1. Click the ‘Recording’ button from the left-hand toolbar.
2. The ‘Recording’ icon will flash yellow for a few seconds while it initializes.
3. Once the recording has begun, the top of the toolbar will turn red and display ‘REC’.
4. To stop the recording, click the ‘Recording’ button from the left-hand toolbar again.
5. The archived recording will be available in the account holder’s Account Center under the ‘Recordings’ section.

The recording that is taken in TelSpanWeb will be seen exactly as a participant would view it live. All the boxes, presentations, and videos will be seen in the recording after processing

The left-hand toolbar is not included.

1. Click on ‘Recordings’ under the Dashboard menu.
2. Click on the recording title to view it.
3. For more options hover your cursor on the title of the recording and three icons will appear:
   1. CLICK TO COPY URL: This automatically copies the recording URL. Distribute the URL to easily share the recording with others.
   2. RECORDING IS READY FOR DOWNLOAD: This option automatically downloads an MP4 version of the recording to your computer.
   3. EDIT RECORDING: In this option, you can change the name and add a description of the recording.
   4. DELETE RECORDING: This option deletes the selected recording. A separate box will pop up asking you to confirm.

To enable the embed code feature in your account you will first need to make sure the meeting that the recording was taken in has the feature enabled. You can do so by:

1. Click on ‘Recordings’ under the Account Center menu.
2. Hover your mouse over the recording you would like to download. Several icons will pop up. Click the green button for ‘Recording is ready for download’.
3. The recording will automatically download to your computer and can be found in the ‘Downloads’ folder.

1. From the left-hand toolbar, click the ‘Screen Share’ button, which looks like a computer monitor with an arrow on it.
2. Choose what you’d like to share. You can select your entire screen, a specific application, or a browser tab.
3. Click ‘Share’. Attendees will now see the screen you’re sharing.
4. Click the ‘Click Here’ button to preview what they’re seeing.
5. To stop screen sharing, click on the ‘Screen Share’ button again from the left-hand toolbar.

1. Login to the session as a Speaker.
2. Add your content sources (video, document, polls, etc.).
3. Click the tiled icon in the bottom-right corner, then select the ‘Layout Mode’ option.
4. Add additional panels (Participants, Conversations, Question & Answer, etc.) from the left-hand menu.
5. Resize and rearrange the elements on the screen. Participants won’t see the changes until you click the ‘Apply layout’ button.
   1. To move content source boxes, hover your mouse over the header of the desired box. You’ll see your cursor change to a 4-way pointer. You may then drag the box to your desired location.
   2. Panels on the left-hand side (Participants, Conversations, Questions & Answers, Shared Notes) are locked to the left-hand side of the screen but can be rearranged vertically.
   3. You can adjust the size of any of the boxes by moving your cursor to the border and then expanding/shrinking the box once the cursor changes.
6. Once you are satisfied with the layout, click the ‘Apply layout’ button.
7. You can collapse slide thumbnails and whiteboard controls by selecting the arrow next to each.

1. Log into TelSpanWeb at https://web.telspan.com.
2. Click on ‘Schedule’ on the left side of your screen.
3. Hover your cursor over the title of your meeting that has been created.
4. Click on the pencil icon that populates over on the right.
5. Select the ‘Participants’ tab.
6. Scroll down and check the box next to ‘Hide user count’.
7. Click on ‘Save’ at the bottom right of the screen.

The next time you log into your meeting your Audience will only see the Speakers that are logged on. The Speakers will see everyone that is logged into the session.

As a Speaker, you have the ability to promote or demote connected users.

1. If you are not already, log into your TelSpanWeb session as a Speaker.
2. Open the ‘Participant’ box from the left-hand toolbar.
3. Hover your cursor over their name and click the icon with the three dots that pops up.
4. Select the option for ‘Move to Speaker’.

1. Open up the ‘Conversations’ tab from the left-hand menu.
2. Select which group or individual you’d like to message by clicking on the drop-down menu immediately under the Conversations header. Type your message into the text box below and press enter.
   1. EVERYONE: The message can be viewed by all attendees.
   2. SPEAKERS: This message is only visible to the Speakers.
   3. INDIVIDUAL: Only the attendee you selected will see your message.

