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Seen&Heard HELP

Troubleshooting

You should run these two simple tests before further troubleshooting if you are having problems. Remember you must have the Flash Plugin version number 7 or greater:

You can try this test application to check your current version of Flash (should be 7 or later).

Click here to check your port connection - Note: at least one of these ports must be 'open' on your network to use FlashMeeting: 443, 80, 1935, HTTP 'tunneling' on port 80.

We have tried to produce a simple and intuitive system - but need to know if you have any problems.

Feedback to us! PLEASE find time to tell us about your thoughts on this product.

Slow connections: When using a modem (i.e. slow connection) use of the Broadcast button my seem 'sluggish' - click once and wait for the appropriate action rather than repeatedly click the button, as this may cause the meeting to become 'out of sync'. Take note of the 'hourglass' that appears near the broadcast button when FlashMeeting is communicating with the server. If one person has problems due to a slow connection it may help if all users use the 'low' speed setting.

Flash version: We recommend you install/update to the latest version of both Macromedia Flash and your browser before you try FlashMeeting. At the very least you must have Macromedia Flash Player 7. You can try this test application to check your current version.
If you need to update your Flash Player go to www.macromedia.com.

Setting Up: Use the 'settings' button at the bottom left of the FlashMeeting interface to optimize the Flash settings for your video and audio. Choosing between HIGH or LOW as a connection speed also alters the video and audio quality and therefore processor usage. This may be a problem on lower speed systems if FlashMeeting seems to be 'running' slowly or poorly and you have chosen too high a quality setting for your context.

No picture? Make sure that:
a) you have closed any other applications that use your camera!
b) you double check the settings: clicking on the 'settings' button in the lower left allows you to change the standard Macromedia Flash video, audio and other options. The Privacy setting, for example, enables local access to your media input devices (mic, web cam), and this setting can be saved so that this warning box doesn't come up each time you run FlashMeeting.
c) choose the camera tab from the Flash settings panel. Choose your camera from the drop-down list, the 'thumbnail' view should show the 'live' image from your camera. If not sometimes clicking on the thumbnail 'forces' it to appear. If it still does not appear your camera is not working with Flash applications.

Camera and Microphone: You can use FlashMeeting without any media 'input' devices to just 'view' the meeting. However, you should have a properly installed web cam and microphone to participate and get the most from FlashMeeting. Clearly, you won't be 'seen' unless you have a working camera, and won't be 'heard' unless you have a working microphone! Note that unfortunately some makes of camera are inflexible to the changes in resolution required by FlashMeeting and show only part of the total image.

Firewall issues: FlashMeeting will automatically attempt to connect to your browser using one of the following 'ports' - 443; HTTP 'tunneling' on port 80 (you must have Flash version 6.0.65+ for 'tunneling' to work); 80; 1935. There may be a few seconds delay while it is doing this.
The successful port is stored on your computer to make connecting to a FlashMeeting quicker next time. If you need to delete the 'saved' port number (for example, if you connect the computer to a different ISP that uses a different port from the one stored), click on the 'Clear Saved Port' button in the settings window and FlashMeeting will automatically scan through the ports when you connect again. Note: Tunneling does not work on Mac OS9 and Linux.

If you have tried all the above and it still isn't working for you and you really need help try: support@flashmeeting.com

Using FlashMeeting

If a 'Macromedia Flash Player Settings' alert box appears when you run the application, you will need to answer 'Allow' to use your input devices with FlashMeeting.

The initial login screen. This is automatically filled in if the user uses the 'link' provided by the booking system. Otherwise enter the room name and password and click 'Login'.

The meeting 'start' screen showing title and description taken from the booking form. Enter the name you wish to appear on screen and click 'Enter'. Also use this screen to check that your microphone and camera are working before you enter the meeting. If you see an image your video is working. If green and yellow bars appear in the 'ladder' when you speak your sound is working. If not click on the text to open the settings panel and select/adjust your devices. If you wish to hear your sound hold down the test button.

