Page 1

Meeting Management Version 2.0 Administrator Guide

1


Meeting Management Interface Admin Guide Preface: Fugent’s Meeting Management Interface is proprietary software designed by Fugent to make managing and tracking virtual meetings and events easy and efficient. The interface is the only system of it’s kind to tailor the look and feel of the site to meet client’s branding scheme, offer a hierarchy of user accounts and privileges, and provide a variety of post meeting reporting. Fugent clients enjoy the easy to use, logical layout of the site, and the valuable features it has to offer. After reading this guide, you will have a thorough understanding of how to use the interface to manage all administrative aspects of your company’s virtual meetings: compiling reports on how many times your company has meet with an individual client or on a specific topic, using management features to ensure users are adhering to company procedures and policies, and administering user accounts and privileges within the system. Keep in mind that this guide is only designed to teach administrators the added management functionality the Meeting Management system provides. If you are looking for information on how to schedule meetings in the Meeting Management Interface or how to present information once you are in a meeting, please see the Meeting Management User Guide, the WebEx Meeting Management User Guide, or the Meeting Express User Guide. Yours truly, The Fugent Team

2


Meeting Management Interface Admin Guide Table of Contents: Reports ………………………………………………………. Report By Company ……………………………... 4-7 Report By User ……………………………………….. Report By Topic ……………………………………… Report By Event ……………………………………... Compliance ………………………………………………….. Admin ……………………………………………………….. Manage Users ………………………………………… Manage News ………………………………………… Manage E-mails ……………………………………… Manage Topics ……………………………………….. Manage Presentations ………………………………… Meeting Center Options ………………………………

3-19 8-11 12-15 16-19 20-21 22-43 23-26 27-30 31-32 33-35 36-38 39-43

3


Meeting Management Interface Admin Guide Reports As a company administrator, you have access to a robust reporting infrastructure that will allow you to thoroughly analyze your company’s virtual meeting efforts. For example, you may compile reports on how many virtual meetings your sales department has with an individual company, on a particular product/topic, or for a specific date range. In addition, you may also narrow these reports to only reflect a select group of users within your organization. This new reporting infrastructure will allow you to better track your company’s virtual meeting efforts and assist you in evaluating your company’s return on time spent with a particular client or topic.

Figure 1 - Reports

4


Meeting Management Interface Admin Guide Reports – By Company The Company Report allows you to total your company’s virtual meeting activity by the name of the participating client or organization. Administrators use this report to evaluate the amount of time the company is spending with a particular customer or prospect. To compile a virtual meeting activity report at the company level, click on the “Report By Company” button on the main reports page (Figure 1). Next, specify the date range for which you would like to view virtual meeting activity. After you select a date range, you will select whether or not you want your report to reflect meeting totals for an individual host or for your organization as a whole. Make this selection by choosing the appropriate report in the “Select Report” dropdown (Figure 2). Then, select which companies you would like to include in your report, by checking the box next to the Company’s name. Keep in mind that only companies participating in meetings during the selected time frame will appear for you to select. The system compiles the Company report by acknowledging the e-mail address an attendee uses to enter a meeting. Therefore, meetings will only be listed under a company name, if the client supplied his or her company e-mail address when accessing the meeting. If the client used a non-company e-mail address, for example john@hotmail.com, then the meeting will be listed in the “Other” section of the company list. Once you have made your final selections, click on the “Generate Report” button (Figure 2).

5


Meeting Management Interface Admin Guide Reports – By Company

Select how you would like to view Company report (By User totals or by Meeting totals).

Select which companies you would like included in your report.

Figure 2 – Reports – By Company

6


Meeting Management Interface Admin Guide Reports – By Company If you select the Meeting Totals report, the system will display a list of your chosen companies with the corresponding number of meetings that company has participated in, within the specified time frame (Figure 3). To view detailed information about meeting activity with a particular company, click on the plus sign next to the company’s name. The system will then display the individual meetings in chronological order and will display their meeting name, time, details, attendees, and type (Figure 3).

