Moderated Meetings Feature Overview

 

IMPORTANT: Moderated Meetings is currently being rolled out to customers in phases. If you want access to the feature with the next possible phase, please email pm@highfive.com with your request.

 Table of Contents

 

 

 

Summary

 

The Moderated Meetings feature provides you with more control over other participants in larger meetings, such as “town hall” or “all-hands” meetings. For example, you can prevent call disruptions from a co-worker who has left their microphone and camera on while they’re in a crowded train station or noisy coffee shop!

 

With Moderated Meetings, Highfive has three roles for meeting participants:

 

  • Moderators - Participants who have the ability to ensure that only the appropriate people can speak, broadcast video, or share their screen to other participants in the meeting.
  • Speakers - Participants who are given permission by a Moderator to participate in the meeting (i.e. they can speak, broadcast video, or share their screen).
  • Listeners - Everyone else in a call. Listeners can only hear the meeting. They cannot speak, broadcast video, or share their screen. However, they can always use the "Raise Hand" button to ask for permission from the Moderator to participate.

 

Due to a permissions-based participation model, Moderated Meetings are ideal for meetings where a small group of people will be broadcasting to a much larger audience. For meetings that are more conversational in nature, we recommend that you use an original (non-moderated) Highfive meeting.

 

 

How It Works

 

Click to learn about...

 

Scheduling a meeting

 

Moderated Meetings work differently from original Highfive meetings in that you can only schedule them for later through Highfive. They cannot be created on-the-fly for an impromptu call like an original Highfive meeting.

 

Currently, you can only schedule a Moderated Meeting directly through Highfive using the Google Chrome in-browser client or Highfive desktop app (available for macOS and Windows). Scheduling a Moderated Meeting using the Google Calendar extension or Microsoft Outlook add-in is not supported at the moment. 

 

  1. Open Highfive and sign in, if prompted: Click Here
  2. Select Create Meeting.
  3. Click the Schedule for later tab.
  4. Check the Make this meeting moderated box.
  5. Set the start date and time of the meeting using the provided fields. Screen_Shot_2019-12-10_at_3.24.35_PM.png
  6. Click Schedule this meeting.
  7. Assign individuals as Speakers by typing their Highfive user name in the text field.
    • Only registered Highfive users under your domain will be searchable.
    • Guests outside of your domain can be added later and will default to being Listeners.
  8. Click Continue to moderator assignment.
    Screen_Shot_2019-12-10_at_3.27.42_PM.png
  9. Since you’re scheduling the meeting, you will be automatically assigned as a moderator. Assign other people as moderators to help you out when the meeting is in progress.
    • To avoid the meeting not having any moderators available to start a meeting, we recommend making at least one (1) other person a moderator. 
    • Like Speakers, only registered Highfive users under your domain will be searchable.
      Screen_Shot_2019-12-10_at_3.28.00_PM.png
  10. Click Schedule this meeting.
    • For users who have signed into Highfive with Google: Highfive will redirect you to a Google Calendar page where you can complete the rest of the invitation, such as inviting external Guests or booking meeting rooms.
    • For users who have signed into Highfive via email or Office 365: An .ics file will be downloaded to your computer. Open this file using Outlook to complete the rest of the invitation, such as inviting external Guests or booking meeting rooms.
  11. Highfive! Once you save your calendar event and send out the invitation, you're all done with scheduling.

 

 

Managing meetings

 

You can manage Moderated Meetings that you have scheduled yourself or any other meeting where you've been assigned as a Moderator. Current management functions include renaming the meeting, updating the list of Moderators and Speakers, or deleting a meeting.

 

  1. Open Highfive and sign in, if prompted: Click Here
  2. Click on your profile button in the top-right corner of the window. 
  3. Click Moderated Meetings.
  4. Make any updates/changes you need to perform.

