Create a virtual meeting room

You can create meetings in Adobe Connect Central. Every meeting has a static URL (meeting room) and persists even after you close it. You can use this URL to launch the meeting again. Meeting hosts can customize the URL when creating the meeting.

To incorporate registration as part of your meeting, you must have the Event Management tab. See About Adobe Connect Events. Your account administrator can request for a large webinar for 1500 participants using a separate license. If the Adobe Connect administrators approve the request, you receive a meeting room URL. Use this URL to create an event registration system.

You can use the meeting room anytime to run 25-participant meetings for trial. Configure the meeting room with content/layouts before you start the meeting. However, participants can log in to the meeting 15 minutes before the scheduled time of the meeting. Smaller meetings can run at any time, without scheduling, if a meeting room is created.

The following topics are covered in this article:

Create an audio profile (for audio conferences)

Use the My Audio Profiles window (My Profile > My Audio Profiles) to configure an audio profile to use with an audio conference. Audio profiles use the conference settings associated with the selected audio provider to start the audio conference. View Create and use audio profiles for more information.

Start the Meeting wizard

To start the Meeting wizard, do one of the following:

• Create a meeting in your personal My Meetings folder:
  • Go to the Adobe Connect Central home page.
  • Select + Create.
  • Select Meeting from the dropdown menu.

• Create a meeting in another folder where you have Manage permissions:
  • Navigate to the desired folder within the Meetings library.
  • Select New Meeting.

Enter meeting information

Enter details about the meeting on the first page of the Meeting wizard. These details include a name, custom URL, summary, date, duration, template, language, access restrictions, and audio conference settings (Only the name and language are required). You can select an audio profile from the pop-up menu instead of manually entering audio conference settings.

• Name: Enter the name of the meeting room.
• Custom URL: You can create a custom URL for your meetings to be more precise. Add only ASCII alphanumeric characters or hyphens in the custom field.  
  
• Summary: Add a summary of the meeting to share with the attendees.
• Start Time: Select a date and start time for the meeting.
• Duration: Choose the duration of the meeting.
• Select Template: Select the template for the meeting room. View Room templates for more information.
• Language: Select the language for your meeting room.
• Access:There are different experiences for the meeting joiners, which depend on their access rights. Registered users, account members, and guests can access the meeting room. Following are the rights that the host can provide to meeting joiners:
  • Registered users may enter the room
  • Account members may enter the room
  • Account members may enter the room without the host being present
  • Accepted guests may enter the room
  • Anyone who has the URL for the meeting can enter the room 
  • Users must enter the passcode. Learn more about the access rights from Access rights of meeting joiners.

• Enhanced Audio/Video Experience: Depending on the Application and browser interface settings for the Account, the corresponding defaults at the room level will be different.
  • At Account level, the default setting is 'Let the hosts decide for their room'. However, an administrator can choose to 'Force Enhanced Audio/Video Experience' or ' Force Standard View'.
  • On a room level, the Application and browser interface settings are enabled only when the corresponding setting at Account level is 'Let the hosts decide for their room'. If the Account administrator has 'Forced' either of the settings, hosts cannot change these settings at room level.
  • On a room level, when the Account level setting is 'Let the hosts decide for their room', all rooms will have Enhanced Audio/Video Experience selected as default. A host can choose to change this to Standard View.
  • All newly created rooms will have VoIP as the default option for Audio Conference Settings. Hosts can choose to include other audio conferences in the room. For more information about audio profiles, view Create and use audio profiles.
• Anonymize Recordings: When you enable the  Enhanced Audio and Video Experience option, you can opt for making the names of all attendees anonymous in the recordings. There are two options:
  
  • Anonymize All Recordings: If you enable this option, the names of all attendees in the meeting room are replaced with User 1, User 2, and so on. The names of the attendees are anonymized in the Attendee, Chat, and Q&A pods.
  • Give Hosts the Option to Anonymize Recordings: If you enable this option,  you can anonymize recordings whenever hosts start a recording. The names of the attendees are automatically replaced.

• Hide Entry Screen: If this option is selected, participants will be unable to set their microphone, speaker, or camera before entering the meeting.

• Enable browser access: If you enable this option and you do not have the Adobe Connect application installed on your computer, then the room opens in your default browser. If the option is disabled, then you must install the application, and enter the room.
• Enable mobile access: If you enable this option, then you can enter the meeting using the new iOS and Android mobile applications.
  

• Enable opt out to provide an option to the participants to not provide non-explicitly submitted information to hosts. When participants choose to opt out, Adobe Connect excludes engagement index and private chat message count from the meeting reports.
  

Select meeting participants

Use the Available Users And Groups list to add participants. Find participants by name and expand groups to select individuals in the group. If you want, assign roles by selecting participant names and clicking Permissions from the bottom of the current participants list. Then, proceed to the final step of sending invitations or exit the wizard to send invitations later.

Manage the meeting participants

If you have Manage permissions for a meeting, you can view the complete list of invited attendees for that meeting room.

