1. Sign into your KnowledgeSuite Provider Account
2. From the Dashboard click on the +SCHEDULE MEETING (in the top left corner).
This will bring up the “Schedule a New Meeting” screen.
3. Give the Meeting a TITLE
Choose a title that will make it easy for you and your invitees to remember and identify. Keep it fairly short. There’s no need to include a date.
4. Beneath the title field, there’s a DESCRIPTION field
This is where you can provide more details about the event if you like. A couple of sentences is typically appropriate. If you leave it blank, KnowledgeSuite will fill in "KnowledgeSuite Meeting".
5. Choose a Date and Time
For the WHEN option, Meetings might take place on a future date or “start now”. Webinars are more likely to take place on a future date.
- If the meeting will take place right away, select START NOW and proceed to step 6.
- If the meeting begins in the future, select FUTURE DATE and a little calendar will appear.
- Choose the date you would like your Meeting to take place on.
- To the right of the calendar is a timepicker. Scroll down the timepicker to select the time you’d like the meeting to begin.
Provide invitees with an estimate of how long the Meeting/Webinar will be so they can block off the appropriate time in the calendars.
7. INVITE OTHERS
Have the names and email addresses of the people you’d like to invite to the meeting or webinar handy for reference. Enter each email address you’d like to invite. After each address hit the Enter button. If any of the invitees are people with whom you’ve had previous meetings with through KnowledgeSuite, they may be prepopulated in the dropdown list, in which case you can just select them in include. You can host up to 50 people in a Prepaid Meeting/Webinar.
This is where you select how the invitees will pay to reserve their spot. For a Prepaid meeting or Webinar, select the Prepaid option.
PREPAID AMOUNT: This is where you enter the amount EACH INVITEE must pay in order to attend. A default amount will already be included, but you can change it to whatever is appropriate for your Webinar. Do include the decimal point, don’t include the dollar sign. Each participant will be charged this amount to reserve their spot, whether or not the show up on the actual meeting date.
9. Review what you’ve entered
Check your emails for typos, make sure you are satisfied with what you’re written. When you are ready Click on BOOK NOW.
10. This will take you to a Meeting Details screen
This screen lists all the key data you’ve entered. This meeting is automatically included in your KnowledgeSuite Calendar, and you can sync it to your personal Google, Outlook, or iCal at this point, if you wish.
11. MEETING LINK:
You will notice a new field on the Meeting Details screen, the MEETING LINK. If you’ve mistyped anyone’s email address, or if later on there are more people you’d like to invite to your meeting/Webinar, you can copy the MEETING LINK and send it to them with a short explanation that it’s an invitation to your meeting/Webinar, and you’d love it if they’d consider attending. You can always access this link through the meeting details in your KnowledgeSuite Calendar.
12. Invitations are automatically emailed
The invitations you have sent will go out via individual email messages to each invitee. If any of your invitees are already KnowledgeSuite customers, they will also receive a notification in their KnowledgeSuite Notifications.
13. Invitees who accept the Prepaid Invitation
As Invitees accept the Host's invitation, Hosts will receive email notices indicating that they have Accepted and Paid. At this time, these emails have the subject line: “<USER> has accepted your invitation.” These emails are the host's receipts for payment.
Invitees who accept the Prepaid invitation will also be issued records at this time of their reserved space and Prepaid fees. Charges for this Prepaid meeting will have been applied to the User's credit card(s) at the time they reserve their space in the Prepaid meeting/Webinar. Note that Prepaid meetings are always charged in advance at the time the User accepts the invitation to the meeting, whether or not the User actually attends the meeting when the time comes. Users are not charged if they do not select the "Accept & Pay" option.
14. At the end of the Meeting
The Host leaves the call by clicking on the Leave Meeting button on the far right of the call bar. Depending on the combination of browser and devices in use, the host leaving may end the call for everyone. If the Attendees are still in the room after the Host leaves, they will not be charged. Attendees are only charged for the time they and the Host are both in the meeting
Attendees can remove themselves from the call at any time by clicking on the Leave Meeting button on the far right of the call bar.
After disconnect, the Attendees will be presented with a Call Summary screen which outlines the length of your meeting, how many free minutes were applied, and the overall cost of the call. It will also give Attendees the opportunity to rate the Provider in a star rating system and add any comments they many have.
Providers receive a similar summary which outlines their earnings from the call. Providers do not have the option to rate their clients.