iLinc Leader Guide
This User Guide is designed for iLinc session leaders. It provides all the information you will need to set up and lead your session and will provide information on the tools in the Manage section of the menu on the Log In page of the iLinc Communications Center.
iLinc 10
iLinc is a trademark of iLinc Communications, Inc. All rights reserved.
Preparing for Your Session
Leader and Assistant Start Screen
Understanding the Leaders Role in iLinc
If you are unfamiliar with iLinc, it may help to review the Participant User Guide, which provides general information about iLinc, including a description of the session Tool Panels, details on available session tools, and information on how to join and collaborate in a session.
Authority Levels and Roles
Authority Levels and session roles determine what tasks a user can perform in the iLinc
Communications Center. Your system administrator assigns Authority Levels when setting up a new user in iLinc.
Authority Levels
When your system administrator sets up a new person the Authority Level of “Standard User” is assigned. Any combination of the following default Authority Levels can also be assigned.
Authority Level What the User Can Do
Standard User Edit profile information and password, upload a user picture, join and lead classes, meetings, conferences, and support rooms
User Administrator Add and edit users MeetingLinc Administrator Add and edit meetings
LearnLinc Administrator Add and edit LearnLinc activities ConferenceLinc
Administrator
TestLinc Administrator Add and edit TestLinc templates Survey Administrator Add and edit Survey templates
Site Administrator Customize the Communications Center Communication
Administrator
Post announcements to the Communications Center Super Administrator Perform all functions without any restrictions
Note: Authority Levels can be added, deleted and modified to allow for detailed permissions and restrictions. Session Roles
In a session, you are a “leader,” “assistant,” or a “participant.” When you are leading a session, the default authority levels allow you to perform the following tasks in the Communications Center for the session you are leading:
Edit general information Add content
Invite or un-invite participants iLinc Conferencing Options
Your organization may choose to add one of several conferencing options to your iLinc session rooms. The conferencing option chosen dictates how the leader and participants will
communicate with each other during a session. Conference options include:
Data Only: When this option is selected, sessions do not use Internet audio
conferencing. These sessions can be supplemented with phone conferencing provided by iLinc or a third party. For more information on iLinc audio conferencing services, go to www.ilinc.com.
Internet Audio (Voice over IP or VoIP): When this option is selected, you can use speakers and a microphone, or a headset, to send live audio to your session. Session audio is two-way, so the session leader and the current floor holder can speak and the rest of the session participants can hear it.
Video: When this option is selected, sessions use two-way video conferencing. This works like VoIP, except that those participants with video cameras can transmit their video when they have the floor so that all participants can see them as they speak. iLinc and Bandwidth Use
Bandwidth is a measure of the amount of data transmitted or received per unit of time, usually measured in seconds. Each user must have a certain amount of bandwidth available in his or her connection to the iLinc Server to participate in an iLinc session. The amount of bandwidth required depends on the type of activities taking place in the session and the type of
conferencing that is in use.
Communications Center for Leaders
Add and edit session details Manage session content
Administer participant registration View iLinc reports
Finding Your Session
All sessions that you are scheduled to lead are listed on your Communications Center home page. In some cases, a system administrator may schedule a session for you and all you will need to do is add content and invite participants. When this is the case, you will get started by finding your session on the home page. If you need to schedule a new session, refer to Error! Reference source not found..
1. Log in to your Communications Center. Your home page opens.
Communications Center Home Page
2. Find the name of the session that would like to launch of session. There are four types of sessions: iLinc for Meetings , iLinc for Learning , iLinc for Webinars , or iLinc for Support .
3. Once you find your session, the following table outlines where to find information in this User Guide, depending on what you want to do.
If you are assigned an Authority Level that allows you to do so, you can schedule your own sessions from your Communications Center home page. There are two ways to schedule a session:
1. Schedule a Standard Session: Use this method if you want to configure the details of the session and send invitation e-mails. This gives you complete control over the session and attendees.
2. Schedule an Instant Session: Use this method if you want to create and join a meeting on-the-fly. With minimal data input, the session is created and posted on the iLinc Instant Sessions page. The session is created with defaults preset by your system administrator.
To Schedule a Standard Session
1. Log in to your Communications Center. Your home page opens.
2. Click the Add New Session button and find the session type (i.e., MeetingLinc meeting,
LearnLinc class activity, ConferenceLinc webinar, and SupportLinc support room) that corresponds to the type of session that you would like to add (The available session types depend on the licensing options your organization has chosen)
3. The Add New Session page opens.
4. Enter the required information for your session. The required information changes slightly depending on the type of session you are adding. When you are finished adding your session information, click Submit. If you need to invite participants, refer to Inviting
Participants for more information.
Generally, for each session required information includes: Field Name Enter/Select
Owner Click Replace to search for and select a new session owner. By default, the
person scheduling the session is added as the owner.
Title Type a title to appear on the home page and in the session emails. Description Type information that will be revealed when a participant clicks the
Description link next to the session on the home page.
Leader Click Replace to search for and select a new session leader. By default, the
person scheduling the session is added as the leader.
Schedule Select the dates and times during which participants can join the session. You can also select a Time Zone for you session, if you would like invitations
and scheduling information based on a time zone that is different than the site time zone. User time zones will be used over the session time zone.
Attendees Select participants, specify assistants, and compose e-mails that can contain a Join link that is automatically sent to invite users.
E-mail Compose invitation, reminder, follow-up e-mail, and specify to whom and when they should be sent.
Communication Type
Items can be added so that they are only available in a session or so that they are available in the Communications Center as well. Refer to Adding Content to Your Session for more information.
Copy Permissions
Specify who is allowed to make copies of your session.
To Create and Join an Instant Session
1. Log in to your iLinc Communications Center.
2. On your home page, click the Instant Sessions link on the Navigation frame. The Add Instant Session page opens.
3. Select the type of session you would like to create.
4. Type a session title and, if you want to password protect the session, type and verify a password.
5. Click Submit. You automatically join the new session and the session is listed on the Instant Sessions page for other users.
6. Give the Communications Center URL and the session title to the people you want to attend the session. Anyone who has this information (and the password if you set one) can join the session. See the next section for adding content to a session.