Specified Date Range Meeting Totals for Broker/Dealers

Click on the + symbol to get a summary of all meetings for the individual Broker/Dealer within the specified time frame

Figure 3 – Reports – By Broker / Dealer

7


Meeting Management Interface Admin Guide Reports – By Company If you select to view the Company report by user, then the system will first display a list of total meetings for each Company. In order to see the number of meetings by user, you will need to click on the plus sign next to the Company you would like to view user information for. If you would like to view additional details about a particular user’s meetings, simply click on the plus sign next to his/her name. The system will display a list of users, with their corresponding meeting totals for the Company you selected. In addition, you may view details about each meeting by clicking on the plus sign next to the user’s name (Figure 4).

Click on the + symbol next to the Broker/Dealer name to get the meeting totals by User Click on the + symbol next to the User’s name to get a detailed summary of the meetings hosted by that user with that individual Broker/Dealer.

Figure 4 – Reports – By Broker / Dealer

8


Meeting Management Interface Admin Guide Reports – By User The Meeting Management Interface allows you to compile reports on individual users and their virtual meeting activity. You may view reports on how many meetings a user had in a specific date range, with a Company, or on a particular topic. To generate a report on user activity, click on the “Report By User” button on reports homepage and then specify a date range for which you would like to run the report. After you select a date range for your report, you will need to select whether you want the report to reflect meeting totals, broker / dealer totals, or topic totals. Then you will want to select which users you would like to include in your report by checking the box next to their names (Figure 5). Keep in mind that only users that have hosted meetings within your selected date range will appear for you to select. Once you are satisfied with your selections, click on the “Generate Report” button.

Select how you would like to view your user’s meeting activity (by the Broker/Dealers they have meet with, by the topics they have had meetings about, or by their meeting totals within the specified date range).

Select the users you would like to include in your report.

Figure 5 – Reports – By User

9


Meeting Management Interface Admin Guide Reports – By User If you select to view the user report by meeting totals, the system will display a list of all of your selected users with the total number of meetings they have hosted within your specified time frame. To view more information on a particular user, click on the plus sign next to the user’s name. The system will then display a chronological list of all of the user’s meetings within that time frame and will give details for each meeting listed (Figure 6).

Click on the + sign next to the user’s name to get a detailed summary of all meetings he/she has hosted during the selected time frame

Figure 6 – Reports – By User

10


Meeting Management Interface Admin Guide Reports – By User If you select to view the user report by Company totals, the system will display a list of your selected users with the number of meetings that they have hosted within your selected time frame. To segment a user’s meeting by Companys, click on the plus sign next to the user’s name. The system will then present a list of brokers/dealers that the individual had meetings with, during the selected time frame, and how many total meetings the user had with each Company. You may also access additional information about these meetings by clicking on the plus sign next to the Company’s name. The system will then display a chronological list of the user’s meetings with that Company and the corresponding details of each meeting (Figure 7).

View the selected users and the total number of meetings they have hosted during the selected time frame. Click on the + sign next to the user’s name to see the number of meetings the user has hosted by Broker/Dealer. Click on the + sign next to the Broker/Dealer’s name to see each meeting listed in chronological order.

Figure 7 – Reports – By User

11


Meeting Management Interface Admin Guide Reports – By User If you select to view the user report by topic totals, the system will display a list of your selected users with the number of meetings that they have hosted within your selected time frame. To view the number of meetings each individual had in regards to a particular topic, click on the plus sign next to the user’s name. The system will then present a list of topics that the user had meetings about, during the selected time frame, and how many total meetings the user hosted on each topic. You may access additional information about these meetings, by clicking on the plus sign next to the topic name. The system will then display a chronological list of the user’s meetings about that topic and the corresponding details of each meeting (Figure 8).

View a User’s total number of meetings in the selected time frame. Click on the + sign next to the user’s name to view meetings by topic.

