Meeting Room

1. Create Meeting Room 
2. Meeting Room Check
3. Open Meeting Room
4. Edit Meeting Room 
5. Customize Meeting Room Page
6. Customize Meeting Viewer
7. Preview Meeting Room
8. Save Meeting Room
9. Close Meeting Room
10. Delete Meeting Room
11. Update Meeting Room

A meeting room is a folder on a Web site to host your meetings. Before you can create a meeting room, you need to have publish permissions to a Web site for hosting meetings. See "Options-Meeting Web Site" for more information.

To create a new meeting room, select "New Meeting Room..." in the "File" menu.

Once a meeting room is created, it is automatically added to the "Room Address" list under the Meetings tab and becomes the current meeting room. You should run "Meeting Room Check" (click the "Tools" menu) to verify that the meeting room is set up properly.

Notes:

1. You can change the meeting room name, description, and URL after the meeting room is created. See "Edit Meeting Room" for details.

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"Meeting Room Check" helps you verity that your meeting room Web site is set up properly. It also measures the upload and download speeds of your Web site. You need to create a meeting room first before you can run meeting room check.

1. Select "Meeting Room Check" from the "Tools" menu
2. Select the meeting room you want to check from the "Room Address" list in the dialog box
3. Click the "Run Tests" button

If your Web site is set up properly to host a meeting room, all the test results will be positive. Otherwise, error messages will be displayed for the tests that fail.

Notes:

1. HTTP request latency measures the round trip response time of an HTTP request. It should be less than 300 milliseconds. The latency affects speeds of creating, updating, and starting meetings.
2. PHP request latency measures the round trip response time of a PHP request. A high latency (>300ms) will significantly slow down screen sharing and other meeting events. If you are experiencing a long delay for screen sharing, please click here for details.
3. Download speed depends on your Internet connections. For broadband connections, the download speed should be 1000 kbps or more. Download speed affects the latency of receiving a file or viewing a desktop sharing session. A broadband connection is required if you want to see a desktop sharing session.
4. Upload speed for large files measures uploading of files of 100KB in size. For a broadband connection, the speed should be 128 kbps or above. Screen sharing is not recommended if your upload speed is less than that.
5. Upload speed for small files measures uploading of files of 4KB in size. The speed affects the latency of sending messages or events. If the speed is less than 50 kbps, you may experience longer latency in meeting operations.

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To open a meeting room that has been created but is not under the "Room Address" list:

1. Select "Open Meeting Room File..." from the "File" menu
2. Select a meeting room file that has been saved previously. See "Save Meeting Room".

Notes:

1. If you want to refresh the display of meetings in a meeting room, click the "Refresh" button next to the Room Address bar.
2. You may be prompted to remove an invalid meeting folder when you open a meeting room. The invalid meeting folders are usually created because an error is encountered during a meeting creation. When you run "Meeting Room Check", WebMeeting123 creates temporary meeting folders and sometimes they cannot be removed automatically due to errors encountered in the check. If WebMeeting123 cannot automatically removed the invalid meeting folders, you should manually delete them from your Web site.

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To edit a meeting room:

1. Select "Meeting Room Properties..." from the "Edit" menu or double click the meeting room item under the "Meetings" tab. 
2. In "Meeting Room Properties" dialog box, select the tab for the information you want to edit.
3. If you have entered your profile (see "Edit Profile"), you can copy your profile information in the Host tab.
4. Click OK to save

Notes:

1. If you enter an incorrect FTP server address, it may take up to 30 seconds before an error dialog box shows up.
2. If you enter an FTP directory path that does not exist, it will not create the directory and will result in an error.
3. You should avoid having two hosts editing the same meeting room at the same time. Unexpected results may happen.

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You can customize the layout and content of the Web pages for a meeting room. A meeting room is associated with three Web page templates:

1. Meeting room page template
2. Meeting page template
3. User registration page template

To customize the default templates, select "Meeting Room Properties" in the Edit menu and choose Templates. You can add a header or banner by selecting an image file on your computer. You can also change the font type, the font color and the background color of the templates.

