Client Tools FAQ
Use these FAQs and tips for Centra Symposium, Conference, and eMeeting.
Application Sharing and Web Safari
Breakout Rooms (Symposium only)
General Tips
n Become familiar with the session content.
n If working with a co-presenter, make sure you decide who is going to do what.
n Look at the whole screen, not just the content.
n Remember to clear Yes, No, microphones and raised hands regularly.
n Release the CTRL key during pauses and when scrolling through the agenda.
n Pause before speaking after you have pressed down the CTRL key.
n Give clear directives and state a tool in your directives.
n LESS GOOD: How many of you have seen Centra before?
n GOOD: If you have seen Centra before, please (choose one) click Yes | raise your hand | send me a private Chat
Chat
What are some uses for Text Chat?
Use if participants do not have microphones. Use for brainstorming, capturing feedback, enhancements, contact information, open issues, opinions, questions, and checking for understanding. Use to seed or prime a class discussion, which will use audio. Use to communicate with the leader during Breakout rooms.
Can the leader / co-presenter send Chat to any participant or co-presenter?
Yes. The leader / co-presenter can send Chat to anyone.
Can a participant send Chat to another participant?
Yes, if enabled by the leader. The participants must be in the same room. A presenter can set this from:
Centra 7: Open the Text Chat window and select the Actions, Text Chat Options menu.
Centra 7.5: Select the Tools, Options menu. Select the Text Chat tab.
Can a presenter force the Chat window to open on a participant machine?
Yes.
Centra 7: Send the participant a Chat and check the Urgent checkbox. This option is only available for private Chat.
Centra 7.5: Send the participant a Chat and check the Open recipient's chat checkbox.
Can a participant force the Chat window to open on a presenter or participant machine?
No.
Can the leader disable private Chat?
No. Private Chat is always available.
Can the leader disable public Chat (the ability to send chat to 'All')?
Yes. Disable if public Chat is being abused with several off topic conversations. Disable for large audiences and force all Chat directly to the presenters. Disable from the Text Chat options.
Centra 7: Open the Text Chat window and select the Actions, Text Chat Options menu.
Centra 7.5: Select the Tools, Options menu. Select the Text Chat tab.
How does a participant know when the leader has sent him/her private Chat?
Centra 7: The Chat button turns yellow whenever you are directly sent a Chat.
Centra 7.5: The Chat button turns yellow if your chat window is closed and you are sent a direct chat.
How does the leader / co-presenter know when someone has sent a Chat to All participants?
Chat sent to All participants is sent to the entire room - not to an individual. Therefore, there is no interface change when the Chat is sent. The leader should periodically check Chat. Also, the leader can remind participants to send Chat (just to him/her) if the message is important.
If a participant sends the leader a Chat, can the co-presenter read it and respond to help out the leader?
If the participant sent the private Chat to "All Presenters" then the leader and co-presenter will get it. If the participant sent the Chat only to the leader, then the co-presenter will not be able to read it.
I logged into the session late and I cannot see any messages in Chat. How do I see the messages?
Click the Actions menu on the Chat dialog box and select Refresh. This will display all messages. Use the same menu to view a Breakout room’s Text Chat.
How do you respond to Text Chat while presenting at the same time? It seems overwhelming at times.
Respond to Text Chat verbally or let your co-presenter respond. If the question in Chat is related to the topic you are presenting, consider weaving the question and answer into your presentation. If the question is off topic, consider pausing every 20-30 minutes to answer these questions verbally.
Is Text Chat recorded? Can you save Text Chat?
Text Chat is not recorded, but it can be saved to a file. Select File, Save from the Chat window.
Markup Tools and Whiteboard
What are some uses for the Markup tools and the Whiteboard?
n Use to brainstorm, capture objectives and expectations, summarize what has been discussed, and list points that participants bring up.
n Use to play games and to conduct icebreakers.
n Let participants add to or identify components of a drawing or screen shot.
What are some good tips?
n Do not let all participants markup the slide / Whiteboard at the same time or, if you do, divide the Whiteboard into sections.
n Markup every slide to provide visual stimulation and grab attention.
n If you are using a screen resolution of 1024x768 and maximize your window, remember that participants with a screen resolution of 800x600 will not be able to see all that you are drawing without scrolling.
Who can use the Markup tools?
Anyone with a microphone can use mark-up tools on GIF or JPG images and the Whiteboard.
