Home

XPOCAST User Guide

1. a question ontop short alpha numeric entry Answer Text entry Entry type Field size Max length Actions F in put 0 0 Delete J Add an answer The Header Image is optional and can be uploaded to the CMS using the magnifying glass icon to be used as Add a question branding for the survey page The Active checkbox is checked by default and is required to be checked to allow attendees to respond to the survey In the Questions area users can create the text of all questions and answer options First click Add a Question and type the text of the question in the Question field The Active box should be checked to allow users to answer the question The Required box should be checked if this question must be responded to in order to submit the survey The Layout drop down menu allows the user to determine how the question will appear on the page to users Then choose the answer style that attendees will have when responding to the questions Once this has been defined click Edit Answers Enter the first answer option and then choose if users will be able to fill in an additional text response after this answer option If Text entry is checked users will be able to type free form response after the answer option to configure this choose the entry type the size of the display entry box Field Size and the maximum number o
2. Registration Search Options Dropping down the More Options box x Locate registrations by entering search criteria and identifying the fields to use in the search The More Options button displ quickly locating the applicable registration s will provide additional filters that can be Important All date times must be entered in CT Search Criteria used to define the search criteria Once Search For e e Find In W User Name V Company Name V Email Address V Owner M the search criteria has been defined click sorsy rs Results Per Page 20 Start Search Er On the results page all registrants meeting the criteria will appear Clicking on an attendee s name will allow users to edit the registration details for that participant or delete the registrant Please note when a registrant is deleted they are not deleted from the database they are Version 2 0 21 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc only removed as a registered attendee of that particular event Once a user is deleted the Reversed column in the search results will change from No to Yes to indicate they had registered for the event but were manually deleted An option for About Third Party Registration is shown on the main Registration setup page This is utilized when a client has a registration system already in place an
3. the screen The advanced cue point editor offers many of the same features as the standard cue point editor However the user is able to edit all cue points by quickly tabbing through the updates Relevant changes can be made by updating time codes or by making new selections from the drop down menus Users can add cue points using the Add cue point button at the bottom of the window and then fill in the relevant data To remove a cue point click the X at the end of the row that requires deletion When finished click Save Changes at the top of the screen Splice Merge Cue Points Advanced Cue Point Name ARRS E 00 CuePoint0 Slide NewSlide em CuePoint1 00 00 01 689 Slide v NewSlide Version 2 0 52 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc XPOCAST Editor Editing Audio Video XPOCAST has a basic media editor that allows users to chop audio video insert silence and upload new video content Users are encouraged to exercise caution and pay careful attention to the instructions for use of the media editor to ensure that no media is permanently lost as the XPOCAST media editor is a destructive editing tool This means that once a change is made it is completely unrecoverable Version 2 0 53 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc 00 00 00 000 00 00 05 000 00 04 a je
4. Delete all records before importing and Duplicate Records options The spreadsheet should contain at most three columns The first column should be the answer option the attendees will be shown the second column should be the display order the answers should appear in and then optionally if an external key is being utilized this should appear in the third column Once all items have been filled out and the spreadsheet is importuned click the Start button This will import the list once the import is completed the system will show a finished status that details any errors that may have occurred Version 2 0 29 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc Once finished importing or editing the pick list make sure to click Save Changes on both the Additional Data Field Attributes and the Additional Data Grouping Edit pages otherwise changes could be lost Users should repeat these steps for each question they wish to add Once completed the questions will be accessible in the Registration section Manage Online Users This section allows users to see attendees currently logged in and remove them from the event if necessary Upon accessing the area a list of all logged in attendees will appear in the main display To anage Online Users Remove selected users from the virtual event The user account remains in the database Search
5. Splice Merge Cue Points Working File None Recordings Media Library screen Sharing Slide Media Upload a Video singledestination When a user accesses the Editor the first row of information shows the existing webcast media The existing webcast media is the current media content that will be played for attendees when they access the presentation The next row of data under the tabs is the Working File area In this section a user can edit media files without affecting the main media file that is currently set to play back for attendees The Media Library shows all additional content available it also allows users to upload additional video files to be used as the webcast media or as slide content Version 2 0 54 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc Files that appear in the Media Library can include OldWebcastMedia which indicates any previous recordings that have been saved SSV which indicates a screen sharing file or any other uploaded video content Please note Screen Sharing files should not be renamed because if they are renamed the system will not be able to properly access them in the presentation To upload a new video click the Upload a Video button and VIDEO nne select the type of video you are uploading XPOCAST S Load Into Timeline Blac Append to Webcast Media Media a video slide Next brow
6. such as entering questions or chatting and getting the speaker s attention to tell them to talk louder advance slides etc It is important to demonstrate how this feature works to speakers prior to using it as it does take over the screen and speakers have a tendency to read what is in the message aloud if they are not properly prepared for it This is an example of a message Click here to close this message Version 2 0 33 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual The list is up to date Automatically refresh High Mid Low Q Can you tell me Unanswered 11 18 2011 9 71AM Jenn Gibson High Mid Low Q I was just wondering if Unanswered 41 18 2011 9 21AM Jenn Gibson S x 5 2 13 INXPO Inc The Questions button allows users to access all questions entered by attendees through the question submission area in a new window Once the question panel is open in a new window users are able to prioritize questions by sorting them to high medium or low priority From this screen users are also able to send text based responses back to the audience Clicking on the arrow icon will bring up a box that allows answers to be provided By default the Public radio button will be toggled on this means that when the response is typed all users will be able to see the text of the question who asked the question the text of the answer and who an
7. Inc If the presentation is part of an event that has host or sponsor spaces users can select to redirect attendees to a specific area of the event by choosing Go To Space or Display Show Floor then selecting a space or show floor The Target Frame should be ShowFloorFrame written as all one word and the first letter of each word is capitalized Finally users can redirect attendees to a webpage by selecting Go to URL then entering the web address starting with http or https The target frame should be _ blank Please keep in mind that the Exit Actions mentioned above are for VX events only The options for Standalone webcasts are limited due to the fact that there are no show areas or other events to redirect to In the Chat Blog section of the Options users can setup a presentation chat room or blog space If a chat room is being used as a tab or as an exit action the Include chat room section should be toggled to Yes To display a list of other attendees in the chat room click the Display The User Side Bar checkbox If a Blog is being used as an exit action toggle the Include a blog space option to Yes and then select one of the available themes from the drop down menu Twitter To include a live Twitter stream as tab in the presentation the kins Twitter feature must be configured under the Options section Hashtag Search In the Properties area enter the hashtag or searc
8. Registration Login and Messaging options on the left navigation are removed In this instance a login URL is created and can be provided to attendees When attendees click this URL they are immediately taken into the webcast and assigned an anonymous email address as their unique identifier This anonymous address appears in the Q amp A chat and reporting No login required will provide the least detailed reporting for webcasts Version 2 0 5 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc The Start Date Time area is where the live date and time for Start Date Time the webcast is entered The start date and time should always irequired pm 12 00 AM ie be entered in US Central Time It is critical that the start date Must be entered in US Central Time The start and time be entered accurately The start date and time should reflect the live day when attendees will be accessing the Duration session This setting affects attendee access billing and the 30 _ minutes archive period for the webcast To save the start date and time eg ee eee ae eee click Submit Once the start date and time has passed this Early Entrance Period area will no longer be editable 1s ee The duration of the webcast will determine the live end time of the webcast when it is displayed in events or parsed into mail messages This is just a displ
9. box is checked users will be able to take and submit the survey multiple times Each time the attendee clicks the submit button it will overwrite their previous responses Once all fields have been filled out click the Submit button Edit User Defined Fields User Defined Fields are the additional personalized questions setup by show hosts that allow the host to capture additional demographic information about the attendees at the point of registration In the Registration section users are able to create registration pages using the pre defined INXPO fields or by adding in the User Defined Fields created here If enabled these User Defined Fields can also appear on Profile pages After accessing the Edit User Defined Fields section click the Add New button in the top right corner This will allow the user to create a grouping for the fields they are creating Typically this grouping will be a broad heading like Registration Questions or something that clarifies the types of questions such as Geographic Information Once the grouping is created click on it from the list and choose Add New Field In the Add New Field Description description of questions Column Label column label of question area users can create the questions one at a time UDF Grouping More Registration w Data Type a they wish to have available The Description is a brief Additional Data Field
10. 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc side of the screen In the main window users can enter a new cue point or make changes to multiple cue points simultaneously You have unsaved cue point changes Save Changes You may make any number of changes before Saving but you must click the Save Changes button above before you close your browser or the changes since you last saved will be lost Edit Cue Point Name CuePoint Time 00 00 00 000 HH MM SS mss Max 00 00 40 380 a B D A g Slide Change Advance Polling Polling Video Toggle mage Animation Question Question Change Results Slide select a slide Adjust Multiple Cue Points Delete Cue Point Version 2 0 51 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc Accessing the New Cue Point button allows the user to insert a new cue point into the timeline Users can rename the cue point enter the time in hour minute second millisecond format select the type of cue point and the appropriate item from the drop down menu if applicable Please note that when adding cue points the minimum starting time should be 00 00 00 500 and the maximum cue point time cannot exceed the length of the recorded media file Once a new cue point is entered it will appear in the list on the left in the correct time order To edit an existing cue point cli
11. a color from the list the default is black Under Initial Size the video can be set to Actual which means it will retain its uploaded dimensions or Maximum which means will expand to fill the full slide window Under Loop Playback users can determine if the video will continue to repeat until the slide is changed by selecting yes or if it will only play once by selecting no Note that when the video is inserted into the deck it will play automatically For the speakers the video will default to be muted The Slide Builder option allows users to access a tool to create new slides It functions similar to PowerPoint Users first select the slide layout ide Name New Slide Save Cancel they wish to use enter the information on the QT2ZAIBZU s jo A Font family Fontsize gt 3 t i5 a Bh XaRk G shon tea afsl z next page and then submit the slide Further customizations can be made through the HTML editor that will automatically open when the Slide is inserted into the list New Slide The Copy Existing Slide option allows users to SubTitle select a slide from the drop down menu and copy it to another location in the slide list Additional slide types appear in the Specialty section of the slide wizard XPOCAST allows for the inclusion of YouTube clips by entering the video ID which is the code that appears aft
12. a list of all existing webcasts within the tenant locate the webcast that is to be copied and click it s radio button When using this selection the system will copy all settings for formatting branding and the existing media from an existing webcast To continue give the session a title and click Submit Once on the Settings or subsequent pages the user will see the options that were selected for the session that was copied the user can make updates and changes to reflect the requirements for the new session The Create a new webcast from a template option allows the user to select an existing template from the template library This will allow the user to use the existing branding from the previously used templates Once this is selected the user can choose the template they wish to copy give the session a title and click Submit Please note webcasts must be given unique titles in order to exist within the system If a webcast is assigned a title that already exists within the tenant the system will automatically update the title upon saving to have a after it The will be an actual numerical value to indicate the number of sessions that also have this title The only way to remove this number is to assign a title that is different by at least one character to the session In some cases users may receive a Duplicate Entry Error which would also indicate that a session has been attempted to be saved w
13. action and then begin resetting the data Confirmation Enter the following exactly as it appears I know what am doing and take FULL responsibility The Reset Activity is typically implemented prior to running the session for a live audience to erase testing data Begin Reset Version 2 0 30 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc Change a User s Password The Change a User s Password section allows users to update an attendee s password To change a user s password click the Select button and locate the user then enter their new password in the open field and click Submit Passwords are case sensitive Please note when changing a user s password the type of login registration being used In situations where users are asked to create and enter their own password the Change a User s Password section can be implemented freely However in situations where the attendee is not required to enter a password upon the login page the system will ascribe the email address or login ID as the password for that user Therefore if the password is changed to be anything other than the email address or login ID the attendee will not be able to access the event anymore VX Webcasts Overview OVERVIEW Vittual Product baiinch Release 40 9 Users can go to the Overview section z ai Start date 07 26 2011 7 15PM after the webcast has
14. be on a cell phone speakerphone or headset The first step to ensuring a telephony presentation is ready for recording or to go live is use the Make Call button on the toolbar and confirm the webcast is able to connect to the defined phone bridge If the button is greyed out it means no phone number has been defined in the Setup area The on screen prompts will notify the admin of any problems and or when the connection is made successfully Upon successful connection a new Call Pending user called Phone Bridge will appear in the Presenters area and the Make Call button will have changed to Hang Up After the connection has been confirmed the next step is to test each user s audio quality and internet connection To test user audio quality it is critical to listen through the computer speakers and not the phone bridge To hear the speaker s audio click on the Switch button ApoCast Switchboard Sources eo Phone bridge Cut To Air Be 1 Jenn Gibson Mute Local Mute Local Preview Phone bridge Live No current source broadcasting to open the switchboard In the switchboard click on the Phone Bridge user to hear what is being broadcast over the line as this is exactly what the attendees will hear when the session goes live If the Version 2 0 47 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc overall volume of t
15. be reset fees may apply Learn more gt depending on the client s contract The default is 90 days Prior to setting a start date and submitting the Modify Archive Period oe page the Archive Expiration area will display the number of days in the archive period Once the Settings page has been submitted with a start date and time this area will update to show the exact date and time when the presentations will no longer be available to attendees If participants attempt to access the presentation after the archive period has expired they will receive a message indicating the presentation is over and they will not be able to view the session Clicking the Modify Archive Period box will allow the archive date to be reset Once the Modify Archive Period box is checked a date and time entry box will appear underneath Enter the new expiration date and time and click Submit to save the changes A warning message will appear noting that fees may apply for extending the archive period Click Ok on the warning message and the new archive date and time will be implemented Version 2 0 6 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc The format of the presentation refers to how attendees will consume the Format presentation by setting its presentation type live simulive on demand and Webcast Type media webcam FME Phone Bridge
