Module - Conference Centre

1 Overview

Conference Centre is a text based chat facility that allows individuals to communicate in real time without the distraction and security issues attached to public systems. It can be used for example to facilitate:

• post-course review sessions
• post-course feed-back sessions
• expert panel interaction sessions
• open question sessions
• real-time collaborative group project discussions

Key features include:

• Searchable transcript of all conversations kept for 6 months
• Profanity filter available
• "Smileys" can be easily enabled and disabled
• Rooms are by explicit permission only
• Timed opening and closing of rooms managed by administrators

2 Structure

The module used is Conference Centre

There are three sections in the module

• Conversations
• General Administration
• Reporting

People using the system only need access to "Conversations"

General Administration allows rooms to be built and to allow people to access those room.

Reporting provides transcripts and searchability of existing conversations.

3 Operational Use

There are a number of steps to using a Conference Room

3.1 Step 1. Grant yourself access to the module

Main Menu > System Access Management > User Administration > Edit User - Security Details > Lookup yourself >

Ensure in the modules you have a tick beside "Conference Centre" and each of the sections.

Save and update your record.

3.2 Step 2. Construct a room

Main Menu > Conference Centre > General Administration > Add Conference Room

File;01_ConferenceCentreSetup.png

1. Give the Room a Unique Name
2. Give the Room a description as a reminder to yourself as to why the room was created
3. Leave all the middle settings to their default
4. Set the "Conference Opens" date to a date in the past
5. Set the "Conference Closes" date to a date well into the future

Click the "Create the Conference Room" button at the bottom.

3.3 Step 3. Grant people access to the room

On the following screen click the "Click here to allow users permission to access this Conference Room"

Tick all the users who are able to participate in this conference.

Click the "Continue" button when ready to save the permissions.

3.4 Step 4. Test the room

Main Menu > Conference Centre > Conversations > Join Conference Room > Select your room >

When you type into the large input box on the screen a few seconds later, whatever you typed should appear in the larger white box above.

Text can be delayed up to 5 seconds before appearing.

3.5 Step 5. Verify users have access

Users need two types of access to a conference room, functional and content.

3.5.1 Content Access

Main Menu > Conference Centre > General Administration > Conference Room - Security Profile > Choose your room

This report will list all the users who have permission to access this conference.

3.5.2 Functional Access

Main Menu > System Access Management > User Administration > Edit User - Security Details > Lookup the user >

Check that the user has a tick in the Module "Conference Centre" and a tick in the section immediately below that "Conversations"

3.6 Step 6. Let people know the room exists

There are a number of ways of letting people know that the room is available. Firstly it is useful to make it quick and easy to get into the room. From Step 4 above, when you are in the room ready to type. If you click in the URL bar at the top of the screen you should get a URL similar to : https://ww3.allnone.ie/client/client_demo/commshub/userConferenceRoom.asp?ID=X where X is the ID of your room.

This URL can then be sent to participants in a number of ways:

• By Email
• By SMS
• In in the Information Centre on the Main Menu
• It can also be put as an External URL on any question in a form to give easy access to agents to expert advice