Click on the + sign next to the topic name to view the details of each meeting

Figure 8 – Reports – By User

12


Meeting Management Interface Admin Guide Reports – By Topic With Fugent’s Meeting Management Interface you now have the ability to analyze how much meeting time your company is spending on a particular product or service, thus enabling you to more thoroughly evaluate your company’s return on time spent. To run a report on virtual meeting totals by topic, click on the “Report By Topic” button on the main reports page (Figure 1) and then specify a date range for which you would like to run the report for. After you select a date range for your report, you will need to select whether or not you want your report to reflect topic totals for an individual user or for the group as a whole. Make this selection by choosing the appropriate report in the “Select Report” dropdown. Then you will need to select which topics you would like to include in your report, by checking the box next to the topic name. Keep in mind that only the topics your users have had meetings on within the selected time frame will appear for you to select (Figure 9). The system compiles the topic report by acknowledging the topic a user enters at the end of each meeting. Therefore, meetings will only be listed under the topic report, if your users enter this information upon ending their meetings. If your users do not fill in this field, at the end of their meetings, then the meetings will be listed in the “Other” section of the topic list. In addition, users will only have the option of selecting the topics that the company administrators enter into the system. Therefore, if your company does not input topics, your users will not be able to fill this information out, and you will not be able to run the report. For more information on adding topics to the system, see pages 31-32. Once you have made your final selections, click on the “Generate Report” button.

13


Meeting Management Interface Admin Guide Reports – By Topic

Figure 9 – Reports – By Topic

14


Meeting Management Interface Admin Guide Reports – By Topic If you select to view the topic report by meeting totals, the system will display a list of all of your selected topics with the total number of meetings that your company has hosted on that topic within the time period you selected. To view more information on a particular topic, click on the plus sign next to the topic name. The system will then display a chronological list of all meetings, within that time frame, that your company has hosted on that particular topic and the corresponding details of each meeting (meeting name, start time, attendees, etc.) (Figure 10).

Figure 10 – Reports – By Topic

15


Meeting Management Interface Admin Guide Reports – By Topic If you select to view the topic report by user totals, the system will first display a list of your selected topics with the total number of meetings that your company has hosted about that topic within your selected time frame. To view user totals, click on the plus sign next to the meeting topic for which you would like to view user information. The system will then present a list of all users that have had meetings on that topic, within the selected time frame, and how many meetings each user had on the selected topic. You may view additional information about a user’s meetings by clicking on the plus sign next to his/her name. The system will then display a chronological list of all meetings your selected user has had on the particular topic and will also display the corresponding meeting details (Figure 11).

Figure 11 – Reports – By Topic

16


Meeting Management Interface Admin Guide Reports – By Event Fugent’s Event reporting provides administrators with the ability to gather detailed information on who attended an event, how long they attended for, and what their contact information is, so that they can easily coordinate event follow up procedures. To access reporting information on a particular event, click on the “Report By Event” button on the reports homepage and then specify a date range for which you would like to run the report (Figure 12).

Figure 12 – Reports – By Event

17


Meeting Management Interface Admin Guide Reports – By Event The system will then return a list of all events that your company has hosted within the time frame you specified. Next to the event’s name, the system will list the number of individuals that attended, the date, the host, and the status of the event. If you would like to view detailed information about the individuals that attended the event, click on plus symbol next to the event name for which you would like attendee information. If you would like to view detailed information about the event (agenda, event type, teleconference information, etc.), click on the “Details” link to the right of the “Status” field (Figure 13).

Figure 13 – Report – By Event

18


Meeting Management Interface Admin Guide Reports – By Event If you decide to view attendee information, the system will first present you with a list of all of the attendees’ names that registered for the event you selected. For each individual, the system will list e-mail address, date registered, attendance status, and length of time in the event. If you would like to view registration information for an individual attendee, click on the “Details” link to the right of the “Time in Event” field (Figure 14).

Figure 14 – Reports By Event

19


Meeting Management Interface Admin Guide Reports – By Event If you decide to view detailed information about your event (such as agenda, event type, teleconference information, support contact info, etc.), then the system will open a new window with the information listed (Figure 15). To close this window, click on the “Close Window” link at the bottom of the page.

Figure 15 – Reports By Event

20


Meeting Management Interface Admin Guide Compliance The Meeting Management Interface, not only offers added functionality for company administrators and users, but it also allows the compliance department to take part in the virtual meeting process. Compliance personnel can easily view or join meetings, in order to ensure that personnel are adhering to company regulations and policies. This process is similar to your compliance department’s current ability to join and record telephone meetings. To utilize the compliance functionality, first click on the “Compliance” tab. The system will automatically present all company meetings for today and the next seven days, as well as list the host, meeting name, start time, status, meeting link, and attendee link for each meeting. Pending meetings will be highlighted in yellow, in-progress meetings will be highlighted in green, and completed meetings will not be highlighted at all. If the meeting you would like to view does not appear on this list, change the date range by utilizing the date fields at the top of the page and then click the “Run Detail Report” button (Figure 16).