16. been set up to taie Archive expires 07 26 2099 8 15AM view important webcast links and SPEAKER pe seus information This section serves as a LOGIN dashboard for the event It will display Mo a oe the defined start date and time the archive end total current registrants and total participants currently logged in From this area users can also access the Registration link that can be sent to potential participants if only one registration page exists the login page that can be sent to registrants and the speaker URLs that are provided to the speakers and staffers of the webcast It is very important that Presenter Links not be distributed or shared with anyone other than the assigned staffer as this will affect staffer s ability to access the event and webcast reporting Users are able to access the event data portal via the Overview page by clicking on Metrics to pull real time statistics for the webcast which can be exported out to Excel or to XML files If additional reports are required please contact INXPO The Schedule Summary will show a summary of all time date bound webcast activity including registration open dates mail message schedule run times and archive periods The Change Log will provide a detailed review of all updates to the webcast setup as well as the user who made the updates This allows users to easily see changes and reverse them if needed Finally the Overview page will show an
17. communicate with each other via text chat when the presentation is live without the audience being aware of the conversation It is recommended that the Show Presenter Chat option is selected for all webcasts The Timer Settings option under Presenter View allows the user to set a target duration for the webcast and change the recording inactivity interval The Target Duration helps manage the length of the webcast The timer in the upper right corner of the Presenter console will display the elapsed time of the webcast If a user specifies a Target Duration for the webcast the timer will become yellow when 80 of the Target Duration is reached When the timer reaches the target duration the timer turns red The timer does not determine the length of the webcast It is used as a monitoring tool only In the Audio Video section changes can be made to the recording type selected in VX Webcasts The same options are available video and audio audio only phone bridge and the same use cases apply regardless of if the setting was selected within XPOCAST or in the VX Webcasts setup In the Quality section of the Audio Video setup there are Video Quality Preset Low Medium High Custom several pre set options based on the Custom Video Quality video quality desired For most Size 320x240 4 users the default standard setting Bitrate Kbps will be all that is needed These FPS settings affect the quali
18. default the option to send participants to the webcast s login page is selected Alternatively users can toggle on the Send the registrant to a web page option which allows the user to define a website for registrants to be redirected to When entering the website it must include the http or https section of the URL Typically in advance of the live day registrants will be redirected to a microsite or host webpage and then on the live day hosts would switch this redirect option to send to registrants directly to the login page upon registration If there is an error with a registrant s page submission such as they are already registered or didn t fill out the form correctly the INXPO system will automatically redirect them to a page that indicates the error in their registration and allows them to go back and correct it If users wish to override this system generated page with their 13 INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc own error page it can be entered in the Error page URL area The http or https section of the URL must be entered for the page to be functional Registration Pages Once finished entering the registration page parameters click the Create Edit the registration page forthisevq button A new icon will appear under the Registration Pages option that yt allows users to Edit Copy or Delete the page Clicking on Edit will allow Gro
19. need to determine the proper pausing for the system to dial out to the conference call provider correctly To do this dial out to the participant line of the conference call provider Version 2 0 7 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc using a standard phone and monitor the number of seconds from the time the conference line answers to the time when the participant code can be entered Then note if it requires any special characters such as a pound sign to be pressed Also note if it requires any further actions such as pressing one to be connected to the bridge Remember to be mindful of the timing for each action Example The phone number is dialed and the conference bridge answers The pre recorded message from the conference bridge lasts eight seconds and then asks for the participant code to be entered followed by a pound sign Once the code is entered a recorded message plays for 10 seconds and then asks the user to press one to be connected to the conference In order for XPOCAST to properly dial out to this custom bridge it needs to know exactly what to press and how long to wait before pressing those buttons This is done through the use of commas in the access code area Each comma represents a two second pause In the example above what would be entered into the custom access code area would be four commas the access code a pound sign five commas and then
20. the go live date Speakers should also be asked to be available 30 minutes prior to the published start time of the session so that they can do a sound check answer any last minute questions and be prepared to go live or have the simulive playback start It is important that simulive speakers be available before the simulive playback starts as it is much more difficult to troubleshoot any speaker issues once the session is already running live and this gives them a chance to review and prioritize questions as they come in At the beginning of the training session it is important to take care of several housekeeping items First confirm that the computer the speakers are using for the test is the same computer they will be using for the live day This is critical because a different computer may have different settings or programs installed that could negatively impact the presentation Then discuss the speakers connection s and confirm they are hard wired to the internet and not accessing through a VPN Finally do an audio check to confirm each speaker s microphone and webcam or telephone line meets the requirements Version 2 0 57 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc 2 7 mA Activi Viewes OG 00 00 00 Setup Editor Switch Message Questions Console Presenters m Jenn Gibson Video Area Image Override Questions The presentation wi
21. the engineer should click the End button and then go through the saving and finalization steps Be sure to let the speakers know when they are clear via the phone line The engineer should then either use the editor to make required changes to the session or use the Setup panel to place the session on demand for continued access Version 2 0 62 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL
22. the plus sign next to the Previous Staffers heading and clicking on a participant s name The system will confirm this action once Ok is clicked the participant will appear in the current staffers list To quickly search for previous staffers users can type the participant s name or email address in the Staff filter box This is a real time filter and will modify results as each new character is typed The Previous Staffers list also lists the total number of webcasts each person has previously been assigned to Version 2 0 10 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc The Current Staff list shows everyone who is currently assigned to the webcast to have back end access The user who created the webcast is automatically added to the webcast as an Admin The roles assigned to the staffers dictate which parts of the XPOCAST console users have access to The Admin role will give full access to all areas of the presentation and allow the user to start stop the session see all webcast metrics setup webcast elements access Q amp A and many other options Only participants who have been VX Webcast certified should be given the Admin role z 00 00 00 amp Activity viewer i i Question St E Console The Moderator role allows users to start stop a webcast change slides access the question queue and participate in the prese
23. there are four speakers each of their names should be entered into the name field because the system only allows for one speaker display setup In the Bio section type the biographies for each of the speakers participating in the webcast HTML markup can be used in this area to more easily delineate between speakers While this area has no character limit it is recommended that it be limited to no more than 1 000 total characters The Image option allows users to upload a photo for the speaker or speakers Only one image is able to be uploaded per presentation so if there are multiple speakers they will need to have their images combined into a single photo The speaker photo appears both in the bio tab and the media area if a video area override image has not been uploaded VX Webcast Staff The Staff area is where all users who require jaa back end access to the webcast should be SETTINGS Staff c reated Ch a nges ma d e to staffi ng are a p p ied CONSOLE Presentation staff includes the people who will be spe immediately and do not need to be submitted PAR or STAFF Previous Staffers Click on the plus sign to expand the list of users ho ha The Previous Staffers section allows users to REGETRATION Leam more gt see a list of people who have been previously ai MESSAGING Current Staff been assigned to a webcast Users can easily assign these participants to the current webcast by clicking
24. what will appear to attendees when the polling question is submitted if results are not automatically displayed The display polling results option determines if when a user submits their answer the results will immediately appear for them Please note that it only shows the results as of the moment the user submits their response and will not update real time In general it is recommended that the results should not be displayed upon submission Instead a results slide should be pushed out that shows all results from all users The polling results style determines both how the results slide and the Upon user submission results will appear Totals and percentages will show the raw numbers and the percentage Percentage only will just show the percentages For speakers when a polling question is on the screen Version 2 0 46 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc the results will appear on the slide so the speaker is able to preview the results automatically and decide when they are ready to push the results to the entire audience The final slide type is a Ratings slide This slide type allows the user to solicit feedback from the audience through comments and star ratings Telephony Recordings Events For telephony presentations admins should ensure that their speakers are using a landline phone with a handset For optimal sound speakers should not
25. Attributes Entry Type Entry Field v summary of the question for display in drop down Max Characters 0 Display Order 0 menus and other locations when setting up the Active v sanai registration fields The Column Label is what will Required Vv Display Only actually appear on the registration page when One Time Entry Only Allow User Edit implemented For example if the question to be placed Save changes AddNew 7 on the registration page was What continent is your company located on the user would place that text in the Column Label area and Continent of Version 2 0 28 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc Company in the Description area After the text of the question is defined users are able to setup how the question will be answered by attendees by choosing the appropriate options from the Data Type and Entry Type drop downs If attendees will be entering a free form answer the user can define the maximum number of characters allowed in that answer by typing a number in the Max Characters field Please note the maximum for this field is 255 The series of checkboxes determine how users as well as attendees are able to interact with the question The Active checkbox must be selected in order for the question to be used in any way Include Pop Up Widget will add a calenda
26. Bae Mi the console background image which may have already Vertical Position OT Cent Bott r Se ie ineest a been configured in VX Webcasts this can be updated or Repeat Both Horizontally Vertically No F re configured using the same options as seen in VX Summary Area Background Image Webcasts Some users may want to have specific Slide Area Background Image background images for the summary area this is the area that appears under the media window as well as the User Images E Change image in video feed area when the microphone is passed slides Background images can be configured by uploading images to the corresponding areas Clicking the plus sign next to Images will give users additional branding options The first option is the logo The logo may have been configured in VX Webcasts already but can be updated in this area The Submit Question option allows the user to configure how the tab where attendees type their questions appears Users are able to upload a custom image for both the main question entry background and a background image for the submission button This area also allows users to upload a custom image for the Handouts button background that appears in video only presentations In the Tabs section a user can upload a background image for a selected tab tab that s being viewed and a tab that is unselected Version 2 0 40 COPYRIGHT 2013 INXPO INC ALL RIGHT
27. Code L State Province breadth of registration data the show host wishes to collect User aoa Time Zone User Biography Fields if implemented are added to the registration page in the Ill user Message Add On Items same way that Profile Fields are F image Verification Other content can be added to the center field of the registration page to assist in the customization and branding of the page By accessing the Add Content section of the Page Builder users are able to add horizontal lines images links free form text or HTML boxes To add a horizontal line choose this option from the drop down list and then enter how thick the line should be by typing a number in the Size box then click insert Using the drag and drop users can place the line on the page To add an image to the page choose the Image Logo or the Make a content type selection and provide the content SW F Logo option from the drop down menu Using the specific details then click the Insert button Learn more gt magnifying glass choose an image from the Content Content Type select a content type Management System or upload a new file and then click j a Insert The image can then be placed on the page using Image Logo SWF Image Loge the drag and drop method Vertical Spacer Event Login Link ae Event Tte To add additional space between elements on the page add HTML Text Block i Hyperlin
28. Create Default Fields will fill the center panel with the most commonly used fields Please note any formatting or other changes that have been made should be saved BEFORE clicking Create Default Fields Selection Properties Email Address age First Name Last Name Company Phone Center field Password Password is iii Change the current selection by clicking on the diagram k 2 choosing from the drop down list above or by clicking on a the page to the right Learn more gt Create Default Fields Users are able to edit the label formatting and placement of fields on the page To edit the look of a ae pees field drop down the menu under page ir ame required S EN _ Current Selection and select the left a right Aas ame side fields side Company was COUO NRE appropriate field from the under the riches a as Fields area Users will notice that ns S Cha nge the current selectio ay ay n the diagram Password Password is required choosing fro kapis drop dov abon r by clicking o the page to the right Learn more gt Submit once a field is selected it is highlighted in green in the real time PA on left Field on right Label preview window In the Selection canteens a a A Properties window users can edit the layout of the field from the Layout drop down menu The label of the field can be ch
29. For GO Boot All Users Currently Online Page 1 of 1 1 Users Online Name Company Type Login Time ZWXN25ZP8Q WEBCASTBUILDER COM Unknown Attendee 4 18 2012 10 02 AM Page 1 of 1 1 Users Online find a specific user type the user name or company in the Search For field and click Go In the main display users are able to see the name company type and login time for all users currently in the session To remove a user from the session click the Boot button next to their name To remove all users from the presentation click the Boot All button Users should only be removed from presentations if they are causing disruptions or experiencing a technical difficulty that requires them to be manually removed from the session This should not be used to end a session Reset Activity Reset Webcast Activity The reset activity section allows some or all metrics to be deleted for the This tool is used to permanently delete activity fromthe event Any actions taken in this section are completely irreversible there is no way to undo any actions taken in this section Select Areas To Reset V Event Login Activity Nese ents esa To delete specific event activity select the checkboxes for the data that is Presentation Attendees invite A Friend Activity to be erased from the database then type the confirmation phrase in the field Once the Begin Reset button is clicked the system will require confirmation on the
30. INXPO INC XPOCAST User Guide For Self Service Clients 5 2 2013 XPOCAST User Manual 5 2 13 INXPO Inc Contents OG ee ts cca aie E A create ted cs cto date ton te tice daar E seu nate became E O eeauedisaceetareses 2 NANE PA O cecaa ete E A sce atusenuvegaiensea vibes aneedrenesaniieeens 2 erea NEW NEDE ies cs E E T E euserou eaters causes anagmeea tammy an R 3 NN ODE SUNS A E E 3 VX Wepcasts CONSO Cs essers eai E E E aa 9 OMY CC SE SCA e E E E EES 10 VAN EDC SU SLAIN a E S 10 VA WODC RECE O are O 13 VA WE DECISO LOE iren one E E T 23 VX Webcasts IOS SAN ssosTuosisinsiia Toinn T T es 24 WEAS TOO e A E E N R A A E EE E R 26 invite a Friend Email SetuP iiccsecitectcossanccvaedsunndestanseevedtuoksecnatsesandeedndexdbadeane AEREE AA ENEA E Ei 26 FO SI V a E E E E E E 27 Edt SSD SMS Feld Soroen E ET A EE EEN AA EE E P AE 28 Manaec ONNE USE arena E N 30 RESETA VI e E E E E E A 30 Mored Uer SPS WOR E seus onossacanienemrcsacueessateas 31 VA WE 9 ore oy OVET N are E ere ee ee I RA N E ee ANEA 31 APOCAST TOO a E E E E E E E E E uaeneatants 32 XPOCAST Setup Panel Options and Audience VieW sssssssesssreesessrrsssreresrrrsssreresrresesreresereresrereserereseerese 37 XPOCAST Setup Panel Presenter View and Audio Video SettingsS ssssssseessssssrrrrrrrrrrrrrrreeeesssrrrrrrrrrrens 42 Creating Webcast CONTENU ienssssecsdesataceaeithucsspsatndesssahecedonatecearebounsnpaatedanwadsecscvaaDadeareioueasoadtadebwaduecsdesataceastdnans 44
31. If there are webcam speakers setup for the Q amp A monitor the switchboard to confirm that the speakers Version 2 0 61 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc are ready to have microphone control passed to them for the live Q amp A The engineer should also watch the question queue for any attendee technical support questions that come in The engineer should answer these questions with private text based responses As the simulive playback is occurring the engineer should tell the presenters how much time is left before they go to live Q amp A Generally warnings are given for 10 minutes five minutes and one minute When it is time to switch from pre recorded to live the engineer should give the speakers a 10 second warning and then count them down to live from five just like when the session was recorded Control should then be passed to the appropriate speaker The engineer should continue to monitor the same elements that were being monitored during the simulive playback They should also listen to the presentation so they can hear if the speakers seem to be expressing problems with the platform with the ability to change slides or with taking questions The engineer should offer guidance through the messaging system if possible However if this does not work then pause the session verbally instruct the speaker and then restart the stream When the presentation ends
