Scheduling Recurring Meetings
Posted by on 19 December 2011 03:37 PM
InstantPresenter now offers the ability to schedule recurring meetings. This allows you to schedule multiple meetings at the same time, which is perfect for those who hold webinar series or teach online classes on a consistent basis. This article will show you how you can use this feature by folllowing the steps shown below:
1) Go to your My Webinars page and press the "Schedule a Meeting" button.
2) After you select the appropriate title, date, time, duration, and time zone of the meeting, check the "This is a Recurring Meeting" box at the bottom of the Date And Time section.
3a) A couple more options should now appear. From here, you will be able to choose to have the meeting recur daily, weekly, or monthly. If you choose to have the meeting recur daily, then you will be able to choose to have the meeting recur every X days or every Weekday. You will need to make sure to include an end date for the meeting series to stop. The end date can be as far out as one year from the start date.
3b) If you choose to have the meeting recur weekly, then you will be able to choose to have the meeting recur every X weeks and specifically which days on those weeks to recur. Again, you will need to make sure to include an end date for the meeting series to stop.
3c) If you choose to have the meeting recur monthly, then you will be able to choose to have the meeting recur every X months based on the specific day of the week or the month date that the meeting is held on. Once again, you will need to make sure to include an end date for the meeting series to stop.
4) Once you have selected the rate of recurrence and end date, you will be able to choose whether you want attendees to register for each meeting separately or register once for all meetings in the series. If you select the option to have attendees register for each meeting separately, then at the time of attendee registration, a calendar will appear that shows all the meeting dates of the series and will allow them to individually select each one.
Please note that if you're charging your attendees to participate in your meeting via the PayPal feature, then this will determine whether attendees have to pay separately for each meeting or pay once for all the meetings. If choosing to have attendees pay once for all the meetings, please make sure to set the appropriate price when initially setting up the PayPal options.
5a) Once you have finished with the Invitation step, make sure to complete the Registration step as well as any other steps that apply to finish the process of scheduling the meeting series. If everything was done correctly, then the series will show up on your Upcoming Webinars tab and will state "This meeting is part of a recurring series".
5b) You will also be able to know that the meeting is part of a series if you click on the appropriate meeting title or click on "View Webinar Details" and see something that looks like the image shown below.
Additionally, any time that you make a change on the Details page for a meeting that is a part of a series, you will be prompted whether you want the change to affect only one particular meeting or all the meetings in the series. Press Finish once you have made the desired selection.
On the Preview page you will see the following if you have already registered Attendees. It is REQUIRED that you choose one and click Finish. Your schedule with not save if you do not choose one.