To add Polling questions:

1. Select ‘Content Library’ from the left-hand toolbar.
2. Click the ‘Polls’ tab.
3. Click ‘Create New’.
   1. Type your question into the ‘Add Question’ field
   2. Click ‘Add Option’ and type the polling response. Repeat for additional options.
   3. If needed, check ‘Multiple Answers’ to give audience members the option to select multiple responses.
   4. Click ‘Save’

To open Polling questions:

1. Select the ‘Polls’ tab from the ‘Content Library’.
2. Select your desired question from the saved list and click ‘Open Poll’
3. See the responses in real-time as the audience makes their selection along the left-hand side of your screen.
4. If you’d like to share the results with all audience members, hover your mouse over the polling question and click on the icon that pops up and select ‘Share results’.
5. Click ‘Close poll’ when finished.
6. Hover your cursor over the poll to open the options menu and click ‘Export’ to save your results. Reopening the same poll will erase any previous results.

To answer a Polling questions:

1. Check the box next your response(s).
2. Click ‘Submit’.

To ask a question as an Audience member:

1. Click the ‘Questions & Answers’ button from the left-hand menu.
2. Type your question into the ‘Type your question here’ field and hit ‘Enter’ or click the ‘Ask’ button. Selecting the ‘Ask Anonymously’ box before submitting the question prevents the Speakers from seeing who submitted the question.

To view/answer submitted questions:

1. As a Speaker, click the ‘Questions & Answers’ button from the left-hand menu. Submitted questions are only visible to those connected as Speakers.
2. Click on the question you would like to address. There are several options available for answering.
   1. To display the question and written answer to all attendees, type your response into the ‘Type your answer here’ field and hit ‘Enter’ or click the ‘Answer’ button.
   2. To respond directly to the attendee who submitted the question, type your response into the ‘Type your answer here’ field, check the ‘Answer privately’ box, and hit ‘Enter’ or click the ‘Answer’ button.
   3. To display the question and provide a verbal answer, click the ‘Live Answer’ button below. All audience members will now see the question as it was written.
3. To remove a question from the list, hover over it with your mouse, click the icon that pops up, and select ‘Delete’ from the list.

To access the Content Library

1. Open a session.
2. Click the ‘Content Library’ icon from the left-hand taskbar.

To load materials into your library

1. Click on the ‘Create New’ button at the top of the library.
   1. NEW FOLDER: Create a folder to organize and efficiently manage your content.
   2. UPLOAD FILE: Allows you to add a file from your computer.
   3. ADD YOUTUBE VIDEO: Simply paste the YouTube URL into the box to incorporate the video into your presentation.
   4. ADD FILE FROM URL: Paste a link to an FTP site to share an MP4, MP3, PNG, JPG, or JPEG.
   5. ADD WEB APP: Paste a link to an app such as Google Docs or Google Sheets to share and collaborate.
2. Once the material has converted you will be able to double click on the title of the file and it will bring it into view through the content sharing area.

 

 

 

1. TelSpan’s Web Services team will initially need to associate the audio number and conference codes to the account so that when setting up the meeting the audio integration options are available.
2. From the Account Center, click on ‘Schedule’ and then the ‘Edit Meeting’ icon next to the meeting you wish to apply the audio integration.
3. Click on ‘Advanced Options’ at the bottom of the screen then choose the ‘Audio & Video’ tab.
4. Under this tab are three Session Audio options:
   1. HYBRID AUDIO: VoIP and Phone. Upon logging in this option allows the participants to see a pop-up screen where they are given the choice to listen via their PC speakers or to dial-in via the telephone, after disabling/muting their PC speakers.
   2. VOIP ONLY: This option allows anyone speaking, host/moderators, to use their PC or USB headset microphone to speak into the call and the participants can only hear over their PC speakers. There is no telephone connection on VoIP.
   3. PHONE ONLY: Upon logging in this option allows the participants to see a pop-up screen with the telephone only dial-in information.
5. For this instance, select ‘Hybrid’.

You will need to manually establish the integration line connecting your session to the audio conference.

1. From the left-hand toolbar, select the phone icon for ‘SIP Settings’.
2. Select the ‘Manage Connection’ button.
3. Click the ‘Connect’ button to establish the connection.

1. Join the meeting via the Friendly URL or link you received in your email invitation. Click on the ‘Request to Broadcast’ icon on the left-hand toolbar.
2. Once the Speaker approves your request, your browser may prompt you to allow permissions for web.telspan.com to use your microphone and camera. Select ‘Allow’.
3. A pop-up in TelSpanWeb will show a preview from your webcam and microphone input. Confirm that the bars at the bottom move when you speak, indicating your audio is being picked up. If you do not see your image in the preview or audio is not registering, adjust your hardware selection from the drop-down boxes.
4. Click ‘Turn on microphone’ to begin broadcasting your audio only, click ‘Turn on microphone and camera’ if you want to share both audio and video.
5. To quickly mute or disable your webcam, click the appropriate icons in the top-left corner of the left-hand toolbar. A green light beside them indicates that they’re currently active and broadcasting.