Adding Content to Your Session
You can add supporting content to your session that will be available during the session, in the Communications Center on the participant home pages, on the Public page and/or in e-mails. Content can be added before the session begins or on-the-fly during the session. You can also reorder, delete, and hide content. Each task is described in the sections that follow.
To Add Content before the Session Begins
1. Log in to your Communications Center. Your home page opens.
2. Find the session to which you would like to add content, and click the Edit button for the
session.
3. On the Edit [session type] page, go to the Content section. For new content, select the type
of content you would like to add from the drop-down list. Content type of File cannot be added as “in session.”
4. Click Add. The Add Content window opens. The required information (described the in tables below) differs depending on the type of content you are adding. Skip to Step 8. 5. For existing content, click Libraries. The Libraries window opens.
6. Select one or more content items.
7. Specify if the item(s) should be available In Session, on the Home page, on the Public page, and/or in the e-mails. Note: The availability options differ depending on the type of content you are adding.
8. Click Next to specify a title and description specific to this session or go to Step 9.
Upload Content
Add Content Information
Field Name Enter/Select
Title Type a title for the content item. This will appear on the View Materials page that participant’s access when they click the Materials link for the session on their home page.
Description Type a description of the content. Users can access this information on the View Materials page.
File (must be a .zip file) Click Browse and find and select the .zip file you want to upload. Click Open to bring the file name and path into File field.
Also Available as a Material Item
Select this option if you want the item also added to the session Materials list.
Note: This option is only available when adding an Agenda item.
Hide Agenda Item from Participants
Select this option to have the item not display on the Agenda for participants. The leader and assistants will still see the item.
Note: This option is only available when adding an Agenda item.
Allow this item to be available from the Public Sessions page
Select this option if you want the item also added to the Public Sessions page.
available from the E-mail link
from the e-mail invite sent to your participants.
To Add Content On-the-Fly
You can also add content on-the-fly during your session. To Delete Content
1. On the Edit [session type] page, select the content items you would like to delete. 2. Click Remove.
To Hide Content from Participants
You can add content to the session but set it so that it does not appear in participants’ Content windows. You and your assistants will still be able to see and launch the Content item.
1. To hide a content item, click the Edit link for that item and select the check box: Hide from participants.
2. Click Submit. The file is hidden from participants on the View Materials page, but is still available for use during the session.
Edit Content page - Hide Content
You can invite participants to sessions using an invitation e-mail. How you invite participants differs depending on the session type:
Session Type How to Invite Attendees
All Sessions Send a Quick Invitation e-mail from your home page. This will generate a blank e-mail that contains a join link. See To Send Quick Invites below.
OR
You can direct participants to the Public Sessions page, where they can join or register for sessions. After they register, an e-mail invitation is automatically sent.
LearnLinc, MeetingLinc, ConferenceLinc
Send a system-generated invitation e-mail from the Add New
[session type] or Edit [session type] page.
To Send Quick Invites
1. Log in to your Communications Center. Your home page opens.
2. Find the session to which you would like to invite participants and click the Invite Button
link located in the ACTIONS column. The Send Invite page opens.
Send Invite
Option If you want to…
Join Link send a Join Link to a user so they can join your session without being registered for the session
Registration Link send a Registration Link, which will register the user and allow them to join the session (the session appear on the participant’s home page) Note: Does not apply to SupportLinc.
Send Invitation E-mail
send the system-generated invitation email Note: Does not apply to SupportLinc.
4. Enter a First Name, Last Name, and/or E-mail address and click Submit. Or, click Select Users
and select users from the Users window.
5. Click Submit. E-mails will automatically be sent to the user(s) selected.
The Join Link and Registration Link options also have quick links that can be used: mail Link, E-mail Link to Existing User, and Copy Link to Clipboad.
Link Select it to ...
E-mail Link Create an e-mail containing nothing but a Join link that participants can click to join the class. You will need to add the e-mail address of the participants you want to invite and any explanatory text.
E-mail Link to Existing User
Select the iLinc users to which you would like to send the invitation. The “Users” window open.
Copy Link to Clipboard Click this link to copy a join link to your clipboard, so you can paste it to another location, such as another e-mail program or a Microsoft Word document.
To Use the Public Sessions Page
Your site has a site-wide Public Sessions page as well as Personal Public Sessions pages for posting sessions. The web address for the site-wide page is www.yourserver.ilinc.com/public and for your personal page www.yourserver.ilinc.com/public/username, where “yourserver” is the server name of your server and “username” is your user name.
Anyone you provide the web address with (even users who are not iLinc users) can visit your events page and join or register for events. iLinc users can also access the page using the Public Sessions link on their Communications Center navigation bar.
NOTE: This feature is handy when you want to invite a large group of users from outside your company and expect only a small number of those
invited to actually accept your invitation. You can provide a link from your corporate website to the Public Sessions page for easy access for the external users, however, be sure to add only events that should be seen by external users.
To Add a Session to the Public Sessions Page
1. In the Security section of the Add [session type] or Edit [session type] page, select Allow join from the [Site’s/Owner’s] Public page. If you want to restrict this ability to users who are registered for
Session Security Settings
1. In the Security section of the Add [session type] or Edit [session type] page, select Allow join from the [Site’s/Owner’s] Public page. If you want to restrict this ability to users who are registered for
Session Security Settings
To Use the Catalog Page
Your site has a Catalog page. Only iLinc users can access the page using the Catalog link on their
Communications Center navigation bar to register for sessions. This feature is handy when you want to invite a large group of users from inside your company and expect only a small number of those invited to actually accept your invitation.
To Add a Session to the Catalog Page
1. In the Registration section of the Add [session type] or Edit [session type] page, select Allow users to register from the Catalog.
2. Click Submit at the bottom of the page to save the changes.
Configuring the Session Room
Each session type has a default set of tools that appears on the Tool Panel in the session room. The default setting is different depending on the role you have in the session. For example, session leaders have access to more session tools than participants.
You can customize the tools that appear in your session. Instructions are provided below. Note: If you disable an iLinc application, agenda items that open in the application can still be launched during the
To Configure the Session Room
1. Locate the session you want to configure or create a new session.
2. In the In Session section on the add or edit session page, click Advanced Session Configuration to
reveal the tool panel configuration options.
3. Click the / button to expand or collapse any section of these advanced session settings.
4. Select the options that you would like to appear on the iLinc Tool Panel for each type of session attendee. In the column for each attendee type (Leader, Assistant, Participant) select or deselect the check boxes for each option.
