How should we effectively manage LegalMeetings in our program?
Citrix GoToMeeting is set up so that every person gets their own account. Unfortunately, most legal aid programs cannot afford that and will only get one or two accounts initially. (We suspect this will change over time when people see the value.)
As such, we have to do some creative work-arounds to make the Citrix technology "share-able" with many staff members.
1. One or More Accounts? We recommend that most programs start with one account. Several programs have two and we recommend that for programs that already have internal tech support staff in place that provide routine tech support to staff across various offices. Use one account for tech support and one for staff meetings. Similarly, we suggest that programs that have staff who do regular trainings get their own account to schedule all trainings from.
2. Sharing Accounts. Whether you sign up for one or more accounts, initially, you'll be sharing them with others in your program. Normally, each person would use their own email address to set up their own account. However, since we'll be sharing them, you'll need to set up a special email alias that acts as the program's login name. Use legalmeetings@yourprogramname.org and route that email to all the staff that will be using the account. This will be the login name for the account. (See also: How Do I: Set Up Initial Accounts for LegalMeetings)
3. Cookies. When you log into Citrix GoToMeeting, it automatically remembers you. Since we are sharing accounts, we suggest that you inform your staff to disable this feature. How? Simply right-click on the GoToMeeting icon in the program tray and click Log Out. The icon will still remain in the program tray, but when a staff member wants to schedule a meeting, they'll be prompted to simply enter the account email address and password. This will help your program avoid any problems associated with sharing an account.
4. Meeting Name. If your staff all logs into a meeting, you may notice that everyone is named as your program name: Legal Services NTAP, for example, because you set up a generic name for the account. Simply click on File in the Menu bar of the Dashboard and you can Change Email and Name so that in the Attendee Control Panel, you show up as Jane Janes, rather than Legal Services NTAP.
5. Communication. Because you are sharing accounts, communication about these small details to your staff is important. We've created some sample emails for you to use as first steps in setting up routine communication with your users on setting up their account initially. We encourage you to send reminders about these kinds of details to foster ease of use of the tool.
