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Mediamotor Help

Create new Agenda

  • Tap Agendas > Create new
  • Type name and tap "Activate"
  • Wait for the application to prepare the Agenda

Enabling modules

Modules are available to extend the functionality of an Agenda. Enabling a module will provide additional features, but also add more parameters that need to be addressed. Consider enabling only the modules appropriate for the given occasion. Some modules contain a "Settings" option. Depending on your account, you may find different modules to choose from.

  • Tap Agendas
    • Select "SETTINGS" in the agenda list
    • Tap "On" in the list to enable a module
  • TypeExplainedNotes
  • BOARDSInformation boardsEnables a feature to broadcast Sessions to Boards in the Sessions section
  • POST_CONGRESSPost deliveryEnables a feature to deliver presentations to visitors via a webpage after the meeting.

    Conditions apply. Contact Meducati for help.

How to insert a new Session into an Agenda

Sessions are the fundamentals of Mediamotor Meeting. The data put into session is used while broadcasting information to meeting clients, meeting dashboards, meeting boards etc. If you are using the import feature, importing sessions (and appearances) must be completed before the rest of the setup commence

Consider these options:

  • Click Agendas > Agenda title > Sessions > *Add
    • Fill out session parameters as necessary and tap "Create". (Refer to table)
  • Use import function (Read about import). Advanced!

Notes:

Session time is stored in CET (Central European Time). Pay attention to daylight savings (summertime) shifts

  • SettingRequiredInformation
  • TitleRequired 
  • IDOptionalUsed for board displays (if template allows)
  • TrackOptionalUsed for board displays (if template allows)
  • DescriptionOptionalUsed for board displays (if template allows)
  • DateRequired 
  • Time startRequired 
  • Time endRequired 

How to insert a new Appearance into an Agenda

Appearances are the parts of a session. An appearance always has an owner (the presenter) and files (optional).

Consider these options:

  • Click Agendas > Agenda title > Appearances > *Add
    • Fill out appearance parameters as necessary and tap "Create". (Refer to table)
  • Use import function (Read about import). Advanced!

Tip 1:

"Name of presenter" is usually the preferred way for search in the "Upload On Site" App

Tip 2:

Presenters do not always remember the title of their Appearances (as described in the official Agenda documentation). Consider using the presenter name instead of the actual title in the "Title&" field.

  • SettingRequiredInformation
  • TitleRequiredIf no title is given, consider using the presenter name
  • DescriptionOptional 
  • Name of presenterOptionalRecommended! Used as an identifier in several apps
  • Link to sessionRequiredSelect the session to which the appearance belong. (Session must already exist)

How to import an Agenda from Excel

It is possible to import Sessions and Appearances from Excel using the "Import" function. This option can make it faster to import larger data sets, but usually requires some data management in Excel first to meet the import critera.

Please note that this is an Advanced feature that requires carefully preparations of your input data. Meducati provides Agenda preparation in Excel as a service.

Click Agendas > Import (from the Agenda list)

  1. "Import Sessions"
    • Read instructions
    • Prepare data in Excel
    • Copy columns from Excel and paste into the Agenda import field
    • Tap "Generate Table"
    • Wait for Agenda to look for errors, and review the output
    • If everything looks good, tap "Insert into database"
  2. "Import Appearances"
    • Read instructions
    • Prepare data in Excel
    • Copy columns from Excel and paste into the Agenda import field
    • Tap "Generate Table"
    • Wait for Agenda to look for errors, and review the output
    • If everything looks good, tap "Insert into database"
  3. "Lock database" (optional);
    • After Import has been completed, it is time to navigate into the Agenda to set up clients and prepare the meeting. Once this process starts, the Import function should no longer be used as this could cause issues to where sessions are broadcasted.
    • Locking the database will disable the Import function as a safety, but you will not be able to unlock it again.
    • After the Import has finished, changes to the Agenda should be done within the "Sessions" and "Appearances" sections

Example:

Download Excel file

To import Sessions, go to the Sessions tab

  1. Tap Sessions tab in Excel
  2. Mark all GREEN columns
  3. Copy
  4. Paste into Agenda
  5. Tap "Generate Table" in Agenda Import
  6. Tap "Insert into database" in Agenda Import

To import Appearances, repeat process (but from the Appearance tab)

Pay attention to the formulas used in the Excel that can help in sanitizing your data

Change Appearance order

Consider these options:

  • Click Agendas > Agenda title > Overview
    • Use the "UP" and "DOWN" options
  • Click Agendas > Sessions > Session title
    • Use the "UP" and "DOWN" options in the "Appearances" list

Creating a new client

Clients are apps that connect to Mediamotor Meeting. Different apps have different roles (Refer to table).

