Using Connect, how do I create and delete meetings?

Note: You need an account on the Indiana University Connect server to manage meeting rooms; see About Connect Meeting accounts and passwords.

Log into the Connect Manager and follow the appropriate instructions below.

On this page:

• Creating a meeting
  • Setting up recurring meetings
  • Inviting attendees
• Deleting a meeting

Creating a meeting

1. On the left under "Create:", click New Meeting.
   
   
2. Enter a name for the meeting, limited to 60 characters.
   
   
3. Create an easy-to-remember URL (e.g., K100, HRWeeklyMeeting) by completing the "Custom URL:" field. (If you leave this field blank, the Connect server will generate a random URL for you that will be more difficult to communicate to others.)
   
   
4. In the optional "Summary:" field, you may enter descriptive text up to 750 characters.
   
   
5. You can choose a start time and duration for your meeting, but your meeting has no actual time limits; attendees can enter before, during, and after the scheduled time.

   Note: The time you enter here is used only if you choose to send a message invitation from within the Connect Meeting itself, which UITS does not recommend; see Inviting attendees below.

6. To change the layout and appearance of the meeting, choose one of the options next to "Select Template:". Otherwise, you can keep the default setting.
   
   
7. For "Access", choose Anyone who has the URL for the meeting can enter the room.
   
   
8. Keep the "Audio Conference Settings" on Do not include... . At this time, the university does not provide or support combined audio and Connect Meeting conferencing. Click Next>.
   
   
9. If you want attendees to log in as guests, ignore the settings on the "Select Participants" screen and click Finish. Otherwise, from the list, select those whom you want to participate in the meeting, and then click Finish.
   
   
10. You will see a summary of the meeting room's information. Review the settings for accuracy; to make corrections, click Edit Information or Edit Participants.

Setting up recurring meetings

For your recurring Connect meetings, consider reusing a single Connect meeting room rather than creating a new one for each scheduled instance. A persistent meeting room allows you to keep the same URL for your meeting, and all content (e.g., presentations, chats) and configurations (e.g., visible pods, layouts) will always be available.

Inviting attendees

You will have the option to send meeting invitations from within Connect Meeting application, but UITS recommends that you compose your own email message to your attendees, including the meeting URL you previously set. Instruct the attendees to log in as Guest. In addition, you might include a link to IU's Resources for Connect Participants:

Here attendees can test their connections to the Connect server, download the Connect Meeting Add-in (optional), and read the Participant User's Guide.

Deleting a meeting

1. Click the Meetings tab. Select the meeting you wish to remove, and click Delete.
   
   
2. On the confirmation screen, click Delete, and all content and recordings associated with the meeting room will be permanently deleted from the Connect server.

For more, see Indiana University's Connect Meeting Service.

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