5. Click Submit at the bottom of the page to save your changes. When attendees join the
session, the room will be configured based on the options you selected.
Session Room Configuration
Testing Your Session
Internet Audio and Video
iLinc’s Internet Audio (also known as Voice-over-IP or VoIP) and video conferencing options can be a great add-on to your web conferencing environment. The “real world” feel of sessions is enhanced when you can see and/or hear other participants. This chapter describes the requirements for and how to use VoIP and video in live sessions.
Overview of Internet Audio and Video Conferencing
Using Internet audio and/or two-way video is a great way to simulate a live meeting experience in moderate to high-bandwidth environments.
Audio Controls and Volume Adjustments
NOTE: If one of your participants does not have enough bandwidth to view video, he or she will
still receive the audio portion of the session and can take part in all other activities. Add-On Internet Audio and Video Licenses
Before using audio or video in a session, your organization must purchase the appropriate licenses.
Internet Audio licenses allow you to communicate with other users using a microphone and speakers in a session. Both unicast and multicast modes are provided.
Internet Video licenses (also known as Video Conferencing) allow your users to employ web cams and use video conferencing in sessions. Both unicast and multicast modes are provided.
Licensing works differently depending on the session type. Licensing rules for each are described in the sections that follow.
Selecting a Conferencing Type for a Session
You set the conferencing type for your session in the Communication section on the add or edit session page. The options that appear depend on the conferencing licenses you organization has purchased.
LearnLinc/MeetingLinc
Whenever a user joins a LearnLinc or MeetingLinc session, he or she uses a data only license
plus the appropriate add-on license for audio or video. For example, if you have 100 data only
ConferenceLinc
ConferenceLinc licenses allow you to schedule ConferenceLinc conferences, using any supported communication type (Data Only, VoIP, or Video). Whenever a user joins a conference, he or she will use a ConferenceLinc license.
SupportLinc
SupportLinc licenses allow you to setup and use SupportLinc support rooms with any supported communication type (data only, audio, or video). Whenever a user joins a support room, he or she will use a SupportLinc license.
Internet Audio Sessions
In Internet audio sessions, you can talk to and hear other participants through your computer’s speakers, and talk to them through a microphone that is attached to your computer. You can choose to use a headset (recommended) or standalone speakers and a standalone microphone. In audio sessions, a set of audio tools is provided in the My Controls section of the session Tool Panel.
For Internet Audio, the default quality selection is set to Medium (15 kbps). You can choose to change this to High (24 kbps)or Low (8 kbps) depending on your network. In addition to the sound quality, you can also select to have all participants muted upon entry to the session. This is suggested if you have large groups or you do not want the participants to talk during the session. If needed, you can unmute selected participants from the Attendee panel in-session.
Live Video Sessions
In video sessions, live video is transmitted from the current floor holder and displayed in the Floor Holder panel on the session Tool Panel. The leader can choose to undock this window for all users or users can undock themselves.
Each participant can determine whether they want to see the floor holder’s video. In the lower section of the Floor Holder panel, the video icon is used to toggle the video on or off. When the Attendee panel is undocked, this capability is still available for all session participants.
Video Settings
options: Low (2 fps), Medium (5 fps), or High (15 fps). If set, the application will determine if the participant should automatically be adjusted should bandwidth become limited or reduced.
Ensuring the Proper Hardware Is in Place
Internet Audio and video sessions require a few pieces of additional hardware. Contact iLinc Customer Service for more information on setting up these options at your organization.
To use ... You will need ...
Internet audio speakers and a microphone. The type of sound card you have will impact the way audio work. Refer to Full-Duplex and Half-Duplex Audio for information.
two-way video a video camera or web cam to capture and transmit video to other participants.
Communicating Using Audio and Two-Way Video
Understanding Floor ControlCommunication via audio or video in a session is controlled by “Floor Control.” When the leader has the floor, only the leader can speak (the session leader’s microphone is always “on”).
Participants cannot be heard until they have the floor. When a participant has the floor, both
the leader and participant can speak.
You can tell you have the floor when your picture (or video) and name displays in the Floor Holder panel. Otherwise, the name of the participant who has the floor appears at the top of the window.
Full-Duplex and Half-Duplex Audio
Your sound card hardware and software may support either full-duplex or half-duplex audio. The difference between full and half-duplex is whether or not you can hear someone else while you are speaking. Full-duplex cards can send and receive data at once (like talking on the phone), whereas half-duplex sound cards can only send or receive data at any time (like talking on a walkie-talkie or CB radio).
Your sound card type and your settings in the iLinc Audio Wizard (see Running the Audio Wizard) determine how your audio works in class. Full-Duplex Audio
In an iLinc session, this happens when the leader passes the floor to a participant, and both continue to talk. Everyone in the session can hear both the leader and the floor holder at all times.
During a session click the microphone icon to mute if you want to talk without participants hearing you. Since your microphone is always on, they will always hear what you say unless you mute the microphone.
You can also unmute and mute your microphone from the Menu bar by clicking Tools and choosing either mute or unmute from the list.
Half-Duplex Audio
If you see a muted microphone icon when you enter the session, you are in half-duplex mode and you can either send audio or receive it, but not both at the same time (as if you were using a CB-radio).
In an iLinc session, you must have the floor. Once you are the floor holder, click the microphone to turn it on to speak to the other users. If you click the icon again it will mute again, and no one can hear you even though you have the floor.
You can also unmute and mute your microphone from the Menu bar by clicking Tools and choosing either mute or unmute from the list.
Troubleshooting Audio Problems
Your first line of defense against audio problems is to run the Audio Wizard.
Leading Internet Audio or Video Sessions
When you are the leader in an Internet audio or live video session, you can speak to
participants at anytime. When you first enter the session as a leader, you automatically have the floor.
Determine if you have full-duplex or half-duplex audio. Refer to Full-Duplex and Half-Duplex Audio for a discussion of the differences.
If you see ... Then ...
a microphone and headset icon you have full-duplex audio. You can talk at any time during the session. Mute your microphone by clicking the Microphone icon.
a muted microphone icon you have half-duplex audio. Click the
To allow a participant to speak: If the session is a ... Then ...
