Meeting Setup – CTI Meeting Technology knowledge base

0. Package Features and Availability

This table provides a comparison of three packages: Package #1, designed for file collection, and Package #2 or #3, which includes file collection and session room agent services at varying limits. It highlights their features, limitations, and options to assist in decision-making.

Feature Available	File collection only (Pkg #1)	File collection & session room agent (Pkg #2)	File collection & session room agent (Pkg #3)
Maximum Total *Presentations	30	50	80
Maximum Files Allowed per *Presentation	4	4	4
*Presentations Allowed per Presenter	1	1 or more	1 or more
File Formats Accepted	PDF, MP4 only (5 gigabytes), PPTX	Same	Same
Max Number of Available Meeting Days	1	5	8
Meeting Expiration Date (including presentation files)	Currently, no expiration date is executed for meetings. However, a future update will introduce a 14-day expiration period, including non-business days, with the deadline set at 11:59 PM.	Currently, no expiration date is executed for meetings. However, a future update will introduce a 30-day expiration period, including non-business days, with the deadline set at 11:59 PM.	Same as Pkg 2
Threshold Lock for Meeting Date Edits	1 day prior to “Meeting start date”	3 days prior to “Meeting start date”	Same as Pkg 2
Presentation Files Download Request Expiration Date	The email link will expire 48 hours after its creation date.	Same	Same
Add Presenter to Agenda – Required Fields	Presenter first name, last name, email	Presenter first name, last name, email, Date & Room, Presentation title	Same as Pkg 2
Rooms	None	Defaults to Room 1. Maximum: 5 Rooms	Defaults to Room 1. Maximum: 8 Rooms
Admin-Presenter Email Communication	Personal Email	Personal Email & System Email	Personal Email & System Email
Portal Collection Site	Included	Included	Included
Agent/Session Room	Not included	Included	Included
Monitoring tool	Not included	Included	Included
Reports	Accounting Activity Report	Accounting Activity Report	Accounting Activity Report

*The term “Presentations” in “File collection only,” refers only to Sessions, not files like PPTX. In “File collection only,” presenters must have unique email addresses because sessions require presenters. If each unique presenter uploads 4 files, the maximum number of files allowed in the “File collection only” package is 120 files for 30 presentations.

*In the “File collection & session room agent” package, there is no limit on the number of presentations for any presenter until reaching the Maximum Total Presentations. This means one presenter with the same name and email address could upload 50 presentations and 4 files for each presentation.

1. Defining & Managing Venue Personas

Defining personas and managing venue staff access within the Slide Ready application.

(For the personas of Distributor Administrators & Venue Administrators) I need to create administrative access to Slide Ready for Venue Staff so that they can set up and manage meetings in the Slide Ready application.

From the Venue details page, click the “+ Add” action and enter the new staff member’s First, Last, Email, and Staff role defined below:

Distributor Administrator – defined as the corporate administrative and support team staff who will create, monitor, manage, and support the venue staff in the operation of the application. Distributor administrators are expected to create and manage the venues along with the venue administrator. Distributor administrator roles will have the permission to allow them to function as any venue role at any venue, including creating meetings, managing agenda, communicating with the presenter, monitoring presentation file uploads, and (if needed) downloading presentation files for a venue.

Venue Administrator – A venue may have one or more venue administrators. This role is expected to create, monitor and manage the venue staff positions of Venue Operations and Venue Technical. Venue administrator roles will have the permission to function in any role at their specific venue, including creating meetings, managing agendas, communicating with presenters, monitoring presentation file uploads, and downloading presentation files for a venue.

Venue Operations – A venue may have one or more operations staff members. This role is expected to create, monitor and manage the meetings. The Venue Operation roles will have the permission to function as a technical operation role at their specific venue, including monitoring and assisting with presentation uploads and downloading files for a meeting room.

Venue Technical – A venue may have one or more technical operations staff members. This role is expected to interact with presenters to assist in uploading presentation files, to monitor and if necessary, download-fix-and-upload-again presentation files that need work before presentation.

Event organizer (only available in Multi-session events leveraging the agent package) – An employee or a contractor of the end-user customer responsible for organizing the event, including preparing, updating, and managing the meeting agenda and communications with presenters. The event organizer is responsible for sharing the agenda with Encore.

There is no limit to the number of accounts that can be created.

