How to Use Inner Circle Live Meetups

Live Meetups allow Inner Circle Members to discuss topics of interest with other Members (up to 50 participants per Meetup) via live, real-time audio and video using the Zoom meeting platform.  Members can join any Meetup currently in-progress or host a Meetup of their own for others to join. Meetups can be created as either scheduled Meetups from the Scheduled Meetups tab or as immediate, impromptu Meetups from the Create a Meetup tab

HOW TO JOIN A MEETUP

A list of Meetups currently in-progress appears on the 'Join a Meetup' tab.  Each item in the list contains the Member Avatar and Nickname of the Member that is hosting the Meetup along with the Meetup topic and start time.   Simply click the 'Join Meetup' link to the right of the Meetup Start Time to join the Meetup.

In-progress Meetups will not appear on the list until they are actually in-progress. Occasionally, a Meetup will start later than its indicated time or the list of Meetups in-progress will not completely download from the Zoom application. If you believe the list is incomplete for any reason simply click the Refresh Meetups link one or more times to force the list to update.

You may also join in-progress scheduled Meetups (but not immediate, impromptu Meetups) from the Scheduled Meetups tab by clicking the 'Join' button to the left of the selected scheduled Meetup. Note that a 'Join' button will not appear until the scheduled Meetup is started by the host. You may need to refresh the page if the scheduled Meetup of interest was started after you originally viewed the page.

HOW TO HOST A MEETUP

Below is a general description of the process to follow in order to host an immediate, impromptu Meetup.

1. An immediate Meetup cannot be started without a topic. Enter a Meetup topic (300 char max) in the box provided on the Create a Meetup tab. Next, click the Start button below the topic entry box.

2. Depending on how your browser security is configured, a browser security pop-up window may ask you to 'Allow' it run the Zoom meeting application. Click the appropriate button presented in the browser security pop-up window. Some browsers may not display popup by default. In this case, set your security options to allow popups.

STEP 3 FOR FIRST TIME MEETUP USERS ONLY. ALL OTHERS GO TO STEP 4.

3. The first time you attempt to create a Meetup there will be several additional steps to follow to establish yourself as a Zoom user and to download the Zoom application. The following is a sample sequence that will appear in your browser (this may vary slightly from browser to browser or operating system).

3a. If needed, the system will automatically create a Zoom User ID for you. You will be directed to wait 10 seconds for the new User ID to register before continuing.  Repeat steps 1 and 2 if your browser does not begin to download the Zoom application.

3b. Your browser will attempt to download the Zoom application (unless you already have it). Certain Microsoft browsers may ask if you wish to download it from the Windows App Store or another source. You can press the 'Esc' key to close this window then click the 'download and run Zoom' link that appears in your browser.

3c. Your browser may ask you to 'Save' the Zoom application. If so, click the 'Save' button.

3d. Your browser may ask you to 'Run' the Zoom application. If so, click the 'Run' button.

3e. Your Meetup should begin after the Zoom application is downloaded.

3f. Steps 3a-e should not be needed the next time you start a Meetup.

4. Your Meetup should begin within 10 seconds.

5. Click the 'Join audio conference by computer' link to start the VOIP audio connection. By default, your video feed will be turned off when you enter a Meetup (other participants will see your Nickname displayed instead of live video). You may turn video on by clicking the 'Start Video' button on the user interface located at the bottom of the Zoom display. Alternately, you may click the 'Share Screen' button to select and display any open window on your desktop.

6. Once your Meetup is active, other Members will see a listing in the 'Inner Circle Discussions' section of the Home Page.

7. Up to 50 other Members can join your Meetup by clicking the 'Join Meetup' link in the Meetup listing. The process for a first time joiner is similar to that of a first time host.

8. Meetups have a maximum time limit of 40 minutes but Members can host an unlimited number of Meetups. The host can end a Meetup at any time by clicking the 'End Meeting' button at the far right of the user interface menu located at the bottom of the display.

The Zoom meeting user interface provides numerous powerful yet easy to use functions.

Mute/UnMute: Turns your microphone off and on.

Stop Video/Start Video: Turns your video camera off and on.

Invite: Provides multiple options for inviting Members to your Meetup.

Manage Participants: Opens a panel allowing the host to selectively mute any participant.

Share Screen: Opens a window allowing the host to display any open window on the host desktop or to pass screen sharing control to any participant.

Chat: Opens a panel allowing participants to send/receive chat text to everyone or selected participants.

Record: Records the Meetup and provides additional controls to start and stop recording. The host will be provided an opportunity to save the recording to their local hard drive when the meeting has been ended.

End Meeting: Ends the Meetup for all or allows the host to pass control to another participant.

LIST OF SCHEDULED MEETUPS

The Scheduled Meetups tab displays a list of future scheduled Meetups. The list displays only Meetups scheduled in the last 60 days in descending date order. The following information and options are provided.

1. Click the green 'Show Only Scheduled Meetups I Am Hosting' button to display only Meetups you are scheduled to host. This display will show all your scheduled Meetups regardless of schedule date (you must manually delete old scheduled Meetups). Click this button again to view all scheduled Meetups.

2. Host: Displays the Nickname of the Member who scheduled the Meetup.

3. Topic: Displays the Meetup topic.

4. Start Date: Displays the Meetup Start Time, Date, and Time Zone. Be certain to take scheduled Time Zone into account when determining the Start Time in your Time Zone.

The following 3 buttons are displayed to the left of a Meetup if it has been scheduled by you.

5. Start: Click this button to start the scheduled Meetup. Clicking this button will immediately start the Meetup regardless of when it was scheduled.

6. Edit: Opens the Meetup in the Meetup Add/Edit display for editing (see additional help below for details).

7. Delete: Deletes the Meetup.

8. Join: If you are not the scheduled Meetup host a 'Join' button will appear to the left of the Meetup after it has begun. Click it to join the in-progress Meetup.

ADD/EDIT SCHEDULED MEETUPS

A tool allowing you to add/edit scheduled Meetups appears beneath the list of scheduled Meetups. Any Member can Add a scheduled Meetup. Only the Member who originally scheduled it can edit it. Use the following instructions.

1. Click the green 'Clear/Reset Meetup Display' button if you wish to schedule a new Meetup. If you are editing an existing Meetup got to step 2.

2. Add a Meetup Topic. This is a mandatory entry (100 characters max).

3. Enter the Meetup Start Date or select a date from the dropdown calendar (date must be in mm//dd/yyy format). This is a mandatory entry.

4. Enter the Meetup Time (time must be in hh:mm AM/PM format). This is a mandatory entry.

5. Select your Time Zone from the dropdown list. This is a mandatory entry.

6. Add any Meetup notes. Notes are for personal use only and are not displayed. This is NOT a mandatory entry (255 characters max).

7. Click the 'Add the Mew Meetup to the Schedule' (for a new Meetup) or the 'Save Your Meetup Edits' (for existing Meetups) button at the bottom of the Meetup entry tool to save your Meetup information.