A quick guide to...
Schedule a New Meeting
In this guide...
In this guide you will learn tips and techniques on how to set up, send
out invites, and follow up on meetings and webinars to help ensure
your success. From basic instructions, to tips usually learned from
years of experience, you’ll get a leg up on every situation so you’re
never caught by surprise. Keep this guide handy, and add to it, as you
learn how to “do more with less” – with ClickMeeting.
Schedule a New Meeting
Contents
1.
Start a new meeting now
1.1 View the schedule page
1.2 Meet now
1.3 Invite attendees
2.
Schedule a new meeting
2.1 View the schedule page
2.2 Meet later
2.3 Room name
2.4 Phone access
2.5 Lobby access
2.6 Event description
2.7 Password
2.8 Date and time
2.9 Duration
3.
Attendee registration
3.1 Enable registration
3.2 Registration details
3.3 Redirect URL
3.4 Schedule meeting
4.
Meeting details
4.1 View the schedule page
4.2 View meeting details
4.3 Edit meeting details
5.
Invite participants
5.1 View meeting details
5.2 Invite presenters
5.3 Invite participants by email
5.4 Invite participants from address book
5.5 Invite participants by meeting ID
6.
How participants will join
6.1 Email invitations
6.2 Register for the meeting
6.3 Join the meeting
7.
Getting help and support
Page 2
Schedule a New Meeting
1. Start a new meeting now
With ClickMeeting, it’s easy to start a new meeting for up to 25 attendees on a
moment’s notice. The user-friendly interface walks you through each step of so
you can send out your invites and meeting info in minutes.
1.1 View the schedule page
Log into your account and click the schedule tab
at the top of the page. From here you can view
your upcoming meetings and webinars.
To the right, click to either host a meeting or
schedule a webinar.
1.2 Meet Now
Choose to meet now and the meeting room
will immediately launch.
Click to start meeting now, or prepare
meeting and start it later if you need a few
minutes to get ready.
1.3 Invite attendees
In the attendee list pod, click the invite button.
From the email tab, enter the email addresses of
attendees and click send invitations.
From the link tab, copy
the URL address to
your clipboard and
paste into instant
messages or your
preferred email client.
Page 3
Schedule a New Meeting
2. Schedule a new meeting
ClickMeeting events are incredibly easy to set up – whether presenting to 1000 or a
single, high-value client. The intuitive admin panel gives you complete control from
scheduling to format, greetings and messages.
2.1 View the schedule page
Log into your account and click the schedule tab at
the top of the page. From here you can view your
upcoming meetings and webinars.
To the right, click to either host a meeting or
schedule a webinar.
2.2 Meet later
Choose to meet later and the schedule meeting
room window will appear.
2.3 Room name
First, choose a name for your
room. The name will be
displayed in the meeting room
and with invitations.
The name also becomes part of the room URL
address.
2.4 Phone access
If you would like attendees to
listen in by telephone, check to
enable phone access.
The telephone number will be displayed. It will also
be included with email invitations, and can be viewed
later from the meeting details page.
Page 4
Schedule a New Meeting
2.5 Lobby message
Enter a custom lobby message
that will be displayed to attendees
while they wait for the meeting to
start. The message can be up to
160 characters long.
2.6 Event description
Enter a description for the meeting.
It will be displayed with invitations,
on the registration page, and while
waiting in the lobby. The message
can be up to 255 characters long.
2.7 Password
If you would like the meeting to be
private, you can enter a password.
The password will be displayed with
your invitations.
2.8 Date and time
Choose a date and time for your
meeting by selecting it from the
drop-down calendar. Select a time
zone at the bottom.
The date and time will be displayed
with invitations and on the registration
page.
2.9 Duration
Your meeting can have a standard duration between
one and three hours. The duration will be displayed
with invitations and on the registration page.
A room can instead be made permanent so that it
can be entered at any time.
Page 5
Schedule a New Meeting
3. Attendee registration
For some online events, you may need specific information from attendees during
registration. With ClickMeeting, you can choose the exact fields you need to prequalify
participants and ensure a secure and successful event.
3.1 Enable registration
If you would like attendees to
register before attending the
meeting, click the registration tab
and check enable registration for
this meeting.
3.2 Registration details
By default attendees will be
required to enter their name and
email address.
Check any additional registration
fields you would like to request,
and choose which will be required.
