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HKU Convene Paperless Meeting - Meeting App user guide

  1. Getting started with attending a paperless meeting
  2. Login to HKU paperless meeting for the first time
  3. Meeting
  4. Resolutions
  5. Action
  6. Quick Meeting (Meeting organizer only)
  7. Starting and Ending Meeting
  8. My Profile

1.Getting started with attending a paperless meeting

The University of Hong Kong has adopted a paperless meeting solution, Convene, to facilitate all committees, faculties and  departments a more modern, efficient and secure way to organize meetings.All meeting members would access meeting documents easily with the Convene app, supporting devices including iPad, Android, Windows and Mac devices.

The “Azeus Convenue’ app support a number of devices, include Android tablets and phones, Apple iPad and iPhone. Please download and install “Azeus Convene” paperless meeting app through Apple store, Google Play Store and Azeus website, to get prepared to access to HKU committee/faculty/department meetings. 

Installation Guide

Android tabl​ets and phones

System requirements: Android 7.0 or above, at least 3 GB of RAM

  1. In Google Play, search for Azeus Convene or visit the URL https://www.azeusconvene.com/s/gp.

    Azeus_convene

  2. Tab the “Install” button.

Apple iPad and iPhone**

**iPhone version has limited functionality.

System requirements: iOS11 or above, at lease 2GB of RAM

  1. In Apple App Store, search for Azeus Convene or visit the URL https://www.azeusconvene.com/s/as.

    Azeus_convene

  1. Tab the “Get” button.

PC

  1. Visit the URL https://www.azeusconvene.com/downloading/#windowsinstall with a browser. The downloading of the Convene installation file will start automatically.

  2. After the download has completed, run the downloaded file.

MAC

  1. Visit the URL https://www.azeusconvene.com/downloading#macinstall with a browser. The downloading of the Convene installation file will start automatically.

  2. After the download completes, run the downloaded file.


2. Login to HKU paperless meeting for the first time

Follow the steps below for a one-time setup of the Convene App after installation.

  1. At the bottom of the Convene App window, click or tap “Set up the app manually”.

    set_up_app
     

  2. Enter “convene.hku.hk” as the Convene address, then click or tap “Continue”.

    Add_organization
    Adding convene.hku.hk supports you with viewing meeting papers without watermark. You will be informed by the meeting organizer which type/organization the meeting opted to use.
     

  3. The login page will be shown. Click or tap “Add organization”.

    tap_add_organization
     

  4. Add the second organization “convene2.hku.hk”. Click or tap “Continue”.

    Add_organization
    Adding convene2.hku.hk supports you with viewing meeting papers with watermark. You will be informed by the meeting organizer which type/organization the meeting opted to use.
     

  5. After successful configuration, the Convene App login page will be shown.

    convene
     

  6. Select the correct organization of your meeting. Enter Username and Password to login.
    Username: Your HKU Portal UID
    Password: Your HKU Portal PIN

    enter_username_and_password
    For security reason, if you entered your HKU Portal PIN incorrectly for 30 times consecutively, your Convene account will be locked and you will not be able to access the Convene paperless meeting system for the time being. Please contact the meeting organizer of your committee to unlock your account. The account lockout will not affect your access to other HKU services, including HKU Portal and email.
    If you forgot your HKU Portal PIN, please follow the instruction in https://www.its.hku.hk/documentation/guide/account/change-hku-portal-pin to reset your PIN.


3. Meetings

After login, the application will show the “Meetings” page with your in-progress and upcoming meetings.

To join an in-progress meeting, click “Join” next to the meeting

meetings

To view the upcoming meeting, click on the meeting subject.

The page will show the meeting information including Date, Time, Location, Meeting agenda, vote, and meeting minutes.

Click  or tap “View Meeting” at the bottom right to view the meeting documents.

view_meeting

3.1 During a Live Meeting:

  1. Once you entered a live meeting, a small blue box at the bottom right will show who is currently presenting. The first presenter is the first meeting organizer or chairperson who start the meeting.
    Presenter can change presenter, stop presenting and share private annotations anytime. As a presenter, you can lock all participants’ device to follow the page you are on.
    live_meeting
     
  2. During a live meeting, the following tools are available:
    • Agenda and bookmarks – Click to see the meeting agenda, minutes and Bookmarks
    • Annotations and actions – Click to see shared and private annotations, actions assigned
    • Annotate – Click to add shared or private annotations
    • Search files – user can search file by key word

      live_meeting

  3. During a live meeting, all shared annotations including drawing, text box, sticky notes, action and laser pointer will show on the Convene App for all participants’ in real time.
    • Laser pointer:
      • PC & Mac – click the laser pointer tool icon

        icon at the upper right corner and click the on the meeting document to show the laser pointer

      • iPad & Android – after tapping the Annotate button

        annotate button, tap the hand tool  

        hand_tool . Tap and hold with your finger on the meeting document to show the laser pointer.