Figure 16 - Compliance

21


Meeting Management Interface Admin Guide Compliance To join a meeting that is already in progress, locate the meeting you would like to join on the compliance search results page and then click on the corresponding “Join Meeting” link located under the status column. Upon clicking on the “Join Meeting” link, the system will automatically direct you into your selected meeting (Figure 17). If your company is using Fugent’s teleconferencing system, a pop-up window will appear with call-in instructions.

Figure 17 - Compliance

22


Meeting Management Interface Admin Guide Admin Tab The “Admin” tab of the Meeting Management system allows administrators to customize their company’s account, so that virtual meeting communication reflects corporate marketing messages and adheres to company policies and procedures. Administrators may create, modify, and delete user accounts, post company news, tailor meeting e-mails, administer topics for reporting purposes, manage Meeting Express presentations, and setup virtual meeting standards. To perform any of these actions, click on the corresponding button on the “Admin” homepage (Figure 18).

Figure 18 – Admin Tab

23


Meeting Management Interface Admin Guide Admin – Manage Users To add, delete, view, or modify a user’s account, click on the “Manage Users” button on the “Admin” homepage (Figure 18). The system will then present you with a list of your company’s current users and their associated account type. To view a user’s account details (job title, username, time zone, and meeting page URL) click on the “Details” link next to the user’s name (Figure 19). If you would like to change a user’s details, reset a user’s password, or enable telephony for a user, click on the “Modify” link next to the user’s name (Figure 19). Upon clicking on the “Modify” link, the system will present you with the user’s current account details (Figure 20). To alter name, title, or e-mail information, simply type the new information into the corresponding fields. If you would like to reset your user’s password, click on the “Reset Password” link. This link will allow you to temporarily set a password for the user, so that he/she can login to his/her account and set a new password into the system (Figure 21). You may also edit a user’s account status from this page. Below you will find a user hierarchy chart that defines each user type and the privileges associated with it. To modify a user’s privileges choose the appropriate “User Type” from the drop down list (Figure 20). Administrator – Schedule & Host Meetings, Join Meetings for Review Purposes, View Reports for all Users, Create & Modify User Accounts, Set Default E-mails & Company News, Manage Meeting Express Presentations & Topics Compliance – Schedule & Host Meetings, Join Meetings for Review Purposes, View Reports for all Users User – Schedule & Host Meetings, View Reports for his/her meetings The next field “Enable Teleconferencing” allows you to give a user the right to set up automatic conference call information for his/her meetings. With this option, your user will have the ability to schedule the system to automatically distribute conference call information to his/her attendees as they login. This option will only be available to you, if your company is using Fugent’s Reservationless Conferencing system. If your company is using Fugent’s Teleconferencing system and you would like to enable telephony for your user, click on the “Yes” button next to the “Enable Teleconferencing” question. When you are finished modifying your user’s account, click on the “Update User” button (Figure 20).

24


Meeting Management Interface Admin Guide Admin – Manage Users If you would like to delete a user’s account, click on the “Delete” link next to the user’s name (Figure 19). Keep in mind that when you delete a user’s account, you will not delete historical information in regards to that user. After deleting a user, you may still compile reports on that user’s meeting activity.