Venue/Meeting Example – LOEWS Chicacgo O’Hare (Venue) -> v2050: Waterfall Meeting 2023 (Meeting)

2. Manage Venues

Accessible only by an Encore Corporate Distributor Administrator, this is where Slide Ready venues are created and administrated.

(For the persona of a Distributor Administrator)

As a Distributor administrator:
– I need to have a dedicated dashboard with all of the venues that are sub-distributing for my entity.
– Here I need to be able to see which venue is active or inactive (no active contracts) and to add new venues that will be able to host new venue meetings;
– in this detail page, for each new or existing meeting I need to be able to add a Venue Administrator, so that this role can continue with the rest of the venue responsibilities.

From: Settings > Venues
Accessible only by an Encore Corporate Administrator, this is where Slide Ready venues are created and administrated.

Venue details page
This page, with all its tabs, is also accessible by a Venue administrator or Venue Operations (once the staff account is created in the second tab of this page).

The Venue’s meetings
This provides a searchable/filterable overview of the active and inactive meetings at the venue. Allowing to export a list of all the meetings.

There are currently no limits to the number of Venues that can be created.

3. Create a New Meeting

For the persona of Distributor Administrator only.

(For the persona of Distributor Administrators only)

Navigate to the Home page and begin the meeting creation process by clicking “+CREATE NEW MEETING”:

Distributor administrators will be asked to choose which venue the new meeting will belong to:

(Venue administrator and Venue Operations team members only)

Navigate to the Home page and begin the meeting creation process by clicking “+CREATE NEW MEETING”. All meetings created by venue staff are associated with the venue, so there is no requirement to choose a venue as a first step.

(Distributor administrators, venue administrator, and venue operation team members)

Next, choose the package type:
– File collection only
– File collection & session room agent.

The “Opportunity number” is a required field and will appear on the CTI invoices to help track the package purchase for the specific event. No formatting rules are enforced in the Opportunity number field – anything other than “no value” is accepted.

The next step is to provide the meeting name and dates.

The system will enforce the maximum number of days for the package type chosen.
– File Collection Only: Limit of 3 days for an event.
– File Collection & session room agent: Limit of 7 days for an event.

Once all fields are filled in correctly, the user will receive a message that a meeting has been successfully created.

Note that the new meeting will appear in the list of meetings.

After creating a new meeting, the meeting details can be completed and edited by accessing the “Meeting setup” menu item. The tabs available under Meeting setup” menu item will vary by Package. All Packages will have Meeting info, Meeting staff and Collection site. Packages using the presentation management agent will have Rooms and Session room tabs. Packages with the recording or virtual meeting components will include additional fields in the session room tab as well as a virtual meeting tab.

Once a Package is chosen, it cannot be changed. Therefore, the “Package option field” is read-only.

Meeting dates can be edited. The following rules are applied:
– Start date cannot be set to something in the past
– Start date cannot be changed if the threshold date is exceeded
– Start date cannot be changed if the meeting has started
– Start date change WILL update end date to be the same total number of days (no message)
– End date can be edited but will validate that End date and Start date do not exceed venue package number of meeting days

Meeting time zone is inherited from the Venue details and cannot be changed in the Meeting details

Tech support email will be defaulted to the Venue default tech support email. It can be edited for the specific meeting in the Meeting setup, but the email must be whitelisted, otherwise the system will not save this email.

File collection only package: Two other tabs are available in the Meeting setup page – Meeting staff and Collection site.

Setting up the dates the collection site will be open, the header to use and the instructions that are displayed on the presentation upload page are managed in the Collection site tab. Managing the Meeting staff is described in the other How-to.

File collection & session room agent: In addition to Meeting staff and Collection site, two other tabs are available in the Meeting setup page – Rooms and Session room.

As well, the Collection site tab has an option to control the Presentation block format, which defines what of the presentation attributes (e.g., Presentation Title, Room and Presentation Start / End times) are visible to the presenter on the collection site.

The Rooms tab has a list of available rooms. File collection & session room agent has 5 rooms available.

To edit the name of the room, click on the pencil icon and enter the new name for the room.

Note that any location with the letters “[Open]” (case insensitive) in any part of its name will be removed from the selection options in the Meeting agenda dashboard.

The “Session room application key” will be requested when logging into a Session room by clicking the link on the home page. This key is automatically generated but can also be edited.

Another way to log in to a Session room is to click the blue arrow icon. This will directly navigate to a chosen session room without asking for a session room application key.

