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WorkCast Studio

Last updated July 14, 2017

The studio is where the event experience can be controlled for attendees. It is where presenters control the event slides and manage other event features, such as questions and polls.

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User Information

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Your user information is displayed in the top right of the page, showing your details, your user type and your audio dial in option (if WorkCast Audio phone option is set up). For more details on the WorkCast Audio phone option please see here

Note: These details are session specific so please ensure you have the correct details for your session. 

 


Pods

The studio uses a number of pods. Each pod can be expanded, partially minimised into a bar or removed back to a summary menu in the top right of the studio.


The pods available are:

 

Session Content

This is where you load or choose your slides for the event and set the aspect ratio of the page to 4:3 or 16:9.  Slides can only be loaded if the session has not yet been started (slides started in media hub).

Loading slides to a session is a 1 stage process.  Simply select Upload Slides, select your slides from your computer and they will be loaded.  Whilst the slides are loading you will see a loading icon showing the upload is taking place.

If you are replacing slides that have been loaded to the event previously this is a 2 stage process.

  • First select Upload Slides to load your slides to the platform
  • Secondly click on Search Slides to choose the slides that are now in your library to add them to this particular session to replace the existing slides.

Note: slides upload time can vary depending on the size of the slides file you are loading so this may take a few minutes

 

For Scheduled Replay or On-demand events follow the same steps to upload your mp4 video file but you will see media upload buttons rather than slides upload buttons


Session Lock Controls

You can lock your event auditorium page in order to stop attendees gaining access.  This can either be done manually or as a schedule. 

Once the page is locked attendees will see a personallised message (which you can set when locking).  It is possible to bypass this hold page using the Lock Bypass Key which can be entered on the page.

Media Hub

The media hub is the main presenting pod in the WorkCast studio. This is where slide content is displayed to the presenters and where presenters can navigate round the slides.


Start

The start button loads the slides for the event. Once start is pressed the slides load and the audio is connected, this can take up to a minute.

Once the slides have been started this is visible to any other users logged into the studio (they will need to press Join), but not yet to attendees.  Any other users joining the media hub after the slides have initially been started will be able to join to also see the slides.

Once the slides are displayed there is also a green Audio Status light.  This shows that the platform is connected to the audio.  At this stage it is possible to test your audio by dialling into the phone bridge and ensuring you can hear this through the media hub slides window.  This should be done prior to broadcast to ensure you are connected to the correct audio option and that your sound is clear.  You should unmute the play controls in the video window to test your audio.


Broadcast Start

At the designated start time of your event, press the broadcast button to begin the event for the audience. Initially, a check will be displayed to ensure you are ready to broadcast the event. When proceed is clicked, a countdown will initiate and the stream broadcast to your event auditorium at the end of the countdown.

Presenters are not able to broadcast.

NOTE: The broadcast start is also used as the start point of your event recording.

 

The player window

This player window is just like a video player. It will show presenters what the slides stream content looks like. It has basic video controls which allow the audio to me unmuted.  In here you will see and hear what the audience will be seeing.

This window uses either 

 

Back and Forward buttons
To move through the slides is simple. The backwards and forwards buttons allow any presenter to move forward and backwards in the presentation. NOTE: Each click will move to the next transition just like Powerpoint would. This means that if there are animations in the slides, then the next animation will play.

The buttons will go green when you first click on them, this is to show they are active.  When they are green you are able to use the left and right keys on your keyboard to transition (or a clicker).  The buttons will go orange again (deactivate) if you click away (e.g. to use the presenter chat) so you should click on them again using your mouse to reactivate.

Back to start
The will move the slide back to the 1st slide in the presentation. This can be useful when you want to show a cover page.

Slide Counter
The counter show what slide the presentation is on and how many these are in the presentation. 

Stop
Pressing Stop will halt the event stream broadcast for all presenters and attendees. This is generally only used at the very end of an event. This will also end the event recording.

Presenters are not able to press Stop

Slides Images

Once you have started your slides you will see a static image version of the presentation on the left of the screen.  This shows your current position within the deck and the next transition, which will show you what you will see as soon as you click next on the controls.

You can also use the thumbnail images to move to a specific slide within the presentation.  This will jump you to the beginning of that slide.


Presenter Chat
Allows all presenters to communicate via text during the event. Chat is open for all studio users to view but is not visible to audience members.

Technical Log
This shows all keep activity that the WorkCast studio manages during an event. It is generally not used, but if WorkCast technical support were needed, it can help identify any problems.

