GoToTraining Training

For SPSU Faculty

Computer Training Resources Walter Proctor November 2013

GoToTraining Viewer and Control Panel

When you first start or join a training session, the GoToTraining Viewer and the Control Panel appears on the right side of your screen. Use the Control Panel to manage your training session. To free up space on your desktop, you can collapse the Control Panel and use the Grab Tab to continue to manage the session. Show or Hide Control Panel: Expand or minimize the Control Panel. Mute and Unmute: Mute or unmute an attendee, if an attendee dials in to a training session by phone, he/she must enter the Audio PIN before you can mute/unmute him/her. Screen Sharing: Present a document, PowerPoint presentation or whatever you want to share with the audience. Keyboard and Mouse Control: Give keyboard and mouse control to an attendee so they can control your screen. Co-Organizers: Make someone a coorganizer so that person can present and control the session like you. Change Presenter: Change presenters so that someone else can show their screen. Drawing Tools: Annotate directly on your screen to highlight, call out and draw attention to your document, presentation or whatever you're sharing

Dashboard: Monitor the session at-a-glance and quickly view the timer, attendance, raised hands and more.
Audio: Choose how you want to join the audio portion of the training session. The organizer sets the audio options before the training session. Attendee List: View the names of all the participants in-session. Materials: View documents and links provided by the organizer.

Polls: Engage your attendees and focus their attention in-session.

Chat: Send and receive Chat messages insession. Viewable only if the organizer has made it visible to attendees. Recording: Record the presenter's screen, audio and shared applications during a session, then upload and store the recording for people to view. GoToTraining Viewer: The presentation is viewed in this window. Use the drop-down menu in the lower right corner to adjust the size of the Viewer.

GoToTraining Terms

Attendee: An attendee is any person who joins a training session with no pre-specified role. Attendees have very limited privileges. Attentiveness: Attentiveness of the audience can be seen in the Dashboard pane of the Organizer Control Panel and in the Attendee List. GoToTraining monitors audience attentiveness by checking if the Attendee Viewer and Control Panel are active and on top of other applications. For example, if an attendee clicks on another application (bringing it to the forefront) that attendee would show as inattentive. Control Panel: The Control Panel gives organizers, panelists and attendees access to various in-session training functions. Course Catalog: The Course Catalog is an online listing of all posted upcoming scheduled training sessions. People can read about training sessions from this list and register for them, or see that they are full. GTM/GTT Suite Icon: Organizers on Mac can use the GoToMeeting daisy icon to access both GoToMeeting and GoToTraining features. Double-click the daisy icon on your desktop to access organizer shortcuts. GTM/GTT System Tray Icon: Organizers on Windows can use the daisy icon in your system tray to access both GoToMeeting and GoToTraining features. Right-click the daisy icon to access organizer shortcuts. Icon Description GoToMeeting/GoToTraining is ready. GTM/GTT is connecting. GoToMeeting is in session. GoToTraining is in session. GTM/GTT is offline. GTM/GTT is not connected.

Hallway: The hallway is a dialog box displayed to attendees who have joined a live training session before an organizer has actually started it. Once an organizer has started the live

training session, the hallway dialog box disappears and attendees see the Waiting Room. In-Session: The time frame from when the training session is started by the organizer to when the training session ends. Organizer: An organizer is the person who schedules and starts a training session. There can be more than one organizer in a training session. Post-training: The time frame after the training session ends, when tasks are done on the GoToTraining website, such as reporting, archiving a recording or sending out a follow-up email. Only scheduling organizers and coorganizers scheduled in advance of the training session can perform post-training tasks. Attendees promoted in-session to an organizer cannot log in to GoToTraining and perform post-training tasks. Presenter: A presenter is the person showing his or her desktop. The current presenter can then pass this role back to the organizer or to another attendee. Pre-training: The time frame before the training session begins when tasks are done on the GoToTraining website, such as scheduling a training session, monitoring the registration count or creating in-session polls and evaluations. Only organizers can perform pretraining tasks. Registrant: A registrant is any person who has registered for a training session. Registration Confirmation: The Registration Confirmation email provides training session information, links to materials and pre-tests, audio information and a unique link to join the training session. If you are using Manual Approval, a registrant does not receive a Registration Confirmation until you have approved that person. Viewer: The GoToTraining Viewer is the window that appears on the attendee's computer displaying the presenter's desktop or shared application. Waiting Room: The Waiting Room screen displays in the Viewer any time attendees wait for a presenter to begin showing his or her screen or when Screen Sharing is stopped.