32. Make Call button appears for telephony presentations When a phone number is properly configured this will be an active button that allows the user to click the button and begin the process of connecting XPOCAST to the assigned phone bridge Once this is clicked it will change to Pending and a dialogue box indicating the status of the call will appear on the screen After the call has connected the button will change to Hang Up which can be used to disconnect XPOCAST up from the phone bridge when the recording session has ended Version 2 0 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED 34 INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc The Start button allows users to begin broadcasting the webcast live to an audience or begin recording for simulive and on demand sessions Once this button is clicked a message will appear Start Presentation as to confirm the session is ready to begin Are you sure you want to start the webcast If Yes is clicked the webcast will be ready to broadcast or start broadcasting live depending on the other settings for the session which will be discussed in an upcoming section Once the webcast is started the button will change to an End button which should be clicked to end and finalize the presentation once the live or recording session is over The Previous and Next buttons appear grayed out until the webcast is start
33. Micophone Access vts inxpo com is requesting access to your camers and microphone If you click Allow you may be recorded BS Aiw S o Questions The presentation New Webcast 12 Version 2 0 32 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc The Setup button allows users to change settings made during the VX Webcast setup set up additional branding and access various other features The full functionality of the Setup area will be detailed in subsequent sections The Editor is a built in media and cue point editor for XPOCAST The full functionality of this feature will be detailed in subsequent sections oOo The Message feature allows users to send a take over message to all viewers all speakers or all participants When this feature is accessed it allows applicable users to type a message select who a should see the message and then push the Please type your message in the space below message which will appear on top of the presentation Note that regardless of who is designated to see the message the person who types it will always see it appear on their screen The message will be sent to Only Presenters Only Viewers This feature is useful to alert the audience to All Presenters amp Viewers _ technical difficulties tell the audience the webcast is starting late encourage behaviors
34. Please note that if a registration confirmation email has not yet been created in the Messaging area nothing will be Version 2 0 19 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc sent to the registrants Also if there are giveaway action points being awarded for registering for the event they will be automatically applied to the attendee accounts Once all fields have been filled out click Submit Repeat these steps for each user type to be registered and or previous event Mass Registration Register previous event attendees or registrants or import Register people who attended a previ Register people who registered fora p Import registrants from a file New Accounts The third option for mass registration is to import a list of users from a spreadsheet The first step is to create a spreadsheet that has each of the registrants on a separate row Each attendee attribute should be in a separate column and correspond to one of the options in the Value section of the column list at the bottom of the mass registration page The spreadsheet should be saved as a CSV file and should not contain more than 5 000 rows It must contain a column for email address password and Login ID at a minimum Multiple spreadsheets can be uploaded if needed To import the spreadsheet first choose the type of user each participant will be registered as Typical
35. S RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc The Colors section allows the user to define the color of each area of the console provided background images are not being utilized Users can enter the HEX value of the color or use the color look up option on the right of each row The Font section allows users to define a font for the various areas of the console by choosing the desired font from the drop down menu It is recommended that a consistent font be used in each area of the console Users can also set the font size and color by using the drop down menus and color look up options The Labels area refers to the tab descriptions that appear for the audience If these are left blank it will show the default labels for each section To change the default label simply type a new label in the field The new label will appear on the console The Window Options area allows the user to define how the presentation is launched when an attendee clicks to attend For Stand Alone webcasts this should be configured to have the boxes under window settings unchecked and Do NOT allow users to get the speaker vCard checked For webcasts running within an event this should be configured with Display in a fullscreen window unchecked and Launch in a new window and Do NOT allow users to get the speaker vCard checked The Playback section determines how users interact with the on
36. Telephony RECOPOIM SS LV CNIS tvosnastessssvstannpirceenecuctenasaetesssacuteuvaniviavieennc ansasuialesatecisnnniimebennnmecnssauientrescene 47 Webcam RECON GINS CI Sra erncaieeacenoneaveaaancducuiotscunesoepsuneaesseumiespeunseonnctauanasatinssesuntecnoentsiwiceuesaneneuements 48 XPOCAST Editor Managing Cue PointS ssessenseeneersesrersenressresrerserresrsesrersenresrecsrersaeresreesseerenresreeseerserrenns 50 XPOCAST Editor Editing Audio Video siccscsssscccansssnnadsancevonsesevessdaaaasnuneoiuwebiaeedaedeievesetaatadwetabinwedicbatdaneeieteaass 53 e a SDA OS A E A E AA E A A E E A A A A E EET 57 PONNE TUVE EVED oon a E E E E NN 59 R nning a Simulive EVel ssssisrssssncrasinsee i arrenar ENEE AE EESIN ONEA E ANEAN Erai 60 Version 2 0 1 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc Overview This document is a complete user guide for the INXPO XPOCAST product Each section will detail how to access setup and execute specific portions of the webcast The document also provides best practice recommendations based on the experience of the engineers at INXPO Landing Page Create a new webcast Webcasts 41 Fitter ee 99 Page of3 Showall 4t m Title Speaker Starts Expires Accessed v Category Accessed yesterday 51058 New Webcast 9 unknown not set not set 11 17 2011 8 15PM Webcast system Open Now E Accessed two weeks ago No ebcasts have opened in the
37. a one i e 574933 1 Once the phone bridge details are saved the settings can be tested in XPOCAST through the switchboard More information will be provided on this is subsequent sections The phone bridge drop down also offers a direct dial option This option should be used whenever the sole speaker is also the engineer for the webcast The user can enter their phone number provided it is to a landline phone to facilitate the webcast The next option that many clients utilize is the Video Webcam option This option is implemented when all speakers will be presenting using webcams and external microphones or when a pre recorded video file will be uploaded The Video FME option is used when the client is live streaming a session from a physical location through an encoder such Flash Media Encoder This option should only be utilized by INXPO engineers or advanced self service users who have been through additional certification Finally the Custom option may appear when settings have been changed in XPOCAST that are not in line with one of the standard three options If Custom appears the user can reset the session back to one of the standard options by clicking the correct radio button or by making changes in the XPOCAST Setup panel The Standby Image is an image that displays in the media window just under the logo area This image appears in phone bridge presentations as well as in prese
38. add Once finished click the Submit button To assign webcasts to the new category each webcast must be accessed individually and assigned to the new category in al the webcast s Settings area Kecess The Access section of the Settings page determines when and how To access stand alone XPOCAST sessions users have t Login Required Users bypass registration and ognandd attendees are able to access the webcast It s very important that these settings be entered accurately upon initial setup because this will affect Require registration Require an email address only how attendees access the session as well as reporting and webcast No login required archiving Start Date Time e 12_ 00_ AM be shut ne entered im US Centra time the etawanl VX Webcasts offers three different levels of registration for stand alone webcasts The first and most common selection is Require Registration Duration W mimtes This option allows users to create a registration page with user defined Enter the estimated duration that the webcast will last fields UDFs and branding which can be sent out to prospective attendees Early Entrance Period in advance of the webcast Participants who choose to register for the 15 minutes Determines when viewers wile able tv access ne of Presentation will then begin receiving messages regarding the session On the live day attendees would access the pres
39. ails will come from the CONSOLE Set up and manage the external and internal theonlinexpo com domain The first part of the a email address is defined by the show host and STAFF External Communications REGISTRATION External Communications are delvered via sta come from Learn more gt n To create new mail messages select Add an MESU Description Type Status Actions external communication then select one of the aed lee e available themes Once a theme is chosen a list of available mail message templates will appear setup on a tenant level Select the Delivery Schedule type of All scheduled deliveries appear below including test sen message to be edited and then click Submit This will allow users to edit the mail Send On message The Description will appear in the Messaging area to assist required f rea read AM x in identifying the mail message The Email Subject will be what is sent SEL SiS i era ia o LE E to the attendees when the message is scheduled for delivery The Email From Name Delivery Schedule section is where the dates times and recipients are L This is the value that will appear in the from name whe chosen for mail messages Please note when working ona Registration Confirmation type mail message they are set to decal lala ees ms This is the value that will appear in the to name when 4 automatically send when upon a successful user registration unless disabled It is ve
40. anged by typing in the free form text box under Layout To change the order of the fields on the page click and hold on the field that needs to be moved in the preview window and drag the field down An orange bar that says Insert Here will appear when the field is in the desired spot release the mouse and the field will now be placed in the new location Version 2 0 15 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc Users can add additional fields to the registration page from the Add Fields tab in the Page Builder In the Add Fields tab users can select Profile Fields or User Fields from the drop down list under Category Profile Fields represent oes eee eee ee ne already in use will not appear for selection the most commonly used user defined fields that are added to Leam more gt registration pages To add one or more of these fields to the existing Profle eld Le registration page click the box next to its name and then click the address 2 Insert button at the bottom of the window User Fields represent sere any custom fields that have been created specifically for this tenant a Not all tenants have User Fields created so this may not appear in all per cases User Fields are setup by INXPO on behalf of show hosts and pal are implemented when the existing Profile Fields do not cover the postal
41. any previous event within the same tenant When this radio button is selected Register people who attended a previous event a series of options will appear on the page First choose which previous event to pull the attendee list Previous Event from An optional field called Date Filters is Dan s Show available When dates are entered into this field it Select the previous event from the list above Participants who logged into will only register attendees who logged into the Date Filters You may optionally limit registration to only those participants who attended event selected in the drop down menu during the assigned date range If this area is left blank all users who attended the selected event will be registered for the current event Under the Registration Options area choose the user type for the attendees to be registered A reference code can be assigned to these new registrants by typing one in the Reference Code field this will identify these attendees with this code in the reporting Finally if the mass registered attendees need to receive a registration confirmation email the Award giveaway action points and trigger registration confirmations button should be checked Please note that if a registration confirmation email has not yet been created in the Messaging area nothing will be sent to the registrants Also if there are giveaway action points being awarded for registering for t
42. ay setting and does not affect the actual run time of the webcast For example if the duration is set for 30 minutes and the session runs 45 minutes the system will not stop the webcast before an engineer manually clicks the End button Please note If sessions run longer than the contracted length additional billing may apply The default duration is 30 minutes The early entrance period is the time period when attendees are able to click the login URL and be taken to the lobby display of the webcast Allowing attendees to access the presentation prior to the published start time is important to ensure that they are able to properly login and access the webcast before it begins so they do not miss any of the live content The default early entrance period is 15 minutes the maximum early entrance period is 60 minutes Please note Changing this value to zero will actually allow participants to start accessing the webcast two minutes prior to the start time Archive Expiration The archive expiration identifies when the session will no 365 days from Open Date Time longer be available for attendees to watch Archive dates Archive dates are calculated automaticaly based on the Start are calculated automatically based on the Start Date Time The duration of the archive period is determined by y the client s contract Clicking the Modify Archive Period box Date Time The duration of the archive period may differ will allow the archive date to
43. bby Display Show Floor Go To URL appear at the end of the webcast When using Go to open in a new page once the webcast has ended If No Action Presentation Lobby the Target Frame should be left blank If Go To Presentation Chat Room is selected users will be taken into a text based group chat room The presentation chat room will be configured under the Options section of the Setup area The Target Frame for Go to Presentation Chat Room should be left blank If Go to Presentation Blog Space is selected users will be sent to a blog after the webcast ends it is setup and configured in the same way as Go to Presentation Chat Room If Display a Presentation Poll is selected attendees will be redirected to a post webcast polling question The polling questions are configured in the Polling Question panel which will be reviewed ina future section The target frame for Display a Presentation Poll should be left blank If users wish to chain two presentations together so that when one presentation ends the attendees are automatically redirected to another presentation the Exit Action should be set as Display a Presentation and a presentation should be selected from the drop down menu The Target Frame should be left blank for the Display a Presentation option Version 2 0 38 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO
44. cast media area except to add or remove cue points In addition the working file section also provides users the ability to select a portion of media and insert it into the webcast media file at the point the playback head is currently positioned To insert the portion of media place the Insert Start Selection Marker button and the End Selection Marker in alignment with the playback head Users can also insert the full clip into the webcast media at a specific point in the session Version 2 0 56 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc or append the full clip to the end of the webcast media Again all changes will require a back end system refresh to take effect properly Finally the editor allows users to record a webcam video and insert this as webcast media if desired To do this access the Record tab and choose Allow so the system is able to find and recognize the webcam and microphone From there users can record a webcam video file which will then appear in the media library Training Speakers All speakers need to be trained in advance of going live to ensure that they are familiar with the console know to handle Q amp A and have passed the system check For simulive speakers it is recommended they be trained on the console at the time of their recording but for live speakers it is recommended they be trained five to seven days in advance of
45. ck on the cue point that requires editing from the left navigation and make changes as required in the Edit Cue Point section When all cue point changes have been made click the Save Changes button at the top of the tab If a global adjustment needs to be made to multiple cue Adjust Multiple Cue Points i ane l REE points users can select the Adjust Multiple Cue Points This allows the user to set a specific amount of time to add or subtract changes to take effect which will update that cue point and each subs button from the standard Cue Points tab This allows the be setto 00 00 00 500 or later When adding cue points the final cue p be required to adjust for this adjust a single cue point by selecting itt User to set a specific amount of time which will be added or subtracted from all cue points in the webcast Users can Cue Point Offset 500 HH MM SS mss Enter the number of hours minutes seconds andi specify a starting point for when the cue point changes should take effect which will update that cue point and Apply To All Cue Points l Select Cue Points each subsequent cue point Note that when subtracting Start CuePoint0 End A time from cue points the first cue point must be set to 00 00 00 500 or later When adding cue points the final cue point cannot extend longer than the recorded media allows for When finished click Apply at the bottom of Action Add Subtract