Centra 7: The mark-up tools display by default for presenters. For participants, a) they automatically display when the Whiteboard is active, and b) they do not display by default when GIF or JPG slides are active - a participant must select Markup > Show Tools. The markup tools are disabled when the participant does not have a microphone. The markup tools are enabled as soon as the participant gets a microphone.
Centra 7.5: The mark-up tools are automatically displayed when a user has a microphone and the media window contains content that can be marked up. They automatically disappear when a user does not have a microphone or the media window contains content that cannot be marked up. Participants cannot use markup tools in Pre-session mode.
Can you edit a Whiteboard?
Centra 7: No, but you can erase portions of it and re-draw.
Centra 7.5: Yes, select the object and you can edit it and/or move it.
Can you export a Whiteboard from an event and either email it to participants or import into another event?
No. Use the Print Scrn key on your keyboard or a screen capture utility to snapshot the Whiteboard to a GIF or JPG image.
Can you use a stylus or writing tablet for finer control when using Markup tools?
Yes.
What types of images can I import as the background image of the Whiteboard?
Centra 7: GIF and JPG (or JPEG), preferable less than 50K in size.
Centra 7.5: You cannot import GIF and JPG images to the background of the Whiteboard, but you can insert images directly into the agenda. Use the Import button.
Why would I import a background image to a Whiteboard?
Centra 7: To show pictures of the presenters or participants to humanize the class. To insert game templates.Centra 7.5: Insert the images directly into the Agenda
If I markup a Whiteboard and then switch to a different Agenda item, are my markups maintained?
Yes. Whiteboard markups are retained until either explicitly erased or the session ends.
If I markup a slide (GIF or JPG image) and then switch to a different Agenda item, are my markups maintained?
Centra 7: No. All markups on a GIF or JPG image are erased as soon as you move to a different agenda item.
Centra 7.5: Yes. Markups are retained until either explicitly erased or the session ends.
I added some text to a slide/Whiteboard and participants say they cannot see it. Why?
Text is not broadcasted to all attendees until you either click outside the text box on the slide/Whiteboard or select a different Markup tool.
Drawing objects (lines, squares, circles, highlighters) are not broadcasted until you release the mouse and then the entire drawing object if broadcasted to the attendees. For instance, if you draw a line, you will see the line paint as you draw but participants will not see anything until you release your mouse. Then they will see the entire line appear.
Surveys
What are some uses for Surveys?
Use to collect experience levels of the class and opinions about various topics. Use to add interactivity and reinforce learning.
Can you show the same Survey at different times in an event?
Yes.
Can you reuse / import a Survey from a previous event?
No, but you can store Surveys in the Agenda. You can copy a Survey item from one agenda to another agenda in the Agenda Builder tool. You can insert an Agenda (.SAZ) into your event that contains Surveys.
If I insert an Agenda in session, are the Surveys in the Agenda supported?
Yes.
Can you save the results of a Survey?
No, but you can print the results (File | Print) or take a screen capture (print screen).
Can you make a Survey with more than 5 possible answers?
Centra 7: No.
Centra 7.5: Yes. 12 is the maximum possible answers.
Can you make a Survey to let participants check all that apply?
No. Surveys are multiple-choice single answer only.
Do you need a microphone to take a Survey?
No, any participant in the room can take the Survey.
Can the leader or co-presenters take a Survey?
No, they can only view the Survey results.
Can a presenter edit a pre-built Survey that is in the Agenda in my live session?
Yes, you can edit a Survey pre-built in Agenda Builder or one you created in session. Click the Survey tool, select the Survey, and click the Edit Survey button.
Do the colors on the Survey results mean anything?
No, but the length of the bar and the numbers in the bar tell you how many participants chose the response.
Centra 7.5: You can set the colors for each possible answer.
Evaluations
What are some uses for Evaluations?
Use to access learning and gather feedback and opinions.
What tools support Evaluations?
Symposium supports graded and non-graded Evaluations. Conference supports non-graded Evaluations. eMeeting does not support Evaluations.
Can I import an Evaluation into the event or create an Evaluation just in time?
No. Evaluations must be created in Agenda Builder. The Agenda must be uploaded to the Subject associated with the event. Although you can insert Agendas just in time, any evaluations in those Agendas are omitted.
In Agenda Builder, can I copy an Evaluation into an Agenda from a different Agenda?
Yes.
In Agenda Builder, can I copy a question from one Evaluation to another Evaluation?
No.