What equipment do I need to use GoToTraining?

All you need to start using GoToTraining are the following: A Windows or Mac computer An Internet connection (broadband is best) A Microphone and speakers (built-in or USB headset) A Webcam to use HDFaces video conferencing Most computers have built-in microphones and speakers, but you will get much better audio quality if you use a headset or handset. You can also make calls on your landline or mobile device.

Toll-free number Your participants can use a telephone to dial in to the audio conference using a toll-free number. You can choose which countries to provide toll-free numbers for your attendees.

Use Mic & Speakers (VoIP) to connect to the audio conference (Windows)
Your audio quality may vary depending on your audio software, hardware, operating system and Internet connection. We recommend using a USB headset plugged into your computer and placing your microphone away from other speakers or devices.

Set Default Audio Options

You can set the default audio options for all your future upcoming sessions. Changing your audio options will not affect your previously scheduled sessions it will only affect future scheduled sessions. You have 2 audio options: Use built-in audio conferencing or Use my own conference call service you can choose one or the other but not both. If you choose to provide your own conference call service, you must provide your own telephone numbers for participants, and you won't have access to built-in audio conferencing (VoIP, long distance and toll-free numbers).

Use built-in audio conferencing (VoIP, long distance and toll-free numbers)
If you select Use built-in audio conferencing, you can select VoIP, Long distance number for and/or Toll-free number for (if you have Integrated TollFree audio service) to customize the default audio settings to best fit your needs. VoIP Your participants can use microphone and speakers to connect to audio through their computer. Long distance number Your participants can use a telephone to dial in to the audio conference using a long distance number. You can choose which countries to provide long distance numbers for your attendees.

1. In the Audio pane of your Control Panel, select the Mic & Speakers option to connect to the audio conference over VoIP (requires microphone and speakers). 2. Test your audio hardware and audio input and output by selecting Settings next to the Mic & Speakers option. 3. In the Preferences window, test your microphone and speakers setup. You'll be muted while you're testing your audio setup. Make sure to select the appropriate device. Test your microphone setup: Speak into your microphone. If your microphone works, the audio indicator will turn green. Test your speakers setup: Click Play Sound to check that you can hear audio from your speakers. If your speakers work, you'll hear sound. If your microphone or speakers aren't working, try selecting another device that's connected to your computer from the drop-down menu until the audio indicators turn green. 4. Click OK when you've verified that your microphone and speakers are working properly. 5. To mute or unmute yourself, click the Mute icon in the Grab Tab. The Mute icon is green when you are unmuted and people can hear you. The Mute icon is gray when you are muted and no one can hear you.

Use Mic & Speakers (VoIP) to connect to the audio conference (Mac)
1. In the Audio pane of your Control Panel, select the Mic & Speakers option to connect to the audio conference over VoIP (requires microphone and speakers). 2. Test your audio hardware and audio input and output. The audio indicators should turn green when you or other attendees speak. If your microphone or speakers aren't working, try selecting another device that's connected to your computer until the audio indicators turn green. If your microphone is not working, change your audio input device from the drop-down menu. Try talking into the microphone to test if the audio is picked up. If your speakers are not working, change the audio output device from the drop-down menu. Listen to see if you can hear audio. 3. You may adjust the speaker volume on your Mac if needed.

Share or stop webcams from the Control Panel

You and your attendees can share webcams in any of the following ways:
Click the Webcam icon on the Grab Tab. Click the Share My Webcam button in the Webcam pane on the Control Panel. Select Share My Webcam from the Webcams dropdown menu. Click the Webcam icon next to your name in the Attendee List (Windows only). Right-click your own name in the Attendee List, and select Share My Webcam.

