Sometimes you will want to change the people who are in the Meeting Hosts group.  You might do this when a person heads-off on sabbatical or maternity leave for example, sometimes the person has left the company

In all of these cases you would want to be able to manage, delete or retain the assets that person has created (Meeting Rooms, uploaded content, recordings etc.)

Note – in all of these scenarios there may be nuances related to the manner you have set up permissions on your own account.  Please ensure that you run through some representative scenarios in a non-destructive manner to ensure that your setup is not going to compromise your access in in the future

First of all, removing a person from the Meeting Hosts group does not delete their assets (Meeting Rooms, uploaded content in the ‘Content’ section, recordings etc.).  Removing a person from the Meeting Hosts group simply removes the access to these assets for that person

So in the case of a person leaving your organization and you wanting to remove all access to the company for that person, just remove them from all of the groups in Connect, that way they would still have a login, but there is absolutely nothing they could do with it.  For extra security, reset their password anyway to something you (the Administrator for the account) would only know

In the case of temporarily removing rights for a person, just remove the person from the Meeting Hosts (or whatever) group and then you can add them back at a later date (providing you have enough room in your quota of course)

To see how to add or remove people form the Meeting Hosts group you can refer to the ATAC Blog Post here

Some specifics about managing content that you might want to know are outlined below

Managing Meeting Rooms – Let’s say Frank Smith is a user of Meeting Rooms in Connect but is leaving on sabbatical.  The Administrator removes Frank from the Meeting Hosts group and frees up a license (which is really only relevant in the ‘Named Organizer’ model if you are looking to control your licenses effectively, if you are using the ‘Concurrent Participant’ model then if Frank is away then he is not running meetings and not using any of your Concurrent Participant licenses)

Now Frank will not be able to access his Meeting Rooms while he is away, but we really don’t mind that, neither does Frank for that matter.  The Administrator, however, will be able to access Frank’s Meeting Rooms by navigating to the ‘Meetings’ tab and then to the ‘User Meetings’ option and then to Frank Smiths login in the list

Now if the Administrator wants to actually open Frank’s Meeting Room as anything other than a Participant, then the Administrator needs to be in the Meeting Hosts group.  If the Administrator wants to be able to open Frank’s Meeting Room ad a Host then the Administrator needs to use the ‘Edit Participants’ option for the room and add themselves as a ‘Host’.  Then when they enter the room they will have full rights to work int he room, make changes, download content etc.

If you want to move a Meeting Room that has been used regularly to a more accessible area, then navigate to the Meeting Room and move it to ‘Shared Meetings’, but remember that the  access to the room will still require the person to be in the Meeting Hosts group

Of course if Frank Smith had left the company entirely, then we would not want to ever add Frank back to the Meeting Hosts group and as long as we change his password and as long as Frank does not have access to his company e-mail address (to use the ‘Forget your password’ option), Frank cannot gain access to the system in any way

Recordings – The recordings reside by default in the Meeting Room in which they were created and they also take on the permissions of the Meeting Room, but in the case of content, the Administrator has overall rights so you should have no issue navigating to the recording and then changing the permissions to ‘Public’ if that is your intention

If you want to gain more control over permissions and tracking for a recording, then as an Administrator you can move the recording to the ‘Content’ tab and the ‘Shared Content’ area.  In this case the recording would be treated as any other content and the Administrator can change permissions as desired.  Please see the Blog Post here for information on moving and managing recordings

Content – Anyone with the ability to build and manage Meeting Rooms will also have the ability to populate their ‘Content’ tab in Connect with useful files.  Even when Frank Smith is removed from the Meeting Hosts group, the Administrator can still gain access to this content by navigating to the ‘Content’ tab and then to the ‘User Content’ option, form there look for Frank Smith’s login and you can see all of his content.  Remember that unless you delete the user login itself, you should still have access to everything that was created by Frank Smith

You can change permissions of uploaded content or move it to the ‘Shared Content’ area if you prefer.  In either case the process should remain non-destructive, we are changing permissions here, not deleting content

If the Administrator wants to gain access to the content that has been uploaded to a Meeting Room then you will need to navigate tot he Meeting Room in question and you will see an ‘Uploaded Content’ option, in this section you will be able to see, move and manage the content that was uploaded into that room via the ‘Share Pod’

In summary, adding or removing people in the Meeting Hosts group should not prove destructive to meetings, content and recordings on your account *but* if something is critical then please take the time to move it to a regular, ongoing user account just in case you forget where it resides and delete the user account.  As with any of these scenarios, your own permissions might vary, so test your process for retention and management of assets on your own account wherever you can