46. d wishes to implement an API APIs cannot be implemented through the self service tool so INXPO should be contacted for assistance The final option on the main Registration setup page is to Restrict Registration This area offers two a Restrict Registration types of restrictions from the drop down menu The first LOGIN Restrict who can register for your event by spec option is to restrict registrants to only user who are ina res specific list of domains Must be in list of domains This Restriction type is used when registrants must register with a valid domain Must be in list of domains name For example if INXPO was running an internal only Rejection action or 7 event this section would allow them to choose Must be in list of domains and identify inxpo com as the only valid Rejection message email address domain that can be registered To activate this option select Must be in list of domains and then choose what happens when an invalid user attempts to register from the Rejection action drop down If Do not Email domain list aa Maa save information is selected then no information will be Add an email domain saved in the INXPO database If Save as pending registration is selected the user information will be saved in the database and must be manually approved or rejected If Save as deleted registration is selected all t
47. demand version of the webcast If Use resume feature for on demand playback is unchecked every time a user access the on demand version of the session it will start at the beginning for them If it is checked when users access the on demand version more than once it will prompt them to decide if they wish to start the session from the beginning or where they last left off in the presentation Version 2 0 41 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc XPOCAST Setup Panel Presenter View and Audio Video Settings XPO Setup Presenter View Features Show Presenter Chat a Preview Links Di agnostic Information Timer Settings El Advanced A timer is available to help manage the length of the webcast The timer in the upper right corner of the Presenter console displays the elapsed time of the webcast Specify a Target Duration for the webcast When 80 of the Options Target Duration is reached the timer will become yellow When the timer reaches the target duration it becomes Audience View Presenter View Target Duration minutes ElAudio Video Quality Advanced The Presenter View section of the Setup panel allows the user to configure what additional options are available to administrator users The Show Presenter Chat checkbox enables a group chat room for anyone logged into the back end of XPOCAST This chat allows presenters to
48. e XPOCAST If this is toggled on it would display in place of the Video Area Override Image and the Speaker Photo during the presentation To vas Upload a photo click on Change Photo and select an image from the Content Management System or upload a new file Email Address Name To add new staffers to a presentation use the Create a Staffer section Start by Password entering the email address of the user the system will then automatically search the Proto database to see if this email address already exists within the tenant If it does exist the Role Admin 11 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL Create XPOCAST User Manual 5 2 13 INXPO Inc Name and Password fields will automatically populate and not allow for additional editing If the email address does not exist the name and password fields will need to be filled out If utilizing the Change Image in Video Feed option users can upload the new staffer s photo using the magnifying glass icon Click the icon and then select an image from the CMS or upload a new file Finally assign a role to the new staffer and click Create Once the Create button has been clicked the user will be added to the Current Staffers section Version 2 0 12 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc VX Webca
49. e specific criteria for a message Depending on which boxes are checked additional filter options may appear Once all filters have been selected click the Add Selected Filters button The chosen filters will then appear in the Recipient Filters box The next step is a critical step to ensure the correct people receive email communications Click the Preview Recipient List link to show a list of all users who will receive the message It is important to check the recipient list to be sure the correct users are appearing based on the filters setup Once the recipient list has been verified click Apply For the delivery to take effect the Submit button must also be clicked Multiple sends can be setup in advance by clicking the Schedule A Delivery button and repeating these steps It is important that all mail messages be tested prior to scheduling an attendee delivery To schedule a test access the Messaging area and select Messaging Test next to the mail message being evaluated In the Set up and manage the external and internal communications fo new window enter a From Name and then enter the email addresses of the users testing the message separated by commas It is recommended that various standard mail External Communications External Communications are delivered via standard email les systems be tested to confirm the message appears appear to come from Learn more gt correctly by each email pr
50. e version for each recipient AML Version Text Version A gA arm ec l lt 2 BE f U age Font family Font size X Gs 1d til dE be s Insert Merge Variable Email not displaying comecthy View it in your browser Lid customize the message to pull in recipient names event information and other dynamic fields To insert a merge variable click the icon of the hand with the roll over message of Insert Merge Variable When this is selected a list of available merge variables will appear By clicking one of the options a preview of the code will appear at the bottom of the window To insert it into the mail message click Insert As settings such as dates times or titles change in the event setup the merge variables will automatically pull the new information each time a new message is sent It is important to preview and test the merge variables to ensure that when they are sent out to recipients they are appearing correctly and pulling the correct data Once the mail message is finished being edited click the Submit button and the message will be ready to be tested These steps can be repeated for each type of mail message required for the event Webcast Tools Webcast Tools The Webcast Tools is a collection of options that provide additional SETTINGS CONSOLE Tools for managing your webcast Learn more gt SPEAKER webcast functionality and support STAFF Invite A Friend E
51. eadsheet can be uploaded at a time Next choose how the CSV has been setup Typically for CSV files it will be Comma delimited If the first row of the spreadsheet has a column header check the box First row contains column names In the column list enter the column number that the restricted domains appear in on the spreadsheet Then click Start Import The system will import the files and produce a report of any errors that occurred during the upload or report when the import was successful Restriction settings can then be set up in the Registration Restriction area which will be discussed later in this document Once finished test the registration system to confirm that restricted domains are being rejected The next option on the main Registration setup page is Mass Registration The mass registration option allows users to register attendees from previous events or upload a spreadsheet of attendees This can be used in place of or in addition to setting up a registration page if desired When the Mass Registration option is selected users are presented with three options Version 2 0 18 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc The first option is to Register people who attended a Mass Registration previous event This allows users to register all Register previous event attendees or registrants or import new registrants people who logged into
52. ed Once the webcast is started all users will have access to these buttons which will allow anyone with back end access to change slides It is important to review and plan with speakers who will be changing slides and when The Activity button will pull up a window that gives a quick snapshot of the a 2C webcast reports meyo ne Using the date options at the top allows users to define the period they wish talons oe to review statistics for To reset the activity back to all zeros click the Reset stu nformational Messages 0 ions Asked 3 Activity button next to the Viewer Activity heading This is typically done once all webcast testing is finalized and the webcast is ready to be run for actual Handout Activity e e Unique handout views 0 audiences Please note that clicking this button will erase all webcast tracking on ons R Total handout adds 0 information both in this window and in the data portal It should only be nvs clicked when data is no longer required for the session Skei Scheduled Attendees typing their name and searching To see a complete list of attendees leave the search box blank and The Viewers area shows the total number of current live or on demand attendees accessing the webcast Use the Search button to find specific users by click Search This will show the users in the webcast who meet the criteria as well as how long they have been in
53. ed location on the registration page Additional hyperlinks can be added to the registration by using the Hyperlink option When this option is chosen users must type the URL beginning with http or https and the text that will appear on the page and the target To open the link in a new window use _ blank as the target Once finished click Insert and place the field on the registration page For webcasts with full events a link to update the attendee profiles can be placed on the registration page using the Profile Update Link Once selected enter the text that should appear on the page and the target for the link then click the Insert button and place it on the registration page using the drag and drop method For stand alone webcasts attendees do not have user profiles so this link would not be necessary Finally users can add a system check to the registration page by choosing the System Check Link entering the text to appear and choosing the target window Once inserted it can be repositioned on the page INXPO strongly encourages users to include the system check on the registration page as it will allow attendees to confirm their system viability in advance of the live day selection Appearance C55 Additional customization to the registration Type style values or select them from the pick lists by page look and feel can be made in the clicking the down pointing arrow located in the right most S
54. election Appearance CSS tab of the Page column of the table Builder To edit the appearance of the field labels select a field by clicking on it from the real time preview window From there the font color etc can be edited by choosing o options from the drop down menu under the Appearance Template OB Label Cell tab Similar changes can be made Select this option if you want new fields to inherit this field s current appearance to that field s input field and cell by accessing those tabs from the Selection Appearance CSS section Users can make changes to each field individually or make changes to one field and apply the change to all fields by clicking the Appearance Template box at the bottom of the window Once this box is checked the system will ask for confirmation on the action clicking Ok will apply the selected style to all fields on the registration page Changes to the additional content fields such as text boxes or horizontal lines can Version 2 0 17 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc also be made from inside the Selection Appearance CSS section To do this select the element to be edited and then make adjustments using the drop down menus next to each option in the available tabs Other adjustments to the background or individual sections of the registration page can be made by choosing the area to be edited
55. eneral Display Order 0 File Browse_ af Presenter Chat category To upload a file click ur nl the File radio button and then use the Browse button to find the document To provide a URL click the URL radio button then type the URL starting with http or https in the field Once finished click Save This can be repeated or each handout B Presenter Chat The Presenter Chat area is an area that allows webcast staffers to EE communicate with each other Users can select Jane Everyone trom the pk pA drop down menu to send all staffers a message or Jenn JOnn omit select a single user from the drop down menu to send a private message To expand the Presenter Chat window click on the menu bar Version 2 0 36 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc XPOCAST Setup Panel Options and Audience View When the Setup button is accessed there are several areas that can be configured Many of the areas configured in the Setup area will have already been configured in VX Webcasts It is important to note that if changes are being made in the Setup Setup area all subsequent changes must continue Options to be made in the Setup area rather than Description Title New Webcast 12 Lobby Welcome Setup as this could result in overwriting Presentation Code making changes bot
56. entation from a login page Archive Expiration 90 days from Open Date Time where they would need to enter an ID and Password When Require Archive dates are calculated automatically based on thi reset fees may apply Learn more gt Registration is selected the Registration mW Mt Login and Messaging Extend Archive Period options appear on the left navigation bar to indicate that these areas need to be created for proper implementation Choosing Require Registration will yield the most robust reporting The second registration option available is Require an email address only This option allows the user to bypass the need for a registration page When this option is selected and the Settings page is saved users will notice the Registration option no longer appears on the left navigation When requiring only an email address attendees will not register in advance of the live day Instead they will be sent a message with a login URL On the live day they will be asked to enter their email address to gain access to the session It is important to note that the only thing that will identify participants in the session s Q amp A entry chat rooms and reporting will be their email address because no other personal data has been collected Finally attendees can enter the session anonymously by utilizing the No login required option When Mt this option is selected and saved the
57. er the equal sign in the YouTube clip URL If the user wishes the video can include a Title above the YouTube video and a description below the YouTube video Finally specific background colors as well as height and width can be defined When the clip is inserted into the deck it will automatically play Speakers are able to share their desktops through the use of the Screen Share slide type Any speaker wishing to share their screen needs to be on a PC Macs and Macs booted in PC mode are not supported by the XPOCAST screen share driver Speakers who will be sharing their screen need to Version 2 0 45 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc download the driver linked to on the Screen Share slide setup page Once a speaker has installed the driver they will be able to click Allow when the screen share slide is pushed out to the audience and their entire desktop will be visible to the attendees Please note Attendees do not need to install anything and need only meet the standard INXPO system requirements to view a screen share session Finally screen sharing sessions are meant to be short clips and are recommended to be no more than approximately 10 minutes in length however multiple screen sharing sessions can occur in a single presentation The Event Feature slide type allows users to pull up an area of the event as a slide The slide functions just
58. esired page will be compatible with the frames in XPOCAST When the test button is clicked a new Version 2 0 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED 44 INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc window will open where the user will need to click Load web page If the page loads it will be cleared to be used in XPOCAST However if it does not load properly it should not be used in XPOCAST Finally if the user clicks the button to prevent users from interacting with the slide then the page will load but users will not be able to click on any of the page s links The Image slide type allows the user to upload a JPG GIF or PNG file as a slide The image slide is not scaled to fit the slide window so it must be sized prior to upload To upload the image click File Browser locate the image and confirm the preview is correct The Video slide type allows users to upload a short video clip to play in the slide area First upload a file in one of the following formats AVI MPEG WMV ASF RM MP4 MP3 MOV FLV and F4V by using the Browse button Once the file has been uploaded click Start Upload Please note that through this interface the maximum file size is eight megabytes however if larger files are required to be uploaded it can be done through the Editor The Editor will be detailed in a subsequent section Users can specify a background color for the video by selecting
59. esults Display and occurs relative to the start of the Video Size Change Slide and Folling CuePoint6 00 00 32 779 Question types require the selection of a media p ayb ack Final ly the type Slide Change Copy of New Slide Slide or Polling Question respectively CuePoint4 00 00 30 954 Slide Change Copy of New Slide New Cue Point Adjust Multiple Cue Points refers to one of the six cue point CuePoint 00 00 33 160 N E Ei 5 Ei Ei Ei 5 action types The cue point action types are Slide Change Advance Animation Polling Question Polling Question Results Video Toggle and Image Change Slide Change indicates a change for any of the available slide types Advance Animation moves the animations on a particular Flash slide Polling Question and Polling Question Results reference the display of a polling question or polling question results respectively Video Toggle indicates when the video should be turned on or off in the video feed window Finally Image Change references the changing of a speaker image in the media window To edit the cue points admins should access the Editor button on the XPOCAST console Once the new editor page loads there is the basic Cue Points tab and the Cue Points Advanced tab On the basic Cue Points tab users will see a list of all existing cue points with their name time and type listed on the left Version 2 0 50 COPYRIGHT
60. f characters a respondent can type Max length The maximum number than can be entered in the Max length field is 999 Repeat these steps to add all answer options and all questions for the Version 2 0 27 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc survey Once the questions and answer options have been created users can re order either the answer options or the questions by using the green arrows to the right of the question answer options After all answer options and questions have been finalized click the Done button The Response Message is what attendees will see upon submitting the survey In the open field type what message the attendee should see upon successful survey submission The Expose Survey Results box if checked will display a cumulative list of results of the survey when the attendee submits the survey This will show all results for all users who have taken the survey if checked In most cases users will uncheck this box so as not to expose the survey results data The Allow Resubmit box determines if attendees can submit the survey more than once If this box is unchecked upon successful submission of the survey attendees will not be able to take the survey again and change responses if attendees encounter the survey a second time they will see the thank you page instead of the survey page When the allow resubmit