 

Important things to note:

  • The Moderated Meetings page can only communicate your changes to Highfive. This means it cannot update your calendar event(s) for you.
    • Changing the meeting name in Highfive will only update under your Moderated Meetings page. You will not see the new meeting name in your Google or Outlook calendar. If you wish to change the display name of a Moderated Meeting, you can do so from your Google or Outlook calendar. 
    • Changes that you make to the Moderator or Speaker sections will apply and take effect when your meeting starts.
    • If you wish to change the Highfive meeting link, you will need to delete the event from your calendar and schedule a brand new Moderated Meeting using the desired name. Highfive will generate new meeting link and phone number details.
  • You cannot add Moderators or Speakers while the meeting is in progress. Any changes need to be made prior to the Moderator starting the meeting.

 

 

Joining a meeting

 

Joining a Moderated Meeting is very similar to joining an original Highfive meeting:

  1. Navigate to your work calendar. 
  2. Open the meeting. 
  3. Click on the provided Highfive meeting link and follow the on-screen prompts to begin joining the call. If none was provided, contact the individual who scheduled the me
    • If you are a Speaker or Listener in this meeting, you will need to wait for a Moderator to start the meeting.
    • If you are a Moderator, click the Start button (shown below). This will let other participants in and begin the call. 
      Screen_Shot_2019-12-10_at_3.43.15_PM.png

Important things to note:

  • Moderated Meetings must be explicitly started by a Moderator. Other meeting participants will not see or hear each other until a Moderator does so.
  • Individuals who were were assigned as Speakers during the creation of a Moderated Meeting (see Scheduling a meeting) will join the meeting with the ability to speak, broadcast video, and share their screen in the meeting without permission.
  • Listeners will only hear the meeting, but can request permission to be a Speaker by using the Raise Hand button.

 

  

Changing participant roles

 

Summary:

  • No one, except a Moderator, can change another participant’s role in a Moderated Meeting. In a meeting, Moderators can make role changes by opening the participant panel on the left side of the Highfive window.
  • To protect your privacy, Highfive will notify you if you are a Listener and a Moderator wants you to become a Speaker. You will need to accept the invitation to activate your camera and microphone.
  • You cannot promote another participant to the Moderator role while a call is already in progress. This needs to be done from the Moderated Meetings management page (see: Managing meetings) prior to the start of the meeting.
  • If you are a Listener, you can request to become a Speaker by clicking the Raise Hand button.
    Screen_Shot_2019-12-17_at_11.39.35_AM.png

 

Here are the actions that each role can take during a Moderated Meeting:

Screen_Shot_2019-12-17_at_10.06.15_AM.png

 

Example of what a Moderator sees when Ron uses the Raise Hand button to become a Speaker:

Screen_Shot_2019-12-17_at_12.10.33_PM.png

 

Example of a Moderator demoting Ron, a Speaker, to being a Listener:

Screen_Shot_2019-12-10_at_3.52.40_PM.png

 

Example of a Moderator promoting Ron, a Listener, to being a Speaker:

Screen_Shot_2019-12-11_at_11.06.43_AM.png

 

Example of what Ron sees when he is promoted to being a Speaker:

Screen_Shot_2019-12-10_at_3.54.36_PM.png

 

 

Ending a meeting

 

Moderated Meetings can be forcibly ended for all participants by a Moderator. This differs from original Highfive meetings, which end when the last participant leaves.

 

All Moderated Meetings must have at least one (1) Moderator present in the call. Due to this requirement, if you are the only Moderator in the meeting, clicking Leave Meeting will present the option to End meeting for everyone.

Screen_Shot_2019-12-11_at_11.17.32_AM.png

 

 

However, if there is another Moderator who will continue to remain in the call, the option to Leave and keep meeting running will be available.

Screen_Shot_2019-12-17_at_12.09.46_PM.png

 

 

Have any questions or issues with this feature? Please contact the Highfive Support team at help@highfive.com for assistance. 

 

Brian Huynh -

Still have questions?

We're here to help

Powered by Zendesk