  • Tap Agendas > Agenda title > Clients
    • Tap *Add for creating a client
    • Use the "Congress Key" and auto-generated "Client Key" to log in from within each app
    • (Tap each client label to perform edits)

Note: To broadcast sessions to meeting rooms and information boards, you need to:

  1. Create Client
  2. Goto session; Click Agendas > Agenda title > Sessions
  3. Find and tap session
  4. Set "Subscriber" to "Yes"
  • TypeExplainedNotes
  • DashboardDashboardAutomatically created. Can be used to track meeting progress
  • COWClient On WebAutomatically created. Web version for accessing all uploaded presentations. Can be used for post-delivery after the meeting has finished.
  • UOSUpload On SiteWeb version for Speaker´s preview upload
  • COSClient On SiteMeeting room client (Installed app on meeting room computer).

    Labeling the COS "BACKUP" will hide it on the Dashboard client which is recommended if you plan to keep a backup client with all presentation files.
  • BoardBoardWeb app for display on digital displays. An optional "Skin" parameter can be defined to alter the layout on the board (like displaying additonal fields or information). Leave blank if you do not have access to such a skin. Leaving it blank will tell the app to use your default template and skin.

    Contact Meducati if you want to purchase skins.

How to prepare Meeting Room (COS) Client in Agenda

Prerequisites:

Broadcast session to Meeting Room (COS) Client:

  • Click Agendas > Agenda title > Sessions > Session title
  • Set Subscriber to "Yes" in the Client list

Tip:

A session can be broadcasted to several different COS clients. A COS client can be set to keep a copy of all available presentation files available offline

Labeling a COS client to "BACKUP" will avoid having it displayed at the Mediamotor Dashboard

How to prepare Board Client in Agenda

Prerequisites:

Broadcast session to Board Client:

  • Click Agendas > Agenda title > Sessions > Session title
  • Set Subscriber to "Yes" in the Board list
  • (The list will not show unless the Board module has been enabled)

Change Board Client Skin. The Skin is a custom layout based on an existing template. If left blank, the default skin will be used.

  • Click Agendas > Agenda title > Clients > Client title
  • Enter Skin name and tap "Update"
  • (Already activated Board Client Apps will need to be reloaded for the changes to take effect)
  • Contact Meducati if you are in need of a custom skin

Change Board Client background

In need of a custom skin?

Impress the audience with a custom skin:

  • Deliver more or less information to the display
  • Reposition texts
  • Add information that cannot be generated from the databases
  • Add sponsors and logos
  • Portrait or landscape orientation options. Resolution options
  • Animations?
  • Video feed?
  • No JS (JavaScript) version (Sometimes needed for digital signage integrations)

Contact Meducati to discuss options

Set board background

  • Tap Agendas
    • Select "SETTINGS" in the agenda list
    • Select "Settings" at the BOARDS list item
    • Tap the current background image to bring up the file browser
    • Select and upload a new image to replace the current one

Note 1:

Only selected board templates have accepts customizable backgrounds

Note 2:

Board templates have different image requirements. Consult the requirements for the board template you will be using.

How to configure Uploader On Site App

The Mediamotor Upload-On-Site App (UOS) is used for uploading presentation files. The App is designed to work in normal web browsers (Chrome preferred). UOS is typically used in a "Speakers´ Preview Room" but can facilitate uploads from anywhere.

Mediamotor UOS App URL: https://fuel.mediamotor.net/uow/.

Prerequisites:

Sign in:

Upload file(s) to Appearance:

  1. Navigate to Appearance using your preferred tool (Refer to table)
  2. Tap "Select file for upload" to find and upload a file
  3. (Optional). Query the presenter for permission rights for post publication.
  4. (Optional) If a "Review process" is being offered, the "Review status" section can be used for tracking. The Review process is tracked in the Mediamotor Dashboard App.

Permission Rights labels.