LearnLinc class pass the floor to the participant by double-clicking his or her name on the Attendee list, click the Pass Floor icon
, or click Sessions from the Menu bar, then select Attendees and Give Floor to Selected.
MeetingLinc meeting the participant who wants to speak can double-click their own name in the Attendee panel or click the Take Floor icon themselves at anytime to take the floor. The participant then must unmute his or her microphone, if it was muted.
ConferenceLinc conference
participants never have the floor and cannot speak in a session.
SupportLinc support room
the participant can speak at any time.
Synchronized Undocking (two-way video only)
If video will be the primary content you deliver during the session, you may want to undock the Attendee panel and display pictures or video of anyone currently in session. The menu of the Attendee panel provides the Leader, Assistant or current Floor Holder with the ability to Undock for All, which will open the Attendee panel to show all attendees picture or steaming video.
Undocking the panel takes your sessions beyond iLinc and enables people to see each other face-to-face in a virtual way.
To make this change for all attendees in session, click the Menu button on the panel and select
Undock for All. Additionally, the application menu provides access to the same functionality by
selecting Sessions, Attendees and then Undock for All.
The undocked Attendee panel opens above the Content area and to the right of the Floor Holder image. If any attendee uploaded their own photo it shall display with their name. If instead they are sharing video, attendees can view streaming video by turning on video for any attendee with the camera button to the right of their name.
Running the Audio Wizard
The Audio Wizard sets the volume for your speakers and microphone and configures your computer to use audio correctly. This ensures that you will be able to interact with other participants during your session.
The Audio Wizard pops up automatically after you first install the iLinc Client. You can also run the Audio Wizard anytime you encounter audio problems during a session.
1. If you are in an iLinc session using Internet Audio, select Tools > Audio Settings. From the
popup window, click the Wizard button.
OR
The iLinc Audio Wizard opens automatically for sessions using Internet Audio. 2. The Speakers screen appears, allowing you to customize your speaker settings
a. Adjust the volume of the audio recording being played. If you can’t hear the recording be sure that your speakers are plugged in and not muted or turned off. b. If you have multiple speaker sets plugged in to your computer, you may select a
different set of speakers by clicking on the “Select a different speaker” link. By default, iLinc uses the first set of speakers located on your machine.
3. Click Next when you are happy with your speaker volume.
4. The Microphone screen now displays with your options for customizing your microphone, which will allow you to speak and be heard during the session.
a. Record a sample of your voice by clicking the Record button.
b. Adjust the volume of your recording if it is too soft or loud. c. Listen to your recording and make additional adjustments
d. If you have multiple microphones plugged in to your computer, you may select a different microphone by clicking on the “Select a different microphone” link. By default, iLinc uses the first microphone located on your machine.
5. If you microphone is separate from your speakers or you are using a speakerphone, check the box to optimize your in-session experience with audio. You will need to mute your microphone to hear others and then unmute your microphone to talk and be heard during your session.
6. When your settings are complete for your Speakers and Microphone, click the Finish
button.
7. If you need to return to the Speakers screen, click the Back button.
Using Integrated Audio with iLinc
When hosting online meetings, virtual classes, webinars or operating remote support, there are many cases where you would want to be able to manage each person on either the web or the phone call. With iLinc, you can now manage a person’s audio and web status from a single interface: the iLinc application.
By integrating the iLinc application with Premiere Global Services, you have the flexibility of utilizing iLinc to manage your audience right from the Attendee Panel.
Joining a session with Integrated Audio
Figure 1: Joining the Audio Dialog Box
If You Join the Web, then the Audio:
1. Click the join link to your session. You will be prompted to give your name and e-mail address.
2. iLinc will then install on your computer and join you into the right session.
3. When joined, you are presented with a dialog box with the ways you can join audio. a. Depending on how the session is configured you may only have one option. 4. To join the audio portion, you can:
a. Call me at: Click the radio button for the first option to call out to your phone directly. Enter your direct phone number.
b. Dial into the teleconference: On your phone, you will dial the phone number, enter the Passcode and then, once you have been placed into the conference, you will need to dial *29 and enter the unique identifier on your phone’s keypad (followed by the pound (#) sign).
5. Click OK.
a. If you selected the first option, iLinc will now call your direct phone line. Answer the phone, say hello and follow the voice-automated prompts.
If You Join the Audio, then the Web:
1. From your invitation, dial the phone number (if provided). 2. When prompted by the conference bridge, enter the passcode.
3. You will be placed on hold until the leader joins or entered into conference if leader is already on the phone.
4. Click the join link to the web portion of the session. You will be prompted to give your name and e-mail address.
5. When joined, you are presented with a dialog box with the ways you can join audio. 6. Choose Dial into the teleconference from the dialog box and, once you are placed into
the teleconference, you will need to dial *29 and enter the unique identifier on your phone’s keypad (followed by the pound (#) sign).
Running a Session with Integrated Teleconference Audio
Ever been in a session and someone has placed theirphone on hold and their hold music then plays out to everyone on the call? Or have you wanted to mute everyone at one time so that you can present your information first and then unmute everyone for a Q&A session?
As the leader, with iLinc and Premiere Global, you can now manage these and other situations directly from the iLinc application. This section discusses how you can manage an attendee’s audio.
In-Session Audio Status
The people that have joined your session will display in a list in the Attendees Panel, located in the upper left of the application’s window. Within this list, the status of each attendee will display to you so that you can monitor and manage anyone or everyone’s status at any time.
In the image, Jack is Muted, Jeremy is On Hold, Kathy is Unmuted, Melissa is Dialing Out, and Tom is Not On Audio. Additionally, there is an additional Audio caller in the list (the phone number of (652) 955-1205). If this caller is Tom, you can use the Audio Menu to Identify him (see Audio & Web Identification for information on this functionality).
List of Attendee Status Indicators for Audio
1. Dialing Out : Indicates the specific attendee has selected the “Call me at:” option from the joining dialog box and the iLinc application is calling out to that person’s phone number.
2. On Hold : Indicates the specific attendee has been placed on hold by the leader or assistant. 3. Unmuted : Indicates the specific attendee is not
muted and can freely talk during the session.
4. Muted : Indicates the specific attendee is muted and is unable to freely talk during the session. The person could have placed themselves on mute or the leader/assistant could have muted the attendee.
5. Not On Audio : Indicates the specific attendee on the web is not currently on the audio portion of the call, or an incoming number has not become connected to this web attendee.