Figure 19 – Admin – Manage Users

25


Meeting Management Interface Admin Guide Admin – Manage Users

Figure 20 – Admin – Manage Users

26


Meeting Management Interface Admin Guide Admin – Manage Users

Figure 21 – Admin – Manage Users

27


Meeting Management Interface Admin Guide Admin – Manage News Fugent’s Meeting Management Interface provides administrators with an easy format for communicating company news to virtual meeting users. Administrators have the ability to post news to the command center and determine which day the item will appear and expire for users. To add, modify, or delete a news item, click on the “Manage News” button under the “Admin” tab (Figure 18). After clicking on the “Manage News” button, the system will present you will a list of all news items for your company. To alter the text of a news item or change the start/expiration date, click on the “Modify” link next to the news item you would like to change. To remove a news item click on the “Delete” link next to the item you would like to remove (Figure 22). To add a new news item, click on the “Add News Item” link located in the top right hand corner of the page (Figure 22). You will first need to input a title for your news item into the “Title” field. This title will appear in the command center and should draw attention to the news you would like to communicate. Next, you will need to input the content of the news item into the text field. The system will hold up to five thousand characters of text for each news item. Finally, you will need to select the “Start Date” and “Expiry Date” for your news item by using the corresponding date range fields (Figure 23). On the start date, the news item will appear for all virtual meeting users in the “Latest News” column of their Command Center (Figure 24). On the expiration date, the system will remove the item from their command center and the item will only be viewable by administrators from the “Manage News” button. When you are finished adding your news item, click on the “Create News Item” button (Figure 23).

28


Meeting Management Interface Admin Guide Admin – Manage News

Figure 22 – Admin – Manage News

29


Meeting Management Interface Admin Guide Admin – Manage News

Figure 23 – Admin – Manage News

30


Meeting Management Interface Admin Guide Admin – Manage News

Figure 24 – Admin – Manage News

31


Meeting Management Interface Admin Guide Admin - Manage E-mails Company administrators have the ability to preset text for all e-mails sent through the Fugent system. This feature allows companies to maintain a professional appearance and tailor messaging to reflect current marketing initiatives. To create or edit text for a virtual meeting e-mail, click on the “Manage E-mails” button on the Admin homepage (Figure 18). The system provides you with four e-mails for which you may preset text: Meeting Invitation, Meeting Cancellation, Attendee Follow-Up, and Non-Attendee Follow-Up. Keep in mind that the text for the Follow-Up e-mails is the only text that may be edited by an individual user. Therefore, all virtual meeting users for your company will use the e-mail content you produce. To create or edit an e-mail, click on the button associated with the e-mail you would like to create or edit (Figure 25). The system will display a field for the subject and a field for the content of the e-mail. Type your message into the corresponding fields and click the “Update” button (Figure 26).

Figure 25 – Admin - Manage E-mails

32


Meeting Management Interface Admin Guide Admin – Manage Emails

Figure 26 – Admin – Manage Emails

33


Meeting Management Interface Admin Guide Admin – Manage Topics Fugent’s Meeting Management Interface allows administrators to compile reports on the amount of meetings a user or the group as a whole has had on a particular topic. However, in order for your company to compile this reporting information, an administrator must first input the topics into the system. Once the topics are listed in the system, a user will have the opportunity, upon finishing a meeting, to assign a topic to the meeting. To enter, modify, or delete the topics your company has in the system, click on the “Manage Topics” button on the “Admin” homepage (Figure 18). Upon clicking on the “Manage Topics” button, the system will present you with a list of your company’s current topics (Figure 27). To modify one of these topics, click on the “Modify” link next to the topic you would like to modify. Keep in mind that when you modify a topic’s name, all of the meetings that have been hosted on the previous topic name will be transferred to the new topic name. To delete one of these topics, click on the “Delete” link next to the topic you would like to delete. After you delete a topic, users will no longer be able to choose that topic from the topic dropdown. However, administrators will be able to access historical reports on that topic.

Figure 27 – Admin - Manage Topics

34


Meeting Management Interface Admin Guide Admin – Manage Topics To add a new topic, click on the “Add New Topic” link, located in the top right hand corner of the page (Figure 27). Under the “Topic Details” heading, insert the name of the topic that you would like to add (Figure 28). You may also include a description if you would like to define the topic for other administrators. Once you are finished, click on the “Update Topic” button. Typically, companies list all of their products and services as topics, so that they can analyze how much time users and the company as a whole is devoting to each product/service (Growth Fund, International Fund, etc.). However, administrators may also segment topics into different headings depending on what they would like to track. For example, the marketing department may want to track how often a particular presentation is used and a Sales Manager may want to track the number of meetings held with certain size companies or different divisions. Keep in mind that users can only select one topic to describe their meeting (Figure 29). Therefore, it is important that you coordinate with all company administrators to decide what is the most important information to track.

