    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

  • July 2018 HPE MyRoom Quick Reference Guide - Events Page 6 of 11

    Join event (continued)

    With an account (continued)

    Events Window

    With or without an account

    Enter with key button on Log In window

  • July 2018 HPE MyRoom Quick Reference Guide - Events Page 7 of 11

    Join event (continued)

    With or without an account (continued)

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

    Key link

    http://www.myroom.hpe.com/

  • July 2018 HPE MyRoom Quick Reference Guide - Events Page 8 of 11

    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

  • July 2018 HPE MyRoom Quick Reference Guide - Events Page 9 of 11

    Control participant features (continued)

    Individual participant

    Right-click Participants name in People panel or Hands Up panel

    Select Use Microphone or Use Video Camera

    Select Allow, Disallow, or Default Permission

  • July 2018 HPE MyRoom Quick Reference Guide - Events Page 10 of 11

    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

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

    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