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Quick Start Guide: Starting a PT eMeeting and Managing the User Directory

Quick Start Guide: Starting a PT eMeeting and Managing the User Directory

malachi-ashley
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Quick Start Guide: Starting a PT eMeeting and Managing the User Directory

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  1. Quick Start Guide: Starting a PT eMeeting and Managing the User Directory This presentation assumes you are familiar with the unique capabilities and benefits of PT eMeetings. That information is found in “ProductiveTeams Introduction” and other documents (see below). Contact us for more information. • More information and tutorials: (PowerPoint format) • ProductiveTeams Introduction • Quick Start Guide - New User • Quick Start Guide - Starting an eMeeting, Directory Management • Quick Start Guide - Create Your Own TeamLink Center See also Quick Start Info ◄ currently viewing

  2. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Home page A TeamLink Center home page before a user signs in You’ll sign in here to go to your eMeetings Inbox. Bookmark this page so you can return easily. TeamLink Center ownersThe content on the home page shown here and on other information pages can be changed as you wish. Even the “skin” can be changed to your branding. You can also get a custom domain address. Your licensed TeamLink Center is a separate and independent web site with its own database. It is your site. It can even be moved to your servers if and when needed.

  3. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Home page A TeamLink Center home page after a user signs in The eMeetings to which you belong are on the left. Those with new content are bolded. To enter an eMeeting, simply click its name. As you create or are invited to other eMeetings, they will be added to your eMeetings Inbox.

  4. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► About the User Directory Every TeamLink Center has a special user directory • Like an organization chart, people are assigned to positions. • Positions can represent titles, responsibilities, or the relationship a user has with your organization. • You then have the option to invite positions instead of specific individuals to your ProductiveTeams eMeetings. Why would you want to? • This will be explained in more detail with examples, but as a result you can now have what has never been practical before: • An unlimited number of eMeetings, each including just those who should be involved. You can even safely include “outside” users (vendors, contractors, customers, etc.). • People can come and go or change assignments and those changes are automatically and instantly applied to every eMeeting.

  5. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► About the User Directory Sample Directories Your TeamLink Center Directory can be as structured or as simple as you wish. You need not set up your organization in advance. Just add people as you go. Make changes as needed. It’s easy. A Sample Directory in “Tree” View – Structuredstrong control over who has access to what A Sample Directory in “Tree” View – SIMPLE for groups with little turnover and minimal eMeeting access control needs A Sample Directory in “User” View

  6. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Starting an eMeeting Starting a new eMeeting is Easy These pages will soon replace the current eMeeting wizard pages. Click here for help on the current wizard. Submit this simple form and your new eMeeting is instantly created for the desired group of people. These pages will soon replace the current eMeeting wizard pages.

  7. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Starting an eMeeting Starting a new eMeeting is Easy (bottom of form) These pages will soon replace the current eMeeting wizard pages. Click here for help on the current wizard. Easily see who has been selected to be invited. Make changes as desired and give fewer or more permissions to users as desired. These pages will soon replace the current eMeeting wizard pages.

  8. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Starting an eMeeting► Invitations Invite people who are already in your directory Select everyone you want to invite. Invite by “position” to enjoy a huge reduction in administrative burden as people come and go and change assignments. These pages will soon replace the current eMeeting wizard pages.

  9. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Starting an eMeeting► Invitations You can also invite groups Select one or more groups that were defined by the TeamLink Center administrator. Groups can include individuals, positions, and even other groups. When a change is made to a group, the change is automatically and instantly reflected in every eMeeting to which the group was invited. These pages will soon replace the current eMeeting wizard pages.

  10. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Starting an eMeeting► Invitations Or even invite everyone in a branch of the directory Invite an entire branch of your directory. These pages will soon replace the current eMeeting wizard pages.

  11. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Starting an eMeeting► Invitations What about people who are not yet in your directory? That is, those who are not yet registered members of your TeamLink Center? No problem. Enter people to be invited or import a directory file. Or we’ll help you. These pages will soon replace the current eMeeting wizard pages.

  12. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Starting an eMeeting► Invitations Those invited can be assigned to an existing position… These pages will soon replace the current eMeeting wizard pages.

  13. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Starting an eMeeting► Invitations …or to a new position These pages will soon replace the current eMeeting wizard pages.

  14. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Starting an eMeeting You did it! Your new eMeeting has been created. It’s easy!

  15. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Starting an eMeeting► Types of eMeetings eMeeting types to meet all of your needs • More available or coming soon… • Polling • Newsletter • Project Management • Executive Overview • Moderated • Classroom Soon these eMeeting types will be menu-selectable. You will still be able to customize their permission settings.

  16. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Changing Directory Automatically Updates eMeeting Access Changing a User’s Position in your Organization In just a few keystrokes, this fictional user “Alexis Hansen” is moved fromDirector of SalestoVice President Business Development. 1: Select the user and click Move 2: Select this person’s new position 3: It’s done Now, on the next page, see what these few seconds’ effort can do...