61. g and finalization process It is critical that the browser session remains open during this time to confirm that the session is properly saved for continued access After the session has ended users can edit the session using the Editor place it on demand by changing the Webcast Type or prepare it for simulive playback by changing the Webcast Type XPOCAST Editor Managing Cue Points Cue Points EET Cue points are invisible markers in a media file which are used to CuePointO 00 00 00 500 Cue Points ane eee B trigger presentations such as the Cue points are invisible markers in a video CuePoint1 00 00 01 689 file which are used to trigger presentations Changing of the current slide Cue Slide Change New Slide such as the changing ofthe current slide Select a cue point from the list to the left to po i nts h ave t h ree p ro pe rties CuePoint2 00 00 22 422 edit its properties Slide Change Copy of New Slide eee are name time and type Each cue CuePoint3 00 00 30 019 ee MU e ave a name wien Slide Chanae Conv of New Slide name The name is used to identify the TSS r cue pointin lists used to identify it in the cue Time This value indicates when the cue point occurs relative to the start of the point list The time value video playback Type There are four types of cue points jmdicates when the cue point CuePoint5 00 00 32 158 Slide Display Polling Question Display Slide Change Copy of New Slide Folling Question R
62. ges out loud if they are not prepared in advance for what they are and how the look If any of the speakers are utilizing screen sharing have them start the screen sharing session and confirm they are able to share their screen without a problem Once each element has been explained and tested review what will happen on the live day during the pre call and when the session is ready to go live It is also important to discuss contingency planning with the speakers For example in case a speaker were to lose internet connection the engineer would want to preemptively discuss how slides would continue to change during the presentation Would control just be passed to another speaker Would the speaker just say Next slide to cue the engineer to change the slides It is recommended that Version 2 0 58 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc speakers have a print out of their slides in case something happens to their internet connection they can continue to give the presentation in the case of telephony For webcam presentations if a user loses their internet connection the video and audio feed will also drop until the speaker logs back in and allows the camera again A typical contingency plan for this is for the engineer to have a muted back up phone line with the speaker so they can talk in the event of a connection loss If the connection drops the engineer would
63. ght Learn more gt Display Section Spacing Section spacing and the dotted borders around each section do not display on your live registration page If an editable area other than Page or Center is selected two options will appear on the Selection Properties tab Edit Content and Delete Content To remove the selection area s content from the registration page click the Delete Content button and a warning message will appear Click Ok and the content will be removed from the registration page Clicking Edit Content will pull up the HTML Editor The HTML Editor functions similarly to a setting up a standard Word document Users are able to enter text insert images and edit formatting For advanced users an HTML option is available to type or Version 2 0 14 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc copy paste code into Once a user has finished editing the section in the HTML editor they can click Save to be returned to the VX Webcasts Registration setup page The real time preview will update to reflect the changes If a user chooses to edit the Center fields area under the Selection Properties they will see Create Default Fields or Delete All Fields instead of Delete Content or Edit Content because the center panel is where all of the user defined fields will appear Choosing
64. h in VX Webcasts and Jp Options changes or information not updating hats Alaa Abstract Chat Blog correctly When changes are made in the Twitter B Z U a i al H Audience View Setup area each section does not need to H Images be saved it only needs to be saved once Colors before returning to the main XPOCAST Fonts window Labels Webcast Type The top right corner of the Setup panel has 2 Window Options e Live Simulive two options that are useful for testing and assigning links to speakers The Webcast Test button will run a diagnostic on the webcast once configured and or recorded and notify the user of any errors or setup issues that may have been found that need to be addressed before the session is run live For example this test will notify you if you have forgotten to upload a speaker image or the image you uploaded is the incorrect size The Display Preview Links section allows users to pull all soeaker moderator and admin URLs The first section in the left navigation tree is Options On the main Options page users can update the Title of the webcast by entering a new title in the Description section The Presentation Code is used for reporting purposes and appears in the title bar of an attendee s browser This section is optional The Abstract section allows users to enter and or update the webcast information that appears in the Abstract tab or on the presenta
65. h term that Display Twitter Avatars should appear in the tab stream Then choose whether Twitter Allow Attendee to T t R im Avatars should be shown and if presentation attendees are r Colors i Se oh wets Bi allowed to tweet during the session by checking the appropriate boxes Tweet Shell Background 8ec Ida Tweets Text 444444 ME The colors section allows users to define the color of the Twitter E shell background and text within the Twitter tab on the console Tweets Background Tweets Links 1985b5 Fir ba 9 The Audience View section allows users to configure what attendees will see when they access the console The layout style drop down will change based on what is being used in the presentation The most standard layout is Video on Left Please note that while the layouts reference video this only refers to a right or left navigation panel that allows for the display of webcam video streaming video pre recorded video or a still image of the speakers Self service clients will not utilize the Tour Bus or Flex Console layouts as those are full service only options Version 2 0 39 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual Audience View Layout Style Audience View Style Video on left Tabs E Show Abstract Ea Show Submit Question W Show Q amp A Answers _ Show Twitter Theme custom 5 2 13 Show Speaker Bio Sh
66. he event they will be automatically applied to the attendee accounts Once all fields have been filled out click Submit Repeat these steps for each user type to be registered and or previous event The second option for mass registration is to register Mass Registration people who registered for a previous event regardless of if they attended To implement this first choose which Register previous event attendees or registrants or im previous event to pull the attendee list from An optional field called Date Filters is available When dates are Register people who attended a pr entered into this field it will only register attendees who logged into the event selected in the drop down menu Register people who registered fo during the assigned date range If this area is left blank all i l Previous Event users who attended the selected event will be registered for the current event Under the Registration Options Select the prewious ewent from the list abowe Participa area choose the user type for the attendees to be registered A reference code can be assigned to these new Nate Filters registrants by typing one in the Reference Code field this will identify these attendees with this code in the reporting Finally if the mass registered attendees need to receive a registration confirmation email the Award giveaway action points and trigger registration confirmations button should be checked
67. he logo appears on the top left area of the console To upload a logo click the magnifying glass and select an image from the content management system or upload a new file The logo image should not exceed 60 pixels in height For best results use an image with a transparent background such as a PNG file The logo can also be a GIF or JPG image Once the image has been uploaded a preview will display on the Console page The background section allows users to customize what the overall console looks like behind all the elements in the window The default background color is white To change the color of the background users can enter the HEX value in the field under Color use the color picker icon to the left of the free form box or enter the RGB value in the color picker area If a user would prefer to upload an image rather than a color click the magnifying glass icon to select an image from the CMS or to upload a new file The minimum screen resolution size INXPO supports is 1024x768 so background images should be designed to be 1024x768 pixels or larger Modify the graphic and image placement options to determine the best size at the screen resolution most attendees will be utilizing for the presentation File types supported for this area are GIF JPG JPEG and PNG Once the image has been uploaded use the horizontal and vertical positioning options to ensure the image is properly placed on the console The tiling options can be set a
68. he phone bridge line is quiet use the volume slider in the switchboard to increase the sound conversely it can be turned down if needed It is important to continue to work with a speaker until they are producing a quality audio volume which may require them to change phones or locations It will be very difficult to fix poor audio quality after the webcast has been recorded so it is critical to spend the time up front ensuring speakers have good sound quality Once the speaker s audio quality is confirmed make sure they have logged into the environment properly Once they are properly logged in 7 Phone bridge l l l the icon next to their name will turn from gray to black If the user s icon en Ea En is not black they are NOT properly logged in Once users are logged in have them type in the presenter chat If the user cannot type in the chat then they are not properly connected to the presentation If a user is not properly connected to the presentation have them run the system check and confirm they are passing on all points If they do not pass the system check have them follow the on screen instructions and re access the webcast After each user has confirmed a proper connection and audio quality review the console features with them confirm how questions are being handled and answer any final questions At the designated start time click the Start button and then click Yes on the prompt While these buttons are be
69. he user data will be saved in the INXPO database but users will not have access to the event and will appear as Reversed in registrant searches In the Rejection message area a message can be customized to explain to users why their registration is not being processed In the Email domain list section click Add an email domain to define the acceptable domains that are allowed to register Alternatively the restriction type can be set to Must not be in list of domains The same steps would be taken to set this up except the email domain list section would identify domains that are not allowed to register for the event If users choose to import email domains those domains will automatically appear in the Registration Restriction section Once users have finished setting up registration restriction click Apply for this section and then Submit for the page Note If any domain should be allowed to register for the event then the Restriction Type can be left on the default of No restriction Version 2 0 22 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc VX Webcasts Login fit Login Logout Page The Login section of the VX Webcasts allows users to customize the login page It functions ShowName very similar to the Login ID Password Registration Page setup J Synchronized Section Widths Use these controls to set the widths of t
70. he various processes page sections and the editor will update the widths Caeser 650 pices l i ie Upon first accessing the Left Side Width i g 130 pices Login Page Builder the Fields Width 400 _ pixels user will be able to Right Side Width ic create overall page The Reset Page function will delete the existing page and replace it with the system defau settings by highlighti ng Reset Page the Page section and then defining the individual section widths in the Synchronized Section Widths area Also in the Selection Properties users can Reset Page which allows the user to delete any existing content and reset the page back to the default settings Browse Library allows users to select Login Pages from the existing templates these templates include INXPO standard templates as well as any templates added by the tenant users Finally the Add to Library option allows the user to add the existing Login Page to the library of templates for use in future webcasts Dy ll Selecting Page Header Left Side Right Side Page Footer Fields Header or Fields Footer will allow the user to customize the look of each section by using the Edit Content option under Selection Properties Clicking on Edit Content will launch the standard HTML editor which will allow users to create content and or copy in HTML content to populate that section Clicki
71. hem down to live from five As the five second countdown is occurring the engineer should click Start click Yes and then pass control of Version 2 0 59 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc slides and or the microphone to the appropriate user before they reach the two second warning mark The last two seconds should not be counted out loud by the engineer so as to ensure that their voice is not heard by the audience Once the session is live and the speakers are talking it is the engineer s job to monitor the presentation on a variety of fronts First listen to the presentation to hear if the speakers seem to be expressing problems with the platform or ability to change slides Soeakers often can get flustered at the moment they go live and not remember how to advance slides and will look to the engineer aloud for assistance The engineer should offer guidance through the messaging system if possible However if this does not work pause the session verbally instruct the speaker and then restart the stream Next watch the Presenters tab and the Presenter chat to confirm that speakers do not drop their connection or reach out for assistance If there are multiple webcam speakers monitor the switchboard to confirm that the speakers are ready to have microphone control passed to them prior to sending the stream over Finally the engineer should watch the questio
72. in the Selection Properties section then accessing the Selection Appearance CSS tab and making the needed adjustments using the drop down menus in the available tabs When all changes have been made click the Submit button On the main Registration area additional options appear in a blue box at the top of the page OVERVIEW i i Submit STING Registration CONSOLE Create set up and edit your registration page You may create one or more pages in one or more languages Learn more gt E Import Email Domain Restriction List SPEAKER e Mass Registration STAFF Registration Pages REGISTRATION Edit the registration page for this event Learn more gt Registration Activity LOGIN The first option that appears is Import Email Domain Restriction List This section allows users to define specific domains such as Hotmail com or gmail com that will prevent users from registering or limit user registration Start by creating an Excel document that lists out each of the restricted domains on individual rows and save the file as a CSV file type The maximum number of rows that can be uploaded at one time is 5 000 Multiple spreadsheets can be created and uploaded to the INXPO system if needed Once the spreadsheet has been created click the Import Email Domain Restriction List button Under the Import File Options list click Browse to upload the spreadsheet to be uploaded only one spr
73. ing clicked the admin should be giving the speakers a countdown to the go live time After yes is clicked the session will be live and broadcasting to any attendees or being captured for simulive playback To give control of the slides to a user click the mouse icon next to their name which will activate the Previous and Next buttons for them Only one user can control slides at a time When the presentation has ended click the End button The Save Recording option is defaulted to checked which means that the session is set to be saved by default so it can be placed on demand and or played back for simulive If Save Recording is unchecked absolutely no media audio video or slide timings captured during that session will be saved and there is no way to recover it If an exit action is defined there will be a secondary check box that asks if the exit action should be performed The default is to have the exit action occur for the audience When that box is unchecked attendees will not be redirected to the defined exit action When the Yes option is clicked the system will go through a saving and finalization process It is critical that the browser session remains open during the finalization process to confirm the session is properly saved for continued access After the session has ended users can edit the session using the Editor place it on demand by changing the Webcast Type or prepare it for sim
74. ing on the Insert Blank Media button Users can choose to add the blank media to the timeline or replace a selected section of media with silence or black To insert blank media or silence into a media file the playback head Insert Start Selection Marker and Insert End Selection Marker should all be aligned at the intended point of insertion into the media file To replace a portion of the media file with black media or silence click on the Insert Start Selection Marker button and then either drag the End Selection Marker to the end point for the selection or drag the playback head to the end point and click Insert End Selection Marker This will select a portion of audio video and the system will indicate the length of the selection on screen From there users can replace media file with black media or silence It is also important to note that for audio only files in the event media only Silence should be selected to be inserted into the media file For video files in the event media black media and silence should be selected to insert into the file The editor also allows users to add and remove cue points noted by the lines with green dots from the webcast media area If users are editing a file in the Working File section they are able to make all the same changes to the Working File FMGSilence fly Append full clip to Webcast Media file as users can in the web
75. ints through the Q amp A and close of the presentation Then take any questions the speakers have It is recommended that the webcast engineer remind the speakers of how the Presenter Chat and Message features work and look in case they need to be implemented Finally review the contingency plan with the speakers in case they drop their connections or other items occur Speakers will not be live during the simulive playback so they are free to communicate out loud during this time When it nears the time to start the session give the speakers a five minute warning a one minute warning a 30 second warning a 10 second warning and then count them down to live from five As the five second countdown is occurring the engineer should click Start The system will check to see if the session should be started at the beginning or if it should be started at a particular point in the recording When a presentation first starts the time settings should all be zeros If there were to be a problem during the playback where the session had to be stopped and restarted the engineer could enter the time code of when the presentation stopped so as to allow it start again from that point this prevents attendees from having to watch the same content playback more than once Once the recording playback has begun the engineer should watch the Presenters tab and the Presenter chat to confirm that speakers do not drop their connection or reach out for assistance
