Netviewer Online Meeting Software for ILAC and IAF

Netviewer Online Meeting Software FAQs

Introduction In order to improve committee working, ILAC and IAF have purchased an online meeting software package. The software enables you to hold online sessions with multiple participants, allowing delegates to show each other documents or applications, jointly edit documents, and communicate with each other in several ways.

Committee members are encouraged to use the software to progress the activities of working groups and task force groups. This document contains some questions and answers to provide further information about the system.

Q. Can I organise a meeting? A. ILAC and IAF have purchased 30 licenses which are allocated to Committee Chairs and Vice Chairs, the ILAC and IAF Secretariats and the Regional Secretariats. A license is required to set up and moderate a meeting, however participants do not require licenses. There is no limit to the number of participants.

If you are not a licensee and wish to organise a meeting, please contact your Committee Chair or the Secretariat as they should be able to organise the meeting on your behalf.

Q. Can we change the licensees? A. Yes, there is flexibility to change licensees on a reasonable basis.

Q. Do I need to download any software? A. Neither the moderator nor the participants need to install or configure any software. To start a Netviewer session, both sides need only an Internet connection and the Netviewer program, which is available without installation. The moderator and participant programs are directly- executable (.exe) files.

Q. How many meetings can take place at the same time? A. Two meetings can run concurrently. We have access to two ‘virtual’ meeting rooms which are booked using a session planner (similar to Outlook Calendar). There is no limit on the time or frequency of meetings.

Q. Is there a cost for participating in a meeting? A. No, participation is free of charge, save for the conference call costs. These are paid by those taking part in the meeting and not centrally by the licensee or ILAC / IAF.

A participant will receive an email invitation to the meeting which includes the joining instructions, and the telephone number (including cost per minute) to join the meeting.

The costs per country are listed below:

UK: (5 p/min) USA: (5 ct/min) Australia: (Standard rate) South Africa: (94 ct/min) Austria: (12 ct/min) Belgium: (18 ct/min) Brasil: (Standard rate) Canada: (Standard rate) Czech Republic: (Standard rate) Denmark: (Standard rate) Finland: (Standard rate) France: (15 ct/min) Germany: (14 ct/min) Greece: (Standard rate) Hong Kong: (Standard rate) Hungary: (Standard rate) Ireland: (8 ct/min) Israel: (Standard rate) Italy: (15 ct/min) Japan: (Standard rate) Mexico: (Standard rate) Netherlands: (15 ct/min) Norway: (Standard rate) Poland: (0.29 PLN/min) Slovakia: (Standard rate) Slovenia: (Standard rate) Spain: (7 ct/min) Sweden: (1.7 SEK/min) Switzerland: (12 Rp./min) Skype: (9.6 ct/min) other: (International call US)

Q. My country is not included in the list? A. For countries that are not listed above, the advice from Netviewer is to use the US number, although participants may choose either a more local country number or to use Skype. The cost will therefore be that of an international/Skype call to the other country.

Q. Can a participant in a country that is not listed join by ringing a country number that is nearer to it (and so cheaper) than the USA? A. Yes, but the provider cannot guarantee that the cost will be lower than a call to the US.

Q. Are the conference call costs listed borne by the participant or by the conference organiser or by the contract holder? A. The costs are borne by the participant and simply added to their normal phone bill. Note that the quoted rate is a total cost per minute and not in addition to the local call cost.

Q. Does the system allow a participant using VOIP (voice over internet protocol) within Netviewer to join in with an audio conference in which others are ringing in on landlines? A. No, you cannot “mix and match” telephone and VoIP calls as this will cause audio problems. Note: if you use Skype separately from Netviewer for the conference call, this does not cause VOIP problems. Q. Where can I find further information? A. A number of support documents, user manuals, and short demo videos can be viewed on the Netviewer website:

A full user manual and a set of one-page instruction sheets http://www.netviewer.com/en/products/netviewer-meet/documentsinfos/

A series of short video clips providing a step-by-step guide to setting up meetings, functionality, and managing a session http://www.netviewer.com/en/products/demo-video/

Q. Who can I call if I am having trouble setting up or moderating a meeting? A. Netviewer provide 24/7 telephone support on +44 20 33552724, or by an email contact form at http://www.netviewer.com/en/service-support/our-service/our-service/

Q. What tools are available for planning international meetings? A. Visit http://www.worldtimeserver.com/meeting-planner.aspx to help plan meetings in different time zones.