The Session room tab is covered in its own How-to.

4. Email Venue Staff accounts Login

For Distributor Administrator & Venue Administrator personas.

For Distributor Administrator & Venue Administrator personas:

1. Navigate to Venue details > Staff accounts, and either add a new Venue staff member or find an existing one below.
2. Ensure that the person’s status is set to “Active.” You can check by hovering over and clicking the “Edit” pen icon.
3. Hover over the staff member and click on the “Email staff member” action.
4. Click “Send.”

For the emailed Venue staff member:
1. Click on the emailed link and select “click here.” For best practice, save the link to your bookmarks.

2. Select “Forgot your password?”

3. Enter the email address from which you received the email.

4. Follow the instructions sent to your email address to reset your password.

5. Manage Meeting staff

For the personas of Venue Administrators, Venue Operations, and Distributor Administrators.

(For the personas of Venue Administrators, Venue Operations, and Distributor Administrators)

Navigate to the Setup menu item and click the Meeting Staff tab.

The Meeting staff tab displays all staff members assigned to the meeting. Row actions on the right of each row of staff names allow the venue administrator, venue operations team member, or distributor administrator to email the staff member and remove the staff member’s access from this meeting. Using the “trash can” icon to remove a staff user’s access from the meeting will not “delete” the user, nor will it impact any other meeting assignments. It will merely remove that user from this meeting.

To add staff that are not already assigned to the meeting, click on the “+ADD” button within the tab. A popup will display all venue staff who have not been assigned to the meeting. One or more checkboxes can be selected, and then click “ASSIGN”. The staff will now be assigned to the meeting.

Please note that there are no limits enforced on the number of accounts that can be created, and only Distributor Administrator accounts and Venue staff accounts created for a specific venue may be assigned to meetings within that venue.

Collection end date

The Portal closes on the previous date at 11:59 PM, e.g., May 14 if set for May 15.

Collection start date

The Portal opens on the date set at 12:00 AM.

Distributor Template Meeting Creation

To use the template meetings effectively in meeting creation, each distributor needs to create a “Template” association and personalize it with the meetings they create within.

To effectively use the meeting templates, each distributor needs to create a “Template” association and personalize it for the meetings they create.

1. Under Settings -> Associations, search for “Template” in the Advanced search under “Abbreviation.” The template meeting will use the word “Template” followed by your distributor name. Click the “Actions -> View Detail.” Click the “Meetings” tab and select “CREATE MEETING CONTRACT” to start creating your templated meetings.

2. Short name: This is the searchable meeting name that appears in the meeting toggle in the upper left-hand corner of cAdmin. Please fill in the example dates of the meeting, as an expired meeting can still be used as a template. Then, click “SAVE.” The meeting has now been “Authorized.”

3. Next, hover over the Action “Create meeting.”

4. Fill in the required fields.
Display name: Match the Short name
Dates of the meeting: Match the First and Last day of the meeting
Location: Place where the template meeting will be copied from
Location time zone: Template meeting time zone to be copied from

Add more templated meetings if necessary, following steps 1-4 again.

5. Navigate back to Settings -> Associations. Hover over an association Action and click “View Detail.”

6. Click the “Meetings” tab and select “Create Meeting Contract.”

7. Short name: Searchable meeting name that appears in the meeting toggle in the upper left-hand corner of cAdmin. Fill in the dates of the meeting (can be edited later). Click “SAVE.” The meeting has now been “Authorized.”

8. Next, hover over the Action “Create meeting.”

9. Fill in the meeting information, and at the bottom, “Copy configuration from” should allow you to choose from your list of templated meetings to copy from or a meeting from a previous year.

Meetings Homepage

To navigate to the Meetings Homepage, click the “Home” icon in the upper left-hand corner.

Please refer to the diagram below to navigate the Meetings homepage. In the upper left-hand corner, you’ll find information on the “Meeting name” and “Venue,” which corresponds to the Meeting columns below. Additionally, you’ll see the Start and End dates of the meeting.

You can utilize the search bar to filter results by Venue, Association/company, Meeting name, Status, #days, Opportunity number, etc. To switch to a different meeting, simply click on the “Change meetings” icon.

By clicking “Change meetings,” you will be directed to a new meeting while maintaining the same homepage layout. However, the upper left-hand corner information will update to reflect the details of the new meeting you’ve entered. To access the meeting’s details, click on “Meeting setup.”