6. Active Talker : Indicates the specific attendee is currently talking.
Managing Attendee Audio
As a leader of an iLinc session, you may have reason to change the audio status of one or more members of your audience. Through the Attendee Panel menu for Audio, , you may use any of the following functions throughout the duration of your session.
As a leader, you can:
1. Call…: Dial out to a specific web attendee or to dial out to an audio only attendee.
2. Rename Selected: Rename an audio only attendee to something other than the phone number so everyone in session can refer to the attendee by name.
3. Identify Selected: Connect an audio only attendee and a web only attendee into a single record in the attendee list. This can be done by selecting an audio only attendee and matching to a web only attendee or by selecting a web only attendee and matching to an audio only attendee.
4. Mute Selected: Mute one or more attendees at a time. 5. Mute All Participants: Mute everyone in session except
for the leader and assistants.
6. Unmute Selected: Unmute one or more attendees at a time.
7. Unmute All Participants: Unmute everyone in session except for the leader and assistants.
8. Put Selected On Hold: Place one or more attendees on
hold. (In most cases, the attendee would then hear hold music, although this is dependent on the teleconference bridge functionality.)
9. Put All Participants On Hold: Place everyone in session on hold except for the leader and assistants. (In most cases, the attendee would then hear hold music, although this is dependent on the teleconference bridge functionality.)
10. Take Selected Off Hold: Take one or more attendees off hold.
11. Take All Participants Off Hold: Take everyone in session off hold except for the leader and assistants.
12. Voice Level Up: Increase the inbound volume of one or more attendees. 13. Voice Level Down: Decrease the inbound volume of one or more attendees. 14. Hang Up Selected: Hang up one or more attendees.
15. Hang Up All Participants: Hang up everyone in session except for the leader and assistants.
Locking the Session (Audio & Web)
Additionally, you may need to lock the teleconference and online session to prohibit other people from joining when all your required attendees have joined. To lock the session:
2. Choose Lock Session.
Audio & Web Identification
When people join your session (either by joining audio first and then the web, or vice versa), each person is presented with a dialog box on which they need to make a selection of how they have joined the audio portion of your session.
Self-Identification
If your attendees join the web first and choose the Dial into the teleconference option, and they identify themselves by entering the Unique Identifier into the call via the phone keypad, the iLinc application will be updated to connect and combine the Audio entry in the Attendee Panel to an existing Web entry. For the leader and others that can see Audio Status, this
identification will now adjust the display of the Web entry to include the Audio Status indicator (as applicable). All changes to Audio Status for this attendee can now be executed by selecting the attendee’s name from the list and choosing the appropriate action from the Audio Menu
.
You may assist your callers in identifying themselves by directing them to click the Controls
Menu and then Teleconference Info. From the dialog box, they should locate the Unique Identifier code and type that in to the keypad on their phone.
Identify or Rename
Attendees Panel Audio Menu
To Identify:
You may choose to try to connect a Web entry with no audio status indicator with their audio line, or a separate Audio entry with an existing Web entry. To identify attendees:
1. Select the either the person’s name (without a phone status indicator) or phone number entry.
2. Click on the Audio Menu . 3. Choose Identify Selected.
4. From the dialog box, select the appropriate phone number or name in the list and click
OK.
Any current Web entries that are not currently connected to an Audio entry will display in the list.
Once you press OK, any attendee in session that can view the Attendee List will automatically have their list updated to not display a separate Audio entry.
To Rename:
If an unconnected Web entry in the list is not
available, but you have an additional Audio entry, you can rename the phone number to a name so that you and all people in
your session may refer to that person my name rather than phone number.
1. Select that item from the list. 2. Click the Audio Menu . 3. Choose the Rename Selected
option.
4. Type in the name to appear in the Attendee List.
5. Click OK.
The Attendee List for any attendees in session that can view the List will be updated to display the name of the person instead of the phone number.
Leading a Session
Leading an online session is much different than “live, in-person” meetings, classes, and seminars. What many people don’t realize is that web conferencing gives you an entire extra set of powerful, advanced communication and collaboration tools that help to make the online experience even more effective than your standard meeting. This chapter describes in detail how to lead an online session, including what you will see and what tools you can use to make the experience one your participants will not soon forget.
Joining Your Session
Click the Join link for the session on your Communications Center home page to join your
session.
Figure 40: Join a Session from Communications Center
When you join a session for the first time, the iLinc Client software will install when you click the Join link. Depending on the settings established by your site administrator, you may need to download and install either a Java application or an ActiveX control. To complete the
installation, accept the prompts as presented. A manual option is available in the event that the automatic setup isn’t available.
Figure 5: Identify Dialog
The iLinc session room looks slightly different depending on the type of session you are in (i.e., MeetingLinc, LearnLinc, ConferenceLinc, and SupportLinc). Also, your system administrator can configure the tools that are available for all sessions at your organization, so your room may look slightly different than the diagram below, depending on your organization’s default configuration. A diagram of a MeetingLinc session room is provided below.
iLinc session interface
Understanding Floor Control
Floor control determines who in the session can be seen and/or heard, and who can control session content. When you have the floor, your picture (or video) and name displays in the Floor Holder panel. When you pass control to another participant, their picture (or video) and name will display in the place of your picture (or video) and name.
Jack Lewis is the current Floor Holder
Session Type Floor Control Rules MeetingLinc
meeting
In a MeetingLinc meeting, the leader has no more control of the floor than any other participant in the lass once he or she enters the meeting. The leader’s microphone, however, is always on. Before the leader enters the meeting, no one can take the floor. After he or she enters, anyone can take the floor at any time, although using the hand raise function helps to ensure order.
LearnLinc class In a LearnLinc class, the leader takes the floor automatically when he or she joins the session. The leader can pass the floor to any participant and take the floor back at any time. While the participant has the floor, he or she can talk and launch content and applications. The leader’s microphone is always on, and he or she can talk and launch content even when someone else has the floor.
ConferenceLinc conference
In a ConferenceLinc conference, the leader or the conference assistant has control of the floor all the time. Participants never have the floor. The leader’s microphone is always on.
SupportLinc room In a SupportLinc room, the leader always has the floor, but the microphone is enabled for both the leader and the participant at all times.