What are some tips for administering an Evaluation?
n Tell participants to answer the questions and to click Submit when complete.
n Give participants a time limit and tell them how many items there are in the evaluation.
n Periodically click the update button to see how many participants have submitted the evaluation.
n Do not click on another agenda item during the evaluation to see “what’s coming up” – participant responses will be lost.
Where do I see responses to Long Answer questions?
Click the Reports link for the event on you’re My Schedule page. The long answer responses are not displayed in the Symposium or Conference client.
Can you format Evaluations in Agenda Builder and add images?
Yes. You can use basic HTML tags to format Evaluations and add images. See the Centra 7 Content Developer Guide for details.
Can the evaluation results be integrated with a LMS (Learning Management System)?
Yes, but programming is required to extract evaluation results from the Centra database and integrate them with an LMS. Work with your LMS vender.
If a participant clicked Submit and then wants to change an answer, is there a way to do that?
No. Once a participant clicks Submit, the evaluation is sent and recorded to the Centra database. Participants can no longer change their answers.
Can I use a 3rd party testing tool to create more sophisticated evaluations?
Yes. Work with the vender for implementation details.
Can the leader see individual responses during the session?
Yes, but not in the Symposium or Conference interface. From the My Schedule page, click the Reports link.
Can the leader or co-presenters take the Evaluation?
No, they can only view the responses.
Can the leader assign an Evaluation to a Breakout room?
Yes. All participants and the Breakout room leader will be able to take the Evaluation.
Centra 7: Only the Leader will be able to view the responses when he/she visits the room.
Centra 7.5: The Leader or co-presenter of the main room will be able to view the responses when he/she visits the room.
Application Sharing and Web Safari
What are some uses for Application Sharing?
Use to demonstrate software or web sites, troubleshoot or problem solve, collaborate, coach and mentor, and provide hands-on practice or labs.
What are some tips for using Application Sharing or Web Safari?
n After starting Web Safari or Application Sharing, ask participants to click Yes when they see it. Don’t continue until most/all participants have clicked Yes. Optionally, tell participants to click No. Tell them to change it to a Yes when they see your application. Wait until you have all yeses. This way, you won’t wait for participants who stepped away from their computers but forgot to click Step Out.
n Set up an application entry point to focus attention and save time/bandwidth before the session.
n Use Lock to Talk to avoid audio issues.
n Don’t move your mouse if a participant is using your application or browser.
n Avoid applications/sites that include heavy use of graphics or animation.
n Check each link before beginning the session.
n Remove unneeded windows and tool bars to reduce the amount content that needs to be transmitted.
n Set the Active and Inactive Title Bar to a solid color for best appearance in AppShare (right-click on desktop and select Properties. Select the Appearance tab).
n If sharing your desktop, make the background color of your desktop a solid color. Avoid wallpaper and complex graphics.
Who can share an application?
For Symposium and eMeeting, anyone in the session can share an application. Only the presenters can activate the Application Sharing tool. For Conference, only the presenters can share an application. The person who is running the application does not need a microphone to use the application.
Who can use the Web Safari tool?
Same as Application Sharing
Can I share an application in a Breakout room?
Yes. Each Breakout room can share a different application.
If a web site has audio, will I hear that audio in either Web Safari or Application Sharing?
No. The audio will not be heard. This allows for the leader and participants to speak during the Web Safari or Application Share.
What is the difference between Application Sharing and Web Safari?
Very little. Web Safari will launch your system browser automatically. Application Sharing will not. With Application Sharing, you can start your browser and visit the appropriate web site before the session. With Web Safari, you cannot specify a URL until the tool is launched. Also, you cannot launch Web Safari when you are not In-Session.
Can the leader start multiple instances of an application and then assign different instances to different Breakout rooms so participants can use the application?
No. The leader can let only one room (the main room or a single, specified Breakout room) use his/her application. You can use the remote host feature. By enrolling several remote hosts, you can give each Breakout room a machine to practice and perform labs.
Why does my audio sometimes cut out when using Web Safari or Application Sharing?
Pressing down the Ctrl key when Centra is not the active window will not broadcast audio.
Centra 7: Use the lock to talk button or voice activation (set in the Audio Wizard). If you use lock to talk, remember to unlock it to allow participants to speak or you can set the number of speakers to two.
Centra 7.5: Use the lock to talk button. There no longer is voice activation.
Breakout Rooms (Symposium only)
What are some uses for Breakout rooms?
Use for group work such as brainstorming, reviewing case studies, team building, private conversations with the leader, and over the shoulder monitoring by the leader.
