Joining a Meeting: The Attendee’s Perspective In order to join a Fugent / WebEx meeting, attendees will need to install the WebEx plug in. The plug-in is a small piece of software that allows your attendee to connect to the meeting platform. WebEx, Fugent’s partner, constantly updates and maintains the plug-in making it secure and virus free. In addition, WebEx uses a class 3 VeriSign certificate to authenticate and verify that the plug-in is safe for installation. Depending on how the attendee’s system is configured, she may see different screens when joining a meeting for the first time. We have outlined some of the most common scenarios below to assist you with directing attendees into a meeting. In addition, we have included common security settings that your attendee can modify to make joining meetings easier. If you need further assistance directing an attendee into a meeting, please contact Fugent Support at 1.866.438.4368 or support@fugent.com.
Table of Contents: Joining a Meeting: Step 1: Meeting Entry...…………………………………………………………………… Page 2 Step 2: Scenario One - Automatic Installation …………………………………. Page 3 Step 2: Scenario Two - Prompted Installation …………………………………. Page 4-7 Step 3: In Meeting ……………………………………………………………………………… Page 8 Troubleshooting: Adding Trusted Sites …………………………………………………………………………… Page 9-10 Modifying Browser Security Settings ………………………………………………….. Page 11
Joining a Meeting: The Attendee’s Perspective Step 1: Meeting Entry The attendee will join the meeting either by clicking on the link within the email invitation or through your Fugent homepage. The first screen your attendee will see is Enter Meeting screen. If the attendee clicked on the link within the invitation email, the system will pre-fill his information into the name, email address, and password fields. If the attendee is joining through your Fugent homepage, then he will need to enter the necessary information. After clicking I Agree on the Enter Meeting page, the attendee will she her screens change. Depending on how the attendee’s security settings are configured on her system, she may see different screens for the next few steps.
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Joining a Meeting: The Attendee’s Perspective Step 2: Scenario 1 – Automatic Installation Most individuals will have their systems configured, so that they can automatically install the necessary WebEx plug in. In this case, the attendee will see the following screens prior to entering a meeting. Please, direct your attendee to be patient as the system installs the Meeting Manager plug in. If you attendee closes or clicks the back button on her browser, she will stop the installation.
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Joining a Meeting: The Attendee’s Perspective Step 2: Scenario 2 - Prompted Installation Some attendees may have their security settings set so that they are prompted to accept new software prior to installing it on their machines. If this is the case on your attendee’s system, then he will receive several pop-up windows after clicking I Agree on the Enter Meeting screen. The pop-up windows will ask him whether he would like to allow his system to install the plug in. Again, depending on the type of operating system and browser the attendee is using, he may see a series of different screens. The attendee will need to click Yes and Install on the following screens in order to install the necessary plug in and enter the meeting. Fugent has outlined two prompt scenarios below. Prompt Example 1:
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Please, direct your attendee to be patient as the system installs the Meeting Manager plug in. If you attendee closes or clicks the back button on her browser, she will stop the installation.
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Joining a Meeting: The Attendee’s Perspective Step 2: Scenario 2 - Prompted Installation Prompt Example 2:
Your attendee will need to click the yellow information bar and then select Install ActiveX Control in order to install the WebEx Meeting Manager Plug in.
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Joining a Meeting: The Attendee’s Perspective Step 3 – In Meeting When the attendee’s system finishes installing the meeting manager, she will be directed into the meeting. You will see her name on the participant list and she will see the Meeting Topic page or the document you loaded into the meeting window.
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Troubleshooting: Meeting Attendees If your attendee is having problems joining a meeting, first check to see what type of browser she is using. Currently, the best browser to use for meeting is Internet Explorer. You may also have your attendee add two trusted sites to her browser and modify her browser security settings. Instructions for adding trusted sites and modifying browser security settings appear below. Both of these steps will help your attendee install the necessary meeting plug in on her computer. If you are still having problems, please call Fugent Support at 1.866.438.4368.
Adding Trusted Sites First, have your attendee close ALL browser windows. Then, open Internet Explorer and click on the Tools menu. Next, choose the Internet Options menu and click on the Security Settings tab. Click on the Trusted Sites Icon and the Sites button.
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If the Require Server Verification box at the bottom of the screen is checked, uncheck it prior to adding your sites. Next, type the following URL into the Add this Web site to the zone field – http://*.fugent.com and click Add. Type the next URL – http://*.webex.com and click Add. Then click the OK button to save your sites.
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Troubleshooting: Meeting Attendees Enabling ActiveX Settings First, have your attendee close ALL browser windows. Then, open Internet Explorer and click on the Tools menu. Next, choose the Internet Options menu and click on the Security Settings tab. Click on the Internet icon and the Custom Level button. Scroll down to the ActiveX Controls and Plug-ins section. Modify the following settings to replicate the settings below. Next, click the OK button to save your changes. Automatic Prompting for ActiveX controls: - Disable Binary and Script Behaviors: - Enable Download Signed ActiveX controls: - Enable Download Unsigned ActiveX controls: - Enable Initialize and Script ActiveX controls not marked as safe: - Disable Run ActiveX controls and Plug-ins: - Enable Script ActiveX controls marked safe for scripting: - Enable
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Troubleshooting: Meeting Attendees Disabling VPN Connection If your attendee is using a VPN connection (Virtual Private Network) to connect to your meeting, then he will experience problems when joining. Direct your attendee to disable the VPN connection and connect directly to the Internet to join your meeting.
Using Mozilla Firefox or Safari Currently, the best browser type to use to connect to a meeting is Internet Explorer. Attendees using Mozilla Firefox or Safari to connect to your meeting may experience problems while joining. Direct your attendee to close all browsers and open a new Internet Explorer window to connect to your meeting.
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