Creating a New Meeting

This guide will walk you through the steps required to create a new meeting in Adobe Connect.  In order to create a new meeting, you must be logged into the management interface by going to https://connect.soton.ac.uk

Create a new meeting

Create a new meeting

Once you are logged into the management interface you can create a new meeting by clicking on the ‘Meeting’ button. This will start the wizard which will guide you through the process of creating your meeting.  If you are a member of staff and you are unable to create a meeting, please raise a new ticket with Serviceline so that your permissions can be updated.

Meeting Options

Meeting Options

The first screen you will see requires you to fill out some basic information about your meeting:

1 – Choose a name for your meeting. For instance you might want to give it a name relating to the subject of the meeting. A good example might be ‘NPAD1001 Placement Meeting’.

2 – If you want to, you can choose a friendly name for the URL (internet link) of your meeting. For instance you could call it ‘NPAD-Placement’. If you do not select anything here, the system will generate a unique URL for you (you will be able to see what this is)

3 – Add a summary of the meeting if you want to. This is just some information about what will be covered in the meeting, and is optional.

4 – Choose the date and time settings for the meeting, along with the expected duration of the meeting, and the template to be used (by default you can only choose 1 template).

5 – Choose who you want to be able to access the meeting. Allowing only registered users will require all users to login using their iSolutions username and password. Allowing registered users and accepted guests will give the additional option for you to accept users in to the meeting who do not have an iSolutions username and password. Allowing anyone who has the URL to enter will give unrestricted access, and users can join without the host having to accept them into the meeting room.

For the Audio Conference Settings, leave ‘Do not include any audio conference with this meeting’ as the option selected.

Once you have filled in these options, click on the ‘Next’ button to proceed to adding users to your meeting.

Attendees (1)

Attendees (1)

If you know that you are holding a meeting with others who have iSolutions user accounts, you can search for these users and add them to your meeting. This can be done using the ‘Available Users and Groups’ frame on the left of the screen. You can select users and click the ‘Add’ button to add a user to your meeting.  When searching for users you will need to search by their full name.

Attendees (2)

Attendees (2)

You should see a list of Current Participants. Once you have added any users you wish to add, click ‘Next’

Invitations

Invitations

If you have selected ‘Registered Users’ or ‘Registered Users and Accepted Guests’ as your access rule, then you should see an invitation screen similar to the one above. This allows you to send invitations out to selected participants (within the University). You can send this as an Outlook meeting request to University users by clicking the appropriate box. These invitations will include some information about the meeting, along with the link to the meeting itself.

If you wish to send this to users outside of the University, you should copy and paste the message body into an email and send this to your users separately.

If you have selected ‘Anyone with the URL’ as your access rule, there is an option to edit email addresses to send the invitation to.

Select the options required, and click on ‘Finish’. If you have selected the option to send invitations, these will be sent automatically.

Meeting Summary

Meeting Summary

After clicking Finish in the previous step, you will see a summary of the meeting room which you have set up. You can enter the meeting room by clicking on the link provided, or by clicking on the ‘Enter Meeting Room’ button.