First, confirm that the webcam is properly connected to the computer and is turned on. Make sure you do not have any other programs currently open that may be accessing the webcam such as Skype, FaceTime, etc. If you have any other video conferencing software installed, please ensure that it is shut down, and then reload the meeting window – unplugging the camera and plugging it back into the computer often reboots the camera and allows it to work.

Additionally, you can click ‘Settings’ from the left-hand toolbar, and then ‘Video and Audio’. Ensure the correct camera is selected. If the webcam still does not show up, try to reinstall the camera software that came with the external webcam.

1. Select ‘Settings’ from the left-hand toolbar, then click ‘Video and Audio’.
2. Click on the drop-down next to the microphone icon, and make sure the microphone you are using is selected. Confirm that the bars below move when you speak, indicating your audio is being picked up.
3. When you have made your selection, click ‘Apply’ to save your changes.
4. If you still cannot hear your microphone:
   1. Unplug your device and then plug it back into your computer.
   2. Refresh your web page.
   3. Ensure your device is not being used by another program such as Skype or Google Hangouts.

Up to 25 attendees can streams their cameras at one time.

Echoes may happen for many different reasons. To determine the cause of the echo you need to know what type of audio you are using.

PHONE HYBRID: This option allows the audiences to either dial into the conference line or listen through their computer speakers while the presenter is dialed into the conference line. If you begin to have an echo, then someone that is listening through their speakers and dialed into the phone may be causing the echo. To resolve this problem, the person causing the echo will need to turn down their computer speakers, or disconnect from the phone and simply listen via their speakers. Additionally, if the user clicks on the phone icon for ‘SIP Settings’ from the left-hand toolbar and then checks the box for ‘I will dial-in using my phone’, this will automatically mute their speakers.

VOIP: If you are broadcasting your audio over VoIP and begin to have echo problems it may be due to the equipment setup at your location. We always recommend using a headset microphone when you would like to collaborate through the VoIP feature. If you do not, then you may consistently experience echo problems. When you don’t use a headset, the audio comes through the computer speakers and directly back into the open microphone built into the computer. This setup works well for a one-to-many presentation, but when multiple speakers are presenting then the best setup is to have all speakers on headset microphones to avoid issues.

 

 

 

 

1. Log into the TelSpanWeb Account Center at https://web.telspan.com.
2. Click on ‘New Meeting’.
3. A series of boxes will populate:
   1. TOPIC: Enter the title of your meeting.
   2. DURATION: This is an idea of how long you expect the meeting to go. It will not kick you out or deny you access.
   3. START: Select the start date and time of your meeting; please note that the time is set for military time.
   4. PASSWORD: This is optional. If you do not want to require a password leave this space blank. If a password is needed, simply type in your desired password or click the ‘Generate’ button.
   5. FRIENDLY URL: Enter your Custom URL into the outlined box. Leaving this field blank will auto-generate a random string of alphanumeric characters. Click ‘Copy to Clipboard’ for quick access to your shareable link.
4. Once you have all the details of your meeting filled out click ‘Save’ at the bottom right.
5. Once you save your meeting you will be taken to the ‘Schedule’ page. You can retrieve your link by right-clicking on the title of your meeting and selecting the copy option related to your browser. Whenever you see the title of your meeting within your Account Center you can do this to retrieve your link.

1. Log into your TelSpanWeb account at https://web.telspan.com.
2. Click on the “Schedule” button on the left-hand side of the dashboard.
3. Locate the title of the meeting you would like to duplicate on the schedule page when it appears. When you do, hover your curser over the title of the meeting and you will see 3 icons populate. Click on the icon that looks like a “+” sign.
4. This will open up similar information that was built into the meeting you’re duplicating. Once on this page you simply have to change the date and time of the call, the Friendly URL, and the topic if you choose. Otherwise, the system will pull all of the information from the initial meeting you are duplicating and copy it to the new meeting.

1. Log into the TelSpanWeb Account Center at https://web.telspan.com.
2. Click on ‘Schedule’ on the left hand side.
3. Locate your meeting on the list and hover your cursor over the title of the meeting. To the right of the title, you will see 3 icons populate. Click on the icon that looks like a Pencil to edit the meeting.
4. Click on the Pencil icon to edit the meeting details.
5. Once you have updated the information you will need to scroll down to the bottom right of the page and select ‘Save’.