Test your audio setup (Windows only)

Test your audio setup by clicking Settings in the Audio pane of your Control Panel. Or, you can rightclick the GoToTraining daisy icon in your system tray, and select Preferences > Audio. Check to see if you're using an appropriate audio device. Click Play Sound to check that you can hear sound from your speakers. Speak into the microphone to test your microphone setup.

Organizers can send webcam requests to attendees in any of the following ways: Click the Webcam column on the Attendee List. Right-click an attendee's name from the Attendee List, and select Send Webcam Request from the drop-down menu. Organizers can turn off attendee webcams in any of the following ways:
Click the Webcam icon next to an attendee's name. Attendees will see a yellow tool tip or dialog indicating that the organizer has closed their webcam feed. Right-click an attendee's name from the Attendee list, and select Stop Webcam Sharing.

Manage your webcam settings

1. Open the File menu > Preferences > Webcam. Or, right-click the GoToMeeting daisy icon from your system tray, and select Preferences > Webcam. 2. From your Webcam Preferences, you can view the following:
Your camera Shows the make and model of your detected webcam. Select a display format Adjusts the aspect ratios of webcam feeds. 4:3 is the normal display and 16:9 is the widescreen display. Advanced Modifies your hardware settings from within GoToMeeting. Customizable options depend on your webcam manufacturer.

Co-Organizers
If you're the scheduling organizer, you can make someone a co-organizer so that another participant can present and control the session like you. Attendees can be promoted to organizers in-session but won't have access to post-session features, such as reporting and sending follow-up emails.

Make someone an organizer in-session

1. 2. During a session, right-click a participant's name from the Attendee List. Select Make Organizer. Once you make someone an organizer, they have the same abilities as you do for the remainder of the session.

Start, Schedule and Manage Trainings

To schedule a training
1. Log in to your GoToTraining account. 2. On the My Trainings page, click the Schedule a Training button. Or, you can select Schedule a Training in the left navigation. 3. On the Schedule a Training page, enter a title and description for your new training the description is used on the registration page and in the invitation email you send to registrants. 4. Using the Occurs drop-down menu, how frequent you want the training to occur: Once Participants register once to attend a session. Weekly Sessions occur once at the same time and day every week. Monthly Sessions occur at the same time for every date or day every month (e.g., 1st of every month or first Wednesday of every month). Custom Schedule Sessions occur in random intervals. 5. Select the Start Date, Start Time and End Time. 6. Use the Training Time Zone drop-down menu to select the time zone that the session will be held in. 7. If you select Weekly, Monthly or Custom Schedule, you can choose how frequently sessions occur by selecting a Registration Type: Participants register once to attend all sessions Participants register for individual sessions that they'll attend 8. When youre done, click Schedule.

4. On the Edit Date and Time page, make your changes and click Save.

Add another session to a training

1. Log in to your GoToTraining account. 2. Select My Trainings in the left navigation. Click the title of the training. 3. On the Manage Training page, click Edit in the Date and Time section. 4. To add another session to the training, click Add another session. You can select the "Notify all registrants of these changes" check box to alert your registrants of the change. 5. Then click Save.

Add a session to your calendar

1. Log in to your GoToTraining account. 2. Select My Training in the left navigation. Click the title of the training. 3. On the Manage Training page, click Add to Calendar in the Date and Time section. An invitation email will launch in your default email client, which you can save as a reminder for yourself.

Cancel a session
1. Log in to your GoToTraining account. 2. Select My Trainings in the left navigation. Click the title of the training. 3. On the Manage Training page, the Date and Time section displays each session. Click Edit and then click the Cancel icon next to the session(s) you want to cancel on the Edit Date and Time page. To cancel the entire training, return to the Manage Training page and click Cancel Training at the top. 4. Select the "Notify all registrants of these changes" check box if you want to alert your registrants of the change. 5. Then click Save.
You can customize the cancellation email that is sent to registrants. After you click Yes when prompted to confirm the cancellation, you'll be taken to the Send Registration Cancellation Email page where you can customize the text of the email's subject and body.

Edit the date and time of a session

1. Log in to your GoToTraining account. 2. Select My Trainings in the left navigation. Click the title of the training. 3. On the Manage Training page, click Edit in the Date and Time section to change the date and/or time of the session.

