1

Topic: Allow Participants Into Meeting Room Without Host Present?

I have a situation where we've created a document repository similar to the one in the tutorial that was recently posted about using a Connect meeting room as a reference portal. However, unlike in that tutorial, I *must* be able to track login id's of who accesses the meeting room, so I can't set the meeting to 'allow anyone who has the url' to access the room.

But now, the problem is, if a host is not logged into the room then no one is able to access it as Connect issues the 'your meeting has not started yet etc' window when a participant tries to login.

As a short-term workaround I've logged myself (a host) into the meeting room on a spare PC and plan to keep it logged in until I can find a workaround. I was *sure* that any user with permission to access the meeting room would be able to do so so long as one of the hosts didn't lock down the meeting room upon exit. But that doesn't appear to be correct.

Any ideas?

2

Re: Allow Participants Into Meeting Room Without Host Present?

You can achieve this by pre-registering the users you want to allow to view the files.  This process would occur in Step 2 of the create meeting wizard (or in "Edit Participants" if you've already created a meeting)

You should setup the users you want to allow access to the files as Participants (or Presenters if you want to allow them to upload files as well). 

This process is outlined in this tutorial: http://connectusers.com/tutorials/2009/ … /index.php

See the scenario called "I want to restrict who I share my files with" in Step 1 of the tutorial for more details.

Best,
David

3

Re: Allow Participants Into Meeting Room Without Host Present?

Hi David,

I'm pretty sure at this point that this is a bug and not just my settings.

Here's the scenario:

I setup the meeting room and added the following two user groups as 'participants' in the meeting room:
Meeting Hosts
Company Employees (where 'Company' = My company's name)

The above two groups already existed and contain all of my company's employees.

However, when an employee tries to login, even employees who are part of the Meeting Hosts/Company Employees groups, they are told they cannot enter meeting room.

I then created some new users and added those new user accounts to the above two groups and those new users *can* get in.

So, the problem is:

Existing users belonging to the groups cannot get in.
New users belonging to the groups can get in.

It appears that our hosted account's permissions are screwy (for lack of a better term).

4

Re: Allow Participants Into Meeting Room Without Host Present?

Hmmm...I would recommend filing a support case...that does sound screwey.

In the meantime, would you be able to add the users individually?  You could do this by double clicking on the group name, select the first user, scroll to the last user, and click the last person's entry while holding down "Shift", all entries should be highlighted, then click Add to add them as Participants.

5

Re: Allow Participants Into Meeting Room Without Host Present?

Mark, do you have start and end dates associated with the meeting room?

6

Re: Allow Participants Into Meeting Room Without Host Present?

No, I never set dates on meeting rooms as I want them to be perpetually available.

7

Re: Allow Participants Into Meeting Room Without Host Present?

Just an FYI, the start/end times are soley for scheduling/invitation purposes, but even after an end time is reached for the meeting, it still exists and is still perpetually available until you delete it.

8

Re: Allow Participants Into Meeting Room Without Host Present?

I am having a similar issue.  No one will be able to access the meeting room.. it will say "your meeting has not started yet", but if a host logs into the room, and then closes it (without clicking end meeting), the room will be "open" for a little while... maybe a few hours, but then it seems to close again. 

Everyone that we want ot have access to the room is a participant. 

I'll call tech support and post here if it gets resolved!

Thanks!

9

Re: Allow Participants Into Meeting Room Without Host Present?

After noodling on this some more I'm thinking this may have to do with which pricing model your organization uses.  If you have concurrent meeting licenses then this should work.  If you are using Named Organizer, then the meeting host must be present for the meeting to be "opened".

10

Re: Allow Participants Into Meeting Room Without Host Present?

Hi David!  Thanks for your reply. 

We have "Named Organizers", so I guess that is the problem.

However, we also have a seminar license (up to 200 participants).  I've noticed that registrants are able to enter our seminar rooms before a Host even enters the room for the first time.  So is it possible that seminar rooms work differently and that we might be able to solve our solution by using a seminar room instead of a meeting room??

BTW - These forums rock!  Such a great resource!

11

Re: Allow Participants Into Meeting Room Without Host Present?

Can anyone provide more insight to this?  It would be a great help if we can allow registered participants to enter a room without the host being present.  I've called tech support multiple times, called the Adobe Specialist at Premiere Global, among other things.  They all just tell me to make it viewable to anyone who has the URL, which we ideally don't want to do.  I just want to know if this is even possible. 

Thanks!

12

Re: Allow Participants Into Meeting Room Without Host Present?

You would need a different licensing model. This can be done when you renew your licensing or by purchasing a new account. Talk to Premiere about any options you have there as they are your reseller.

13

Re: Allow Participants Into Meeting Room Without Host Present?

Running into the same problem. We just have Named Organizer as well... does anyone know if the Seminar option works?  I am currently doing the same fix as the first person... leaving that meeting room open on a spare PC. 

It also sounds like it would work if I leave it open for anyone with the URL, but like everyone else it is not ideal but would have to work since we penciled this in as a last minute fix to share some items with our sales force.

Any ypdates on the seminar room would be appreciated!

14

Re: Allow Participants Into Meeting Room Without Host Present?

I might have not read the thread well but it sounds like you are asking why can't participants come into the room without the host?

If you choose "End Meeting" then participants would not be able to enter without the host there; but you can just choose "Exit Connect" and it should leave the room open so that participants can enter without the host.