    These annotations will store in the server and can be retrieved by the meeting organizers or participants after the meeting.

    annotations

    private
     

3.2 Preview an Upcoming Meeting:

  1. Preview an upcoming meeting:
    To view meeting documents of an upcoming meeting, click or tap on the meeting subject, and then the “View Meeting” button at the bottom right.

    view_meeting

  2. Preview an upcoming meeting:
    Depending on your role assigned by the meeting organizer in the meeting, additional rights may be available to you:
    1. Participants:
      • view meeting
      • participate in a live meeting (Join Meeting)
    2. Chairperson:
      • view meeting
      • participate in a live meeting
      • start meeting
    3. Secretary:
      • view meeting
      • participate in a live meeting
      • start a meeting
      • modify meeting minutes

      organizer

3.3. Meeting information and Annotation

Meeting information

  1. User can preview the meeting agenda, vote information, and related materials by swiping on the screen.
    • page forwardPage forward
    • page backwardPage backward

      meeting information

  2. Function buttons are listed at the top right.
    • Agenda and bookmarks – Click to see the meeting agenda, minutes and Bookmarks
    • Annotations and actions – Click to see shared and private annotations, actions assigned
    • Annotate – Click to add shared or private annotations
    • Search files – user can search file by key word

      annotation

Annotations

  • Shared Annotations – visible to all participants
  • Private Annotations - only visible to you
  • Pen – Tap anywhere to draw
  • Text box – Tap anywhere to add comment
  • Highlighter – Drag over text to highlight
  • Sticky notes – Tap anywhere or drag over text to add a note
  • Action - Tap anywhere or drag over text to add an action
    While annotating, swipe left or right with two fingers to show the previous or next page.
    Note: Annotation is only available on meeting documents and is not available on system generated agenda page (the first page of the meeting pack) and the separator pages. On these pages where annotation is not available, the buttons will be dimmed.
    annotation
    annotation
  • Sticky Notes – after entering the notes, tap anywhere else on the screen to save. Once the sticky note is saved, a small yellow box will show on the document.
    • private sticky notePrivate sticky note icon: seen by the author only
    • shared sticky noteShared sticky note icon: seen by all meeting participants
  • Sticky Note icon can be moved by pressing and holding the icon and move it with your finger.

    sticky note

  • Action – after entering the notes, tap on “Assigned to” to assign the action to one or more meeting participant(s)
    Tap “Due Date” to select the due date of the action, then tap “Done”
    Tap anywhere else on the screen to save.
  • Once the action is saved, a small clipboard icon will show on the document.
    • private action iconPrivate action icon: seen by the author only
    • shared action iconShared action icon: seen by all meeting participants
  • Action icon can be moved by pressing and holding the icon and move it with your finger.

    action
     

  • More Settings – additional settings can be found by click on more settings.
  • Go to Page – jump to selected page by page number
  • Show Timer – Show a countdown timer with “Pause”, “Resume” and “Reset” buttons
  • Open Web Browser – open a Google Chrome with Convene app
  • Notify New Action Assignees – Resent the notification though email to assignees
  • Take Meeting Notes – Start an in-app notepad
  • Show Annotation Authors – Show the authors name next to every annotation shared with you
  • Show Annotation Make by – Show or Hide annotations made by other participants
  • Show Indicator for Shared Annotations – (Checked by default) Show the “twin person” icon next to annotations made by other participants
  • Delete My Private Annotations – (Shared Annotations cannot be delete with this option, please use Eraser in “annotations tab” to clear shared annotations)
  1. more setting

 

4.Resolutions

  1. Click “Resolutions” to check if there is any vote requiring attention.
     
  2. Click of tap “Resolution” for detail vote information.
    resolution
     
  3. There are 2 types of voting: Show of hands, and Secret ballot.
    If there are documents attached to the vote, they can be viewed by clicking or tapping on the link or swipe to the left on the screen

    Click or tap “Yes”, “No or “Abstain” to cast your vote. For “Show of hands” voting, the vote results are shown immediately. For Secret Ballot, the vote results will only be shown after the voting period ends.
    You can change your vote anytime before the voting period ends.
    resolution

 

5.Action

All actions require your attention are listed in this section.

Actions can be viewed by Action status (All, outstanding, on hold, cancelled and completed) combined with Due Date, or Date Added.

action

 

  1. Click on Action Title to see full detail, due date, reminder setting
  2. User can update action progress and notes, then click Save
    action
     
  3. To complete an action, click on the Circle next to the action title. Click “Undo” if completed by error
    complete action
    action completed
     
  4. If you need to re-open a completed action, change the drop-down menu from “Outstanding” to “Completed”.
    Click on tick iconand the action will move back to “Outstanding” section
    re-open action

6.Quick Meeting (Meeting organizer only)

  1. To start a quick meeting, enter the meeting title, and click “Start Meeting Now”.
    start meeting now
     
  2. Once the meeting is started, participants can be invited by clicking or tapping the  icon  button at the top right, then click “+ invite Participants”.
    Invitation can be send by entering participants’ email addresses. Participants will receive an email with the access link.
    invitation
     
  3. Quick meeting includes a Whiteboard page for taking and sharing notes.
    whiteboard

7.Starting and Ending Meeting

Start Meeting

  1. Meeting organizer or participants who have been assigned the “Chairman” or the ‘Secretary” role can start a meeting to enable interactive collaboration features of Convene.
    In the Meeting tab of the Convene App after login, click the meeting that would like to start.
    start meeting
     
  2. Click “Start Meeting Now” button at the bottom right corner.
    NOTE: If you have no rights to start a meeting, the button will not be shown.
    start meeting now

Stop Meeting

  1. While in the meeting, press “Exit” button at the upper left corner.
    exit
     
  2. A window will be prompted to confirm if you would like to
    1. Leave temporarily: leave the meeting without ending it.
    2. End the Meeting: end the meeting.
      Tap “End the Meeting” to end it.
      leave meeting
       
  3. From the meeting detail page, you can start the meeting again if necessary.
    meeting detail

 


8.My Profile

Personal settings can be changed in the “My Profile” page. You can also sign out from the Convene App using the sign out buttons.

Sign out:
Logout from Convene App. Documents are stored inside the app and you can access them by logging in again.

Sign out and clear my offline data:
Logout from Convene App and remove all documents stored inside the app. If you are using a shared device such as a shared iPad, use this option to remove stored data inside the Convene App.

Theme:
Change the background colour

Notifications:
Change how you would like to receive notification (email or in-app alert)

personal setting