Managing Attendees
Session attendees are listed in the Attendee panel, located below the Floor Holder panel on the Tool Panel. As the session leader or assistant you can manage your attendees from this panel.
Viewing Pictures or Video
In addition to viewing the current Floor Holder, you can undock the Attendee panel to view any pictures that were uploaded by your attendees or a video stream from their web cameras, where available.
By clicking the undock icon located in the upper right corner of the Attendee panel, you will be able to view all images being displayed from your attendees. For any attendee that is currently sharing video, a video icon will display under their picture. By default, the video is turned off, but you can turn on and view the video by clicking this icon.
Multi-Point Video Recommendations
iLinc recommends the following items when using multi-point video:
1. Simultaneous Videos: 5-10 streams. This value is dependent on your bandwidth. If you have a connection with lower bandwidth, you may want to view less video stream at the same time. You are not limited to this number.
2. Computer Specifications: processor speed of at least 1 GHz, 256 MB of memory, and 56 kbps bandwidth for each video you want to see
To return the Attendee panel to the Tool Panel on the left, click the dock icon .
Communicating in Your Session
You can communicate in a variety of ways in your iLinc session. The primary method is speaking directly to participants using iLinc audio conferencing. When you first join your session, your Dial-In Number and Passcode appear on the Start tab. Once in the session, the Start tab is always available and can be returned to should any users drop off the phone call and need to reconnect.
As a leader, however, it is also important to realize that communicating in an iLinc session does not only involve talking. It also involves giving and receiving feedback using iLinc’s interactive communication tools, including:
Hand Raising: Participants can give you feedback or ask for your attention by clicking the hand raise icon on their Tool Panel. You will see who has their hand raised in your Attendee list. Refer to Responding to Hand Raises for more information. Chat: Chat is an instant messaging tool that allows you to send messages to the entire session, or to a specific participant. Refer to Working with Chat for information on using Chat.
Feedback: Feedback is a Polling application that you can use to solicit feedback from other participants during a session. Refer to Feedback for information on using Feedback.
Polling: Polling is a question and answer tool that you can use to ask participants a series of multiple-choice questions during a session.
Responding to Hand Raises
During a session, one of the primary means for participants to communicate with their leader is to raise their hand. Participants can raise their hands electronically by clicking the hand raise icon in the My Controls panel of their iLinc Tool Panels.
Attendee Panel: Hand Raise, Feedback
When a participant raises his or her hand, you may hear a sound notifying you that a hand is raised (depending on your session configuration) and you will see two indicators on the Tool Panel to notify you of the hand raise:
A hand raise icon displays next to the participant's name in your Attendee list. The hand raise counter, which is below the attendees list, increments by one. If you have assistants in your session, they see these indicators as well.
Note: When you first enter a session, ask participants to raise their hands if they can hear you. This ensures that everyone knows how to get your attention when they need to during the session.
Each attendee can raise their hand to get the attention of the Leader or Assistants. Additionally, they have the ability to inform you that they have stepped away or are applauding a person or presentation element.
Stepped Away– New option displays a coffee cup to denote that the person has stepped away from the presentation. Best Practice: If you see a few people doing this, it may be a good time for a break or to adjust the flow of your presentation.
Applause – New option displays a pair of clapping hands to denote that the person is applauding the material or something that is happening during the session.
To Lower all Raised Hands
Click the All Hands Down icon on the Attendee window. All the hand raise icons in the Attendee
list are removed. The hand raise button is deselected on the participant Tool Panel for each participant who had raised his or her hand.
Tracking Attendee Participantion Status
The Participation Meter is a participant activity tracking tool that lets you assess the activity level of the participants in your class at a glance. Use the Participation Meter to virtually "glance" at the class and assess whether or not your presentation is keeping participants interested and involved.
The Participation Column displays one of three states for each student. Active In Session
Listening to Session Inactive In Session:
The Participation Meter changes depending on the actions a participant is taking in class. For example, if a participant has just responded in feedback and raised their hand, his participation status will be "Active In Session.” If another participant has not done anything in the session for several minutes, their participation status will be "Listening to Session.” If a participant
minimizes iLinc during their session, their status will be “Inactive In Session.”
As a leader you can use the Participation Meter to measure how well you are teaching a
LearnLinc class. If most of your participants have a participation status of "I'm Asleep," you may need to quickly add-in some feedback or Polling questions to wake them up and then adjust your presentation to keep them engaged.
During an iLinc session, each attendee’s bandwidth is monitored and, if it gets congested or appears to slow down, the Leader and Assistants are notified by a change in the status indicator.
The bandwidth monitor builds on the existing communication between the end user’s client application and the iLinc conferencing server to analyze data traffic in order to determine the user’s level of connectivity. When communication is calculated to be greater than the
equivalent of 500 milliseconds, the application displays the first level, “Bad,” indicator, . When communication is calculated to be greater than the equivalent of 1 second, the application displays the second level, “Worse,” indicator . When communication is
determined to be severed or when the application is attempting to reconnect, the application displays the third level, “Disconnected,” indicator .
This status indicator will help the Leader and Assistants monitor any bandwidth problems the participants may be having, which may negatively affect iLinc performance.
Reviewing Business Cards
As a Leader or Assistant, you may need to retrieve contact information for a specific attendee that has joined your session. With Business Cards, you can now view information about your attendees without leaving the iLinc client.
Each attendee’s business card displays details about that person. It displays their name, phone number (if added), email address, language and operating system, as well as their picture. This information may provide information for a variety of reasons, including the ability to better support or answer their questions.
To view a Business Card:
1. Single click to select an attendee from the Attendee list.
2. Right click on that selected attendee and click Show Business Card from the right-click menu
3. The Business Card opens in a separate window. From there you can copy any of the information you need to use within or outside of iLinc.
Dismissing Participants
You can dismiss all participants from your session by click the Dismiss icon in the Attendee panel or selecting Session > Dismiss > Dismiss Selected or All on the session Tool Panel. The drop down
on the icon in the Attendee panel enables you to dismiss specific participants or all session participants. If the icon is clicked without making a selection from the drop down will dismiss the selected participant(s) in the Attendee list. To select multiple participants, hold the <CTRL>
key on your keyboard then click each participant’s name.
