User Guide: Lotus Live Events


This guide provides the basic information necessary to start Lotus Live Events. Please review the system requirements to ensure you have everything you need to get started. If you need additional assistance getting started or if you do not yet have an account, contact Lotus Live Events support at 1.877.709.8255 or email Customer Support.

Log In
  1. Begin using LotusLive™ Event by opening the entry page. The host enters their leader and participant passcode.
  2. Once you've entered LotusLive Event, you will need to provide your name and e-mail address to share with your event attendees, and select your time zone. You can also provide optional company and contact information and upload your logo or artwork. The logo or artwork will be used for all events unless you upload a different file for a specific event.
  3. Once you save your account information, a confirmation e-mail will be sent. You will need to click the confirmation link in the e-mail before you can access the rest of the site.
  4. If you want to revise or add information later, you can access your account by clicking My Account at the top right of the page.
  5. Note: Each time you change your e-mail address in My Account, you will be sent a confirmation e-mail. You will need to click the confirmation link in the confirmation e-mail before you can access the rest of the site.

Create a New Event

To create a new event, click Create Event. Complete each of the following steps, clicking Next to proceed or Previous if you want to make changes:

  1. Describe the event.
    • You must provide a title, date, time, and duration. Click on the calendar and select the date.
    • Make sure to change the time zone if this event is to take place in time zone that is different from your selected default.
    • Optionally, you can add an art or logo file by clicking Browse and locating a GIF, JPG, BMP, or PNG file on your local drive.
    • You can also enter a custom message describing the event.
  2. Enter Host and Presenters information.
    • The Host creates and manages the event. The presenter conducts the Web and voice conference.
    • If additional fields are needed for the Registration page, (for example your company's URL), click "Create Custom Field" and fill out the "Field label" and "Field value" entries. To remove any custom field, click "Remove Custom Field".
    • If the presenter is not the same person as the Host, deselect Same as Host and enter the presenter's name.
    • To assign multiple presenters, click Add Presenter; and enter the required information.
  3. Choose registration requirements.
    • You must require attendees to provide their name and e-mail address.
    • Optionally, you can ask for other company and contact information and create custom registration fields to ask during registration. You can indicate whether responses will be required or optional (ask, but not required).
    • You must indicate whether you want to approve each applicant before they can attend or all attendees will be automatically approved. If you choose to approve each attendee, you must review the registrations and accept or deny each record. See Managing Registrations.
    • If you would like to restrict the size of your event, click on Limit number of attendees, and enter the maximum number of people who can register for the event.
  4. Preview the attendee registration page.
    • Attendees will see this information when they click the registration link. If any information is incorrect, click the Previous button to return to the appropriate page to make corrections.
  5. Enter conference details.
    • Select the Web conferencing features you will use so that the Join e-mail can provide attendees with a link to the appropriate System Check.
    • Indicate if you want to record the event (an additional charge applies, see terms and conditions).
    • Indicate if you will use voice conferencing and provide the access credentials.
  6. Define attendee e-mails.
    • You are responsible for sending the initial invitations by e-mail or another communication tool to announce the event. Suggested text and the registration link are provided for you to copy and paste.
    • You can automatically send a registration approval or denial message and up to three reminders before the event.
    • You can automatically send Thank you for attending and Sorry you missed the event messages after the event.
    • You can receive a summary report of the event by clicking Send e-mail report to Host.
    • To preview an e-mail message, select the message from the pull-down list and click the Preview button.
  7. Review the summary and confirm the event.
    • After you create an event, you can edit the event to change any event details.
    • After you have created at least one event, you can create an event using a past event. Using a past event enables you to reuse many of the existing data fields and avoid entering the information again, especially if the two events are similar
  8. When you click Finish, you've created the event! An event page shows the details along with a registration link you can use to announce your event.

    Notes:

    • After you create an event, you can edit the event to change any event details.
    • After you have created at least one event, you can create an event using a past event. Using a past event enables you to reuse many of the existing data fields and avoid entering the information again, especially if the two events are similar
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Announce an Event

When you finish creating an event, the Event Summary page provides all of the information you need to announce the event, including a registration link. To create your announcement, copy and paste the information into your marketing flyers, on your Web site, or into invitations that you will send by e-mail.

You will receive an announcement e-mail that is automatically sent to your e-mail address. You can customize this e-mail and forward it to anyone you want to attend your event.

The event announcement publicizes your event and communicates the following:

  • The event title and description.
  • The scheduled date and the start and finish time.
  • A link to the registration page.
  • Any custom information you wanted to include.

Attendees will need to register before they can attend your event. They register by visiting the link you provide and entering their name and e-mail address, along with any other information you specified.

After they register, attendees will automatically receive a confirmation e-mail containing the event details, a link to the System Check, and a link to Join. If your event uses teleconference, the confirmation e-mail includes access credentials. Attached to the e-mail is an iCalendar file for attendees who want to add the event to their calendar.

Notes:

  • If you selected Each attendee must be approved before they can attend the event, the confirmation e-mail is not sent until you approve each attendee's registration.
  • You can view the registration page that attendees will see by clicking the View registration form on the Event Summary page.
Start an Event

If you want to enter the Web conference without actually starting the event, use Rehearse the event.

  1. In Today's and Upcoming Events, locate the event you want to start.
  2. Click the Start Now button. Start Now will be available for events scheduled that day. Future events can be started from the Events Summary page.

The Web conference launches and participants can join.

Note: Do not click Start Now until you are certain you want to start the actual event. Clicking Start Now initiates several processes, such as discontinuing all unsent e-mail reminders and enabling Thank-you for attending and Sorry you missed the event e-mails.

If you prematurely stop an event, you have the option of restarting the event.

Restarting a prematurely ended event:

  1. In the Event Summary page, locate the event you want to restart.
  2. Click Restart.
Rehearse an Event

Before the scheduled date and time of your event, you can conduct as many rehearsals as you want. Rehearsing an event enables you to test the features, upload documents, and familiarize yourself with the Web conference environment before your attendees join.

  1. Click the title of the event you want to rehearse.
  2. Click Rehearse the event.
  3. Click the Rehearse Now button.

The Web conference launches and you can prepare for your event.

Note:Always conduct a rehearsal if you want to enter the Web conference before the actual event. Do not click Start Now until you are certain you want to start the actual event.

If you have already created one or more events, you can use a past event to create a new event. This shortcut enables you to reuse some of the data from the past event and avoid re-entering the information, especially if the two events are similar.
Create an Event using a Past Event
  1. Click Create Event.
  2. Select Copy from another event.
  3. Click the title of the event you want to use.
  4. Enter the date and time for the new event.
  5. On each page, review the information, change as necessary, and click Next.

When you finish reviewing and changing the information on each page, the new event is created.

Note: You can also click a past event to open the Past Event Summary page and click Use this event to create a new event.

Canceling an Event
  1. Click the title of the event you want to cancel.
  2. On the Event Summary page, click Cancel the event.
  3. A preview of the event cancellation notification is available.
  4. To cancel the event and notify all registered participants, click the Cancel Event and Send button. To cancel the event without notification, click the Cancel Event button.

If you unintentionally cancelled an event, you can undo the cancellation.

Restore a cancelled event:

  1. Click on the title of the event you want to restore.
  2. Click Restore.
  3. A preview of the event restoration notification is available.
  4. To restore the event and notify all registered participants, click the Restore Event and Send button. To restore the event without notification, click the Restore Event button.