• For meetings presented as events: Use the Event Management tab to view and manage participants. For more information, see Adobe Connect Events.
• For standard meetings: Administrators or users with Manage permissions for the meeting folder can:
  • Add or remove attendees
  • Change attendee permissions (Host, Presenter, or Participant)

View a meeting participant list

Follow these steps to view a meeting participant list:

• Select the Meetings tab at the top of the Adobe Connect Central home page.
• If necessary, navigate to the folder that contains the meeting.
• Select the meeting name in the list.
• On the Meeting Information page, select the Edit Participants link from the navigation bar.

Add meeting participants

Follow these steps to add the meeting participants:

• Select the Meetings tab at the top of the Adobe Connect Central home page.
• If necessary, navigate to the folder that contains the meeting.
• Select the meeting name in the list.
• In the Meeting Information page, select the Edit Participants link on the navigation bar.
• In the Available Users And Groups list, do one of the following to select the users or groups:
  • Control-click (Windows) or Command-click (Macintosh) or Shift-click to select multiple users or groups.
  • To expand a group to select any individual members, double-click the group name. When you have finished selecting names, double-click Up One Level in the list to restore the original list.
  • To find a name in the list, select Search at the bottom of the window. Enter the name to display it in the list, and then select it.
• Select Add.
• For each new participant user or group that you added, select the appropriate permission type (Participant, Presenter, Host, or Denied). Use the Set User Role menu at the bottom of the Current Participants list to select the permission type.

Remove meeting participants

Perform the following steps to remove the meeting participants:

• Select the Meetings tab at the top of the Adobe Connect Central home page.
• If necessary, navigate to the folder that contains the meeting.
• Select the meeting name in the list.
• In the Meeting Information page, select the Edit Participants link on the navigation bar.
• In the Current Participant list, do either of the following to select users or groups:
  • Control-click (Windows) or Command-click (Macintosh) or Shift-click to select multiple users or groups.
  • To locate a name in the list, select Search at the bottom of the window, and enter the name to display it in the list. Then select it.
• Select Remove.

Change a participant’s meeting permission

Perform the following steps to change a participant's meeting permission:

• Select the Meetings tab at the top of the Adobe Connect Central home page.
• If necessary, navigate to the folder that contains the meeting.
• Select the meeting name in the list.
• In the Meeting Information page, select the Edit Participants link on the navigation bar.
• In the Current Participants list, do either of the following to select the users or groups whose meeting permissions you want to change:
  • Control-click (Windows) or Command-click (Macintosh) or Shift-click to select multiple users or groups.
  • To locate a name in the list, select Search at the bottom of the window. Enter the name to display it in the list, and then select it.
• For each name, select the new user role (Participant, Presenter, Host, or Denied) from the Set User Role menu. The menu is at the bottom of the Current Participants list.

Send invitations

The wizard guides you through two separate processes, depending on whether the meeting is open to registered users only or to anyone.

If the meeting is open to registered users only, select Send Invitations, and then select a group to invite (for example, hosts only). You can edit the text that appears in the email message. You have the option of including a Microsoft Outlook calendar appointment.

If the meeting is open to anyone who has the meeting URL, select Send E‑Mail Invitations to open the email application, and add invitees to the distribution list of your email message.

Determine the Room capacity

Rooms in Adobe Connect have different capacities based on the licenses procured and the location in which the room is created. You should check with your account administrator for the details of procuring Adobe Connect licenses. 

Determine the capacity of your room from the following details: 

Seminar

1. If the seminar is scheduled, the room capacity equals the license capacity.
2. If the seminar isn't scheduled, the room will open in the stand-by mode. In the stand-by mode, the room has a capacity of five for a shared events license and 10 for a seminar license. 

Virtual Classroom

1. If the room is created in My Trainings folder of a named user, then the room takes the capacity of Named or Upgrade capacity of the Virtual Classroom owner.
2. If the room is created in Shared Trainings folder, the room takes a capacity of named license (100 or 300). 

Meeting

1. If the concurrent license isn't present, following are the possibilities:
   1. The room is created in the My Meetings folder of a named user, and then the room takes a capacity of the Named or Upgrade capacity of the folder owner.
   2. The meeting is created in the Shared Meetings folder, room takes the named license capacity (100 or 300).
2. If the concurrent license is present, following are the possibilities:
   1. The room is created in the My Meetings folder, and the user has no Named or Upgraded roles, room takes the concurrent user license capacity. The host needs to have a concurrent host role to get access to the My Meetings folder.
   2. The room is created in the My Meetings folder, and the user has Named or Upgraded roles, the room capacity equals the Named or Upgraded license capacity of the named user.
   3. The room is created in the Shared Meetings folder, the room takes the concurrent user license capacity.  

Get started with a meeting

Meeting hosts may select or deselect the browser view option and choose whether to open the Meeting in HTML client in the browser. Based on the preferences selected by the host, the users are prompted to either join the meeting with their new CEF application or continue in the browser. 

Start a meeting

If you are the host, begin by logging in to your meeting room. You can invite participants directly through email or instant message. Meetings can either be scheduled in advance or started spontaneously.

Once inside the meeting room, you can prepare the environment for attendees. You can:

• Add or edit conference details
• Approve or deny join requests
• Rearrange pods and layouts
• Share notes with participants
• Review settings and pods in the Host and Presenter Area to ensure a smooth session

Enter a Meeting Room

You can enter a meeting room in several ways:

View the Adobe Connect Central homepage for more information.