ZipWeb FAQs
Q. What is the difference between an Administrator and a Moderator?
A. Administrators are the main setup and billing contact with Zip Conferencing. There is only one administrator on the account. There can be multiple moderators within a company. The moderator is the one running the conference. Each Moderator gets his or her own host number and passcode, and has the capability of setting up meetings, running reports, and using host controls during an event.
Q. What are the minimum system requirements for Zip Conferencing?
- Hardware: Pentium III+, 256 MB RAM, DSL, or cable modem Operating System
- Presenters: Microsoft Windows 2000®, Windows XP®, Windows Server 2003®, or Windows Vista®
- Attendees: Microsoft Windows 2000®, Windows XP®, Windows Server 2003®, Windows Vista®, Red Hat Enterprise Linux 3.0 Browser: Internet Explorer 6.0 or 7.0, Firefox 1.5 or 2.0 Java: Microsoft VM 3809 or 3810; Sun Java 1.4.2_06, 1.5.0_06, 1.5.0_10, 1.6.0_01 or later JavaScript and Cookies: Must be enabled. Flash: Version 9.0 or higher.
- Presenter AppSharing test: To use the Appshare annotation feature, Presenters must be using Microsoft Windows 2000®, Windows XP® or Windows Server 2003®, with a color depth of 16-bit or higher.
Q. Is my web conference secure?
A. At Zip Conferencing, we know the security of your conference is important to you, and have integrated a variety of features into our service to ensure your calls and conferences are completely confidential.
Here are some of those features:
- Web Security Codes: For Web conferences, you can add a web security code on the Schedule a Conference page. You can choose your own code or, since people often pick easily guessed codes, we also provide a random security code generator.
- Conference Lock/Limits: Press *94 to lock your conference and prevent any additional participants from joining. You can also click the Lock button from the Live Conference's main toolbar. Additionally, when scheduling a Web conference, you can specify an attendance limit for participants joining your live Web conference or registering for an upcoming Web conference.
- Firewall Protected: All of your Web conferences are conducted on servers sitting behind a firewall to make your conferences more secure.
- SSL: To heighten security, you can request to have your My Account personal dashboard SSL-enabled, which results in SSL encryption on every web conference conducted by moderators in that central conferencing center. Ask your sales representative about associated fees.
- Entry/Exit Options: Choose Announce Name as your entry/exit option to stay aware of who is joining or leaving your conference.
- Unique Access Code and PIN: Each conference subscriber has a unique access code and passcode. Codes can be changed at any time to optimize security.
- Participant Count and Roll Call: To hear a count of the number of participants in the audio conference, press *91 during the conference. A count of participants in the Web conference is also shown in the Live Conference Side Menu When name record is enabled, press *92 at any time during your call to hear a list of participants currently joined in your audio conference. Additionally, a list of participants in the Web conference is shown in the Live Conference Side Menu. Use the Dismiss button to remove any unwanted participants from the Web conference.
- ZipSecure: All moderators have the ability to have the ZipSecure option enabled when their account is created in the My Account portal. ZipSecure enables a set of security features that increase the security of your audio conference by verifying the moderator's identity and controlling when the conference starts (only after the moderator has joined). The ZipSecure features include:
To enable ZipSecure for an audio conference account, go to the My Profile page (within My Account), and click the "View/Edit" link for the desired conference account. Select the ZipSecure feature on the Edit Audio Conference Account Options and Passcodes page. For more information about ZipSecure, contact us at ###-###-####.
Q. Is training available on how to use My Account?
A. Yes. Zip Conferencing provides live training sessions for its services through this link:
Brandon, please confirm/supply training
How do I hear the audio during my web meeting?
A. You will have to dial into your audio conference using a phone in order to hear the audio portion of the meeting.
Q. How do I record my conference?
A. To start recording, click the Record button from the live conference toolbar. This will open a new Recording Options window where you can select to record a Web and audio conference, an audio only conference or a web only conference.
Alternately, you can record just the audio portion of your conference by dialing *22 and following the instructions provided by the prompts. If you begin a conference recording in this manner, you cannot switch to using the Record-button method from the live conference toolbar.
Q. Can I record the web portion of a conference too?
A. An integrated audio and Web conference creates a synchronized file that can be accessed from the My Account customized portal. To view and listen to a recording of a completed conference, you will need to have the Windows Media Player or Real Player, installed on your machine. Both of these players are free and can be downloaded from the My Account Support page.
Q. When are my recordings posted to My Account?
A. Recordings are available within 24 hours of the conference ending. They can be available as soon as 15 minutes after the conference has ended, but this is not always the case. The amount of time it takes for a recording to be posted depends upon: the length of the conference, the number of applications or presentations shared during the conference and other factors.
Q. How do I change the way participants are announced when they enter or exit the conference?
A. Sign into My Account and click the My Profile link. Click the "View/Edit" link for the desired conference. The settings can be changed in the "When Participant Joins" and "When Participant Exits" fields. In each of these fields, you can choose from three options: Silent Entry: Participants enter and exit with no announcement at all. Play Tone: A brief electronic tone signals the entrance or exit of participants. Announce Name: Participant names announced upon entry or exit.
Q. What kind of reporting is available?
A. All reports feature search functions that make it easy to find the information you seek. Reports can also be exported in Excel (.xls) or CSV (.csv) formats, and a Printer-Friendly View option is also available.
Our reporting capabilities offer a wide variety of information to our users:
- Completed Conferences report
- Summary by Web Participants report
* Each of these reports contains a number of sub-reports that are available by drilling down into the report data.
- Summary by Moderators report is also available to administrators from this page.
Q. How do I brand the web conference for my participants?
A. Zip Conferencing Administrators can access Branding Tools from the Administration page within My Account. You can brand your web conference with a choice of several color combinations and the inclusion of your customized logo. Your live conference window (for web conferences launched from My Account) can feature your customized logo too.
Q.What is the difference between a conference log and a conference transcript?
A conference log is a listing of all the actions, polls, and attendee questions that occurred during the web portion of your conference. Logs are free and are viewable from My Account for each completed conference, and can be sent through email from the same dashboard.
A conference transcript is a typed transcription of the audio conference available in Microsoft Word or Lotus WordPro formats. Transcripts are not provided for free. They are only available for conferences that have had their audio recorded. Transcripts can be ordered from the recording details page of the conference. They can be sent electronically through email (in .wmv or mp3 formats), or physically (on a CD) using U.S. Mail or Federal Express. A fee is charged for every transcript ordered.
Q. One of my attendees lost, or did not receive, the invitation email and it is not a public conference. Is there a way he can join without it?
A. Yes. You can resend the information to the attendee by forwarding your invitation. You will need to provide the Passcode and the Security Code to the attendee. The attendee can then go to My Account and click the Join Live Conference button, then enter his or her Name, E-mail address, the Passcode and the Security Code.
Q. Can a web conference start before I have joined?
A. When using Zip Conferencing, a web conference can only start once the moderator has joined. All other callers will be placed on hold until then.
Q. What happens if I get disconnected from the conference? Will it end?
A. Not necessarily. If you end the call, then the audio conference will end. If you are disconnected, you may be able to dial back into the conference.
During a web conference, a disconnection is indicated by a red Network icon above the toolbar. When a disconnection occurs the conference tries to reconnect you automatically. If you find a Reconnect button on your conference toolbar, clicking that will attempt to reconnect you as well. Finally, if the connection cannot be re-established, a page will display providing instructions to re-launch your browser to get back into the conference. If you need to do this, your attendees will still be present in the conference.