76. istrations can be edited or deleted You can also manually re users to f i n d re gi st ra nt s a d d M New Registration new registrants and change a Registration Edit allows for editing of an existing registration A registration can be modified or deleted Certain edi regist ra nt s status In for audit trail purposes Registration Activity anew Registration Attributes required attendee can be registered Registration Package required v by clicking the New Available Add Ons Registration option The Payment Information new registrant must already A exist as a user in the tenant ee eee data base to be registered Charge Amount o using this option The first step is to click Select next to the Select User row and search for the user to be registered Next use the magnifying glass on the Registration package row to find and assign a registration package to the new registrant If e commerce is setup for the event through INXPO fill out the payment information section then click Save Changes Within Registration Activity registrants can also be searched for by name or specific registration criteria Using the Search Criteria box select Registration Activity i E a In this area you can search the existing registrations for this event Existing registrations can be edited or deleted You can also manually register ex filter options and enter search criteria l D
77. ith the same title as another session already existing in the tenant VX Webcast Settings OVERVEW The Settings section is where the majority of Settings SETTINGS CONSOLE Define the basic parameters of the webcast SPEAKER changes for the page click the Submit button Title New Webcast 12 Submit does not need to be clicked after each the webcast details will be entered To save STAFF REGISTRATION The title of the webcast appears in the browser title bar Learn more gt LOGN section is completed but instead can be MESSAGING Abstract clicked when all elements of the page have Version 2 0 3 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc been entered First enter a title for the presentation The title will display in the abstract section of the console if enabled and is able to be parsed into any mail messages created for the webcast It is recommended that the title be kept fairly short and the abstract area be used for longer descriptions The title section has a maximum character limit including spaces of 125 The abstract is a short description of the webcast which appears in the abstract area of the console if enabled The abstract can be entered as plain text or include HTML mark up If using HTML preview the abstract in all supported browsers to ensure proper display The abstract section does not have a character
78. k a vertical spacer Select Vertical Spacer from the drop Profile Update Link ia herk lik down list and then enter a number for the required pixel height of the spacer Once Insert has been clicked this can be moved on the page using the drag and drop method To provide a direct link to the login page select the Event Login Link content type In the Text area enter the text that should appear on the registration page the text typed here will be hyperlinked to the login page The target for the link can be changed from _blank which opens the login page in a new window by entering the new target in the target box It is suggested that an event login link be placed on the Version 2 0 16 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc registration page so that users who are already registered for the event can easily access the login page Once the link is inserted on the page it can be moved by using the drag and drop method To quickly insert the title of the webcast on the registration page choose the Event Title option and click insert Drag and drop this to the location it should appear To add free text choose the HTML Text Block With this option users can type free form text as well as add HTML markup and insert content on the registration page Once finished click Insert and then drag and drop the field to the desir
79. like the link slide would except it will display a portion of the event such as a sponsor space lounge or host space instead of a URL This slide type will not be used for standalone webcasts The Polling Question slide type allows users to pose multiple choice questions to the audience The polling question must first be Create a New Polling Question setup in the Polling tab on the Step 2 Define the Answer Options left navigation bar Once the Type the answer text into the space provided and click the Add button to add it to the q uestion has been co nfigu red list Use the controls on the left side of the list to change the order of the answers or remove an existing answer from the list users are able to place the poll Answer Text Adi question as well as the results pe Aneri in the slide deck To configure a polling question click on the plus sign next to the Polling bar in the left navigation Enter the text of the question that will be posed to the eee audience the answer options available and how the question should appear to the audience If Yes is chosen for the comment entry option users will be able to type in comments Those comments will only appear in the Data Portal not in the XPOCAST session Only the results of the multiple choice questions appear to speakers or attendees in the XPOCAST session Finally give the polling question a label to identify it The Response Message is
80. limit however it is recommended this section not include more than 1 000 characters to ensure optimal display The category area is used to assist in the management of webcasts Categories allow for easier webcast sorting on the main landing page and can be used in webcast reporting INXPO strongly recommends mapping out a category management strategy for the tenant prior to setting up any webcasts so that all engineers are familiar with the format requirements While categories can be edited it is much easier to have a structure in place at the beginning rather than trying to implement one once several presentations have already been created and or run The default category for all webcasts is Webcast System To create new categories click the drop down list and choose create new category From here an entry field will appear to the left of the dropdown menu where a new category can be typed in Once the category has been typed and the Settings page s Submit button has been clicked the category will appear in the drop down menu To assign a webcast to a category in the drop down menu select it from the list and then click Submit Users are able to modify the categories by anage Categories Submit Cancel clicking the Manage Categories link on Webcast Categories allow you to classify webcasts primarily used in reporting to group events which are similar the Settings page Clicking this link wi
81. ll Category Actions open a new window that lists all available rr Delete categories Please note the default a Delete f os b i Jenn s Test Category Delete category of Webcast System does not _ TE appear in this window nor can it be Jessica s webinars Delete modified From the new window existing Boo Matt s Category Delete category names can be changed by typing meem TR a new name in the field Once a new Peter s Xpocast test Delete name is typed click the Submit button Sef Senice Training Sessons a o Tammy s Self Serve Delete and all webcasts associated to that TED Category Delete category will automatically update To Add a Webcast Catego remove a category click the Delete button A warning message will appear to confirm that the category will be deleted click OK on the warning To finalize the action click the Submit button Once a category is deleted all webcasts that had been assigned to that Version 2 0 A COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc category will be reassigned to the default category New categories can also be added from the Manage Categories area To add a new category click the Add a Webcast Category button A blank row will appear at the bottom of the list here users can type the name of the category they wish to
82. ll begin momentarily New Webcast 12 7 Handouts ___ _ Presenter Chat When the training begins the first step is to do a complete console review with them Remember admins and speakers have different views on the toolbars so only speak to what they are able to see The engineer should explain each section of the console starting with the media window and then moving on to each of the available tabs As each section is discussed the engineer should confirm with the speaker that they are seeing what is being shown and allow them time to practice using the area For example pre populate some test questions and allow the speaker time to prioritize them and answer some via text Next be sure to point out how the speaker will control slides by using the Previous and Next buttons as well as the animation arrows on the slide window if applicable If a panel of presenters is being trained this is an excellent time to discuss what the process flow for the webcast will be and to start the session and practice passing control between users allowing them to control their Slides Next discuss the messaging features of the platform that will allow the speakers and engineers to communicate with each other Have the speakers type in the presenter chat to confirm they do not have any problems Then use the Message feature to show the speakers what this would look like if utilized on the live day Speakers have a tendency to read these messa
83. ly stand alone webcasts participants are registered as the attendee type Next an optional reference code can be assigned to the registrants to identify them in reporting If the mass registered attendees need to receive a registration confirmation email the Award giveaway action points and trigger registration confirmations button should be checked Please note that if a registration confirmation email has not yet been created in the Messaging area nothing will be sent to the registrants Also if there are giveaway action points being awarded for registering for the event they will be automatically applied to the attendee accounts Some participants may already exist within the database To update their profiles to reflect the information in the spreadsheet click the Update existing users profiles If this button is left unchecked the system will register the participants for the current event but not change any of their profile information To upload the spreadsheet browse for the CSV file then check the box if the first row of the spreadsheet does contain column headings In the mport File Options File Browse_ Please limit input to 5000 rows per import file First row contains column names lf your import file has column names for the first line of the file then select this option to supp Column List Map the columns of information in your import file to the data fields of your event I
84. mail Setup REGISTRATION Use this tool to configure the email options anc lt n Invite a Friend Email Setup a n The Invite a Friend is an option that can be enabled in mail messages CMS ey and edit existing surveys registration pages login pages flex consoles and inside events It allows Edit User Defined Fields ate new registration fields and edit existing attendees to add a personal message to a pre configured message inviting their friends and colleagues to attend the event or webcast Manage Online Users Search for users who are currently online an In the setup area users will define the subject line for the Invite a Reset Activity Use this tool to Friend email by typing it in the Email Subject Line area It is recommended this be kept short and avoid using special characters so as Change AUser s Password to decrease the likelihood of being picked up by spam The Registration Link Override is used as a redirect feature By default the Invite a Friend email will include a link to the system registration page In some cases users may want to send invitees to a different page such as a microsite that URL can be entered in the Registration Link Version 2 0 26 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc Override starting with the http or https If the Affiliate Program is already in use for the tenant users ca
85. n begin editing the media file as needed To select a section of the media click on the Insert Start Selection Marker button and then either drag the End Selection Marker to the end point for the D 00 00 000 00 06 95 000 selection or drag the playback head to the end point and click Insert End Selection Marker This will select a portion of audio video and the system will indicate the ore peel mee length of the selection on screen From there users can Approx Length delete the selection Please note there is not an undo option to retrieve a deleted selection To remove the t start and end markers click the Clear Selection button E EE Insert selection start marker Misiemw Version 2 0 55 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc It is important to note that when sections of media are deleted they are not automatically removed from the timeline Users will notice that the length of the webcast media changes but upon playback the deleted section still appears Users should wait a few moments and refresh the editor until the media has been removed in the playback It is critical that users do not try to delete the media again Attempting to delete the media a second time while the back end system is refreshing will result in portions of media erroneously being removed If needed users can insert blank media into the timeline by click
86. n check the Automatically add the inviting person to the Affiliate Program checkbox This will add the invited users immediately upon being invited to view the webcast event Finally users can customize the message that the invitees will receive Users can type a free form message in the box or click the Use Template option to start with a standard Invite a Friend message Once the message is finalized users can click the Save button which will activate the Invite a Friend messaging Please note if the Invite a Friend link has not been added to any spaces users will not be able to send the message Edit Surveys Surveys are multiple question interactive pages that allow users to collect feedback from attendees They are able to be placed in Flex dit Survey Title consoles as exit actions in mail messages The title appears at the top of the survey page and is us or in the event To begin click the Add a Header Image Survey option and fill out the required fields The image appears at the top of the survey page above the survey title W Active Event participants will only be able to view the survey if it is active Learn more gt The Title for the survey must be Questions a Enter the questions that you want to appear in the survey Lea entered The title will appear on the i Active Required Layout Actions survey page for attendees and should be E anane Ml ES
87. n queue for any attendee technical support questions that come in The engineer should answer these questions with private text based responses When the presentation ends the engineer should click the End button and then go through the saving and finalization steps Be sure to let the speakers know when they are clear via the phone line The engineer should then either use the editor to make required changes to the session or use the Setup panel to place the session on demand for continued access Running a Simulive Event The first step in running a simulive event is to record the presentation with the speaker It is recommended that all presentations be recorded and approved at least five days prior to the live day In advance of the recording day the engineer must make sure all slide content has been received and uploaded This content should have also been reviewed by the speaker to confirm it is in the correct order contains the correct content and is displaying properly A full test of the setup should also be run by utilizing the Overview section of VX Webcasts as well as the Webcast Test section of the setup panel in XPOCAST After the session has been properly approved and tested the engineer is ready to train the speaker and facilitate the recording The engineer and the speakers should dial into a phone bridge regardless of how the webcast is being run to discuss how the recording will work When planning the recording ses
88. ng the Delete Content will delete the content from the selected eee Clicking on the Fields section will allow the user to modify the fields a m required to login to the webcast The required fields should mirror what Z napor torp Peens was selected for the registration style For example if Require T Display Link 1 Registration was selected and the registration page has Login ID and Tenai Password fields the Login Page should also have these fields However hirisi cane Norn OAD Toma ot Ue for Require Email Address Only the Login Page should just have a Email Address field Using the checkboxes and entry fields users can update the fields as well as the display text on the screen Version 2 0 23 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc In the Selection Appearance CSS users are able to make changes to fonts styles sizes colors etc by first choosing a section to edit Then the user is able to choose an area to update from the list under each tab heading In the Add Content area users are able to add spacers HTML Text boxes as well as additional options to create the desired look at feel Once all areas have been finalized click the Submit to save the changes VX Webcasts Messaging The Messaging section is used to send email Messaging messages to registrants before during and after an event All em
89. ntations using pre recorded media or webcams whenever the video is not present For example in a video presentation this image would appear before the start of the presentation or whenever the video feed is toggled off To upload a Standby Image click on the magnifying glass and choose an image from the Content Management System CMS or upload a new file The image should be 320x240 pixels For best results use a transparent PNG image This area also accepts JPG or GIF files Version 2 0 8 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc The Exit Action is invoked when the webcast completes Users can be pushed to a survey ora webpage of your choosing VX Webcasts Console OVERVEW The console section allows users to setup the branding SETTINGS Console CONSOLE Configure the basic appearance of the options for the w and on screen display for their webcasts All areas of the console setup are optional SPEARER Logo STAFF eae The displayed at the t fth l t shouk u DOU OSPMyed d top OT Ihe Console i Snou 1 oo penne layout option The standard layout options are Video on Left Video on Right Full Video Video with Tabs and Slides Only When any of these options The first step in creating the console is define the are selected users are able to then update the logo background and background layout T
90. nter chat Only participants who have been trained on webcast execution should be given the Moderator role 00 00 00 amp Activity Console The Speaker role allows users to change slides access the question queue and participate in the presenter chat This is how most users will be setup for presentations The Viewer role is a testing role that allows the participant to access the webcast prior to the start date time to confirm what the audience will see and that everything is ready for the live day Live day attendees DO NOT need to be setup as the viewer role they need only register for the event using the registration method defined in the registration step The Current Staff area is where users access the staffer s unique URLs for the session Every staffer needs to access the webcast with their own URL to avoid login errors and provide for accurate reporting By clicking the Enter as lt User Name gt link the webcast presenter console will launch in a new window where speakers will be able to participate in the session based on their roles The URL that appears below the Enter as hyperlink can be copy pasted and sent to staffers Staffers must be reminded that this URL should not be shared with anyone else or provided to live day attendees Users can upload a photo for each staffer if they wish This photo would only display if the Change Image in Video Feed option is toggled on insid
