How to Use Room Templates and Invitation Notes

Most meetings you run fall into a few kinds, and each kind uses the same settings and says the same things in its invitation. Two sections in Settings save you setting them up every time:

• Room Templates: saved room settings, applied when you create a room.
• Invitation Notes: saved messages, added to invitation emails.

1. Open Settings, Room Templates

Click Settings, then Room Templates. Each template is listed with the features it turns on. Edit opens one, the star makes it your default (step 4), and the bin deletes it. You can keep up to 10.

2. Create a Template

Click New template and give it a Template Name you will recognize, such as “Client Meeting”. Below the name are the same settings as the room form:

• Room Mode: a meeting, or a webinar with Webinar Mode on.
• Room Access: Open, Invite Only or Invite + Guests, and the Guest Access Mode.
• Room Features: video, chat, files, the media player, teleconferencing, breakout rooms and the waiting room, with its alerts and screen.
• Recording & Streaming: recording, RTMP streaming, auto-record and the recording layouts.
• Session: the time limit, Lock Room and Entry Chime.

Each setting works as it does on a room; see How to Create a Meeting Room and How to Create a Webinar Room. Click Create Template to save it.

3. What a Template Leaves Out

A template holds only what is the same from one meeting to the next. It never holds:

• the room name;
• a date, time or schedule;
• an attendee list;
• a webinar's registration dates. A webinar template keeps the registration settings and form, but each webinar opens and closes registration on its own dates.

So one meeting's guests can never follow a template into the next meeting.

4. Apply a Template to a New Room

When you create a room, Room Template at the top of the form lists your templates. Choosing one fills in every setting it holds; then add the name, the schedule and the attendees, and change anything that is different this time. Clear it to go back to System Defaults.

Star a template in Settings to make it your default: it is chosen for you every time you create a room. Click the star again to clear it.

5. Save Invitation Notes

An invitation note is the message that goes with an invitation email: how to prepare, what to have ready, who to call with a problem. Click Settings, then Invitation Notes, then New note. Give it a Note Name, write the Note, and click Create Note. You can keep up to 20.

As with templates, Edit opens a note, the star makes it your default, and the bin deletes it.

6. Use a Note in an Invitation

In the invitation window, Saved Note lists your notes, and choosing one puts its text in the Note box. Your default note is already there when the window opens. Edit the text for this invitation if you need to; the saved note itself is not changed. Manage Saved Notes takes you to Settings.

Sending invitations is covered in How to Create a Meeting Room.