  17. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Changing Directory Automatically Updates eMeeting Access That simple directory change instantly updates user access to dozens of eMeetings Former Position New Position Her former eMeetings Notice that some eMeetings are accessible to both positions. When it’s important to invite a specific person, that is easy, too. ☼ Her eMeetings instantly change to all that involve her newly assigned position.

  18. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Advanced Options Advanced Options There are many more things you’ll discover. Here are a few things if you’re interested in seeing them now.

  19. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Advanced Options► Pending Invitations Review Pending Invitations to Your TeamLink Center Easily see who has not yet responded to your invitation You can also edit the invitation (change position assignments, etc.), re-send an invitation or cancel it if needed.

  20. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Advanced Options► Advanced eMeeting Permissions Advanced eMeeting Permissions Available When Needed to assign to all or to selected individuals in an eMeeting Click “View Advanced Permissions” and this expanded list displays. You have unprecedented flexibility in assigning eMeeting permissions. Soon this will include a menu of common types of eMeetings, each pre-set with applicable permissions. Permissions can be applied to all eMeeting membersor to selected invitees (by individual, position, or group).

  21. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Advanced Options► Advanced Directory Permissions Advanced Directory Permissions Available When Needed to assign to all or to selected positions in the directory • Settings: • Can Start New eMeetings • Self-pay Account • TeamLink Center Administrator • Global Permissions: • Directory Manager • Invite Users into TeamLink Center • Update User Accounts • Branch Permissions: • Invite Users into this branch of the TeamLink Center • Directory Manager in this branch • Update User Accounts in this branch • Branch Administrator

  22. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Advanced Options► Directory Block Points Directory Block Points Who can reach out and touch someone? Block points are placed on a branch to limit what part of the directory can be seen by users in that branch. Normally, users can view that part of the directory up to a branch that has a block point. Users cannot see other branches beyond that point. One can be assigned to another position so that cumulative permissions provide that user with a view of whatever part of the directory (or all of it) you wish that user to see. Block points are defined in the directory by a TeamLink Center Administrator. Block point limitations also restrict who one can invite to an eMeeting since you can only invite those you have permission to "see”. The branch “Satellites R Us, Inc.” has a block point. So the fictitious user, Jessica Conseco, assigned to the “Satellites R Us Manager” position in this branch can only view this part of the directory.

  23. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Advanced Options► Directory Branch Filter Directory Branch Filter Temporarily Focus Your View Using the Branch Filter you can limit your own view to a particular branch of the directory (within that portion you have permission to view). To use it, click a desired branch in the directory, click “set filter”, then check or uncheck the box to “Activate Branch Filter”.

  24. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Current eMeeting Wizard pages Help for the Current eMeeting Wizard pages These slides will be removed once we switch to the new wizard. Meanwhile, here is how it works now to create a new eMeeting. click here to return to the new eMeeting wizard pages

  25. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Current eMeeting Wizard pages Starting a new eMeeting is easy with our 3-step wizard Step 1: Give your eMeeting a name and invitation message. These pages will soon be replaced with a newer, easier eMeeting wizard.

  26. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Current eMeeting Wizard pages Step 2: Set the desired default permissions for those who will be invited. The settings already checked may normally be what you want, so you’ll often just skip Step II. Soon this will include a menu from which you can choose eMeeting types, each pre-set with applicable permissions. Organize your Inbox, too. Keep related eMeetings together. Simply check the box of an existing eMeeting and your new eMeeting will branch from it. These pages will soon be replaced with a newer, easier eMeeting wizard.

  27. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Current eMeeting Wizard pages Step 3: Invite those you want to include in this eMeeting. • You can invite… • Individuals • Positions (assigned by responsibilities or title) • Groups • You can even invite a branch of your directory • example: include everyone who is in “Sales” now or who may be added in the future • Hereafter we’ll explain why you’ll want to invite people by position. These pages will soon be replaced with a newer, easier eMeeting wizard.

  28. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Current eMeeting Wizard pages You have unprecedented flexibility in assigning eMeeting permissions. Permissions can be applied to all eMeeting members or to selected invitees (by individual, position, or group). These pages will soon be replaced with a newer, easier eMeeting wizard.

  29. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Current eMeeting Wizard pages What about people who are not yet in your directory? That is, those who are not yet registered members of your TeamLink Center. No problem. These pages will soon be replaced with a newer, easier eMeeting wizard.

  30. Quick Start Guide► Starting a PT eMeeting and Managing the User Directory ► Current eMeeting Wizard pages End of help for current eMeeting Wizard These slides will be removed once we switch to the new eMeeting wizard. Click here to return to the pages that follow the new eMeeting wizard pages

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