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01. Scheduling with BT Engage Meeting Manager

Logging in

  1. Go to http://www.btvideoconferencing.com/
  2. Select ‘BT Engage Meeting Manager Suite’
  3. Enter your username (which is your email address) and your password (located in your welcome email). You’ll need to change this password the first time you log in
  4. Select ‘Go’.

Scheduling a meeting

  1. After logging in, click ‘BT Engage Meeting Manager’ or ‘Schedule’
  2. Select the ‘Add New Meeting’ button in the upper right-hand corner
  3. Select ‘Self-service’
  4. Type a name in the ‘What is the name of the meeting?’ field
  5. Select meeting date and time in the 'When would you like the meeting to start?' field
  6. Select the meeting duration in the ‘How long would you like the meeting to be?’ field
  7. Select ‘Next Step’
  8. Select the sites that you want to include in your meeting
  9. Select a site for: ‘Which site will be the host site for this meeting?’
  10. Click Next Step and review your meeting selections
  11.  Select ‘Create Meeting’.

    Once your meeting is created, you’ll receive two emails:
    a)      a confirmation email with meeting details
    b)      an Outlook appointment that can be added to your calendar.

Extending a meeting

  1. Log into BT Engage Meeting Manager as detailed above
  2. Type the date of the meeting in the field to the left of the calendar icon or click on the calendar icon to navigate to the meeting date
  3. Click once on the meeting to be extended from the list of meetings displayed in colour-coded boxes at the bottom of the screen
  4. Select ‘Take Control of this Meeting’ located at the bottom of the screen
  5. Select the number of minutes to extend the meeting from the drop-down menu
  6. Select ‘Extend Conference’
  7. Review the new end-time for the meeting at the top of the screen.

02. Scheduling a meeting by phone

  1. Call the help desk and be ready with the following information:
    a)      date, time and duration of the meeting
    b)      location of each participant
    c)       name of the presenter(s) or host(s)
    d)      your billing reference number (if needed)
  2. The video coordinator will help you to choose the type of video meeting you need to schedule, and any additional features
  3. Once your video meeting is booked, you’ll receive a confirmation email with all the information you and the meeting participants need to join your meeting.

03. Best Practices

Good video meeting practices are a combination of manners and presentation skills. Read through the tips below for a successful video meeting.

  • Arrive before the start of your video meeting to make sure you’re comfortable with the room arrangement and equipment. Place the microphone and keypad in the middle of the table. Mute the microphone until you’re ready to start the call
  • Can you be seen? Check self-view or the picture-in-picture (PIP) view to make sure you and any other participants can be seen. Lighting should be on your face, not coming from behind (close any curtains or blinds)
  • The remote control is all you need. You can use the remote to adjust the volume or camera angle if needed
  • Speak clearly and act naturally. You don’t need to shout. Don't tap the table or rustle papers unnecessarily. Address participants clearly by name.
  • Look at the camera, not the display screen. This will allow for 'eye contact' and a stronger connection with your participants.
  • Don't be distracted by incoming phone calls, emails or people walking by your room.
  • Need to talk privately? Be sure to use the mute button, so you aren’t overheard
  • Audio-only participants? For optimum sound quality, make sure the speakerphone is placed in a central position on the table
  • Need to extend your meeting time? Call the help desk at least 10 minutes before the scheduled end of your video meeting to arrange an extension (subject to room availability), or use your BT Engage Meeting Manager control function to check availability and extend your meeting
  • If you have any issues, call the help desk right away. Don’t try to adjust any of the equipment or cords on your own
  • At the end of your meeting, select 'End Call' on your remote. Please don’t unplug the video equipment.

04. BT Engage Meeting Manager login request

Request a login for BT Engage Meeting Manager by completing the information hereOnce processed, you’ll receive an email with your login details.

 Check with Cathy re this link please?

Help desk phone numbers

Please browse our guide and if you can't resolve your questions, contact one of our global helpdesk advisers.