91. nts or wher a different registration package Do not specify a registration page Copy Registration Page from an INXPO Te from this event none Copy the fields and other content from an existin Default time zone default Central Standard Time lf your registration pages do not expose a time zi each new registrants profile automatically If you field will be initialized with the value selected her On successful completion Send the registrant to your event s login page Successful registrants will be taken directly t C Send the registrant to a web page Error page URL E You may override the default registration error pe Version 2 0 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO provides a Copy Registration feature that allows users to copy existing registration pages or use an existing template Once a registration page is copied additional edits can be made If users prefer to start with a blank registration page choose the none option from the drop down list The Default Time Zone is the time zone all participants will be registered with For stand alone webcasts the participants do not have user profiles and will not see any dynamic time displays within the webcast so this area can be left to the default of US Central Standard Time The On successful completion section is where users can define where registrants are directed after they have submitted the registration page By
92. ohn Smith Jane Doe Sam Roberts and Michael 49985 New Webcast B un TST show all webcasts that meet the typed criteria O Accessed over a month ago 31769 BM Webcast Demo Video l Some webcasts will be shown grayed out These Linky indicate webcasts that have already expired Expired webcasts can still be accessed for editing or to extend the archive period but are no longer available for attendee viewing unless the archive period is extended in which case they would become active again Version 2 0 2 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc Create a New Webcast Clicking the Create a New Webcast button from the Landing Page will allow Create New Webcast users to create a new blank webcast by In this section you can create webcasts from default settings a template or copy 4 clicking the first radio button in the menu When this option is selected users Create a new standard webcast Learn more gt will give the webcast a title in the Title field and click Submit From there the Copy an existing webcast Leam more gt user will be taken to the Settings page Create a new webcast from a template Learn more gt where the webcast can be configured New Webcast Title Users can choose to copy an existing webcast by selecting the Copy an Existing Webcast radio button When this is selected users will see
93. operly The engineer also needs to ensure the speakers have been properly trained on the platform and their connections have been tested prior to the live day A full test of the setup should also be run by utilizing the Overview section of VX Webcasts as well as the Webcast Test section of the setup panel in XPOCAST Finally a secondary engineer should review and test the webcast to confirm that nothing was missed or seems out of place After the webcast has been properly approved and tested the engineer is ready to execute the live day The engineer and the speakers should dial into a phone bridge regardless of the webcast media type at least 30 minutes in advance of the published start time Once the speakers are on the line doa sound video check and review the console with them one last time Next confirm the process flow of the presentation including go live time which speaker will have slide microphone control at which points through the Q amp A and close of the presentation Then take any questions the speakers have It is also recommended to remind the speakers of how the Presenter Chat and Message features work and look in case they need to be implemented Finally review with the speakers the contingency plan should they drop their connections or other items occur When it nears the time to start the session give the speakers a five minute warning a one minute warning a 30 second warning a 10 second warning and then count t
94. options The webcast type will determine how The Presentation Type setting requires the user to choose if the session will Live be live simulive or on demand Live means that the speakers will be giving Simulive the presentation in real time as attendees watch and participate in the om Demand session Simulive means a portion or all of the webcast is recorded in l Webcast Media advance of the live day Simulive sessions can be pre recorded only or EI E E include a live portion following the recorded portion Sessions set to simulive Video Webcam Video FME allow the audience to access the presentation at a specific time and experience it as though it were live For example if a user accesses the eee presentation ten minutes after it has begun they will have missed the first custom ten minutes just like in a live session On Demand is utilized when the Standby Image session is set to be available any time for users to access Once sessions have run live or simulive they are typically set to on demand for continued access This image appears in the media windg during the archive period On Demand sessions can be set to be available at a specific time as set in Start Date Time or can be available for the duration of the event All presentations must be set to Live until they have been recorded either on the live day or in advance for simulive on demand playback Once the webcasts have been recorded
95. ould be a PPT or PPTX file Keynote is not supported Once the file has been selected the user can change the size and aspect ratio the slides will display at to users If uploading a new PowerPoint deck to replace an existing file choose Yes overwrite them Please note that the new deck must have the EXACT same file name in order to overwrite a previous upload If No do NOT overwrite them is selected or if adding additional decks to the existing deck slides will be added to the end of the slide list Finally users are able to choose if the deck will be Static images or Flash with animations If Static is selected then all animations builds etc will be stripped from the presentation upon upload and each slide will be treated as a single image If Flash is selected any supported animations builds or embedded content will be converted and play back for users just like they would if shown through PowerPoint It is recommended that Flash with animations always be selected The Link slide allows speakers to utilize an actual webpage as part of their presentation Attendees will be able to interact with the webpage as though they had pulled it up in their browser window To implement the link slide enter the URL in the field starting with http or https Once the address has been entered it is important to click the Test Address button to confirm that the coding on the d
96. ovider such as Gmail Hotmail teu Thuasne Yahoo and Outlook Once the information has been filled Registration Confirmation Triggered Active Edit Test Delete out click Send and a test will be sent to the defined Add an external communication email addresses It is important to note that emails sent using the Test feature will not automatically fill in parse merge variable data such as the user s name which will appear in the messaging editor as S RecipientName S and in a scheduled e mail as the user s first and last name To edit mail messages click the Edit button from the Messaging area and scroll to the bottom of the page Here an editable window will appear where changes can be made to the mail message Mail messages can be sent as HTML or Text by toggling back and forth between the available tabs Changes can be made to the messages by using the buttons in the HTML editor and by typing directly in the edit field changes If users are more comfortable working directly with the HTML code the HTML button can be clicked to edit the code directly Version 2 0 25 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc The INXPO system allows for the insertion of merge variables as well Merge variables allow users to 12S 5age You may define 2 versions of each message HTML and plain text When the system processes the message t will select the appropriat
97. ow Chat W Show Handouts C Show Custom INXPO Inc The Tabs section defines which tabs will be visible to attendees on the console Please note that the Handouts tab will only appear on the console once content is uploaded Each console can have one custom tab where a URL is defined and a webpage will appear when clicked It is important the webpage be tested to confirm Q amp A List Style functi lit Text EH ioe en pi aoe gi an ba ek cee deere pa blk eee u Nc iona y hall SH Gale Me OO Ge oc Ge ee eS rE EH Cees ely Gee Ld are Cea ae dob Spe Ala rat i ria a iagarre Orb bai ul i Teer rarm wii im P a i Saal le pei mele ede ce ge i era Ce ea A eee ri ed Le il wal eer ech we ee i iri In the Theme section users can select a pre defined color and font set to use for the session from the drop down menu the image to the right will show a preview of the color scheme In the Q amp A List Style users can define how text based Q amp A questions and responses appear By choosing one of the options on the drop down menu a preview will appear to the right For sessions expecting a very active question queue text is recommended Images In the Images section under Audience View users will Audience View Background acide be able to configure additional branding options outside of what was defined in VX Webcasts The first option is Hori tal Position o ft igh A i aa
98. past 24 hours John Smith Jane Doe Sam Roberts and Michael 49985 New Webcast 8 Canis 09 20 2011 3 00PM 12 19 2011 3 00PM 11 10 2011 1 26PM Webcast system Accessed over a month ago 51880 New Webcast 11 unknown not set not set 10 11 2011 3 16PM Webcast system 49934 New Webcast 7 unknown 09 20 2011 2 30PM 12 19 2011 2 30PM lar Webcast system Opening Soon 01 18 2011 8 15AM 04 18 2011 8 15Al Closing Soon The best webinar ever Testing testing 1 2 3 01 12 2011 Upon accessing VX Webcasts the landing page will have a variety of options available From the options on the left navigation users will be able to create a new webcast see which webcasts have opened in the last 24 hours see which webcasts will be opening in the next seven days and see which webcasts are set to expire in the next 14 days The grid in the main portion of the page shows all webcasts setup within that tenant The fields shown from left to right are the event ID number webcast title soeaker name scheduled start date expiration date the last date the webcast was accessed for editing and the category the webcast is assigned to By clicking any of the column headings the webcasts will be resorted by that heading Webcasts 10 41 Fiter d Above the grid is a real time filter option that Title a allows users to begin typing a title soeaker El Accessed two weeks ago name or category The results will update to eee DERE TOEN J
99. pause the stream post a message to the audience to stand by communicate with the speaker about what is occurring and find out if they are able to log back in If the speaker is able to log back in the engineer can wait for them to re login check the stream in the switchboard and then go back to air If the speaker cannot log back in the engineer would need to post a message to the audience to stand by end the session go into the Setup and switch the presentation from audio video to telephony and enter the open phone line as the source dial out to the bridge and restart the presentation as a phone bridge session The testing and pre planning phase of the presentation is one of the most important to ensure success Whenever possible the actual speaker not an assistant should be on the line to be certain that the actual speaker understands what is happening on the live day It is recommended that no presentation go live until all soeakers involved have been properly trained on their roles in the session even if this means starting the presentation a few minutes late Running a Live Event Executing a successful live event involves more than just starting and stopping the presentation at the proper time In advance of the live day the engineer must make sure all slide content has been received and uploaded this content should have also been reviewed by the speaker to confirm it is the correct order the correct content and is displaying pr
100. pt While these buttons are being clicked the admin should be giving the speakers a countdown to the go live time After yes is clicked the session is live and broadcasting to any attendees or being captured for simulive playback To give control of the slides to a user click the mouse icon next to their name which will activate the Previous and Next buttons for them Only one user can control slides at a time To change who is seen on camera and whose audio is heard click the microphone icon next to the name of the intended speaker only one user can be on camera at a time Version 2 0 49 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc When the presentation has ended click the End button The Save Recording option is defaulted to checked which means that the session is set to save by default so it can be placed on demand and or played back for simulive If Save Recording is unchecked absolutely no media audio video or slide timings captured during that session will be saved and there is no way to recover it If an exit action is defined there will be a secondary check box that asks if the exit action should be performed The default is to have the exit action occur for the audience when that box is unchecked attendees will not be redirected to the defined exit action When the Yes option is clicked the system will go through a savin
101. r icon next to the question that allows users to auto fill in a particular date Required determines if the question must be answered before the page can be submitted Display Only means the question will appear on the page but will not be able to be answered or interacted with One Time Entry Only means that users cannot change or edit their responses once it has been submitted Allow User Edit must be checked to allow attendees to answer the question Upon completion of the initial page click the Save Changes button If answer options need to be added for a drop down checkbox or radio He Popup Widget button style question click the text of the question and two new ime Entry Oniy options will appear on User Edit the screen that allows the user to Edit a Pick List or Import a Pick List Save Changes Edit Pick List Import Pick List Clicking on Edit Pick List will allow the user to type in as many answer options as needed in each field A display order must be defined for each row which will determine what order the answer options appear in Clicking on Import Pick List will allow the user to upload a spreadsheet with the answer options The spreadsheet cannot contain more than 5 000 rows and needs to be in CSV format To upload the spreadsheet choose the correct options based on how the spreadsheet is configured from the Column Delimiter First row has column names
102. ry important that registration confirmation emails are Ei d don blishi h ia W Do Not Resend setup and tested prior to publishing the registration page to potentia PE ee participants Recipient Filters Fiters allow you to determine which users will recere To schedule a delivery select the date and time it should be sent RE Sa E EE Please note that all times are set in US Central Time Next enter the Add filters From Name that will appear in inboxes An email address must be l Preview recipient list defined in the Reply to Email Address area because the _ es oe Allows you to preview which recipients will recetve t theonlinxepo com address does not allow for reply messages The Do Not Resend box is automatically toggled on as this allows the Version 2 0 24 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc same mail message to be sent to new registrants or users meeting specific criteria without resending to users who have already received the message If this box is unchecked all users who meet the filter criteria will receive the message each time it is scheduled for delivery The Recipient Filters box allows users to identify which members of the tenant database will receive the mail message To create filters click the Add Filters link A dialogue box will appear on the page that allows users to toggle on as many filters as desired to meet th
103. s to ensure that their voice is not heard by the audience Once the webcast is being recorded and the speakers are talking it is the engineer s job to monitor the presentation and make note of any slide re takes to be sure that none are missed during the editing phase When the recording comes to a close the engineer should click the End button and go through the finalization process They should then utilize the Editor to edit any re takes out of the presentation Once the editing is finalized the webcast should be placed on demand and sent to the speaker for review and approval After the webcast is approved the engineer can place it in simulive mode The engineer should then do a full test of the presentation again using the Overview and Webcast Test options it is also recommended that a secondary engineer review the presentation and setup to confirm that nothing has been missed On the live day the speakers should dial in to a phone bridge regardless of how the live Q amp A portion is being run at least 30 minutes prior to the published start time Please note This is not 30 minutes prior to the start time of the Q amp A but 30 minutes before the simulive playback is scheduled to begin Once the speakers are on the line do a sound video check and review the console with them one last time Next confirm the process flow of the presentation including go live time which speaker will have slide microphone control at which po
104. s well To preview the console use the Launch this Webcast option after clicking Submit to save the changes Additionally users have a Flex Console and a Maximum View Tour Bus layout options When the Flex Console layout is selected users will see a Browse Template button Self Service clients are able to select one of the templates and use it as is If customizations changes are required on the templates users should contact INXPO as there is no self service tool for building Flex Consoles at this time The Maximum View Tour Bus is a special presentation type that is only used in conjunction with full events If this type of webcast is desired please contact INXPO Version 2 0 9 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc VX Webcast Speaker The speaker section allows users to determine Speaker how the speaker name and image will display on Setup the display of the biographical information fo the Bio tab of the XPOCAST console if enabled SPEAKER This section is only for display purposes it is not ame STAFF wequred OO SsSSCS S where speakers are set up to have access to the REGISTRATION Enter the name s of all speakers participating in thd presentation LOGIN MESSAGING Bio In the Name field enter the names of all the speakers that will be participating in the webcast For example if
