TELECONFERENCING

Scheduling A Meeting

Login to Therapylog.com. Once Teleconferencing is enabled for your district a Meetings link will appear at the top right corner of your screen. To begin click the link. The meetings toolbar will display on the right side of the page.

The toolbar will display meetings you have scheduled and meetings you have been invited to. You can also edit meetings from the toolbar. To hide the toolbar click the white arrow. To schedule a meeting click New Meeting.

Fields for the meeting details will appear in the toolbar. Add the Name of the meeting. Choose when you would like the meeting to begin by selecting the day from the calendar. To select the time of the meeting click the icon and use the arrows to select hour, minute, and time of day. If you would like the meeting to occur immediately click Now. Enter the Duration of the meeting and select Reason for Conference from the dropdown. It is optional to enter Efficiency Savings and Description for a meeting. People attending the meeting will be displayed under the attendees heading. To add an attendee click Add Attendee.

Click on the Select Attendee dropdown and enter the person’s name. If your district participates in SDAC or has Direct Service providers billing they will appear in the dropdown. Click the name and they will be added to the list of attendees. If you need to schedule a meeting with someone who does not have an account on Therapylog.com click Add Non-TL participant. Enter the non-TL participant’s email address and full name. Click Add Attendee and the non-TL participant will be added. Repeat these steps to add as many attendees as desired. When you are finished click Save.

All attendees (non-TL participants and TL participants) will receive an email with the subject line You have been scheduled for a teleconference meeting. It will contain the meeting details and a link to Open the meeting. The email to the attendees will have an option to confirm or decline the invitation. TL participants will receive a notification on their homepage the next time they log in. Clicking the icon will display all notifications. From the notification page there will also be a link to Open the meeting. Emails will also be sent out to all attendees if the meeting is cancelled. *Note: If you do not receive an email check your clutter/spam folders.

Attending A Meeting Downloading Zoom and Audio/Video set-up

You can edit a meeting before it starts by clicking the icon. To see the meeting details and to add more attendees click the icon. To delete a meeting click the icon. When you are ready to start the meeting click the icon. A new tab will open with the Zoom download screen. Zoom will start downloading automatically. Click Zoom_launcher.exe then click Run. Zoom will launch. You will need to enter your name and then you will be prompted to select your audio.

There are two options available for audio. Join by computer which uses your computer’s mic and speakers or join by phone. If you join by phone dial either number on the screen. You will need to enter the meeting ID followed by #. Then enter your participant ID followed by #. Once you are connected click Done. If you are joining audio by your computer confirm that your audio is working by clicking Test Computer Audio.

The settings window will appear. Here you can adjust multiple settings from this window including your speakers, mic and video. If your mic, speakers, or video are connected externally via USB click the speakers, mic, and video dropdowns and select the external device. If your computer has internal speakers, mic, and video Zoom will default to those settings. Once your settings are complete click the red “X.”

*Note: You can adjust other settings such as General and Recording. General settings are aesthetic settings for the meeting and the instant message feature, which will be shown later. Choosing to automatically enter full screen mode when you start a meeting and playing a sound when you receive an instant message are some of the settings you can select under General. Zoom offers the ability to record meetings. Under Recording you can designate where you would like your recordings to be stored on your computer if that is a feature you would like to use.

Meeting Views Once audio and video are set up you are ready to start. You will see the Zoom meeting window. You should be able to see yourself and the other meeting participants. You can change the meeting view, at the top right corner, between Gallery View and Speaker view. Gallery will show all participants in equal sized windows. Speaker will show the participant who is currently speaking in the largest window. You can enter the full screen view by clicking the four arrows next to the view button. You can also minimize Zoom by clicking the minimize button. When minimized you will not be able to see yourself and the participant video windows will shrink. You can align the participant video windows anywhere on your desktop.

Gallery View Speaker view Minimized Meeting Toolbar

Each meeting will have a toolbar at the bottom of the window.

Clicking the mic icon and a camera icon disable your mic and camera. The arrows next to them will give you the audio and video settings that were previously shown above.

While in a meeting you can invite other participants by clicking . A pop-up will appear and you will select the Email service you have (i.e. @gmail.com) to send the invitation or you can copy the invitation and paste into your email.

Clicking the participants icon will produce a list of all participants.

Clicking the chat icon will produce an instant message window where you can instant message an individual participant or all participants of the meeting.

Clicking the record icon will record the meeting. *Note: Only the person who scheduled the meeting can record.

When the meeting has concluded click .

Sharing Screen

If you need to share something from your computer to all participants click the share screen icon from the toolbar. You will be prompted to select which part of your desktop you would like to share. Participants can share their entire desktop, a single program (i.e. Word, Chrome), their iPad/iPhone, or a whiteboard. Whiteboard is a blank sheet that participants can use to write, draw, etc. during the meeting. When you are ready to share click Share Screen.

Sharing your screen automatically resizes the participant’s video windows and there will be a green boarder around all the screens you are sharing. A toolbar at the top of the screen will appear. From the toolbar you can type/write notes on the screen by clicking Annotate. You can also give remote control of your cursor to any of the meeting participants by clicking Remote Control. You can only share one screen at a time. If another participant needs to share their screen you must stop sharing your screen by clicking Stop Share.