Yes:

The Appearance files may be present at post-publication pages

No or Undefined:

The Appearance files will not be available except for in the meeting room(s)

Important (Read this):

Permission Rights granted are only valid for Mediamotor Apps. As an organizer, you may still download and make backups of all available content. If you decide to download content for publication at other platforms, remember to obtain Permission Rights from the authors as required.

Review Status labels.

OK_W_PRESENTER:

The presentation has been tested and validated for errors. Presenter has been present

OK_WO_PRESENTER:

The presentation has been tested and validated for errors. Presenter has not been present

NOT_OK:

The presentation has been tested and errors found. Presenter should be contacted and errors fixed before session start.

How to configure Meeting Room Client App

The Client On Site App (COS) / Meeting Room Client is an installable App used by a computer in the meeting room. Files are automatically downloaded and run from the local storage to avoid any issues with internet outages.

Prerequisites:

Installation instructions:

  1. Install the latest AIR runtime from Harman
  2. Install the latest COS Client

Sign in:

  • Sign In using credentials from the Agenda pages. (Agendas > Agenda title > Clients > COS credentials)
  • (Tick the checkboxes at the Sign In screen to remember the credentials)

Overview:

Signed In, the COS software should handle displays and downloads automatically. COS can launch any type of file where the file extension has been associated with a presentation software.

Files edited in the COS App will not syncronize back to the cloud storage. If there is need for last-minute changes, the meeting room operator can save a local copy of the presentation file with a different name (to avoid overwriting in the sync process).

The meeting room operator should also not keep unused presentation files open to avoid syncronization conflicts in case newer versions are being uploaded to the cloud database

COS manual (PDF, swedish)

How to configure Board Client App

The Mediamotor Boards App is used to display detailed meeting Agendas for specific meeting rooms. The App is designed to work in normal web browsers (Chrome preferred) and integrated within several digital signage systems.

Items displayed in the App is controlled via the Admin pages. How to prepare Board Client in Agenda

The Mediamotor Board default URL is https://agenda.mediamotor.net/boards/board/board.html. Your account might come with a custom designed default page. Refer to your license.

When configuring the Mediamotor Board App, consider these options:

  • Configure the Board Client parameters using the Sign in screen.
    • Navigate to the URL of the board App. Default URL
    • Move the mouse cursor over the top part of thew screen to enable the sign in screen.
    • Fill out parameters and tap "Start"
    • Move/hide mouse cursor to remove sign in screen
  • Configure the Board Client parameters directly in the URL bar.
    • Prepare the URL with parameters (Refer to table)
    • The URL should start with the link to the App, followed by "?", parameter name, "=", value
    • (Several parametes can be stacked)

URL with stacked parameters example:

https://agenda.mediamotor.net/boards/board/board.html?cid=********&token=********&auto_login=true

Customization options (additional):

Sometimes the available layout(s) is just not enough. The Board Client App is very flexible and can be adjusted for different occasions.

Contact Meducati if you need a different design or set of features for a meeting.

  • SettingURL parameterInformation
  • Congress keycidCongress key found on Agenda pages
  • Board keytokenClient key found on Agenda pages
  • Max itemsnum_itemsMax number of session items to be displayed. Can be used to prevent text to pe positioned on top of branding items in the App background
  • Show timerender_timeDisplay a timer when the App was last updated with new data. Mainly used during setup
  • DateautologinSet value to "true" to automatically Start the App. Useful when integrated in a digital signage platform without access to mouse input
  • Text colorcolor_rgbaNot available at normal Sign in screen and applicable to selected App versions only. Text color can be changed using the value "rgba(red,green,blue,alpha)" Example: "rgba(255,0,0,0.5)" for a semi-transparent red color

How to configure Dashboard Client App

The Mediamotor Dashboard App is used to track progression status in real-time, and to provide an overview into the status of the Agenda. A popular use case is to display the Agenda Calendar view on a large-screen display where presenters and moderators meet, preparing for the meeting.

The Mediamotor Dashboard default URL is https://agenda.mediamotor.net/dashboard/dashboard.php
Your account might come with a custom designed default page. Refer to your license.