Pre-meeting Timer: If you try to join a meeting before it has started you will not be able to get farther than the screen where you have to enter your name. A timer will show you how long you have to wait. You can either leave and join again nearer the start time or wait for the meeting to start. If you wish to enter the meeting automatically when it begins, click on the check box to the right of the screen to make the tick appear. As soon as the meeting starts (and the 'name' field is not blank), you will enter. Leave the box blank to enter the meeting only when you click the enter button.

Audio: If you have a properly configured microphone attached to your computer, your own audio is broadcast when the broadcast button is clicked (it turns green to indicate that you are broadcasting).

Click the 'settings' button to go to the settings panel and choose 'Audio' to set the output level of your microphone. Too low and no one will hear you, too high and your sound will be distorted.

Note: listening through a pair headphones is the preferred choice, as this removes the very distracting sound when someone speaking to you hears their own voice back through your sound system a few seconds after they have spoken. If headphones are not available then turn down your speakers to the quietest volume you can.

Video: If you have a properly configured web cam attached to your computer, clicking the 'broadcast' button will broadcast the video images from your web cam, these will appear in the large picture area. Click this button again to stop broadcasting your images and sound. Your thumbnail image is always broadcast.

Click the 'settings' button to go to the settings panel and choose 'Video' to get to the video settings panel.

The Broadcast Button: If no one is broadcasting clicking the button labelled 'Start Broadcasting' means your video and sound will be broadcast to all those joined to the meeting. If another person is already broadcasting this button shows a hand and some text. If you click on it you will enter a queue to indicate that you want to speak. You will be added to the queue and you can wait for your turn. The first person in the queue automatically starts broadcasting when the current speaker stops.

The numbers on the button indicate where you are in the queue. As an example if you were second in a queue of four people it would show 2(4). The first number (note:this doesn't appear if you are not in the queue) indicates your position in the queue and the number in parenthesis shows the total number in the queue. When the person broadcasting clicks the button again to end their broadcast whoever is first in the queue takes over automatically. Pressing the Spacebar is the same as clicking the 'Broadcast' button.

When using a modem (i.e. a slow connection) use of the Broadcast button my seem 'sluggish' - click and wait for the appropriate action rather than repeatedly click the button (look for the 'hourglass' to check for any delay).

Examples of the look of the large broadcast button depending on the situation

No one broadcasting. Clicking results in you broadcasting.	You are broadcasting. Clicking results in you stopping broadcasting.	Another is broadcasting, no one in the queue. Clicking results in you joining the queue.	Another is broadcasting, you are second in the queue of four. Clicking results in you leaving the queue.

The Interrupt Button: If you wish to interrupt a broadcast click the 'Interrupt' button. This will force any broadcast to stop and you will take over. If you want to hand back to the original speaker, simply Alt+left click on their thumbnail or name from the list and it will force that person to begin broadcasting again, ignoring any queue positions.

Note: If there is just two people in the meeting, simply using the Interrupt button to quickly alternate between the two of you is a good way to keep the conversation flowing.

When using a modem (slow connection) use of the Interrupt button my seem 'sluggish' - click and wait for the appropriate action rather than repeatedly click the button.

Tab Views: By using the two tabs situated at the top right of the interface, you have a choice between viewing a list of all the people in the meeting by their name or their image.

Choose the 'Images' tab and a number of small images appear showing each person in the meeting (this may be slow to update at first):

Shift+left click on one of these 'thumbnails' to see an enlarged version appear over the main video image for as long as you continue to hold down the left mouse button.
When a person is broadcasting their thumbnail's border turns green.
A hand appears on the thumbnail if they are in the queue, the number indicating their position.
If there are too many people to see all the thumbnails at once, use the two scroll buttons at the bottom of the list to scroll through them.
If you are the broadcaster, Alt+left clicking on a thumbnail from the list will force that person to begin broadcasting, ignoring any queue positions.

Choose the 'Names' tab and the people at the meeting will be shown as a simple text list:

This is a useful choice for people using a slow connection, as it means the thumbnail images do not use up your bandwidth.
When a person is broadcasting their text 'line' will turn green.
A hand appears to the left of their name if they are in the queue, the number indicating their position.
If there are too many people to see all at once, use the two scroll buttons at the bottom of the list to scroll through them.
If you are the broadcaster, Alt+left clicking on a name from the list will force that person to begin broadcasting, ignoring any queue positions.