Add co-organizers
1. Log in to your GoToTraining account. 2. Select My Trainings in the left navigation. Click the title of the training. 3. On the Manage Training page, click Edit in the Organizers section. 4. On the Co-organizers page, click the Add CoOrganizer button to add co-organizers to help you manage the training. New co-organizers will receive a training invitation email.

Send confirmation emails to registrants 1. Confirmation emails are immediately sent upon registration if automatic approval is enabled. If manual approval is enabled, confirmation emails are sent upon approval. To resend the confirmation email, go to the Manage Training page. 2. Click View next to Tracking Registrants. On the Registrants page, click a registrant's name. 3. On the Registrant Details page, click Resend Confirmation Email.

Customize Your Training

After you've scheduled a training, you can customize its settings!

Forgot your password?

1. Go to the Forgot Your Password? page. 2. Enter the email address you use to log in to your account. 3. Click Continue to reset your password. 4. Once you receive the Forgot Your Password email, click the link to create a new password. Then log in using your newly created password.

Edit the title and description

1. Log in to your GoToTraining account. 2. Select My Trainings in the left navigation. Click the title of the training. 3. On the Manage Training page, click Edit in the Title and Description section to change the title or description. 4. On the Edit Title and Description page, make your changes, and click Save. Select the "Notify all participants of these changes" check box to alert your registrants of the change via email.

Registrant details
1. On the Manage Training page, click the Registrants number link. 2. On the Registrants page, click the registrant's name to see that registrant's details. Depending on which settings are enabled for the training, you may see the registrant's registration details and test answers.

Emails
1. Log in to your GoToTraining account. 2. Select My Trainings in the left navigation. Click the title of the training. 3. On the Manage Training page, scroll down to the Email section. 4. Click Edit next to the type of email you want to send.

Engage Attendees with Materials, Tests, Polls and Evaluations

You can engage your attendees by creating custom Materials, Tests, Polls and Evaluations.

Create, edit and delete Tests before a session

You can create one or more Tests that can be launched before, during or after a training. Up to 50 questions per Test can be created. An attendee can complete a Test 1 time only. You can also choose to show attendees the correct answers and their Test scores in-session. All tests created are stored in the Library for later use. 1. Log in to your GoToTraining account. 2. Select My Trainings in the left navigation. Click the title of the training. 3. On the Manage Training page, scroll down to the Manage Content section. Click Edit next to Tests. 4. On the Tests page, click Add Test > Create New or From Library. 5. Enter the title and instructions (optional). 6. Then select the question type from the dropdown menu: Multiple Choice (One Answer) Multiple Choice (Multiple Answers)] True/False Short Answer 7. Enter a question in the Question field. If you selected a Multiple Choice question type, enter at least 2 answers in the Answer field. If you selected a Multiple Choice or True/False question type, indicate which answer is correct. 8. Click Add to Test if you'd like to continue adding more questions. Then click Save. To choose when to give the Test, click the Settings icon and check the "Upon registration" check box, the "During the training session" check box or the "After the training session" check box. To choose when to show Test scores or answers, click the Settings icon and check "Show correct answers and test

Create, edit and delete Materials before a session

You can upload documents, images and media files and add web links to your Materials so that attendees can review or complete tasks before, during and/or after a training in follow-up emails. Materials added to a training are automatically added to the Library for later use. Note:The Materials page for each training is available only to registrants for that particular training. Each organizer account has a maximum of 2GB of storage space for materials and recordings. 1. Log in to your GoToTraining account. 2. Select My Trainings in the left navigation. Click the title of the training. 3. On the Manage Training page, scroll down to the Manage Content section. Click Edit next to Materials. 4. On the Materials page, click Add Material > From Computer or Add Link. Then complete the steps to add your Materials. To choose when to provide access to Materials, click the Settings icon and select any or all of the following options: Upon registration During the training session After the training session To preview how the Materials page looks, click Attendee Materials page. To edit Materials, go to the Materials page and click the name of the Material you would like to edit. Make your changes on the Edit Material box, and then click Save. To delete a Material, click the Remove icon next to the Material on the Materials page.

