Meeting host’s guide to the Pigeonhole Live Webex App

This article covers:
  • Requirements for using the Pigeonhole Live Webex App
  • How to set up the Pigeonhole Live Webex app for the first time?
  • How to add a co-host to help you manage Q&As?

  • How to display questions and poll results on the meeting screen?

  • How to moderate questions and comments in the Admin View?

  • How to manage settings and send announcements?
  • Data and permissions policy
  • Organisation-level settings and permissions

 

Requirements for using the Pigeonhole Live Webex App

  • Webex Desktop App version 41.6 or later. Hosts can only initiate the Pigeonhole Live app  on the Webex Desktop App, but can manage questions and polls from both the desktop and mobile app once it has been initiated.
  • A free or paid Pigeonhole Live account 
  • A free or paid Webex account
  • The Pigeonhole Live app must be enabled by your organisation admin for your Webex Meetings. Contact your Control Hub administrator to enable the app if it’s not available. Refer to this article for more information.

Set up the Pigeonhole Live Webex App for the first time

1. In your Webex Meetings client, click on the Apps icon at the bottom of the window.

_HC__Admin__01__Meeting_screen_empty_copy.png2. Select Pigeonhole Live in the app list.

_HC__Admin__02__Apps_list.png3. Log in to your Pigeonhole Live account. You are required to log in to your Pigeonhole Live account using the same email address as your Webex account.

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Note: If your existing Pigeonhole Live account uses a different email address from your Webex account, please contact us to update your Pigeonhole Live account’s email address.

4. If you have multiple workspaces associated with your account, select the workspace you would like to create sessions in and set it as the default workspace.

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Create a session

1. Start a new or scheduled meeting and click on the Apps icon at the bottom right of your window and select Pigeonhole Live in the app list.

_HC__Admin__01__Meeting_screen_empty_copy.png2. Select Continue to proceed with session creation. If you’d like to change your workspace, click on the dropdown to select a different workspace and select Set Workspace.

_HC__Admin__17__Login__1_.png3. You may choose to create a new session for this meeting or select an existing Pigeonhole that you’ve created in your Pigeonhole Live Workspace.

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If you select +New session, a Regular session with a nested Q&A will be automatically created for you. You can create multiple choice polls and word clouds directly in the app.

How to create Multiple Choice Polls in the Pigeonhole Live Webex App? 

How to create Word Clouds in the Pigeonhole Live Webex App?

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4. If you want to use an existing session, select the Pigeonhole that you’ve created in the dropdown menu. Then, select the session you would like to load.

* This is perfect if you'd like to start engaging your attendees before the meeting! Simply share the link to the Audience Web App before the meeting for attendees to start asking questions and voting on polls. Attendees can continue engaging in the same sessions on the Pigeonhole Live Webex App when they join the meeting. 

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The session you have selected (and its nested sessions) will load in your Webex Meeting. You can create more multiple choice polls and word clouds directly in the Pigeonhole Live Webex App.

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Recommendation:

When creating a Pigeonhole on your Workspace for the purpose of a Webex Meeting, we recommend that you follow the following setup: 

First, create a Regular session. Then, create all the Q&As, Polls, Quizzes, and Surveys you would like to load in your Webex Meeting and nest them under the Regular session. Finally, select the Regular session when loading a session on the Pigeonhole Live Webex App. 

Note: 

  • You can only load first level sessions in the app Pigeonhole Live Webex App. Any nested session will automatically load when the first level session is loaded.
  • You will not be able to change a session you’ve loaded within the same meeting. 
  • You cannot load surveys directly in the app. If you would like to open a survey session, be sure to nest the survey under another first level session.
  • You can only load upcoming and live sessions on the app.

5. Once you’re ready to share the Pigeonhole Live app with your meeting attendees, click on the Open together button at the bottom of the window. Your attendees do not need to sign in to start submitting questions.

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To stop sharing the app with your meeting attendees, click Stop. The Pigeonhole Live window will be closed for all your meeting attendees.

6. If you would like to bring your attendees’ focus to a specific session, click on the Cast button to instantly redirect your attendees to your chosen sessions on the Audience View.

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Learn more about casting sessions.

Add co-hosts to help you manage Q&As

You can add a co-host to help you manage Q&A and Poll sessions on the Pigeonhole Live. Co-hosts will be able to access and manage sessions from the admin view within their Webex Meeting window. 

  1. Right click on a meeting attendee and change their role to cohost.You can assign multiple co-hosts to your meeting. 
  2. If the assigned co-host is using the Webex Desktop app, the app will automatically refresh to change from the attendee view to admin view. The co-host is not required to sign in to Pigeonhole Live to access the admin view.
  3. If your co-host is using the Web browser, he/she will need to refresh the Pigeonhole Live app first. 

What can the co-host do?

  • Co-hosts can access all admin features i.e. moderate questions, create polls, manage session settings, and send announcements. 
  • Co-hosts can stop sharing the Pigeonhole Live app with meeting attendees. Clicking on Stop session will close the app for everyone, including the meeting host.
  • Co-hosts do not have access to the Open together button, only the meeting host is able to share the app via Open together.

Note: Co-hosts can be from the same organisation or a guest from a different organisation.

Moderate questions and comments in the Admin View

1. Enter the Q&A session on the Pigeonhole Live Webex App.

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2. If question filtering is turned on, all submitted questions will first appear in the Pending tab in the admin view.

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Click on Allow to approve a question and Dismiss to dismiss the question. All approved and dismissed questions will be moved to the Allowed and Dismissed tabs respectively. 

To edit a question, click on the ellipsis icon next to the question and select Edit. Make the necessary edits, and click Save.

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3. To moderate comments, click on the drop down next to Questions, and switch to the Comments tab and follow the same steps as above.

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Display questions and poll results on the meeting screen

1. To display your Q&A questions or poll results via the Projector Panel, go to the Agenda page on your Admin View and copy the Projector Panel link. You can also get the Projector Panel link from your Pigeonhole Live Workspace.

2. Paste the link in a browser window and share your screen to display the Projector Panel to your meeting attendees.

8._Box_HC__Admin__05__Regular__1__copy.png

How to manage settings and send announcements?

Managing settings 

Meeting hosts and co-hosts, can manage session settings and send announcements from the admin view. 

1. To manage Q&A settings, click on the Controls icon in the orange header in the Q&A session.

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Here you can change your Q&A end time, manage settings for your Q&A and any additional sessions you’ve added to this meeting.

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The Q&As that are created automatically in the Pigeonhole Live app for Webex will have the following default settings:

  • Accept new questions turned on 
  • Question filtering turned off
  • Comment filtering turned off
  • Hide session turned off

Sending announcements

You can send reminders and prompts to your meeting attendees during the meeting using the announcements feature.

1. Simply click on the Controls icon.

9._Controls_icon___HC__Admin__08__Q_A_with_moderation__1__copy.png

2. Click on the Announcement tab. Type out your announcement and select the session you would like your announcement to appear in. Then, you can send the announcement immediately by clicking Send, or save it for later.

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Related Articles:

Create Multiple Choice Polls in the Pigeonhole Live Webex App

Create Word Clouds in the Pigeonhole Live Webex App

Data and Permissions Policy & Organisation-level Settings

Meeting attendees’ guide to the Pigeonhole Live Webex App