Cursor Controls

Use cursor and Show Cursor can be activated.  These allow you to interact with your PowerPoint to start videos or animations within the deck if they have not been set to auto start.

Lock Slides

Locking the slides in your presentation allows only Hosts or Producers to control the slides, Presenters have their slide transition buttons de-activated.

Image Mode

You are able to choose to view the static image version of your presenation in the large play window, rather than the live stream.  Videos and timed transitions will not play for you in this view, the audience view will remain unchanged.

Attendee Questions

This is all attendee questions appear for the presenters to view.  Attendee questions are included as part of the auditorium build but can be removed if not required.

A more detailed explination of this pod can be found here.

Attendee Chat

It is possible to include a chat option rather than a question option for attendees.  This will allow them to freely communicate between themselves as any messages posted in here can be seen by all other attendees.  In order to be able to moderate this the Attendee Chat pod allows the posting of messages but also the ability to delete any messages that are posted.  

Attendee chat is a template choice and can be specified at point of event build.  It is usually only used for larger virtual events to allow users to network.

Event Polls

Polls are created during the event setup. When polls exist for an event, they will appear in the Event Polls pod. You can move between polls by clicking the large arrows at either side of the pod. If these are green then they are active.

Each poll questions initially only has the ‘Ask’ button available. When clicked, this will send the poll question to the online audience.

One you have pressed ‘Ask’ a ‘Get Results’ and ‘End’ button become available.

Get results will pull back all the known responses at that time and provide a pie graph of the results, showing percentages and numbers for the results.  You can continue to press Get Results to refresh your results view.

The End button closes the poll and it will no longer gather results from attendees.

Once you have used Get Results, the ‘Publish’ option is available. This will publish the pie graph results to all the attendees of the event.  Attendees see the pie with percentage results only.

All results are available post event in the reporting pages.


Interactions

This feature lets you send a specific command to the attendee auditorium. The standard commands are:

  • Redirect to a url: pushes all attendees from the event auditorium to the specified url.

Enter the url in the bar provided. The url will be checked and you will be asked to click the url before you can proceed. This is to ensure the url is correct as you will be redirecting all attendees to this address. You can only press ‘proceed’ once you have clicked on the url. The url is often used for a post event survey.

This redirects users within the same window.

  • Display message: displays a pop-up message to all attendees.

This feature provides a box for you to enter text. The text entered will be displayed to all attendees in a pop-up box. You will be asked to confirm the message before proceeding.

  • Refresh auditorium (refresh page from server): refreshes the auditorium for all attendees to make any updates be activated. You will be asked to confirm the refresh. This is generally used to enable an update that has been made to the event after it is live.

Change Presenter
Change presenter is used to display the presenter that is speaking to the attandees. When a presenter change command is sent, the auditorium will update to show that this presenter is talking. This is generally used when multiple presenters are speaking one after another. It allows the attendees to see the presenter photo and biography easily while the presentation is ongoing.

Any presenter associated with the event at event setup will be available in this list. Select the presenter by clicking their image then press the ‘Change Presenter’ button. The Live Presenters section shows which presenters are currently showing, Pending presenters shows which will be shown after you press ‘Change Presenter’.

This functionality is template specific and should be confirmed with your Account Manager or Event Manager to see if it is available.

Presenter Audio

Presenters are able to present using two audio options, either microphone or phone bridge.

  • Microphone: a presenter is able to connect their microphone in order to present.  Using this option will allow the presenter to speak during the event but also hear any other presenters on the event no matter what audio option they have choosen.
  • Phone Bridge: presenters can also dial into the event to present.  This option is often preferable as it does not rely on the users own internet connection and also provides a level audio sound if the user doesn't have a good quality microphone option on their computer.

Audio Controls

This allows the Host or Producer to see who else is connected to the Studio session currently and also if they have connected by microphone option.

Presenter Only Chat

This section is an extension of the presenter chat in the Media Hub and allows presenters to have private conversations.

Users are notified of any new chats with a flag if they are not looking at this pod when it comes in.

Camera and Microphone

The latest release of the platform allows presenters to appear on webcam whilst presenting.  The webcam and slides layout allows up to 3 presenters to appear at the same time.

Further instructions on how to use the webcam feature can be found here - http://insite.workcast.com/using-your-webcam-or-screenshare-in-a-webinar

Screenshare

Presenters are also able to share their screen with the audience, switching live between their slides and the screenshare.

Further instructions on how to use the webcam feature can be found here - http://insite.workcast.com/using-your-webcam-or-screenshare-in-a-webinar

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