Quick start

Adobe® Connect for WebinarsAdobe® Connect Event enables you to manage the full life cycle of large or small events, including registration, invitations, reminders, and reports. Adobe® Connect events can be used with meetings, seminars, presentations, or training.

Getting startedLog in to Adobe® Connect Central

• In a browser window, enter the account URL included in the Welcome e-mail.

<https://customername.adobeconnect.com>• Enter your login and password and click Login.

Create event contentAn Event is a meeting, seminar, presentation, course, curriculum, or virtual classroom wrapped with pre-event and post-event management features. Event management features include registration, reminders, and event-tracking surveys and reports.

Event content

The content for your event needs to be in place before to create your new event:

• To create a training event using a course or curriculum, the course or curriculum must exist in the Content Library.

• To use a meeting or a seminar as an event, the meeting or seminar must exist in the Meetings List.

• To use a virtual classroom as an event, the virtual classroom must exist in the Training Library.

• To present content as an event, the content must be stored in the Content Library.

Quick Start Guide

A Seminar Room provides greater capacity than a Meeting Room so will need to be used if the event is for between 200 and 1,500 participants.

To create a Seminar Room:

1. Select the Seminars tab*

2. Click Seminar Rooms

3. Open a license folder from the list and click New Seminar Room

4. Complete the Meeting Information (see above)

A Seminar Session can now be scheduled (at least one Seminar Room must be created before you can schedule a Seminar Session):

5. Select the Seminars tab*

6. Click New Seminar Session

7. Seminar Room - select the room to be used from the drop down list

8. Name - enter the name of your Seminar Session

9. Enter the Start Time and Duration of your meeting

10. Click Create

Seminar rooms can be opened up in the standby mode anytime outside of the scheduled session times with up to 10 participants. They will open up to the licensed number of participants 30 minutes before the start of the scheduled session. Two sessions cannot run concurrently in one Seminar Room. Another room will need to be selected.

* Only available if this feature is enabled on your account.

Creating a Seminar

Click on the Meeting Tab and in the Meeting List, click New Meeting

Enter the Meeting Information:

• Name

• Custom URL

• Select Template: refers to the email template, leave as default (Event module templates will be used, see below)

• Language: meeting interface language

• Access: automatic entry or manual validation

• Audio conference Settings: if required, select “Include this audio conference with this meeting: Arkadin” to enable Arkadin Audio conferencing

• Click Next

• Select Participants, Click Next

• Send Invitations, Select ‘Do not send invitations’

• Click Finish

Creating a meeting

Enter event information1. Go to the Event Management tab and select New Event..

2. Choose your event template ( default or custom )

3. Add a name to your event

4. Add a custom URL

5. Event Information (for the online catalog)

6. Detailed Information: (for the event web page)

7. Register without password: Select to enable users to register for an event without them having to provide a password, participants can login easily by entering their email address

8. Register with Social Profiles* - select this option to enable users to register for and join your event using their social profile instead of creating a new profile

9. Presentation:

– On-demand: can be accessed at any time between the event start and end date. – Tip: Use this option to provide access to content or learning materials ( pdfs, presentations etc).

Access can be tracked and analyzed.– Live: is scheduled and in real time.

10. Attendee Approval: select if attendees are required to obtain approval from a manager prior to being granted access

11. Visibility: Select this to show information in catalog

12. Allow direct entry: attendees can go straight into the meeting room

13. Add start and end time and date for your event

14. Registration Limited: Select to enable and enter the maximum number of registrations accepted

15. Event Logo: Upload your event logo (200x20)

16. Small Banner Image: Upload your small banner (560x230)

17. Large Banner Image: Upload your large banner (740x300)

18. Speaker Information:

– Overview for the online catalog– Detailed Overview for the speaker info on the Event Web Page– Speaker Image: Upload image (300x400)

Permitted file types for images: *.bmp, *.gif, *.jpg or *.png

19. Choose your language

20. Event User Policy: select whether users should be guests or full Adobe® Connect users

21. Check available tags: select the appropriate categories for the event – for the online catalog)

22. Click Next and the event will appear in your list of meetings.

23. Click Next.

To quickly copy settings from an existing event, select it and click Duplicate Event. Then enter a unique name, URL, and start and end dates for the event.

Useful for running an event with the same content at a later date or an event with similar content and graphics or the same speakers.

TIP: This option will only be displayed if activated on your account. (Note to Administrators: the Social Login for Events is activated in the Administration settings: Users and Groups > Edit Login and Password Policies)

Participant managementUse the buttons to add single or groups of users to your invitation list:

• Add Guest or

• Add User/Group or

• Registration Groups or

• Import/Export List (CSV file)

• Click Next

Email options• Select the e-mails that you would like to send once the event is published:

• To review the selected emails, click Send Test Email and they will be sent to you.