Working with Chat
If you have a large session, the Leader may have an Assistant answer private text messages from attendees so that the session can continue while the attendee's individual needs are addressed. Anyone may wish to undock the Chat panel, by clicking the undock button , in order to manage more Chat tabs. To make this change for all attendees in session, click the Menu button on the panel and select Undock for All. Additionally, the application menu provides
access to the same functionality by selecting Sessions, Chat and then Undock for All. The undocked Chat panel opens below the Content area.
Chat Panel
To use Public Chat
1. In the Public tab, begin typing your message into the text area. Click the send button or press the Enter key when you are ready to send your message to every person in your session.
2. You can then read and respond to any message that is sent on the Public tab by any other attendee in session.
To use Private Chat
1. Click the Private tab
2. From the list of names, double-click the name of the person, or group, with which you would like to start a private conversation.
3. A new tab opens for you, in which you can type your message into the tab’s text area. Click the send button or press the Enter key when you are ready to send your message.
4. When sent to the other person, or group, a tab then opens within their Chat panel informing them a new message has been received. They can then respond to your message.
5. When finished, you can close the private chat tabs by clicking the button in the right corner of the tab.
On open Private Chat tabs, recipients will see indicators when someone is typing in the window or when a new message has arrived.
When another person is typing to you, you will see the Attendee Writing alert . When another person has sent their message to you, you will see the New Message alert .
As a leader, you can also perform the following advanced Chat tasks:
Clear Chat for All: On the iLinc Tool Panel menu bar, select Session > Chat > Clear Textfor All Participants. The contents of everyone’s chat window are erased.
Chat Restriction: In some sessions, you may wish to restrict attendees from chatting publicly or private with other participants. There are two chat restrictions that can be set when creating or editing your session, or changed on-the-fly while in a session.
o Allow Public Chat for Participants: This setting, when checked, allows Participants to chat using the Public tab with anyone else in the session. o Allow Private Chat between Participants: This setting, when checked, allows
Participants to chat privately with other Participants. If this setting is unchecked, a Participant may still privately chat with the Leader or Assistants, but not with other Participants.
To change the chat restriction settings on-the-fly while in session, from the Chat panel menu click the setting you wish to change. Additionally, these settings are available from the application, select Session > Chat > Restrict Chat for All Participants from the Tool Panel menu bar.
Responding to Private Chat Messages
In any type of session held in iLinc you may want to be able to manage and monitor private chat conversations more easily. The Chat panel, as part of the Tool panel of the iLinc application, you can now start and communicate with individuals or groups of people in private Chat Tabs.
Feedback
Feedback Panel
Use feedback to encourage interaction in the session, let users indicate their satisfaction with the pace of the session, gauge student progress on an assignment, or poll users for yes/no and true/false responses.
Note: Try to use Feedback every 10 minutes or so to ensure that all of your participants are
paying attention.
Where Is Feedback?
Feedback is located just below the Attendee window on the iLinc Tool Panel. You can use feedback at any time during a session, and change or reset the answers throughout the session. As users select their answers your counters, which are highlighted with the corresponding colors in the summary pie chart or bar graph, are automatically updated. When you ask users to respond to a question via feedback, you see their answers in two formats:
The summary results are continuously updated in the pie chart that is displayed in the feedback area. You can share the pie chart with all users if you choose.
Users’ answers are indicated by color-coded squares next to their names in the attendees list.
Both the graph and attendees list are continuously updated as users select or change their answers.
While anyone can ask attendees to answer a question with feedback, only the leader can change the answer set and clear the answers. These options are available in the Session menu, and by clicking the Menu button to see the feedback shortcut menu.
Feedback Answer Sets
You can choose an answer set from the following: Pace (Faster, Perfect, Slower, Please Review)
Agreement (Strongly Agree, Agree, Disagree, Strongly Disagree)
Yes/No A,B,C,D
If you need to select a different answer set, click the Menu button from the Feedback panel and select the desired answer set. Your feedback area and each participant are updated with the new answer set. You can also change the answer by clicking Session > Feedback from the
application menu.
To Ask a Feedback Question
1. Locate and select the Answer Set in Feedback you want to use.
2. Ask a question verbally or in Chat and ask your attendees to select an answer from the Feedback answer set. As each attendee selects an answer, your pie chart and Attendee
list are updated.
3. When you are ready to ask another question, click the Menu button and choose the Clear
option from the menu list. Then select the new Answer Set and ask your question. 4. There are three ways you can change the answer set of the Feedback area:
a. Click the Menu button in the Feedback panel. From the menu list, select the answer set you need to display. It will automatically display to users.
b. Use the keyboard shortcuts for each answer set (see menu list).
c. Select Session > Feedback from the iLinc menu bar and select the desired answer
set. The feedback panel for you and all participants is updated with the new answer set.
d.
If you prefer to see the answers in a bar graph instead of a pie chart, you can change the display element in the Feedback Menu (click the Menu button or choose Session > Feedback from the application’s menu).
If you wish to remove a set of answers from participants, from the Feedback panel menu, choose the Withdraw option. This will remove the set of answers and automatically collapse the
Feedback panel for the participants. At any time you wish to request feedback again by
selecting an answer set from the panel menu, the Feedback panel will expand automatically for participants.
Feedback Bar Graph
The Participant View
The participant's feedback area is located just below the Attendee window on the iLinc Tool Panel. Participants see the current answer set with radio selection buttons next to each answer. Participants do not see individual responses in the Attendee list in LearnLinc or ConferenceLinc.
Presenting Content
An important part of your session involves the presentation of content. You can present all different types of content during your session, including something simple like a PowerPoint presentation, something more interactive like a test, or multimedia files like a video clip. Note: Select content that corresponds with the type of session you are leading. For example, for one-way sessions like a ConferenceLinc conference, it is best to use PowerPoint or the Synchronized Web Browser. For collaborative meetings and classes, it is best to use Whiteboard or Application Sharing.
The following sections cover important information about presenting content in your session: 1. Launching Content
2. Adding Content On-the-Fly
Launching Content
The session Content tab lists all the session content you added to your session using the Communications Center web interface (refer to
When you double-click a content item from the list, the item launches for the entire group. The appropriate iLinc synchronized application opens on each participant’s computer to launch the content (for example, Powerboard, the Synchronized Web Browser, or Polling). Another participant can also launch items from the Agenda when he or she has the floor.
