Saba Meeting FAQ

1. What's new with Saba Meeting?

1.1 What is the new Saba Meeting concept and how does it differ from Saba Centra?

Since March 2014, the new version of Saba Meeting has replaced the former Saba Centra.  The most important differences between the new Saba Meeting and old Saba Centra system are the following:

  • Saba Meeting Sessions can now be created and accessed directly from the Global Campus 21 Platform. This means you can use your GIZ login details to use Saba Meeting. In contrast to the previous Saba Centra version, you do not require an additional account.
  • The new Saba Meeting is more user-friendly than the previous version and meets stricter data privacy requirements.
  • You can create both webinars and QuickMeetings with the new Saba Meeting.

Related Topic: 1.2 What are the differences between a QuickMeeting and a webinar?

1.2 What are the differences between a QuickMeeting and a webinar?

With Saba Meeting you have the possibility to use both a QuickMeeting and a webinar. The following table highlights the most important differences between the two formats.

A QuickMeeting is… A webinar is…
  • Aimed for a closed and internal meetings integrated in a learning space
  • Ideal for groups who seek a continuous exchange with 24/7 access to the room
  • participants must be members of the GC21
  • Possible to record and publish
  • Able to have several presenters and co-presenters
  • QuickMeeting must be installed in a learning space. Only certified GC21-Administrators can manage QuickMeeting.

  • Public and open for everyone
  • Of limited duration and designed for one-off events with many participants
  • A GC21 account is not needed to participate in a webinar
  • Possible to record and publish
  • Able to have only one presenter, but additional co-presenters can be added during the session
  • You can get the role as a webinar presenter after taking part in the schooling. This means you can create, lead and publish webinars by yourself.

Please contact support-gc21@giz.de if you have additional questions on the differences and applications of these two formats.

Related Topic: 8.4 Where can I sign up for a Saba Meeting webinar schooling?

1.3 When will the old Saba Centra system be turned off and what will happen to my data?

The old Saba Centra system will be switched off on the 1st of April 2014. If you would like to keep your past recordings, please contact support-gc21@giz.de for details on how to manually save and export your files.

Related Topic: 1.1: What is the new Saba Meeting concept and how does it differ from Saba Centra?

2. Technical requirements for Saba Meeting

2.1 What are the necessary technical requirements for using Saba Meeting?

You must meet the following technical requirements to participate in a Saba Meeting webinar:

1)    Java: Please ensure that you have installed Java on your computer. You can find detailed information and instructions about downloading Java for free at www.java.com. To install Java on your GIZ computer, please contact the ITSC (Tel: -1111 / itsc@giz.de).

2)    Browser: Please only use the following browser depending on your operating system: Internet Explorer (for Windows), Firefox (for Windows 8) and Safari or Firefox (for Mac users).

3)    Headset: Please ensure that you are using a functioning headset during the entire webinar session.

4)    Stable internet: Please use an Ethernet cable to connect to the Internet, rather than WiFi. This ensures that you have a stable and strong Internet connection throughout the webinar.

2.2 How can I verify that my system meets the necessary technical requirements?

Please run this System Check in advance, which will automatically check whether your computer meets the necessary technical requirements. Please correct any errors that might appear, e.g. by installing Java, connecting your headset etc. Note that you should perform this System Check several days in advance of your webinar, so that you have time to fix any possible problems. If you require further technical assistance, please contact support-gc21@giz.de.

Related Topic: 2.3 I have downloaded Java but Saba Meeting still doesn’t work. Why not?

2.3 I have downloaded Java but Saba Meeting still doesn’t work. Why not?

Maybe Java hasn´t been installed completely. Please close your browser and open it again. Another cause could be that Java is not activated yet. Go to the Java Control Panel and activate Java.

To find the Java Control Panel, please follow the instructions below depending on your operating system:
Windows

  • Click on the Start button and then click on the Control Panel option
  • Double click on the Java icon to open the Java Control Panel

Mac OS

  • Click on the Apple icon on upper left of screen
  • Go to System Preferences
  • Click on the Java icon to access the Java Control Panel

If you require further technical assistance, please contact support-gc21@giz.de.

Related Topic: 2.2 How can I verify that my system meets the necessary technical requirements?

2.4 Is it possible to use a Mac to enter Saba Meeting?

You can use a Mac to enter the Saba Meeting room as a participant. Please make sure that you are using Safari or Firefox as your browser and that you have performed the System Check (see 2.2). We strongly recommend that you do not use a Mac to moderate/lead a webinar session, as several limitations may apply. For example, you cannot upload Powerpoint presentations on a Mac computer.

Related Topic 2.1. What are the necessary technical requirements for using Saba Meeting?

2.5 Can I use a tablet to use Saba Meeting?

No, you need to use a laptop or a computer to enter and participate in a Saba Meeting webinar or QuickMeeting.

2.6 How many people can participate in a Saba Meeting webinar?

The webinars are designed for maximum 70 participants in one session. If you would like to organize larger events, please contact support-gc21@giz.de in advance.