The App is designed to work in normal web browsers (Chrome preferred)

Accessing Mediamotor Dashboard:

  • Navigate to the URL of the Dashboard App
  • Fill out credentials and tap "Sign in"
  • (There is also a quicklink accessible via the Agenda pages)
  • A 4K screen resolution is recommended for larger Agendas with many meeting rooms

Features:

Appearance not linked to a session; displays appearances that needs to be linked to a session

Appearances without invitation; displays appearances with invitations that was not sent out via the email invite feature. Only valid for Mediamotor Express uploads in Mediamotor 365

Appearances without invitation - Expanded mode; displays a list of all appearance invitations, and how far the upload progression has come. Only valid for Mediamotor Express uploads in Mediamotor 365

Appearances without any files; displays a color-coded list of appearances indicating if a file was uploaded or not

Appearances without any files - Expanded mode; displays file upload progress in a calendar view, optimized for large-screen displays

Currently broadcasting to clients; displays a list on what sessions that are being broadcasted to each Meeting Room Client (COS) App

How to enable Appearance files delivery to visitors post meeting

The POST_CONGRESS module allows the organizer to distribute Appearance files after a meeting. Only Appearances with granted Permission Rights will be available for download. The organizer should support the authors if they need to make any changes to the post-production version of the fiels. For example, deletion of slide notes, saving the files as PDF, removing the original version from the Appearance.

Enabling the POST_CONGRESS module could incur charges. Refer to your account.

Prerequisites:

Consider these options for Sign in:

  • Direct audience to a Sign in page and provide COW Client credentials separetely. (Default Sign In)
  • Create and distribute a URL with credential parameters

URL with credential parameter example:

https://agenda.mediamotor.net/boards/board/board.html?cid=********&token=********

Note 1:

Links in this section directs to the Mediamotor default channels. Your account could have a different URL with a different design

Note 2:

Contact Meducati if you are in need of a custom theme for a meeting.

How to collect files with the Files Request module

The FILES_REQUEST module allows the organizer to collect Appearance files from presenters before a meeting via encrypted URL-links. The links can be created via the Admin pages and distributed via emails or other means.

Each Appearance will have an unique link.

Enabling the FILES_REQUEST module could incur charges. Refer to your account.

Prerequisites:

Operations:

  1. Adjust module settings as needed (refer to table below)
  2. Create URL-links (Appearances > Appearance title > Send Request)
  3. Copy links or send email directly from the Admin pages. Each link will expire automatically after a given time
  4. The links will navigate to respective Appearance and allow visitors to review and manage files according to the module settings.

Consider this

The links are encrypted and unique for each Appearance. The links can be shared between users and there is no guarantee to know exactly who uploaded a specific file. Meeting organizers should take this into account when deciding to use this service and take precautions to avoid unnecessary link sharing.

Module settings explained:

  • SettingsExplained
  • Enabled (Public Access)On: Visitors can see and manage uploaded files
    Off: Visitors can see uploaded files, but not manage

What additional services does Mediamotor provide?

The Mediamotor platform is built on a cloud back-end, with multiple types of Apps (Clients) accessing it for various purposes. As a tool for delivering presentations and Agenda information to your audience, there are additional branding options, opportunities to offer partners and sponsors banner spots, help to deliver presentation files for a longer duration after events and more.

Contact us to learn more! (contact@mediamotor.net)

Some services we provide are:

  • ServiceExplained
  • Mediamotor Agenda pages accessAccess to the Mediamotor Agenda pages. Contact us for an account!
  • Traffic feesWe charge a fee per Appearance
  • Client feesWe charge a fee per Meeting Room Client and Board Client
  • Pre-delivery moduleInvite your presenters to upload files in advance. This will provide you with better control over the content, give you time to review, free up time during the event, and provide possibilities to extend sponsorship offers.
    This usually requires a well-prepared process for interacting with your authors up to the event and this module has a tracking system built in.
  • Post-delivery moduleAllow Mediamotor to keep delivering content after the meeting. No need for you to move and host your meeting files on a separate service. Possibilities to add partner logotypes
  • Information Board brandingIf you need a custom layout to better present your meeting Agenda at the Information Boards that is not available in the default versions
  • Post-delivery brandingIf you need a custom layout to better present your meeting Agenda at the Online Post-delivery that is not available in the default versions
  • Mini-PC rentalWe can provide you with mini-PCs to serve your Information Board displays. (Any PC will do, so use your own if possible)
  • Agenda import supportSave time and let us set up and import the Agenda in advance using the inbuilt "Import" function. If you are an advanced Excel user, you can prepare the Excel yourself. You may also use the regular Add Session / Add Appearance views.
  • Enterprise accountsContact us to learn more. An Enterprise account will provide even better customization options