scores, "Show only test scores" or "Show neither." To preview the Test, click the Preview icon next to the title of the Test. To create another Test for the session, click Edit on the Tests page, and then click Add Test >Create New Test. To view the Tests results, create a after the session ends. To edit Tests, go to the Tests page and click the name of the test you would like to edit. Make your changes on the Edit Test page, and then click Save. To delete a Test, go to the Manage Training page, click Edit next to Tests, and click the Remove icon on the Tests page. next to the Tests

Create Poll > Create New Poll. You can add up to 20 Polls per training. To view the Poll results, create an Attendee Report after the session ends. To edit Polls, go to the Manage Training page, click Edit next to Polls and click the Poll question. Make your changes on the Edit Poll page, and then click Save. To change the order of Polls, go to the Manage Training page, click Edit next to Polls, and change the order of the polls on the Manage Polls page. Click Update Order when you're done. To delete a Poll, go to the Manage Training page, click Edit next to Polls, and click the Remove icon page. next to the Poll on the Polls

Create, edit and delete Polls before a session

Using Polls during a training is a great way to generate immediate feedback, check for understanding and keep attendees alert and interested. You can create a Poll before a training (from the Polls page or Library page) or during a training. 1. Log in to your GoToTraining account. 2. Select My Trainings in the left navigation. Click the title of the training. 3. On the Manage Training page, scroll down to the Manage Your Content section. Click Edit next to Polls. 4. On the Create a New Poll page, click Create Poll > Create New or From Library. Then choose the type of Poll: Multiple Choice (One Answer) Multiple Choice (Multiple Answers) 5. Enter a question into the Question field. 6. Enter at least 2 answers in the Answer field. 7. Click Save. To create another Poll for the session, click Edit on the Manage Polls page, and then click

Create, edit and delete Evaluations before a session

Evaluations allow you to collect feedback after a training. You can view Evaluation results in the Evaluation Report once the training has ended and attendees have completed the Evaluation. 1. Log in to your GoToTraining account. 2. Select My Trainings in the left navigation. Click the title of the training. 3. On the Manage Training page, scroll down to the Evaluations section. Click Edit next in the Evaluations section. 4. On the Evaluation page, click the Add Evaluation > Create New or From Library. 5. Enter the title of the Evaluation and choose the question type: Multiple Choice with One Answer (2 or more answers are required) Multiple Choice with Multiple Answers (3 or more answers are required) Rate on a Scale of 1 to 5 Short Answer Comment Box If you'd like to provide more than 3 answer options, click Add another answer.

6. When you're ready to save your first question and answer, click Add to Evaluation. To add another question, click New Question on the Evaluation page. Repeat step 5 to add more questions to the Evaluation. You can add up to 25 questions to a Evaluation. 7. When you've completed creating your Evaluation, click Save. You can choose to launch the evaluation after the training by selecting the "After training session" check box or send the evaluation link to registrants in the follow-up email by selecting the "In Follow-up email" check box. Then click Save. To edit a Evaluation question or answer, click the title of the Evaluation and click the question you would like to edit it. Make your changes, and then click Save. To change the order of Evaluation questions, go to the Manage Training page, and click Edit next to Evaluations. On the Evaluation page, drag and drop an Evaluation up or down in the list as you'd want it to appear to attendees. Click Save. To delete an Evaluation question, go to the Manage Training page, and click Edit next to Surveys. On the Evaluation page, Remove icon next to the question. To preview an Evaluation, go to the Manage Training page, and click Edit next to Evaluations. On the Evaluations page, click the Preview icon to see how the Evaluation will appear to your attendees. To choose when to send out an Evaluation, go to the Evaluations page and choose 1 or both options: After training session: The evaluation will launch after the training. In the Follow-up Email: All registrants will receive the evaluation link in the Follow-up Email.

Library
Materials, Tests, Polls and Evaluations can be created and stored in the Library, where they remain available for unlimited reuse. Changes made to any item in the Library affect all copies of that item currently in use. Content sharing must first be enabled by the company administrator for organizers on corporate accounts to share content.