15

Re: Allow Participants Into Meeting Room Without Host Present?

The seminar room should work like a Named Organizer room. The session host must be present for the room to be active.

16 (edited by **_rling_** 2011-06-08 11:50:10)

Re: Allow Participants Into Meeting Room Without Host Present?

This is getting to be an old thread but it resonates with me.  We've got concurrent licensing and need a way for our students to be able to enter a room ad hoc to meet and discuss things for their online classes.  This is the primary reason we went with Adobe Connect.  Yet now that we've been upgraded to v8 (with just one day's notice, incidentally), we no longer have this functionality.  My experiences with Adobe tech support have been so universally dismal that I have little hope there.  I realize I'm just griping and that no one from Adobe will ever read this or care...but honestly, how I can continue to recommend this product?  Actually, I'm hoping somebody has found a workaround so I can.

17 (edited by **_jayknight_** 2011-06-14 14:27:40)

Re: Allow Participants Into Meeting Room Without Host Present?

I'll add a "me too"... I posted this question to the Developer Discussion forum, since I thought it might be related to using the API for account creation and automatic login. 

If a room is created/open and a user is a participant (or in a group that has participant role), we need them to be able to enter the room and interact without a host being present.  We have a concurrent-user hosted license.  We were assured this was the case while we were considering Connect (and we thought it was, but didn't test thoroughly enough to catch this "first entry" scenario).  Any ideas?

18

Re: Allow Participants Into Meeting Room Without Host Present?

Hi rling/jayknight,

We are very much here and listening to you. I verified on a 7.5SP2 server and on a C8 server the behaviour seems to be consistent and hasn't changed.

Even if you are in a concurrent model it is very necessary for the host to enter before other participants are allowed in. However if you choose 'Anyone who has the URL for meeting.' in the meeting preferences then participants can enter before a host.

So there is something called the meeting load and unload. A meeting loads up only when the host comes in and unloads after 'x' minutes when he has left. A participant can enter the meeting if the meeting is loaded but if it's not will have to wait till a host appears. This is done because a meeting may have propriety content shared in share pod/chat and host may not want people to keep peeking into their rooms to see what was going on in previous meetings.

We have verified that this has remained same since C7 and before. If you see any discrepancy then please get back to me.

19 (edited by **_jayknight_** 2011-06-17 10:09:59)

Re: Allow Participants Into Meeting Room Without Host Present?

(I'm moving this response from the other thread, I think it makes more sense here)

Thanks ssahai, what you describe is exactly what we are experiencing... the unloading after x minutes is pretty confusing.

ssahai wrote:

This is done because a meeting may have propriety content shared in share pod/chat and host may not want people to keep peeking into their rooms to see what was going on in previous meetings.

This is a nice feature I suppose, but I wish it were an option instead of being forced that way.  If a user is registered in our system, that means we trust them and want them to be able to access our meeting rooms including any content that may be available in them.

Are you associated with Adobe?  I mentioned this to our sales rep, but I'll post it here too:  If this behavior isn't going to change, then I would strongly recommend at least changing the wording for the "Access" options to reflect what actually happens, and how that third option (for anyone who has the URL) changes the behavior for users who have participant access and not just guests

We want that behavior, but only for registered users and not for guests.  It would be great if there were a forth option or something to allow that, I don't see a reason why that option shouldn't be available.  Actually, I would suggest two sets of access options:

1. Require host?  (yes/no)
2. Allow guests? (yes/no/ask host about each guest who tries to enter)

We would use 1. no, 2. no.

20

Re: Allow Participants Into Meeting Room Without Host Present?

Well I have another solution for you. You can set the meeting access to anyone and then also set a passcode for the meeting. This way if the passcode is a pre-shared key among your users then they can enter the meeting and external guest users will not be able to enter the meeting freely.

Ability to set up passcodes for each meeting is present in C8 SP1.

21

Re: Allow Participants Into Meeting Room Without Host Present?

That kind of defeats the purpose of having the API to log users in without needing to remember another username/password :)  Besides, we have 26,000 users, we can't expect the all the remember the passcode to the rooms :)

22

Re: Allow Participants Into Meeting Room Without Host Present?

thanks ashahi
Are you associated with Adobe?  I mentioned this to our sales rep, but I'll post it here too:  If this behavior isn't going to change, then I would strongly recommend at least changing the wording for the "Access" options to reflect what actually happens, and how that third option (for anyone who has the URL) changes the behavior for users who have participant access and not just guests. 

will try on meeting

23

Re: Allow Participants Into Meeting Room Without Host Present?

I've been testing this on our accounts and I am seeing that the meeting rooms are presciently open. I have been able to join as a guest at any time. Here are a couple of links to test. They are set up as follows:

Concurrent user model
"Anyone who has the URL for the meeting can enter the room"

http://realeyes.adobeconnect.com/openroom/

http://realeyesconnect.adobeconnect.com/openroom/

If you can't get into the room and see the pictures, just let me know.

24

Re: Allow Participants Into Meeting Room Without Host Present?

I was able to join as a guest and see the picture just fine, so at least it appears that it works as indicated in that manner.

Ryan
ConferenceEdge

25

Re: Allow Participants Into Meeting Room Without Host Present?

We don't want to enter as guest.  We want to enter as a registered user (that has participant access to that room) and have guest access blocked.  But if guest access is blocked, then non-host users are also blocked until a host comes in the room.