Conducting training with Acrobat Connect Pro

Manage the Training Catalog

The Training Catalog gives training managers a way to organize courses and curriculums. For example, a training manager can make a large number of courses available using the Training Catalog without placing all of the courses into curriculums. Or, a training manager can create a curriculum and then point learners to a wide variety of supplemental information in the Training Catalog.

Note: When using the Training Catalog, add all of your learners to the Learners permission group. This enables learners to view any training options within the catalog. If you want to limit access to certain training options within the catalog, organize training materials into folders and customize permissions at the folder level.

Acrobat Connect Pro administrators set up permissions to the Training Catalog. For more information, see Configure the Training Catalog.

Note: Acrobat Connect Pro administrators can change self-enrollment and Training Catalog settings to adhere to standards for governance. For more information, see Working with compliance and control settings.

Open the Training Catalog

When you first begin using the Training Catalog, it may be helpful to create folders to organize information. For example, you could create folders that represent different departments (Accounting, Human Resources, Facilities, etc.) or different types of training (Beginning, Intermediate, Advanced, etc.).

  1. Click the Training tab in Acrobat Connect Pro Central.
  2. Click Training Catalog.
  3. Click New Folder to begin creating folders and organizing the catalog. You can create folders within folders to set up a hierarchy.

Setting permissions in the Training Catalog

You can set permissions for folders and items in the Training Catalog. This is useful if you have your Training Catalog organized in a folder structure and you want to control who can manage and publish to each folder.

  1. Click the Training tab in Acrobat Connect Pro Central.
  2. Click Training Catalog.
  3. Select the checkbox next to a folder or item.
  4. Click Set Permissions.
  5. In the Current Permissions For list, select an individual or group, click Permissions, and select a permissions level (Denied, View, Publish, or Manage).
Note: By default, the Learners group has View permissions for the root level of the Training Catalog. This default setting allows anyone in the Learners group to browse through the root level of the Training Catalog. You can change the permissions to control who can view the Training Catalog.

Adding items to the Training Catalog

Only courses, curriculums, and virtual classrooms can be added to the Training Catalog; to use content within the Training Catalog, turn the content into a course. When you add a course or curriculum to the Training Catalog, you also specify if learners can enroll themselves.

  1. Click the Training tab in Acrobat Connect Pro Central.
  2. Navigate to the course/curriculum you want to add to the Training Catalog and click on the course/curriculum.
  3. Click Training Catalog Settings.
  4. Select List in Training Catalog For Learner Self-Enrollment. This enables registered users to add themselves to the permission list for the course or curriculum in the Training catalog.
  5. Do one of the following:
    • Select Enrollment Requires Course Manager Approval to require that learners receive approval before being given access to the course or curriculum in the Training Catalog. Select Notify Course Manager(s) Of Approval Requests By Email to receive an e‑mail message each time a learner wants to self enroll. (If you do not select this option, you’ll need to check the Training Catalog for learners who have Pending status.)

    • Select Enrollment Is Open to give all learners access to the course or curriculum.

  6. Select Display In Training Catalog.
  7. Navigate to a location within the Training Catalog for the course or curriculum and click OK.
  8. Click Save.
Note: Self enrollment information is not included in Training reports.

Informing learners about the Training Catalog

Once you have organized and added content to the Training Catalog, inform your learners.

Note: If you are sending a notification e‑mail message to learners about a curriculum and supplemental information for the curriculum can be found in the Training Catalog, simply edit the notification text to include a link to the Training Catalog. This gives learners all the information they need in one e‑mail message.
 Tell learners about the Training Catalog using one of the following methods:
  • Inform them that a new Training Catalog tab is now on their Acrobat Connect Pro home page.

  • Send an e‑mail message containing a link to the Training Catalog.

  • Place a link to the Training Catalog on your web portal.

Note: A link within an e‑mail message or on a web portal can also point directly to a course within the Training Catalog.

Approving training enrollees

If you selected the require approval option when you added courses, curriculums, or virtual classrooms to the Training Catalog, you’ll need to manage and approve learners when they want to view items in the catalog. Requiring approval enables you and other training managers to stagger approvals and limit the number of learners that can access a specific course, curriculum, or virtual classroom at the same time.

