As the chairperson, it's your responsibility to share the meeting details with your participants. eVoice simplifies this process, allowing you to easily distribute the following information before the conference:
- The date and time of the web conference
- The toll-free number for U.S. and Canadian callers
- The seven-digit access code (e.g., 227988)
To Schedule a Standard (Non-On-Demand) Meeting:
(For immediate, on-demand meetings without automatically generated email invitations or pre-registration, see "On-Demand Web Conferences.")
1. Log into eVoice.
2. Access the Conferencing Page:
- Click the "Conferencing" button at the top-right of the eVoice page. The Conferencing page will appear.
- Under "Web Conferencing," click the "Start or Schedule a Web Conference" button. This will open the Conference Center (your eVoice credentials grant you access).
3. Set Up the Meeting:
- Verify that the Time Zone drop-down menu shows your correct time zone (default is Eastern Standard Time [EST]).
- Click "Schedule a Meeting."
4. Enter Meeting Details:
- In the top section, fill in the meeting title, host(s), From email address, date, time, and duration.
- Choose a Registration Type for participants:
- Register at time of meeting: Gathers participant information at login.
- Pre-register before the meeting: Collects participant information before the meeting, allowing you to track attendance and control access. Registrants receive login details after registering.
- If you chose "Register at time of meeting": Check the box to receive email notifications of new registrations.
- If you chose "Pre-register before the meeting":
- Select if registrants will be automatically or manually confirmed.
- Check the box to receive email notifications of new registrations.
- Select a Meeting Type (Web & Audio; Audio only; Web only).
- If applicable, under "Audio Type" (On-Demand is selected by default):
- Choose a dial-in number (click the link to add more international numbers).
- **NOTE:** Do not select the N/A option; the Broadcast Audio feature is not available with your eVoice account.
- Enter a meeting description (this will appear in the email invitation).
- To require participants to enter a passcode for the web portion of the conference:
- Select "Set Security Passcode" to display the Security Passcode field.
- Enter a passcode (case-sensitive, 4-9 alphanumeric characters).
5. Finalize and Send Invitations:
- Click "Save and Next."
- Click "Preview" to review the invitation before sending (optional).
- Click "Send Invitations," and follow the prompts to invite participants and upload any email attachments.
- Optionally, post your meeting notice to Facebook or Twitter using the appropriate icon.
- Click "Done." Your meeting will now appear in the queue on the main Conference home page.