gototraining training

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 co-organizer 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 in-session. 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.

http://support.citrixonline.com/en_US/GoToTraining/all_files/GTT080002





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 co-

organizers 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 pre-

training 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.

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 Toll-

Free 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.

• 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.

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.

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.

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. During a session, right-click a participant's name

from the Attendee List.

2. Select Make Organizer. Once you make

someone an organizer, they have the same

abilities as you do for the remainder of the

session.

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 drop-

down 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.

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.

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 you’re done, click Schedule.

Edit the date and time of a session


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.

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.


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


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




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.

Add co-organizers





Organizers section.

4. On the Co-organizers page, click the Add Co-

Organizer button to add co-organizers to help

you manage the training. New co-organizers

will receive a training invitation email.

Customize Your Training After you've scheduled a training, you can customize

its settings!

Edit the title and description


2. Select My Trainings in the left navigation. Click

the title of the training.


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.



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.

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.

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.

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 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.




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.

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.




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 drop-

down 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

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 next to the Tests

on the Tests page.

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.





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 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 next to the Poll on the Polls

page.

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.





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


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


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.

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.

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.

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.

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.

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.

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.

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.

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.

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


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.

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