Add Materials to the Library

1. Log in to your GoToTraining account. 2. Select Library in the left navigation. 2. In the Materials tab, click Upload Files > From Computer (to upload files) or Add Link (to add URLs). 3. To upload files from your computer, select a file and click Upload. To add a link, enter a URL and click Add Link.

Upload, Share and Delete a Recording

After you've recorded a session, you can store your recordings and share the link with your attendees. By default you have 2GB of storage space for your recordings and materials. You can upload a recording file no larger than 300MB at a time.You can also distribute a recording and send or upload the recording wherever you'd like. Although you can record sessions on Macs running 10.6 (Snow Leopard) or higher, you can only upload and stream .MOV files using Mac OS X 10.7 (Lion). For corporate plans, we calculate storage space using all of the materials and recordings that are uploaded to your company's GoToTraining account.

Upload a recording
1. Log in to your GoToTraining account. 2. Select My Recordings in the left navigation. 3. On the My Recordings page, click the Upload Recording button to browse for and select the recording file from your computer. By default recordings are saved to the Documents folder

on the computer where you recorded the session. 4. Once the recording file has uploaded successfully to My Recordings, you can view the upload date, size, recoding title and the number of registrants.

If you have multiple applications running on Windows, you can choose to share only one program, application, monitor or window. You can also show a clean Windows desktop to hide icons and the task bar, as well as blank out the background, so that the focus remains on the content you are presenting to your attendees.

Share a recording
1. Find the recording on the My Recordings page. 2. Hover over the Share icon . 3. Copy and paste the link in the bubble tool tip. 4. Send the link to your registrants. To view the recording, registrants must provide their first name, last name and email address to register. You can return to the My Recordings page and click the number of views link to see the number of recording views and generate a report.

Start Screen Sharing

1. When you're ready to start sharing your screen, click the Show My Screen button in the Screen Sharing pane. 2. Use the Screen drop-down menu to choose what you want to share. By default, your main monitor is displayed. If you're on a Windows computer, you can also choose to show specific applications and a clean screen. Note: Sharing specific applications or a clean screen is not currently available on Mac, so we recommend closing any windows you don't want attendees to see before you start sharing your desktop.

Delete a recording
1. Find the recording on the My Recordings page. 2. Select the Trash icon . 3. In the "Confirm Delete" box, select Yes to permanently delete the recording.

Pause Screen Sharing

1. If you want to temporarily pause Screen Sharing, click the Show My Screen button again. Your screen remains frozen on the last image attendees see until you re-start Screen Sharing. 2. To resume Screen Sharing, click the Show My Screen button.

View remaining storage space

1. In the left navigation, find the Storage Space widget. 2. By default, you have 2GB of storage space for materials and recordings. You can see how much space your files use and how much space remains.

Stop Screen Sharing

1. If you want to stop showing your screen to attendees, click the Stop Showing Screen button in the Screen Sharing pane to disable it. Attendees see the GoToTraining Viewer when you stop sharing your screen. To resume Screen Sharing, click the Show My Screen button. To leave the session without ending it for everyone else, click File > Exit - Leave Training.

Screen Sharing
Screen Sharing allows you to present a document, presentation or whatever you want to share with your attendees. If you have multiple monitors set up, you can choose to share all monitors or single monitors.

You need to make someone an organizer to hold the session in your absence. To end the session for everyone, click File > Exit - End Training or simply click the Quit icon at the top-right corner of your Control Panel.

Generate a Report
1. Log in to your GoToTraining account. 2. Select Generate Reports in the left navigation. 3. Select the report type: Registration Report Shows when each person registered for the training and their answers to the registration questions. Attendee Report Shows details about each attendee, including registration information and how long they attended the session. Evaluation Report Shows evaluation questions and attendees' answers. Registrant Test Report Shows when registrants submitted tests for a training, their scores for each test and the average test score. Test Report by Date Shows the average score for one test and the average score for each test question over a specified date range. Training History Report Shows the duration and number of attendees for each training over a specified date range. 4. Choose a date range within the last year, or choose specific From and To dates to filter your report data. 5. Click Show Training Sessions to see the results. 6. To export the data, select Excel or CSV and then click Generate Report.