• Click Finish

Select content• Select the content you created / uploaded

• For a meeting, select the meeting

• Click Next

Create registration • Select the questions you would like to ask participants to complete in the registration form eg Company

Name and Country. E-mail Address, Create a Password, Retype Password, and Name are mandatory.

• Campaign tracking: Enables use of analytics functions for the event

• Campaign ID for E-mails: See Event Analytics>Campaign report

• Click Next

Custom registration• All the questions you would like to ask are listed

• You can add multiple choice, short answer or Yes/No questions by clicking the respective button.

• Complete the form and click save. Your questions will now be shown on the list.

• Click Next to finish

Event informationAll the event information will be shown including links to the following pages:

• Event Login Page

• Event Landing page

• Event Registration Page

• Event Speaker Information

Click Preview to review the pages. To make changes, click the Edit Information button at the top of the Event Information section.

To publish the event information and catalogue listing and distribute the E-mails, click Publish.

Public folder & public catalogThe event listing page, which can be branded for your organization, displays a list of upcoming events and displays the following for each:

• Click the Event Management tab

• Navigate to the desired folder and select

• Click Make This Folder Public.

• The folder is now public and a URL is shown.

The URL can be made available and the event listing page can be viewed by anyone from the hosted public pages.

Note: Remember to Make this Folder Private again after you preview the page if you do not want the folder to be publicly available yet.

Enabling analyticsTo access event reports from the Adobe® web application, select basic Reports.

If you have an Adobe® SiteCatalyst® account, you can also access event data in your Adobe® SiteCatalyst® account for detailed reporting.

Note: After you enable analytics, the reporting database is synchronized periodically. It may take up to a day for you view event reports.

Manage event tag• Tags enable users to search for the event on the website or other websites where the event is published.

• If you added a Featured Events tag to an event, it appears in the Featured Events section of the Event Catalog.

• Click on > > > >

Select a tag from the list

You can add a new tag to the list. You can also delete an existing tag from the list or modify the tag

Manage email aliasesAdobe® Connect Central lets you configure email aliases to which event registrants can send email queries.

Use the Manage Email Aliases option to create, delete, and edit email addresses if you want to use an alternative one.

Go to > > > >

You can add a new email alias to the list. You can also delete an existing email alias from the list or modify the alias.

Create aliases to name and easily identify various Campaign-ID’s you are using to promote your webinars.Alias associations can be created from the Event Administration interface by the Event Managers in the event creation interface.

Tips and tricks for events Create a lobby eg a Chat pod where participants meet and greet each other before the event begins Improve presenter co-ordination:

• For multiple speakers, create multiple presenters or consider giving ‘enhanced participants rights’

• Create a backstage area for hosts and presenters only, Choose Meeting > Enable Presenter OnlyArea to include items such as an agenda with notes and moderated Q & A

• Assign questions to specific presenters

Incorporate polls into the event to give instant feedback and encourage audience participation

Create the layout and upload content (PowerPoint, FLV, JPG, PDF) correctly prior to the event to improve the flow:

• Welcome, Demo, Q&A, etc

• Place files in the correct pods – PDF in FileShare, FLV in Share, etc.

• Put URLs to key pages in the WebLinks pod

• Save and eMail all questions

Track engagment Measure participant engagement and participation in meetings, seminar rooms, events and virtual classrooms in real-time with the Engagement Dashboard. Engagement Dashboard..

• View how many participants have responded to the various polls and outstanding questions in the Q&A pod and the Poll pod

• Monitor user interactions within the meeting room, voice conferences, polls, Q&As and status updates to calculate a participant’s engagement score.

Tip: Individual engagement level for each participant is also displayed in the Attendee pod

Event analyticsClick on

Select the event for which you want to view reports.

Click . The following four tabs are displayed>>

1. Summary Tab:

– Event information: Name, brief description, start time and end time– Aggregate user data: Number invited, registered, pending, approved,

denied and attended– User Information report: Click Download Report Data to download

a CSV file that provided comprehensive event information and aggregate data by participant

– Conversion Funnel: Allows you to gauge promotion effectiveness and identify qualified leadsRegistration Tab:

– Set Qualified Lead by specifying the criteria to identify Qualified leads.– User Information Report: Download a CSV file that includes information by participant and qualified

leads based on the criteria set (see above)– Campaign Report: Using the Campaign IDs, the Campaign Report presents a categorized view of the

traffic generated from various campaigns (for example social media and email campaigns)To enable this report, select Enable Campaign Tracking while creating or editing an event.

– Registration Questions: Shows the count of responses to registration questions answered by participants

2. By Answers Tab:

– View the number of answers provided for each question 3. Content Tab::

– Engagement Report Graphical representation of engagement during the event

– Chat and Q&A usage: Graphic showing chat and Q&A interaction during the event– File Download Activity: Resources downloaded by participants during the event– Poll Activity: Distribution and number of responses to poll questions– Attendee status usage: Pie chart showing status changes that occurred during the event