105. se for the file Once the Save as Webcast Media file is uploaded it will appear in the Media Library If this Delete file is meant to be used as the video content for the Rename Copy media for a video presentation Screen Sharing or Slide session right click on it and choose Save as Webcast Media If this file is to be used as slide content right click on it and choose Rename which will allow the user to copy the file name Once the file name is copied access the Slides area of the main XPOCAST select video and enter the copied information into the Specify a Video URL section By right clicking on any of the Media Library files users can also choose to Load into Timeline which will place the file in the Working File section Selecting Append to Webcast Media will add that file to the end of the existing webcast media Files can also be deleted or copied The first step in editing webcast media is to make a copy of the media file This is a critical step since the editor is a destructive editing device Users will always want a copy of the Original file to be able to reference To make a copy of the media click z ut the Copy Media to a New File gt mt P Copy to new media file aus RH button in the Webcast Media timeline This will place a new FLV file in the Media Library which can be renamed so as to more accurately identify it Once the file is copied users ca
106. sion make sure to leave enough time for training and recording on the speaker s calendar For a 60 minute presentation it is recommended that the recording be scheduled for at least 90 minutes Once the speakers are on the line go through the complete training process Next confirm the process flow of the presentation including the start time which speaker will have slide microphone control at which points through the Q amp A and close of the presentation It is recommended to remind the speakers of how the Presenter Chat and Message features work and look in case they need to be implemented Also review with the speaker what the process is if they want to re do a slide during the recording The speaker should stop say Restarting slide do a countdown from three pause and then Version 2 0 60 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc begin speaking again This will allow the engineer to have a clean place to edit the presentation after the fact When the speakers feel comfortable with the console and are ready to begin their recording give them a count down from five As the five second countdown is occurring the engineer should click Start click Yes and then pass control of the slides and or the microphone to the appropriate user before they reach the two second warning mark The last two seconds should not be counted out loud by the engineer so a
107. sts Registration The registration setup area provides users with a variety of options including uploading a list of registrants and creating custom registration pages using the wizard driven tool To begin click Create A Page under Registration Pages This will open a page that allows users to set the parameters of their registration First is the Registration CONSOLE Create set up and edit your registratio SPEAKER STAFF Registration Pages REGISTRATION Edit the registration page for this event LOGIN MESSAGING optional field of Group Identifier This field is used when multiple registration pages are created for a single webcast Multiple registration pages may be required if the host is targeting different audiences and needs to capture different information from each group or when multiple languages are being implemented The group identifier should be setup up using alohanumeric characters without spaces Once a group identifier is setup and saved the registration URL from this section of the setup must be used because the generic registration link available in the Overview section will no longer be viable If there will only be one registration page for the webcast the group identifier can be left blank Create a page Group Identifier The Group Wentifier is an optional value that is us necessary Typically multiple pages are created information from a subset of registra
108. swered it If Private is toggled on then only the person who asked the question will see the response When a question is in the process of being answered via text it will appear highlighted green to indicate to other users that a moderator is addressing the question Once a text based answer is posted the question will turn grey and be sorted to the bottom of the list regardless of priority level Multiple answers can be posted to slides Q amp A The list is up to date 4 Automatically refresh High Mid Low Q Where do I 12 12 2011 1 23PM AB Webcast Staffer High Mid Low Qs How can Answer Pending 42 12 2011 1 23PM AB Webcast Staffer S X questions by clicking on the arrow icon and typing additional responses To edit an answer already posted click the pencil icon in the lower right section of the answer area to edit and repost the answer The X icon allows users to delete questions from the queue Please note that deleting a question from the queue permanently and immediately removes it from the database so it will not appear in the queue or in any post webcast reporting Also on the Question button is a small plus sign in the upper right If a user clicks on the plus sign a box will open that allows the user to type a message for the audience that will appear in the EE question answers tab for them gt emie F Questions Add a New Answer The
109. t is not neca Req Col Value Default i Emai Address Yes Password Yes Login ID Doo y Add New lgnore Actions column list section each column on the spreadsheet must be listed The Col row references the column number on the spreadsheet For example if email address appears in column five on the Version 2 0 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED 20 INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc spreadsheet a five would be entered next to Email Address in the Col field To add additional columns outside of the three default columns click Add New and then select the user defined field from the drop down menu and assign a corresponding column number If there are columns on the spreadsheet that do not need to be included in the registration import they should be listed in the column list and then the Ignore checkbox should be checked This will allow the system to properly process the spreadsheet but still exclude that information from attendee profiles Once finished filling out the column list click Submit The system will produce a report when the import is successful and or indicate any problems that occurred during the registration The last option that appears on the top of the main Registration setup page is the Registration Activity Registration Activity option This section allows In this area you can search the existing registrations for this event Existing reg
110. tendees to explore so it is important to test the website and ensure it will not cause any functionality issues The best way to test this is to set the URL up as a slide and use the test address feature This will be discussed in more detail in the slide content section The Exit End section of Options allows the user to define what will happen when the webcast ends it End The Exit Display is what will appear in the slide window when Exit Display the webcast is ended The same options exist for the Exit Here you choose what is displayed in the webcast s speaker Display as for the Welcome Display The Exit Action allows the Default Message Display a Slide Custo user to define where users are redirected to after the session is A built in slide with the text The presentation has d over The area selected can overtake the event windows or displayed to the audience Exit Action These settings define where the audience is sent w IS Selected the user will remain in the XPOCAST window and Action No Aion need to manually close the window No Action Go To Presentation Lob Go To Presentation Chat Floom Go to Presentation Lobby is used when the user has Target Frame Go To Presentation Blog Space Display Presentation Poll contracted with INXPO to have a lobby created in which case Display A Presentation Go To Space the user can select this option to have the presentation lo
111. the presentation type can be switched to simulive or on demand After the presentation runs live or simulive for an audience it can be placed on demand for archival access Please note that if a session isn t placed on demand after it s live or simulive run attendees will not be able to access it in the archive period There are three ways webcasts can be presented to an audience The most common method is the use of a phone bridge When the phone bridge option is selected all soeakers are given a conference call number to dial into on the live or recording day To facilitate the phone Phone Bridge bridge recording in the XPOCAST software click on the Phone Bridge radio eases Toe button on the Settings page and enter the conference call information for Custom O the bridge the speakers moderators and engineers will be using Many standard conference call providers appear in the drop down list If using one Phone Number of the listed providers select it from the drop down list then enter the participant phone number and the participant access code and click Submit to save changes If using one of the provided conference call Access Code companies the access code should be numeric only If the conference call provider being used does not appear in the list choose the Custom option and enter the participant phone number and the participant access code When using the Custom option users will
112. the session Version 2 0 35 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc Presenters Along the left navigation toolbar is the Presenters tab This tab lists all users who have been set up with some level of back end access Users who are logged in will have a black icon next to their name The Slides tab shows all slides of any type that have been uploaded to the presentation From the slides tab users can add new slides or access the slide sorter to reorganize slides More information on slide types and how to import them will be provided in a subsequent section The Polling tab allows users to setup and or deploy polling questions or polling results More information on area will be provided in subsequent sections The Handouts tab is where any documents or links can be uploaded and made available to the audience To add new handouts to the Handouts tab click the plus sign next to Handouts to open the upload box Enter a title for the document or link as well as an optional description If this document Add Document Link Browse for a file or enter a URL and click the Save button The material added here will be available to those viewing the presentation via the Handouts tab should also appear in a ae Resource Center assign it a SERRA Subject Category None P Handouts subject catego ry and a Category G
113. the type of slide you would like to create or import PowerPoint Import slides from an existing PowerPoint presentation You will need to upload the PowerPoint file ie Link Create a slide which displays an existing web page You will need the URL for i the web page Image Create a slide which displays an image You will be asked to upload the image in the next step amp Video Create a slide which plays a video You will be asked to upload the video in the next step _ Slide Builder Build a new slide You will be able to select from a set of slide templates or create a new slide from scratch i Copy Existing Slide Create a copy of a slide that is already in the slide list You will be able to rename the copy and choose its insert position lt Specialty Create a specialty slide such as YouTube Screen Sharing Blog Center a Space Display Group Chat and more INXPO Inc The most common type of webcast content that users will work with is the slide content To add new slide content to a webcast users should access the Slides panel on the left navigation bar and click the plus sign on the right side of that panel Clicking this will launch a new window where users can add a variety of slide types To input the desired slide type click on the type of slide and then the Next button For PowerPoint slides the user will browse for the file that needs to be uploaded The file sh
114. tion description section of an event The text or HTML display of the abstract can be edited by using the options available on this page In the Webcast Type section the webcast can be set as Live Simulive or On Demand As in the setup of VX Webcasts all sessions need to be set to live before they are recorded and then they can be placed on demand or simulive for playback Classification is used if the session is set to appear in an event s Resource Center For stand alone webcasts this portion can be skipped Version 2 0 37 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc Under the Options tab is the Lobby Welcome section where users can update the early entrance minutes for the webcast If users have contracted with INXPO to have Lobby Page Layouts created they will appear in the drop down menu in this section to be used for the webcast The Welcome Display section allows the user to define what attendees will see in the Slides area before the webcast goes live The Default Message option will show the message This Presentation Will Begin Momentarily Selecting the Display a Slide option allows the user to select one of the slides that have been uploaded to presentation before the session starts Finally a custom URL can be defined by entering the web address starting with http or https The webpage will be fully interactive for at
115. ty of the Quality audio and video feeds and the i amount of bandwidth required to Audio Quality Standard 28 Kbps 11 kHz High 56 Kbps 22 kHz view the stream The bitrate settings place a soft cap on the bitrate of the media The stream Version 2 0 42 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc may occasionally exceed the specified bitrate depending upon the content of the media being broadcast Adjustments to video quality setting will not increase the bitrate setting If the video quality is set too high for the specified bitrate the video frame rate will automatically decrease and the video may appear choppy The Advanced Audio Video settings allow for the configuration of the Flash Media Encoder The Flash Media Encoder requires additional certification and should not be utilized by self service clients Please contact INXPO for information on setup hosting and streaming Also in the advanced settings users are able to enter the URL location of a Flash Video File they want to play as the main webcast media It is recommended that users upload the video through the editor rather than linking to them through the Advanced Audio Video setup Version 2 0 43 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 Creating Webcast Content reate Or Import A New Slide Step 1 Select Slide Type Select
116. uctions and re access the presentation To confirm the speaker s webcam and microphone are properly selected have the user hover over the video window and click the Audio and Video Settings elt dc PE LS halal Nl icon The first option that will appear is the microphone Microphone G ia option Have the speaker select the appropriate external Internal Mic IDT High Definition Aud microphone from the drop down list While they are Internal Mic IDT High Definition Audio Rec Playback IDT High Definition Aud doing this the admin should be in the switchboard Dock Mic IDT High Definition Audio CC listening to the speaker s audio so they are able to ae cage Au a Sell adjust the volume from the Flash Player Settings Next have the speaker click the webcam icon to the right of the microphone icon Again they will select the correct device from the list If either the webcam or the microphone is not appearing in the drop down menu have the user disconnect from XPOCAST reconnect the microphone and or webcam and re access XPOCAST If there continues to be issues have the user go through the audio video settings on their computer to troubleshoot After each speaker has confirmed a proper connection and audio quality review the console features with them confirm how questions are being handled and answer any final questions At the designated start time click the Start button and then click Yes on the prom
117. ulive playback by changing the webcast type Webcam Recordings Events For webcam presentations administrators should ensure that the speakers have connected their webcam and microphone prior to accessing the XPOCAST link For optimal sound speakers should not use the microphone built into their computer as it produces negative sound quality for the best experience an external microphone should be connected Version 2 0 48 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc Next confirm that users have logged into the environment properly When users log in they will be prompted to click Allow or Deny on their flash player settings Soeakers should click Allow Once Adobe Flash Player Settings they are properly logged in the icon next to their Camera and Micophone Access 7 name will turn from gray to black If the user s icon is vts inxpo com is requesting access to your camera and microphone If you not black they are NOT properly logged in Once users click Allow you may be recorded are logged in have them type in the presenter chat if the user cannot type in the chat then they are not ES Aw S ty properly connected to the webcast If a user is not properly connected to the webcast have them run the system check and confirm they are passing on all points If they do not pass the system check have them follow the on screen instr
118. up d efaul th users to customize the registration page When the Edit button is clicked users can update the registration page parameters in the Settings tab To edit the fields and branding of the page click the Page Builder tab default There are several areas that can be edited on the registration page The tabs on Edit Copy Delete the left show users what section is being edited and provide the options for what can be added or changed on the registration page The area on the right is a real time preview of the registration page Registration pages require at a minimum an email address and password field these fields appear by default when a new registration page is created In the Selection Properties a generic image of the editable fields appears at the top of the tab Users can choose which area they wish to edit by clicking on a section of the image or by selecting an area from the drop down list under Current Selection The area that is currently being edited will be highlighted in orange on the Selection Properties tab and will have a red border around it in the real time page preview dit Registration Page Page Builder Selection Properties Email Address Password Q Password is required Submit Current Selection Page Change the current selection by clicking on the diagram choosing from the drop down list above or by clicking on the page to the ri
119. y warnings or notifications for the event that should be addressed prior to going live All notifications should be addressed and corrected prior to the live date to avoid any potential attendee issues Version 2 0 31 COPYRIGHT 2013 INXPO INC ALL RIGHTS RESERVED INXPO CONFIDENTIAL XPOCAST User Manual 5 2 13 INXPO Inc XPOCAST Toolbars After clicking on Launch this Webcast or New Webcast 7 New Webcast 7 the Admin link in the Overview or Staff Start date 12 09 2011 12 00AM Registrants Archive expires 03 28 2012 12 00AM Logged in areas users will be taken to the ae administrator view of the XPOCAST https qa pubsuite comvLaunch Event htm ShowKey 3291 Launch Webcast presentation Presenter Links The links listed below provide presenters with access to the presenter console Each presenter must use h should not be distributed to webcast viewers Jenn Gibson System User Staff https qa pubsuite convLaunch XpoCastPreview htm EventKey 32333 amp UserKey 40598Userlype 2 Enter as Jenn Gibson S User The top toolbar for admins shows all available options If a user were to login with another of the staff types such as moderator or speaker there would be fewer options available In the main video window users can choose to either allow or deny their flash player settings ee typically when setting up sessions admins will choose u De n y Adobe Flash Player Settings e Camers and

XPOCAST User Guide

Contents

Download Pdf Manuals

Related Search

Related Contents