The toolbar

• Become Host →  In "Participants" then "Become Host". You must then enter the host codes.

• Mute mode → When activated, it allows you to hear the speaker better by avoiding background noise. You can also mute other participants if their backgrounds are noisy.

• Conversation → It will allow you to send the Mural connection link to the participants, or other relevant link.

Creating sub-groups

• The first facilitator to log in is considered as the host, and will be the one who will divide the meeting into sub-groups. Alternatively, you can take on the role, as explained above.

• The host divides the paticipants into as many groups as there are facilitators. Click on “create rooms”.

• Assign the number of participants to the different rooms, automatically or manually depending on whether you are hosting groups or not. You can move members to different rooms by dragging their names. 

• Once the participants have been divided into sub-groups, you can join a group and support the facilitation.

• To change rooms, click on the "Split into subgroups" button and then on "Join" in front of the room you are interested in. Changing rooms takes a little time...

• When needed, click on "Stop All Sessions" and all participants will join come back together within 60 seconds.

FYI. You have access to a permanent Zoom link only accessible to Country Coordinators.

Why have we created this Zoom link? 

Facilitating a 3-hour online workshop or training may become tedious when all you have at your disposal is the free version of a video conferencing software like Google Meet, Microsoft Teams, or Zoom. These platforms may terminate a session after a certain amount of time. This, of course, is not a sustainable option when we're facilitating three-hour events. Though many of you organise sessions in person, many events are and will keep happening online.  

This Zoom link that we've st up for you is not meant to be used for community calls. If these calls last less than one hour, the free version of a video conferencing software should be enough.

• Zoom link: https://us02web.zoom.us/j/7042009899?pwd=dGZWS2xBdzhjaXl2b3VwQUNPRGVydz09 

• Host key: 957839

How to book the Zoom link ? 

To help you manage this Zoom link autonomously, we have created a Google Calendar spreadsheet so each of you can book it and be certain there will not be any clash with someone else's session. It is accessible via this link. 

Note that  the planning is set to London Time Zone (Greenwich Mean Time +00), which may not correspond with the time zone you live in. If it is the case, we recommend that you check the exact time of the event in your place by visiting a time zone conversion website such as this one. 

What is a "Host key" ? 

The key host enables you to take control of a session and become its host. This means you have permission to manage all aspects of the meeting: mute the microphones, record a session, activate the waiting list, dispatch attendees in other rooms, stop the meeting for all participants, appoint another participant as co-host. 

How to use the Host key ? 

1. Join a meeting.

2. In the meeting controls, click Participants . The Participants panel will appear on the right side of the screen.

3. Click Claim Host at the bottom of the participants list.

4. Enter your host key.

5. Click Claim Host.

Your personal email address will be added by us to the name-of-the-country@climatefresk.org Google Group. You will then receive all emails send to this address in your personal email. If you need to change these settings, go to groups.google.com/my-groups. 

When there are multiple recipients to an email coming from your Country Inbox, whether it be an internal community email or when reaching out to third parties as part of your prospecting, always put your recipients in hidden copy (CCi). 

If you are unsure of what to answer to questions you receive in your Country Inbox, you can either check yourself or direct the individual asking the question to our community or general public Support Hub. The answers to the most fresquently asked questions can be found here.

If you feel the questions doesn't concern you, or if you don't know how to answer them, you can also transfer the email as a request directly to the Support Hub or ask your International Coordinator. Your request will then be picked up by a member of the Climate Fresk Support team.

How to make sure that all emails that need to be are answered and that nothing is forgotten?

You will receive all emails sent to the name-of-the-country@climatefresk.org address. You can answer from your personal address, but you should always add the country email address in copy. This way, other users will have access to the whole conversation.

We recommend using the Gmail labels feature and having at least one label dedicated to Climate Fresk so that it's clear what subject each email concerns. Moving finished conversations to this section also allows for a clearer overall picture of your emails.

To write an email from the name-of-the-country@climatefresk.org address, you must have a google account. Go to groups.google.com/my-groups and choose the name-of-the-country@climatefresk.org group.

From there you can write a new email. You can choose to write it as yourself or from the country address. Beware to keep the country address in copy or you risk receiving answers in multiple places.