WebMeeting123 Professional allows you to define your own custom templates to match the style of your Web site. To create a custom template, click the "New template" button. You can choose what fields to include in the new template. Save the template to a local file and use a text or HTML editor to edit it. The template is in HTML format and you should be familiar with HTML before attempting to modify the template. You can select a template you have created previously by clicking the "Select template" button.

The header file, font type, font color, and background color settings for the default templates may also apply to your custom templates depending on if you keep their respective HTML tags in the custom templates. See the comments in the custom template files for more details.

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The Meeting Viewer is a Flash player that an attendee interacts with in a meeting. You can apply your own logo and select a background picture for the Viewer.

To use your own logo in the Viewer, double-click the meeting room item under the "Meetings" tab and select the "Meeting Viewer" tab in the "Meeting Room Properties" dialog. Check "Display custom logo" and select a logo file from your computer. The logo file must be a JPEG file and the recommended size is 116 x 30 pixels. The logo will be automatically resized if it is of a different size.

If a background picture is selected, the Viewer will show the picture when no shared contents are displayed. The background picture typically depicts a conference room with lights on or off depending on if a meeting is in progress. The Viewer may zoom into a whiteboard or a screen in the background picture when a whiteboard or a screen sharing session is started.

If you need to add your own background picture, please follow the instructions below.

• Open WebMeeting123 program folder (typically in C:\Program Files\WebMeeting123\WebMeeting123)
• Open "res\backgrounds\
• Put two background JPEG image files to the folder--one for meeting started (rename it to mybackground_on.jpg) and one for waiting (rename it to mybackground_off.jpg). The two images can be identical. The file name can be whatever you want.
• Copy an existing background xml file to a new file and change its file name to mybackground.xml (or whatever name you choose, as long as it's an xml file).
• Use a text editor to edit the xml file. Replace the value of "startFile" to the the started file (e.g. mybackground_on.jpg) and the value of "waitFile" to the waiting file (e.g. mybackground_off.jpg).
• Edit the "x", "y", and "scale" values to match the whiteboard, slide, and screen sharing regions in your background image. "x" and "y" values are the pixel coordinates of the center of the region. "scale" is the zoom ratio to the region (e.g. 400 means zoom in 4x to the region). "steps" is the number of steps for zooming.

You can also redirect the Viewer to a Web page, such as a survey page to collect feedback, when a meeting ends.

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You can preview a meeting room Web page in a browser by:

1. Clicking the meeting room name and select "View Web Page" from the "File" menu, or
2. Right-click the meeting room name and select "View Web Page" from the pop-up menu.

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The meeting room content is automatically saved on your Web site every time you make a change. You can save the meeting room information to a file so that you can open it on a different computer.

To save the meeting room login information to a file, select "Save Meeting Room.." in the "File" menu. The meeting room information will be saved to a file of type ".vrm". You can open the file later by selecting "Open Meeting Room File..." in the "File" menu. 

Notes:

1. The meeting room file contains your FTP account password (if you are a host of the meeting room). Do not distribute the file to anyone who is not authorized to access the account.

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Closing a meeting room removes it from your "Room Address" list but does not remove the meeting room and its contents from the Web site. You can open the meeting room again by following the steps in "Open Meeting Room".

To close a meeting room, select "Close Meeting Room" from the "File" Menu or right-click the meeting room name and select "Close Meeting Room" in the pop-up menu.

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Deleting a meeting room will remove the meeting room and all the associated meetings from the Web site. Deleting a meeting room is not reversible and you will NOT be able to open the meeting room again.

To delete a meeting room, right-click the meeting room name and select "Delete" from the pop-up menu. You will be asked to confirm the deletion. Depending on how many meetings you have in the meeting room, the deletion can take from a few seconds to a few minutes.

Notes:

1. Sometimes the deletion may fail if the meeting room contains files or folders that cannot be deleted by WebMeeting123 (for example, the files resize on a Web site with the FrontPage extension installed). In this case, you need to remove the meeting room folder and its contents manually.

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Update Meeting Room updates the contents on your meeting room Web site with contents stored on your computer. When you install a new version of WebMeeting123, you will be prompted to update the meeting room. You can also update the meeting room anytime to make sure your online contents are up-to-date with the local contents.

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