 

 

 

 

1. Log into TelSpanWeb at https://web.telspan.com.
2. Edit or create a new meeting.
3. Within the meeting’s Advanced Options, select the tab for ‘Participants’.
4. Fill in the person’s first name, last name, and email.
5. Where it says ‘Add to’: select the role that you wish your user joins with.
6. Click ‘Add’ to place the person in the invitation que.
7. Repeat as desired and when finished click on ‘Save’ at the bottom right of the screen.
8. A pop-up will appear, ‘You have added new users to this meeting’.
   1. NEW MEETINGS: Select to ‘Send invitation to all users’.
   2. EXISTING MEETINGS: Select to ‘Send invitation email to new users only’.
9. Click ‘Save’.

 

 

 

 

 

 

 

 

If you would like to manage when your audience can join your webinar, you can enable the Lobby feature. This is a great tool to allow extra setup time just before your webinar begins without your audience watching.

To enable the Lobby:

1. Login to the TelSpanWeb Account Center at https://web.telspan.com.
2. Click on ‘Schedule’ on the left-hand menu.
3. Create a new meeting or edit an existing meeting.
4. Click ‘Advanced Options’ and select the ‘Access’ tab.
5. Click on the box for ‘Turn on Lobby’.
6. Click ‘Save’ or ‘Add to Schedule’ at the bottom.

 

To move users from Lobby into session:

1. Login to the TelSpanWeb Account Center at https://web.telspan.com.
2. Click the ‘Participants’ icon from the left-hand toolbar to move users.
   1. TO MOVE INDIVIDUAL USERS: Hover your mouse over the user you’d like to move, click the icon with the three dots that appear to the right of their name, and click ‘Allow into room’.
   2. TO MOVE ALL USERS: Click the icon with the three dots to the right of ‘Users waiting in lobby’ and select ‘Allow all users into room’.
3. To close the Lobby, click the ‘Padlock’ icon at the top of the column, then select ‘Disable’ from the pop-up window. This will also automatically move all attendees currently in the Lobby into the session.

NOTE: We recommend closing the Lobby at the start of your presentation. If you’ve manually moved all attendees from the Lobby into session but left the Lobby enabled, late arrivals will continue to be placed into the Lobby upon joining.

The ‘Meet Now’ option is a great feature for this exact purpose or for when you would rather not send out invitations in advance.

To start a ‘Meet Now’ session simply follow these instructions:

1. Log into your Web account at https://web.telspan.com.
2. Click on ‘Meet Now’ at the top of your screen. You will be directed to a new meeting.
3. Copy the link from your URL bar or from the Invite Participants option along the left-hand toolbar to distribute to your attendees quickly.

1. Login to a TelSpanWeb session as the Account Holder or as a Speaker.
2. From the left-hand toolbar, click the icon that looks like a silhouette with a ‘+’ sign next to it for Invite Participants.
3. A new window will appear. Type the email address for the person you’d like to invite and click ‘Enter’. If you’d like to invite multiple people be sure to separate email addresses by a comma.
4. The pop-up window will refresh. Here you can drag and drop the confirmed email addresses to the proper role.
5. Click the ‘Invite’ button to send the personalized invites. Please note, the invitation from TelSpanWeb will generate a personalized link for the person receiving the message. Only they will have access using that link.

The Address Book is a place where you can load a list of your contacts into your account and access it through the invitation tool in your meeting. To see how to upload a list of your contacts as a csv refer to the instructions below.

To upload your list of contacts as a CSV:

1. Export a list of contacts as a csv file from where you have them stored or create a csv document to upload.
2. Log into TelSpanWeb at https://web.telspan.com.
3. Click on ‘Address book’ on the left hand side.
4. Select ‘Import from CSV’.
5. Choose ‘Select file’ and browse on your computer to find the file you have stored.
6. Once selected select ‘Create’ and your contacts will be loaded into the system.

Note: Headers must be in the exact format listed below

• • Required headers include: first_name, last_name, emails.
  • Additional header names: gender, groups, company, phones, facebook, twitter, job_title, website, industry, address, city, country, postcode.

1. Log into the TelSpanWeb Account Center at https://web.telspan.com.
2. Click on ‘Usage Statistics’ on the left-hand side and graph will display on the following page
3. To download a report, you can click on the hyperlinks below for ‘CSV’ or ‘Excel’. You can designate the time frame from the top of the graph of how far back you would like to pull the report from. (30, 60, 90, 180 days)
4. You can then manipulate the information in Microsoft Excel or Google Sheets.

1. Log into the TelSpanWeb Account Center at https://web.telspan.com.
2. Click on the ‘Welcome’ dropdonw in the top right.
3. Select ‘Branding’.
4. Scroll to find the option for the location you would like to customize.
   
   1. Click ‘Browse’ and select the image from your computer. Follow the listed guidelines for recommended dimensions and format.
   2. Click ‘Upload’.
5. Click ‘Update’ at the bottom right of the page.