Figure 28 – Admin - Manage Topics

35


Meeting Management Interface Admin Guide Admin – Manage Topics

Figure 29 – Admin – Manage Topics

36


Meeting Management Interface Admin Guide Admin – Manage Presentations As an administrator, you have the ability to manage the presentations that are available to your company’s Meeting Express users. You can upload new presentations, make old presentations inactive, and make approved presentations active. To begin managing your company’s presentations, click on the “Manage Presentations” button on the Admin homepage (Figure 18). Upon clicking on the “Manage Presentations” button, you will see a list of all of your company’s current presentations (Figure 30). To the right of each presentation, the system will list the presentation’s status within the system. Your presentations will either be waiting for approval, approved, or inactive. If the status column says that the presentation is “waiting for approval” then you or one of your company’s administrators has uploaded the presentation, but has not yet approved it for use within Meeting Express. To approve the presentation, simply click on the “Change To Approved” link to the right of the status column. If your presentation’s status is “Inactive”, then it is currently not available to use within Meeting Express. To make it available for users, change the status to Active by clicking on the “Change to Active” link. If you would like to view the presentation before approving it, making it active, or making it inactive, click on the “View” link. The system will load the presentation in a new window, and you can run through the slides just like you would in a Meeting Express meeting. To upload a new presentation, click on the “Add New Presentation” link at the top of the page.

37


Meeting Management Interface Admin Guide Admin – Manage Presentations

Figure 30 – Admin – Manage Presentations

38


Meeting Management Interface Admin Guide Admin – Manage Presentations In order to upload your presentation, you will first need to select the presentation from your system by clicking on the “Browse” button on the Presentation Details page (Figure 31). A new window will open and you will simply look through your files to find the PowerPoint presentation that you would like to upload. Once you find the correct presentation, highlight the name of the presentation by clicking on it and then click “Open”. Your presentation’s file name will now appear in the PowerPoint file field. To finish uploading your presentation, type the name of your presentation into the “Presentation Name” field and then click on the “Upload File” button. The system will display a new window with a bar indicating the progress of the upload. As soon as the upload is finished, the system will take you back to the “Manage Presentations” homepage. Keep in mind that in order for users to use your new presentation, you will have to approve it.

Figure 31 – Admin – Manage Presentations

39


Meeting Management Interface Admin Guide Admin – Meeting Center Options The Meeting Center Options button allows administrators to enforce and enable certain virtual meeting policies. For example, administrators can require users to set a password every time they schedule or host a meeting. In addition, they may designate a compliance manager to receive a copy of all e-mail communication sent through the Virtual Meeting system. To set meeting requirements, click on the “Meeting Center Options” button on the “Admin” homepage (Figure 18). After clicking on the “Meeting Center Options” button you will have the ability to customize three different meeting policies for your organization. First, you may require users to set a password for every meeting they host. To enable this requirement, click on the “Manage Meeting Passwords” button (Figure 32) and change the “Require Passwords for all Meetings” dropdown from “No” to “Yes” (Figure 33). Second, you may set requirements for how users construct their Meeting Management passwords. For added security, you may require a minimum character limit, a maximum usage time frame, and a unique setup for all user passwords. To set requirements for user’s passwords, click on the “Manage User Passwords” button (Figure 32) and modify the appropriate dropdown (Figure 34). Finally, you may designate a compliance manager to receive all e-mail communication sent through the system, so that he/she may ensure that users are adhering to compliance policies. To designate a compliance manager, click on the “Compliance Email Account” button (Figure 32) and insert an e-mail address into the “E-mail address for Compliance Manager” field (Figure 35). Once you are finished modifying the settings, click the “Change Settings” button.

40


Meeting Management Interface Admin Guide Admin – Meeting Center Options

Figure 32 – Admin – Meeting Center Options

41


Meeting Management Interface Admin Guide Admin – Meeting Center Options

Figure 33 – Admin – Meeting Center Options

42


Meeting Management Interface Admin Guide Admin – Meeting Center Options

Figure 34 – Admin – Meeting Center Options

43


Meeting Management Interface Admin Guide Admin – Meeting Center Options

Figure 35 – Admin – Meeting Center Options

44

Meeting Management  Version 2.0 Administrator    

Click on the + sign next to the topic  name to view the details of each  meeting  Compliance – Schedule & Host Meetings, Join Meetings...