The Settings Button: Clicking on the 'Settings' button allows you to change the standard Macromedia Flash video, audio and other options. The Privacy setting for example, allows you save the option to allow local access to your media input devices (mic, web cam), so that this warning box doesn't come up each time you run FlashMeeting.

FlashMeeting can also be configured for your connection speed using this window, choose between HIGH and LOW for best results (this changes the quality and therefore the amount of data being sent and received over the network - a problem for people with a slow connection and/or slow computer if the quality is set too high). Your current quality setting is shown to the right of the 'spanner' button by either a 'H' for high quality or 'L' for low quality.

Countdown Timer: At the top left of the FlashMeeting interface, a countdown timer shows you in hours, minutes and seconds the time remaining to the end of the meeting. To the right of this is the meeting's title and how many people in total are taking part.

Next Speaker Indicator: When you are broadcasting, if there is a queue, the name of the person in the first position is put at the top of the broadcast widow. This allows you to quickly see who would automatically 'follow' you when you stop speaking.

Logo: Clicking on the FlashMeeting text at the bottom right of the interface will open the main FlashMeeting web page in a new browser window.

Send URL: You can 'share' web pages using FlashMeeting. Enter a URL in the 'input field' at the bottom of the interface. When you are broadcasting you may click the 'SEND URL' button to open a window on everyone's machine that contains the web page the URL points to. Note that you can't put a space in a URL but if you do press the spacebar while typing it will have its 'usual' FlashMeeting effect of clicking the 'Broadcast' button.

Booking Help

You can try the demo for free and join a meeting, without doing anything. But you must register with us to be able to create your own private FlashMeeting. Contact us to obtain information about costs and and how to register.

When you have registered, to book a FlashMeeting, begin by going to the booking web page. Type in your email address and password in the login screen that appears, and click the enter button.

On the next page you will see a graph detailing the server usage. Use this to browse to the date and time (shown in UK time) you want to hold your meeting and check that the server has enough capacity to run the size of the meeting you wish to arrange. The booking system will tell you if you try to arrange a meeting at a busy time but checking the chart will save you disappointment or the need to resubmit the form.

Fill out the form below the chart:

Choose FlashMeeting from the product drop-down list; then choose the start date and time; and the duration of the meeting. When arranging a meeting for people across different time zones this link may be of some help, http://www.timeanddate.com/worldclock/meeting.html. Remember the meeting will be booked using UK time you must bear this in mind when informing participants that are not in the UK, or when booking from outside the UK.

Choose the number of places you wish to reserve for the people attending the meeting. Note: FlashMeeting keeps track of each computer joined to the meeting. It issues a 'sticky ticket' whenever a different computer joins. This 'ticket' is valid for a few minutes after disconnection. This means that if you have to leave for a few moments your place is 'reserved' and is still available to you when you return. It also means however, that one person for some reason joining on several different computers uses up that many places, possibly forcing others to have to wait to enter or even finding no more places available. Make sure you reserve enough places.

Enter a booking title - this will be used on the email you get to confirm the booking and also as a title on your FlashMeeting interface. You must enter a room name, containing no spaces or punctuation. This will be used together with an automatically generated password, to keep the meeting secure. If you wish you can enter a short description of the meeting that will appear on the start screen of the interface.

When you are happy with your proposed meeting details, click the submit button. If your meeting is accepted, information appears just below the blue chart on a grey background. This lists the details and provides a link directly to your FlashMeeting. Also an email is automatically sent to you containing the details and link.

If there is something wrong with the booking a warning is returned, appearing on a coloured background beneath the blue usage chart. Use this prompt to correct your form and try again.

When you have finished click the blue 'logout' text at the bottom to leave the secure FlashMeeting booking system.

Use the details on the email, or forward the whole thing, to the people you want to attend the meeting. They just need to click on the 'full' link this contains to take them directly to the start screen of your meeting. If for any reason you can't send them an email, you can give them the 'shorter' alternative link, the room name and the password and they can manually enter the security details at the meeting's start screen to give them access to the meeting.