Related Topic: 1.2 What are the differences between a QuickMeeting and a webinar?

3. Presenter versus participant

3.1 What is the difference between a presenter and a participant?

A presenter can create and lead webinars. As a presenter, you have access to a wider range of webinar tools (e.g. to upload content, create polls, share your screen etc.) A presenter can also enter the webinar several days in advance, record the session and promote other participants as co-presenters.

As a participant, you do not have the right to create your own webinar. When you enter the webinar room, you have access only to selected tools (e.g. to provide feedback, write messages etc.) Participants can only enter the webinar room thirty minutes prior to the webinar starting time.

Related Topic: 1.2 What are the differences between a QuickMeeting and a webinar?

3.2 How can I become a presenter and create my own webinar?

In order to become a presenter, you must participate in a Saba Meeting presenter schooling and sign these Terms of Use. For more information on upcoming schoolings, please view 6.1 and/or enroll in a course here.

Related Topic: 3.1 What is the difference between a presenter and participant?

Related Topic: 8.1 What is the Saba Meeting webinar schooling and why should I sign up for one?

3.3 What tools can I use as a presenter of a webinar or QuickMeeting?

As a presenter, you have the ability to:

  • Manage participants’ settings during the session
  • Upload content (powerpoint presentations, videos, websites etc.)
  • Create interactive polls during the session
  • Share your desktop screen with other participants
  • Use the “whiteboard” function for brainstorming purposes
  • Record and publish the webinar (Note: this doesn´t apply to QuickMeeting)

Related Topic 5.1 What tools can I use as a presenter of a webinar?

3.4 Where can I find further information on using Saba Meeting?

For further information on using Saba Meeting, please scroll down to Topic 9 or contact support-gc21@giz.de.

Related Topic 9: Additional resources and information

4. Creating, editing and entering a webinar room as a presenter

4.1 How can I create a new webinar room?

To create a webinar room, please follow these steps:

(1)  Sign-in with your GIZ login details at www.gc21.de and go to your dashboard

(2)  Click on “Webinars” on the left-hand side of the screen

(3)  Click on the “New” tab and fill in the following information:

  • Name of webinar
  • Start and end date
  • Your timezone
  • Check whether you want to record the webinar and allow live videos

(4)  Click “Save”

 
Related Topic: 3.1 What is the difference between a presenter and participant?

4.2 How can I enter the webinar room as a presenter?

To enter your webinar room, please follow these steps:

(1)  Sign-in with your GIZ login details at www.gc21.de and go to your dashboard

(2)  Click on “Webinars” on the left-hand side of the screen

(3)  Click on the “Upcoming” tab

(4)  Click on the   symbol to enter the webinar room


Related Topic: 3.1 What is the difference between a presenter and participant?

4.3 Can I enter the webinar room in advance?

Yes, as a presenter you can enter the webinar room in advance. As soon as you have created your room (see 4.1), you can enter the room whenever you like, for example to upload content or create polls in advance. Please see 4.2 on instructions on entering the webinar room as a presenter. Note that participants can only enter the webinar room 30 minutes in advance.


Related Topic: 3.1 What is the difference between a presenter and participant?

4.4 How can I edit a webinar that I have already created?

To edit a webinar that you have created, please follow these steps:

(1)  Sign-in with your GIZ login details at www.gc21.de and go to your dashboard

(2)  Click on “Webinars” on the left-hand side of the screen

(3)  Click on the “Upcoming” tab

(4)  Click on the  symbol in order to change details of the webinar


Related Topic: 3.1 What is the difference between a presenter and participant?

4.5 How can I view the participants’ list and recording of a past webinar?

To view the list of attending participants and recording of a previous webinar, follow these steps:

(1)  Sign-in with your GIZ login details at www.gc21.de and go to your dashboard

(2)  Click on “Webinars” on the left-hand side of the screen, below your name

(3)  Click on the “Past” tab

(4)  Click on the   symbol next to the webinar in order to view the participants’ list and link to the recording

4.6 Where can I find the webinar link to send to participants?

You can find the webinar link by following these steps:

(1)  Sign-in with your GIZ login details at www.gc21.de and go to your dashboard

(2)  Click on “Webinars” on the left-hand side of the screen

(3)  Click on the “Upcoming” tab

(4)  Click on the  symbol and then hit “Save”. You will find the webinar link here

4.7 Can I download the webinar recordning in order to edit it?

The video recording of the webinar can be viewed in the browser, but there is no automatic way to download the recording. However, if you would like to save only certain parts of the webinar in the recording, you have two options:

  1. Either instruct your designated technical assistant to click “Record” and “Pause” whenever an important part takes place (e.g. a presentation) or
  2. Run a screen recording program at the same time as your live webinar session, so that you can easily edit the recording after the session using a simple video editing tool.