3.3 Redirect URL
Attendees can be redirected to the URL you specify
after they complete registration.
3.4 Schedule meeting
When you are done making selections, click the
schedule button .
Page 6
Schedule a New Meeting
4. Meeting details
ClickMeeting is all about efficiency and convenience. That’s why we put all your
meeting details at your fingertips. Make changes, get updates, and stay on top
of events in a couple of clicks!
4.1 View the schedule page
Log into your account and click the schedule tab at the
top of the page. From here you can view your upcoming
meetings and webinars.
Meeting details are
displayed including
the date and time,
room URL, phone
PIN for presenters
and participants,
and the password.
To the right you will find links to view and edit meeting details, cancel the meeting,
enter the meeting room, and view the current registrant details.
4.2 View meeting details
Click view/edit details and a window will appear
showing all the meeting details including meeting
ID, room URL, date and time, time zone, event
description, password and lobby message.
Click personalize your meetings to change the
room appearance with your own logo and colors.
The phone number is shown, along with the
presenter and participant access PINs.
4.3 Edit meeting details
To edit any of the meeting details, click edit this
meeting at the bottom of the details window.
Page 7
Schedule a New Meeting
5. Invite participants
With ClickMeeting, you can invite presenters and participants from multiple sources in
seconds! Even last-minute changes are super easy.
5.1 View meeting details
Log into your account and click the schedule tab at
the top of the page. From here you can view your
upcoming meetings and webinars.
Click the view/edit details link to the right of the
meeting name.
5.2 Invite presenters
Click the invite presenters button.
Enter the name and email of up to four presenters.
Click the send invitations button.
5.3 Invite participants by email
Click the invite participants button.
Enter the participant email addresses with each one
separated by a comma.
Click the send invitations button.
TIP: Send invitations to all participants well
in advance so they have time to arrange their
schedules. You’ll have fewer ‘no shows” and a
better meeting.
Page 8
Schedule a New Meeting
5.4 Invite participants from address book
Click add from address book below the invite
by email box.
Check one or more contact groups from which
you would like to display contacts.
Check one or more contacts you would like to
invite to the meeting.
Click the add to the list button.
The emails will be added to the invite
by email box.
Finally, click the send invitations button.
5.5 Invite participants by meeting ID
Each meeting you create has a unique ID number,
which participants can use to join.
To view your meeting ID, go to the
schedule page and look to the right of
the meeting name.
Participants can visit the
http://www.clickmeeting.com
home page and click the join a meeting
link at the top right of the page.
Page 9
Schedule a New Meeting
6. How participants will join
ClickMeeting makes it easy for participants to join your online event – a simple
click does the trick. Someone forgot to register? No worries, ClickMeeting lets
invitees sign up on the spot!
6.1 Email invitations
If you have sent invitations by email,
participants will receive a message with
meeting details including the name and the
date and time.
If registration is required, the register now
button will be prominently displayed in the
center of the email.
6.2 Register for the meeting
Participants will be taken registration page
where they can submit their name, email
and any other fields you require.
After clicking the register now button, a
confirmation will be displayed, or they will
be redirected to your custom URL.
6.3 Join the meeting
After registration, an email will be sent that
contains the meeting details including
name, date and time.
Participants need only click the join now
button at the appropriate time to sign in.
If participants join early, they will be taken
to the lobby room to wait until you have
started the meeting.
Page 10
Schedule a New Meeting
7. Getting help and support
ClickMeeting provides the tools and information you need to get the most out of your
meetings, and our friendly customer support team is just a click or phone call away.
Simply click the help tab in your account and you will
find all the information and support you need.

Search our knowledgebase for
answers to your questions.

Sign up for our next training
webinar to learn how to make the
most of your ClickMeeting
account.

View our easy to follow printable
user guides.

Watch one of our video tutorials
to see how it’s done.
Or contact our friendly customer support team.
We’re available six days a week!

Phone us at 1-888-8-CLICK-M

Start a live chat session

Send us an email
Page 11