Moderator Instructions for MEGA Workshops

Welcome! This guide will walk you through everything you need to know before and during your workshop. Please:

• Review the "Before the Workshop" section in advance
• Print or keep a copy of the "Workshop Quick Guide" on hand while moderating

Before the Workshop - Workshop Instructions

• If you already have an account with Discuss, you will be able to simply click the “Open Project” button in the invitation you received. It should look similar to this:

• If you do NOT already have an account with Discuss, please follow the next steps so that on the day of your Workshop, you will be able to access the platform and run your session:
  • Go to Home
  • Click the “Log In” option on the top right of your screen

• Then, enter your email address.

If this is your first time accessing the platform, you will be directed to create your account:

Once this has been completed, you are ready to join the platform and manage your sessions at the time of the Workshop!

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Workshop Workflow (Moderator)

Day of Your Workshop: (To Join)

1. Accept the invitation – 

Example: 

Please find this in your email. If at any time you have a problem finding your invite or accessing the project by clicking its link, please contact [e-mail].

Once you are able to join the platform, you will be on your way to starting your Workshop experience!

Let’s begin!

Once properly joined to the Discuss platform, you will have access to the Dashboard, where you’ll find the interview link(s):

Please be sure to select the Moderators Link so that you will have proper access to everything you’ll need once leading your session.

🚨🚨You will also be emailed a direct link and a calendar invite if you prefer to access your session using this method.

First things first, you’ll want to make sure that your system/equipment is running smoothly.  

• On the bottom of your screen, in the left-hand corner, you’ll see this icon:
  • This is how you access the Participant List.
  • Once selected, you should see your own name listed.
    • By clicking the camera icon, you will be able to make sure that your angle and lighting are suitable.

    • By clicking the microphone icon, you will be able to see if when speaking there is any kind of an echo or feedback from your side.  

      

    • If everything is satisfactory, you can now move on, but if you feel there is any issue, please send a quick email to the [e-mail] address, where the Live Support Team Lead assigned to your session will be able to assist you.
    • Please note, this email is only for you when you are preparing to start your session.
• Once you are satisfied with your equipment, it is time to start setting up the rest of your interview.

Recording:

• Our Support Team Lead will start the recording before leaving the room. This is important because the “HELP!” button, which you can use to alert Tech Support, only becomes available after the recording has been started, and it will remain available as long as the recording is running.
• You’ll know the recording is running when the toggle changes from RECORDING OFF to RECORDING ON, as shown below:

• The “HELP!” button that you will use to alert tech support only shows up on your screen while the recording is running.

• Now return to the Participant List
  • You should see at least one other name besides your own.
  • This is the respondent, and they are in the waiting room.
  • Click the + next to their name, and this will bring them into the main room where you are and where the interview will take place.

    

  • IMPORTANT - If there is no one else on your participant list and the session is set to start in 10 minutes or less, use the “HELP!” button to alert the support agent.  They will then reach out to the vendor so that the respondent can be located.

    

• Once you are both in the room, you will need to check their equipment just as you did your own.
  • Turn on their mic and camera by clicking the icons for each by their name.
  • At this point, you will want to have a brief exchange to make sure that you can hear one another.
  • Also, make sure that their camera is not only active, but that the lighting and angle are both suitably positioned.
  • Again, check to make sure that you can see you as well.
  • If there are any issues with either the respondent's mic, cam, or connection, click the refresh button alongside their name on the participant list to refresh their platform access.  
    • When you click “Refresh” you will get the following message on your screen:

      

      

  • If more than a few seconds goes by without it automatically refreshing, click the “reload” button.
• If you’ve been able to refresh and the problems persist, please hit “HELP!” on the bottom of your screen so that your tech agent is alerted and comes to assist
• Now that you both are able to properly access everything needed, it is time to start your session!  The “HELP!” button will remain for as long as the recording is on and you may click it for support if you have any difficulties or questions.

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Quick Guide - Moderating a Discuss Workshop

Pre-session work  (must be completed before the time of your scheduled session):

• You should have an account set up with Discuss.
• This is mandatory to be able to join the platform and run your interview(s).
• Your Internal Coordinator can assist you in getting this done!
• For continued problems creating your account, you may also contact us at [e-mail]

Setting up your session: (if your account has been created and you are having trouble joining the session due to any issues, please reach out to [e-mail], who will be on standby to help you with any technical issues you may be facing before your session begins!)

Once in your room:

• Before you begin, START the recording!  This MUST be done to activate the “HELP!” button that you may need for additional technical support!

Session Setup:

• Bring in an available respondent to the meeting room.
  • Go to your “participant list” and click the “+” next to their name to bring them into the session.
  • Once they are in the room, make sure they are able to fully participate
    • Turn on their camera and microphone
    • Ask, “Can you hear me?”  (Can you hear them as well?)
    • Ask, “Can you see me?” (Can you see them as well?)
    • For any problems with audio, video or internet issues (lagging, pixelated, etc) refresh their platform access
    • If problems persist, use the “HELP!” button for your tech support agent to respond
  • If there are no respondents present at 5-10 minutes to start time, please use the “HELP!” button to alert your tech support agent.
• If your session has started, but during your meeting, you or your participant has any technical issues, please use the same “HELP!” button for your tech support agent to assist you.

Have a great session!

Please consult the “Before The Workshop” document before continuing!!!

Please print or Otherwise Have Available the “Workshop Quick Guide” to be on hand as you moderate the sessions in the Workshop