  1. Do one of the following:
    • If you selected the option to be notified by e‑mail when learners request approval for a course, curriculum, or virtual classroom in the Training Catalog, click the link in the e‑mail message.

    • If you did not select the notify by e‑mail option, click the Training tab, navigate to the course, curriculum, or virtual classroom for which you want to approve learners, and click on the course, curriculum, or virtual classroom.

  2. Click Manage Enrollees.
  3. In the Current Enrollees For list, select an individual with the status of Pending Approval.
  4. Click Permission and select Enrolled. (You also have the option to change a learner’s permissions to Denied or Pending Approval.)
  5. In the dialog box that appears, select Yes if you want to notify the learner that they are enrolled.

Conduct a virtual class

The virtual classroom layout is flexible and provides you with many ways to present information and interact with classroom attendees.

Note: An administrator may have enabled a compliance Terms of Use notice that must be accepted before entering a virtual classroom. (For more information, see Working with compliance and control settings.)
  1. From the Training tab in Acrobat Connect Pro Central, navigate to the virtual classroom you want to enter.
  2. Click on a virtual classroom name from the list below the navigation bar.
  3. Click Enter Virtual Classroom or click the classroom URL.
  4. Manage incoming attendees by approving and denying their requests to enter. For more information, see Invite attendees and grant or deny access.
  5. Conduct training for attendees. Here are some ideas:
    • Switch between the Lobby, Classroom, and Analysis virtual classroom layouts. You may want to start with Lobby which contains a large Chat pod for attendees to introduce themselves to each other. Next, change to the Classroom layout when sharing courses. Finally, finish in the Analysis layout which offers a Poll pod you can use to ask attendees to rate their virtual classroom experience.

    • Launch courses in the Course Share Pod. Sync and un-sync the course as required. For more information, see Invite attendees and grant or deny access.

    • Interact with attendees through the Attendee List. Ask attendees questions they can respond to using emoticons and encourage them to ask questions by virtually raising their hand. For more information, see Communicate with training or meeting attendees and Ask or answer a question during a training session or meeting.

    • Use the Camera And Voice pod to broadcast your, or an attendee’s, picture and voice. For more information, see Enable participants to broadcast microphone audio and video.

    • Move attendees into different sub-rooms so they can collaborate in a smaller group setting. For more information, see Creating and managing breakout rooms

    • Use the whiteboard to collaborate with attendees or allow them to collaborate with each other to answer a question or brainstorm ideas. For more information, see Share a whiteboard.

    • Use the Chat pod to communicate with attendees or answer questions. For more information, see Chat and Q&A in meetings.

    • Take notes, such as questions to research, information to add to a course, or ideas for improving your virtual classroom in the Note pod. For more information, see Taking notes in a meeting.

  6. To close the virtual classroom session, select Meeting > End Meeting.
Note: Acrobat Connect Pro administrators can change pod, sharing, and other settings to adhere to standards for governance. These settings affect the layout of virtual classrooms and what you can do in virtual classrooms. For more information, see Working with compliance and control settings.

Communicate with training or meeting attendees

It is important to create a sense of community within a meeting or training session and encourage attendees to participate. Hosts and presenters set the tone of meetings and training sessions and can show attendees how to be active participants.

An easy way for attendees to communicate and participate is to use the emoticons that appear in the Attendee List. These emoticons can express an emotion such as laughter or applause, make a request of the host such as speak louder or slow down, or take action such as a raising their hand or agreeing with a comment.

Using the emoticons is as simple as clicking on a picture. For attendees using the emoticons in a meeting or training session for the first time, hosts and presenters may want to type some simple instructions in the Note pod. Alternatively, hosts and presenters can use the audio to explain to attendees how to use the emoticons.

Here are a few more tips for communicating with meeting and training attendees:

  • Explain to attendees how to use the emoticons and audio together and then support them when they try to use the features. If attendees are raising their hands, take and answer their questions so they begin to understand how the communication flow works.

  • Be the most active user of emoticons. When an attendee makes a comment, use the emoticons to express laughter or applaud. If you are busy giving a detailed presentation, enlist the help of another host or presenter to be active using emoticons and managing the Attendee List.