Figure 48: Content Tab with List
Working in Full Screen Mode
When you launch content and work in full-screen mode, the iLinc client adjusts to become a miniature, floating Tool Panel that remains visible at the bottom, right corner of your screen.
Figure 49: Compact Tool Panel
Depending on the Session Configuration, some of the panels will initially display collapsed. To view the details of this panel, you can expand the panel by clicking the down arrow to the left of the panel name. When you are finished viewing the details, collapse the panel by clicking the up arrow.
Depending on the Session Configuration, some of the panels will initially display collapsed. To view the details of this panel, you can expand the panel by clicking the down arrow to the left of the panel name. When you are finished viewing the details, collapse the panel by clicking the up arrow.
The Compact Tool Panel allows you to easily see when participants raise their hands, check your network status, and quickly access the iLinc menu to invite a user or perform other session tasks.
Figure 49: Compact Tool Panel
For the Floor Holder, when they start a Share (desktop, region or application), the iLinc application becomes Minimized to the toolbar or dock, so that the lower right corner of the desktop is not hidden by the Tool Panel. The Sharing Toolbar is still visible to provide the Floor Holder the ability to control the shared information.
Figure 50: iLinc client in minimized state
Anyone using iLinc can choose to view the Tool Panel in Compact or Minimized mode
depending on their preferences. By default, when a person is viewing the Content area on Full Screen, their application will display in Compact mode. By clicking either the Minimize or Restore buttons, that person can minimize iLinc to the taskbar or dock, or return iLinc to the Standard mode, which fills the available desktop resolution.
Adding Content On-the-Fly
Agenda items can also be uploaded when the session is in progress, and files can be transferred to participants.
To Add Content On-the-Fly: 1. Click the Content tab.
2. In the upper section of this tab, expand the the Add Content area by clicking the down arrow and fill out the form depending on the type of content you are adding.
b. Name: File name which will display as Tab name to your participants c. Description: Type in any descriptive info you wish to make available d. File: Click the Browse button or type in the path of the file
e. Slide Size: Set the size at which you wish this item to upload. This will be the default size for viewing.
f. Slide Quality: Adjust the quality of your content item for viewing
g. Hide from Participants: Select this option to have the content item not display on the Content list for participants. The leader and assistants will still see the item. 3. Click Add. The file is uploaded to the server and added to the Content window.
4. Double-click the item to launch it.
Note: Very large PowerPoint files may take a few minutes to process at the server level, which will cause a delay if you immediately try to launch
it.
Transferring Files during a Session
While you are in your session, you may discover that you need to send documents or other files to your attendees. Instead of sending them all an email, which would require you to get all their email addresses out of the Communications Center, you can simply use the in-session File Transfer functionality.
Transferring files during your session is a tool that allows for one or more files to be sent through iLinc to one or more attendees in your session. To start a file transfer, you will need to open the File Transfer tab. To do so, click the Session menu and choose Transfer File. The File
Transfer tab opens.
Note: transferring a file to users during a live session can take a long time and may adversely affect voice over IP or
video quality. It is recommended that you send small files and to not talk too much while the files are being sent. Sending a small file such as a 200 KB document will work fine, and should only take a few seconds to send. Sending Files:
In the Send Files section, you will need to select files to transfer to your attendees. Click Add to find and select the file you would like to transfer.
When uploaded, the file will display in the Select Files to Transfer window and it will be checked.
o If you upload more than one file, but sure to that only files you wish to send are checked.
Once you have at least one file selected, select the Attendee(s) who should receive the file(s). To check all Attendees, click the Check All button below the list area.
o All attendees are idenfitied by name and role.
Click Send. The file transfer begins immediately and the status of the transfer updates for
each file being sent.. Receiving Files
When a file has been sent to attendees, a new tab will open on their iLinc application. Their
Received Files section shall update to display files that are being sent, pending or available for saving or opening. From this tab, each attendee can decide to automatically save files transferred to them in a specific folder or act on each file when they arrive. All received files display the name of the person that sent the file, the file name, the size and type, and the status.
Sending Invites from Within a Session
As a session leader you may receive last minute requests to attend your session, after it has already started. Getting these participants into your session is a two step process that you can complete without leaving your session. You can also ask your assistant to do it for you.
1. On the Tool Panel menu bar in a session, select Session > Send Invite. The Send Invite tab opens in the tab area.
2. There are three options for your invitation e-mail:
1. Join Link: Use links in this section to send a join link to users so they can join your session without being registered for the session.
allow them to join the session (this will make the session appear on the participants’ home pages).
3. Send Invitation E-mail: Send the invitation e-mail by selecting users, or entering a user’s name and e-mail address.
3. Click one of the following links in the Join Link or Registration Link section:
1. E-mail Link: Select this option to create an e-mail containing the join link. You will have to manually add the users to whom you would like to send the invitation. 2. E-mail Link to Existing User: Select this option to search for and select existing iLinc
users to whom you would like to send the invitation. After you select the users, an e-mail containing the join link and addressed to the selected users is created.
3. Copy Link to Clipboard: Select this option to copy the join link to your windows clipboard. This is helpful if you need to paste the link into another e-mail program (e.g., a web e-mail account) or another program (e.g., Microsoft Word).
4. On the Send Invite window, click Close, and then click Yes on the windows dialog box that
appears to close the browser window and return to the session.
Sending invitations from within a session is the same as if you were to send invites from the Communications Center. For more information on the selection options, please refer to Inviting Participants.
Sharing the Green Meter
The iLinc Green Meter, displayed at the top of the left column of all Communications Center pages, as well as available in-session from the iLinc application, tallies usage information and calculates the CO2 Emission, Travel and Cost savings by using iLinc for online sessions rather
Green Meter
When you and other attendees join an iLinc session, a savings amount is generated for each attendee. Those savings are added together to obtain the CO2 and Travel savings amounts for
each session. While you are in iLinc, you can quickly view that session’s savings and get a look at where each of your attendees are located (based on Public IP Address).
To Open the Green Meter:
1. In the My Controls panel, locate the iLinc Green Meter button . 2. If you want to open the Green Meter for yourself, simply click the button.
3. If you want to open the Green Meter for everyone in your session, click the dropdown to the right of the button and select Green Meter for All.
To Close the Green Meter
1. Click the Close x to close the Green Meter.
The floor holder is then prompted to Close All, Close Mine or Cancel the close.
