Many times, it is easy to put off figuring out how an unfamiliar service works, simply because you don’t have time to carefully read the explanation. We do offer help 24/7 with our global operations teams, but sometimes you want to do it yourself online.
Some of our customers find the Flash Demonstrations on our Resource page very helpful. The short tutorial showing how a feature works will often be exactly what you need to get you started in your videoconferencing experience.
Here is a list of tutorial offerings:
- Drop list search — finding your best options for public videoconferencing and telepresence facilities
- Post and zip code search — using addresses and zip codes as filters to find the facility closest to you or an attendee in miles or kilometers
- Google Map search — see your options for rental facilities on a map so you can tell if they are a reasonable choice
- How to make a booking — a simple guide through the process of booking a public videoconferencing or telepresence facility online
- Corporate Account – How to make a booking — step-by-step explanation of meshing your private telepresence or videoconferencing facility with our network of over 2,500 public rental facilities
- Re-Brand Accounts – Availability check feature — a demonstration of WhyGo’s unique Availability Response feature for our re-brand partners
- Room Owners – Calendar synchronization — public videoconferencing and telepresence room suppliers have several choices in synchronizing their calendars
A lot of folks would rather find out as much as they can about something before they call and ask questions; that way they know which questions to ask. Public videoconference and telepresence room rental is an important service for many all over the world and our Conferencing Advisors have answered many questions for those exploring this service. These short flash demonstrations offer one more way to help those who come to our site.
Sometimes things happen to complicate your videoconference. Here are a few of the most common scenarios and what to expect:
- Somebody is late! Can we reschedule?
If you know you will be late, contact WhyGo immediately and we can try to delay the start time. There are no guarantees, however, because of the intricacies of technology and scheduling multiple venues. If you do not contact us at least an hour before the meeting starts, it will start at the scheduled time. The organising customer is responsible to inform the other parties at all relevant meeting rooms of delays or cancellations.
It is best to plan on arriving ten minutes before the meeting is scheduled to start and to plan on leaving promptly after the meeting so the venue can be prepared for its next customer.
- It isn’t connecting! What do I do?
One of the nicest things about working with a rented videoconferencing facility in the WhyGo network is the fact that your venue host is available for assistance. Contact the host or their representative according to the instructions you were given on arrival. If WhyGo is responsible for the telecoms links, they will be launched automatically at the scheduled time (and you will be charged for the network time used), but calls being dialed into your meeting room from a private location are outside our control. WhyGo will do all we reasonably can to make your meeting successful. If you have problems, contact us immediately and we will do our best to resolve them.
- We need more time to discuss this. Can we keep talking?
As soon as you realize you will go over your allotted time, contact your venue host. If no one has scheduled a meeting in the next time slot, you might be able to extend the meeting, but it cannot be guaranteed. You will be charged in 15-minute minimum increments.
Did you know you can think of your WhyGo system as a toolbox full of helpful aids to your enterprise? One of the handiest tools lets you schedule any videoconference with anybody anywhere on any device, no matter what software that device uses. You can have one party in a private videoconferencing room, another in a public room on the WhyGo network, and a third at a coffee shop with a laptop. This tool makes it easy to find the information you need and put it together. It’s WhyGo’s Outlook plug-in.
Once you have this tool, you can easily schedule your meetings using your Outlook calendar and your address book. Just select the date and time you want to have the videoconference, choose the people from your address book who need to be at the meeting, and see what works for venues. If your meeting is going to be a recurring conference, you can flag it as a regular meeting and your selections are saved! Or, you can opt for customizing each meeting as needed. You choose what works for you.
Venues are easy to select with this tool. Clicking the “Select Rooms” button gives you a list of your private meeting rooms in a list or graphic format, with a filter you can use to sort in moments.Or you can book one of WhyGo’s multitude of global options in public video conference and Telepresence facilities. Clicking the “Room Calendar” button lets you see a live side-by-side availability for the venues you have selected. Our snapshot assists you in scheduling people and venues, and our three global operations teams provide 24/7 help if you need it.
Some of your members may want to use a virtual room–and we can do it. BlueJeans, Easymeeting, MS Lync, or VidTel; as long as you are using a video device (IP/H323, SIP, Skype, Google+, etc.) on any compatible network, they can be part of the video conference. You can even schedule catering, special equipment, or housekeeping details through internal or 3rd party suppliers.
Once the details are in place, our Outlook plug-in has a call-launching feature, allowing all the video sites to be connected prior to the starting time. Just ask us what will work best for your meeting and we can get you started. Contact WhyGo and talk to one of our Conferencing Advisors to see how the Outlook plug-in can be in your videoconferencing toolbox.
One day the head of a technical support team was describing how he was setting up his elaborate home entertainment system and said he planned on using a “magic box” for one of the components. His listener said, “Magic box?”, and this very savvy tech guru said, “Yep. If I don’t understand how it works, it’s a magic box.”
You don’t have to understand technology in order to use it once it is set up properly. Think about it…there’s a lot of magic boxes in your life right now that you use every day without understanding how they work. They make life easier for all of us.
Scheduling a video conference with WhyGo is perfect for the host with no tech skills.
If everyone in your group is using a public video conference room with WhyGo, it’s like you all have magic boxes. The support you get with the WhyGo team is 24/7, and we can organize all the details you tell us are needed. Your group just comes to their booked facility and follows the easy directions to talk to each other without having to understand the technology involved.
However, if one of your participants is using their computer or another device, they need to know how to connect to the conference. A private videoconferencing facility will have the same technology challenge. That challenge is similar to the need to know the phone number before you can make the call. And if you are having some problems with the connection, you can call the support team at WhyGo and get help.
Like the savvy tech guru implied, you don’t need to know how it works in order to use it.