  • An easy way to keep attendees involved is by asking simple questions during your meeting or training session that attendees can quickly answer using the Agree and Disagree emoticons. (The Agree and Disagree emoticons do not time out automatically; when you feel a majority of attendees have answered, click Options   and select Clear Everyone’s Status.)

  • At the beginning of a meeting or training session, check your voice level and have the attendees try the emoticons by asking them to use the emoticons and tell you if you should Speak Louder or Speak Softer.

  • If you have acknowledged an attendee’s raised hand and given them voice rights, you can also allow them to share their screen (hover over their name in the Attendee List and select Request Screen Share  ). This can be helpful if sharing their screen enables them to clarify a question or provide information. It is also another technique to get attendees actively involved in the meeting or training session.

  • In the Attendee List, hover over an attendee name to mute or unmute their microphone as needed during an audio conference call.

  • When a host gives an attendee permission to start sharing their screen, the notification window appears for 10 seconds only. If the attendee does not click Accept on the notification window within the 10 seconds they lose the right to share their screen.

  • If a presenter or host is not speaking, but has left the Push to Talk button on in their VoIP toolbar, another host can hover over their name in the Attendee List and select Mute Microphone to reduce background noise.

Note: Acrobat Connect Pro administrators can change pod, sharing, and other settings to adhere to standards for governance. These settings affect the layout of meeting rooms and virtual classrooms and what you can do in the rooms. For more information, see Working with compliance and control settings.

Ask and accept attendee questions

Acrobat Connect Pro enables attendees to raise their hand on the screen (using emoticons), ask a question using the Chat pod or audio (telephony or VoIP), and have the host answer their question. Attendees can use the emoticons to raise their hand at any time; hosts and presenters can choose to accept or decline the raised hand.

  1. Within a training session or meeting, do one or both of the following:
    • Use audio (telephony or VoIP) or the Chat Pod to ask attendees a question.

    • Tell the attendees, using audio or the Chat pod, how to ask questions on their own.

  2. Attendees raise their hands using the emoticons in the Attendee List pod and the following takes place:
    • Everyone in the training session or meeting can see the raised hand emoticons next to the attendee names in the Attendee List. If multiple attendees raise their hand, the person who raised their hand first appears at the top of the list, and so on, down the list.

    • You receive a notification in the upper-right corner of the virtual classroom or meeting room asking you to Approve or Decline. (If you used the add-in to open the room and you are sharing your screen, the notification appears in the lower-right corner of your screen.) If multiple attendees raise their hand at the same time, each individual notification shows how many attendees raised their hand and this individual attendee’s position in the queue. For example, 4/10 indicates that the attendee was the fourth of ten attendees to raise their hand.

  3. Manage the raised hands by taking the following actions:
    • Accept a raised hand by clicking Accept in either one of the notification messages. (Approve all raised hands at once by selecting all attendees in the Attendee List, then hovering over a single attendee and selecting Grant Microphone Rights .) Next to the attendee’s name in the Attendee List, the raised hand emoticon  is replaced with the grant microphone rights emoticon  and the attendee’s name falls in the Attendee List in alphabetic order. The attendee receives a notification that they have voice rights and can click Speak Now to ask or answer a question. If the attendee needs to share their screen, hover over the attendee’s name in the Attendee List and select Screen Share. When an attendee is finished speaking, hover over their name in the Attendee List and click Revoke Microphone Rights  to revoke their speaking rights.

    • Dismiss a presenter’s raised hand by clicking Decline in either one of the notification messages or by hovering over the presenter’s name in the Attendee List and selecting Decline Hand .

  4. (Optional) To clear all emoticons from the Attendee List (except Stepped Away), click Attendee List options  and select Clear Everyone’s Status.

Ask a question using audio

Just like in a regular classroom or meeting room, you can ask a specific attendee in a training session or meeting a direct question. You can do this by asking the question, granting an attendee temporary microphone rights to answer the question, and then revoking the rights.

  1. During a training session, hover over a name in the Attendee List.
  2. Select Grant Microphone Rights .
  3. The attendee receives a notification message in the upper-right corner of their screen and clicks Speak Now to begin talking. When the attendee has finished speaking, hover over their name in the Attendee List and click Revoke Microphone Rights again to revoke their speaking rights.