5. For Presenters: Using Saba Meeting webinar tools

5.1 What tools can I use as a presenter of a webinar?

As a presenter, you can

  • Create, edit and manage your webinar
  • Manage participants’ settings during the session
  • Upload content
  • Create polls
  • Share your desktop screen with other participants
  • Use the “whiteboard” function for brainstorming purposes
  • Record and publish the webinar (Note: this doesn’t apply to QuickMeeting)

To learn how to use these functions, please view the screencasts under questions 5.2 – 5.5.

5.2 How can I upload content in the webinar session?

To learn how to upload content in the webinar session, please view this screencast below:

5.3 How can I create a poll during the webinar session?

To learn how to create polls, please view this screencast below:

5.4 Can I save the poll outcomes from a Saba Meeting webinar session?

You cannot save the outcomes of your polls automatically. However, you can do so automatically, e.g. by making screenshots of the polls during your webinar session. You might allocate this task to a technical assistance during the webinar.

5.5 How can I use the whiteboard during the webinar session?

To learn how to use the whiteboard, please view this screencast below:

5.6 I have opened the whiteboard but participants can’t use the formatting tools. Why not?

To enable participants to use the whiteboard, you must ensure that their microphones are turned red, not grey. To do so, simply click on their microphone symbols until they turn red. Note that the whiteboard is most useful for small groups, rather than large webinar groups.

6. For Participants: Using Saba Meeting webinar tools

6.1 What tools can I use as a participant in a webinar?

As a participant, you can:

  • Regulate your audio, video and microphone settings
  • Use the chat function to write messages to other participants
  • Insert emoticons to provide feedback

To learn how to use these functions, please view the short screencasts under questions 6.2 – 6.4.

6.2 How can I set my audio, microphone and webcam functions?

To learn how to control your audio, microphone and webcam functions, please view this screencast below:

6.3 How can I use emoticons to give feedback during the webinar session?

To learn how to use emoticons to give feedback, please view this screencast below:

6.4 How can I use the chat function to write message to others?

To learn how to use the chat function to write to others, please view this screencast below:

7. Using Saba Meeting tools

7.1 Where can I learn about using different participant tools in a webinar or QuickMeeting?

As a participant, you can:

  • Regulate your audio, video and microphone settings
  • Use the chat function to write messages to other participants
  • Insert emoticons to provide feedback

To learn how to use these functions, please open this document or view these short screencasts.



Related Topic: 3.1 What is the difference between a presenter and participant?

7.2 Where can I learn about using different presenter tools in a webinar or QuickMeeting?

As a presenter, you can

  • Create, edit and manage your webinar
  • Manage participants’ settings during the session
  • Upload content
  • Create polls
  • Share your desktop screen with other participants
  • Use the “whiteboard” function for brainstorming purposes
  • Record and publish the webinar (Note: this doesn’t apply to QuickMeeting)

To learn how to use these functions, please open this document or view these short screencasts.




Related Topic: 3.1 What is the difference between a presenter and participant?

Related Topic: 7.1 Where can I learn about using different participant tools in a webinar?

8. Saba Meeting webinar schoolings

8.1 What is the Saba Meeting webinar schooling and why should I sign up for one?

If you would like to have presenter rights and the ability to create your own webinars on the Global Campus 21, it is mandatory that you attend the Saba Meeting webinar schooling and fill out the Terms of Use.

The Saba Meeting webinar schooling takes 1.5 hours and provides an overview of the webinar software, key presenter tools, technical requirements, guidance on creating your own webinar, as well as ten golden rules for organizing a successful webinar. During the interactive schooling, you will have the ability to test the presenter tools yourself, as well as ask questions to the instructor.

Related Topic: 1.2 What are the differences between a QuickMeeting and a webinar?

8.2 I can’t speak German. Is the schooling offered in other languages as well?

Yes, the webinar schooling is offered in German, English and Spanish. Please see 8.3 for upcoming webinar schoolings.

Related Topic: 8.3 What webinar schoolings will take place in the future?

8.3 What webinar schoolings will take place in the future?

8.4 Where can I sign up for a Saba Meeting webinar schooling?

9. Additional resources and information

9.1 Documents for presenters and participants

9.2 Screencasts for presenters and participants

You can also view the following “How to….” Screencasts for more information on using Saba Meeting tools:

  • “How to create and manage your webinar”

  • “How to set the audio and video functions”

  • “How to use emoticons to give feedback”

  • “How to use the chat function”

  • “How to upload content”

  • “How to create a poll”

  • “How to use the whiteboard”

9.3 Is there a support line to call?

No, there is no number to call. All enquiries should be sent via e-mail to support-gc21@giz.de. In order to minimize the risk of technical issues during the webinar, you should get to know the software very well in advance. In addition, you should ensure that you assign a technical assistant (e.g. a colleague) who is solely responsible for answering technical issues during the webinar and who can monitor the chat function to answer any questions that may come up. If you would like additional support during your webinar, please contact Santiago Amaya (santiago.amaya@giz.de)