Please note that the search term “Loews” remains stored for your convenience. To remove it, simply delete the term.

Configuring Session Room Agent’s Presenter View

To set up the Session Room Agent, refer to the article titled “Setting up the Session Room Agent.”

You can test whether the cSlide Agent is installed and working on your local computer by clicking the caret (^) in the bottom right-hand corner of your screen, then RIGHT-CLICK the cSlide Presentation Agent icon and select “Show.”

1. For PowerPoint Monitor, click “Default”

2. Check “Allow presenter view”
3. Set the desired Presenter monitor, Slide show monitor, and Resolution for the presentations.
4. Click Ok.

Setting up the Session Room Agent

Exclusive to the File collection & session room agent package, Venue Technical or Venue Operations set up the Session room settings to present onsite presentations and test on their office computer, and later test onsite.

Under Meeting setup -> Rooms -> click “Log into sessionroom”

If you haven’t set up the cSlide Agent on the local computer you’re using, you will be prompted in the bottom right-hand corner to download the cSlide Agent.

After configuring and clicking “Save” with the cSlide Agent, you can further adjust the session room settings by navigating to Meeting Setup > Session room:
– Show menu labels: Allows better navigation control within the session room tabs which may or may not be needed. Venue Technical or Venue Operations can turn them on and off and test with the session room open in another window and refreshing the page.
– Show presentation times: Can be turned on and off and tested with the session room open in another window with presentation data in the meeting agenda.
– Banner image: Click to upload the universal header banner for the session room.
– Theme: Pick one from a dropdown. This changes the background color and fonts. Test with the session room open in another window.
– Show speaker if no files: Can be turned on and off and tested with the session room open in another window.

Log back into a Session room to review your configurations by navigating to Meeting Setup > Rooms and clicking on the “Log into session room” action.

If it’s your first time logging in, or if you share the session room URL with a teammate, they will be prompted to enter the “Session room access key” before proceeding to log into the room.

The “Session room access key” is editable by clicking on the pencil icon under Actions. For easy readability, the access key must only contain uppercase letters or numbers; excluding 0, O, I, or 1, and must be at least 4 characters.

Troubleshooting Instructions
If your computer experiences connectivity issues with the agent installed and you encounter the “Cannot connect to cSlide Agent” popup:

1. Click the upward-facing arrow to reveal the hidden icons shown below.
2. Right-click the cSlide Agent.
3. Select “Quit.”

4. Click the “Download Agent” button.
5. Choose “Remove cSlide Presentation Agent.”

6. Finally, reinstall the agent by following the instructions at the top.

Set up Rooms (File collection & session room agent only)

In addition to the Meeting staff and Collection site, two other tabs are available on the Meeting setup page for File collection & session room agent packages– Rooms and Session room.

The Rooms tab has a list of available rooms. The File collection & session room agent package has 5 rooms available.

To edit the name of the room, click on the pencil icon and enter the new name for the room.

Note that any location with the letters “[Open]” (case insensitive) in any part of its name will be removed from the selection options in the Meeting agenda dashboard.

The “Session room application key” will be requested when logging into a Session room by clicking the link on the home page. This key is automatically generated but can also be edited.

Another way to log in to a Session room is to click the blue arrow icon (shown below, bottom-right corner). This will directly navigate to a chosen session room without asking for a session room application key.

Collection site Start & End Date

Set the date range during which your meeting will accept uploaded presentations through the Meeting Portal from presenters.
Collection Start Date: The Portal opens on the date set at 12:00 AM.
Collection End Date: The Portal closes on the previous date at 11:59 PM, e.g., May 14 if set for May 15.

Upload instructions: Use the default wording for the Portal’s upload presentation directions from presenters, or you can customize the instructions for each meeting.

Header image: Adding a banner on the Portal platform requires careful consideration of the banner pixel sizes. To ensure the best display and performance, we recommend three standard banner pixel sizes: 728×90, 970×90, and 970×250. Make sure to test the look of the Portal banner on several different devices.

To upload the Header image:
1. Go to the Collection site tab.
2. Click the Header image pen.

3. Click “browse.”
4. Choose the image with the ideal pixel size (e.g., 728×90, 970×90, or 970×250).
5. Click “Open” and select “Upload 1 file.”
6. Sign in to the Portal on different-sized devices to check the Portal Header image.