Can a leader speak to all Breakout rooms at the same time?
Yes, press Shift+Ctrl to speak to all rooms. Co-presenters of the Main room can also speak to all rooms (Centra 7.5: even if they visit a different room).
Who can configure, start, and stop Breakout rooms?
Only the leader
What are some good tips for managing Breakout rooms?
n Choose experienced Symposium users for Breakout leaders if possible.
n Let Breakout leaders know their responsibilities.
n When Breakouts first start, quickly visit each room to help Breakout leader with tools (give out microphones, navigate agenda, call up Whiteboard, start Application Sharing, etc.).
n Visit Breakout rooms often to help participants and keep them on track.
n Be explicit about how long the Breakout session should last.
n Have Breakout groups save their Whiteboard work to the agenda. Tell them to include the Room number in name.
n Leave a message on the Whiteboard in the main room during Breakouts for late arrivals saying to contact you via private Chat.
n Add tool tips on the slides assigned to Breakout rooms to help Breakout room leader launch tools and manage microphones.
n Select Actions | Refresh to view the Chat log for the room you are in.
How many Breakout rooms can you create?
You can specify a maximum of 50 Breakout rooms in the Create Breakouts dialog box.
How many participants per Breakout room can you have?
No limit.
Can a Breakout room be empty?
Yes, a Breakout room can have zero participants assigned to it.
What happens if the Breakout room leader exits the event?
An arbitrary participant in that Breakout room will automatically be promoted to Breakout room leader.
Can Breakout rooms be assigned different content?
Yes. Before you start the Breakout rooms, you can select any item or folder within the agenda (including the entire agenda) and assign it to an individual room. Right-click on the room in the Breakout Tool dialog box and click the Select content menu.
Can I reassign Breakout leaders and move participants between rooms once Breakouts have been started?
Yes. The leader can move participants between rooms and change Breakout leaders while Breakouts are running.
Can you change the selected content once Breakout rooms have been started?
No. You must stop the Breakout rooms first. Then you can select different content and re-start the rooms.
Can you add or remove a Breakout room once Breakout rooms have been started?
No. Breakouts must be stopped first, and then reconfigured.
Can I setup my Breakout rooms before the session starts?
Yes. You can configure the rooms and select content.
Centra 7: You also can assign any participant in the event who is not stepped out to a room. If the participant has not attended the event yet, or is stepped out, you cannot assign them to a room.
Centra 7.5: Centra 7: You also can assign any participant in the event (even if stepped out) to a room. If the participant has not attended the event yet, you cannot assign them to a room.
If the leader is in a different Breakout room than I am, will the leader know if I raise my hand?
No. The only way to communicate with the leader when he/she is in a different room is to send him/her a Chat message.
Can the leader see what is happening in all the Breakout rooms?
Yes, but only one room at a time. The leader can visit any Breakout room. Once in that room, the leader can listen and join the conversation and see what is displayed in the media window (slide, Whiteboard, application, etc…) for that room only.
Centra 7.5: Co-presenters of the Main room can also navigate between breakout rooms and see any activitiy happening in that room.
We saved a Whiteboard in our Breakout room. Can anyone else see it?
All saved Whiteboards can be viewed in the main room once Breakouts have been stopped. If rooms have been assigned the same folder, then the saved Whiteboards will be immediately visible in those Breakout rooms.
Can the Breakout room leader talk to other Breakout rooms through audio or Chat?
No. Only members of a Breakout room can converse through audio or public Chat. Private Chat is only sent to the leader.
Can a Breakout room leader promote a participant to co-presenter or demote him/herself or switch to another Breakout room?
No. Only the leader can promote participants to co-presenter within a Breakout room. The Breakout room leader cannot switch rooms or demote him/herself.
Are Breakout rooms recorded?
No. The recording is paused when Breakout rooms are started and resumed when Breakout rooms are stopped. Use a tool like Techsmith Camtasia to capture Breakout room activity.
General Troubleshooting Tips
n Tell participants to shut down other applications. Running applications while in session can interfere with the quality of audio and slow the session down.
n If participant loses audio, tell (via Chat or Whiteboard message) the participant to run the audio wizard. If the problem persists, tell the participant to Exit out of the session and then re-attend.
n If a participant is experiencing other technical problem (the interface is not responding or responding sporadically, …), tell the participant to exit out of the session and then re-attend.
n If problems persist, have participant contact their help desk support.