What is the role of the host?
The role of the host is simple and does not require any expertise relating to the topic of the learning. The host will still participate in the experience alongside everyone else. Key responsibilities of the host include:
- Bringing the group together: Booking a physical room or video meeting and sending out an invitation to each individual to participate.
- Setting up and controlling the experience: Ensuring the technology is working correctly on the day and following the prompts to move the group through the session (eg. clicking “Next” when required)
- Helping create a great experience: Supporting the participants to feel welcome, have fun and be comfortable.
What do I need to do in advance?
Follow instructions as listed here or as prescribed by your organisation.
Does the host need to download an app?
There is no app download required. However, the host will need a modern version of Google Chrome or Microsoft Edge browser. Internet Explorer is not supported at this time. It’s suggested that the host updates their browser before the session starts.
Does the host need to bring anything to a session?
Yes. The host will need to share their computer screen or a screen from a large monitor in a meeting room. They will also need a phone to participate in the experience.
Can I do a test run before we start?
Absolutely. Just go here, register with your email address, and follow the prompts to get started. You’ll need to use your phone to register as a participant as well.
Can a host run a session remotely?
Yes. We have designed our experiences to cater for remote participants and teams. To run a session remotely you will need to organise a group call using your preferred video conferencing tool (e.g. Zoom, Teams, Webex). As the host you will then need to share screen and audio in the video conferencing tool to ensure participants can both see and hear the content.
Can a host run a hybrid session (remote and in-person participants)?
Yes. We have designed our experiences to cater for in-person or remote sessions. For the best experience, we recommend taking part all in-person or all remote using a digital calling tool. That said, running a hybrid experience still works fine, but can be a little more challenging during discussions.
How many other participants should I invite?
Our experiences are designed to allow 6-12 participants to take part in a synchronous experience. The maximum number of participants that are admitted in a single session is 12. They can be dispersed in other offices, at home, or in a meeting room together.
Do the other participants need to know each other?
No, participants do not need to know each other. However, some of our experiences may be more suitable for existing teams. If participants don’t already know each other, you may want to add an extra 15-20 minutes prior to the session to get to know each other and get comfortable.
How do I organise a remote session?
It’s your choice to have a remote group or a group in person. We recommend avoiding a hybrid experience, if possible, to ensure everyone is equally included in the discussions. If you have remote participants, participants can join using your organisations video-Conferencing tool. All you need to do is share your screen and audio during the session.
Step-by-step instructions to invite participants:
- Organise a group of 6-12 people to take the experience with you. They can be dispersed in other offices, at home, or in a meeting room together.
- Set up a meeting invite with the location or your preferred Video Conferencing tool. Copy and paste this template into the meeting invite and tweak it to fit your experience: “You’re invited to a new group learning experience, [Course Title goes here]. It’s a new, engaging way to learn and grow as a team and uses a combination of mobile interaction and group discussion. You only need to bring your phone and a curious mind to the session. Please ensure you charge and update the device before you arrive.”
What is the role of a participant
Participants join in and interact with an experience, alongside other members of their group. There is no pre or post work required.
Does a participant need to bring anything to the session?
Yes. Participants will also need a device, ideally a smartphone or tablet, to participate in the experience.
Can a participant join remotely?
Yes. Participants can join remotely, however, participants should check with their host if that is preferred by the group.
Akoako is a Software and Content Company based in New Zealand. The Akoako platform provides a solution to the challenge of effectively delivering group learning experiences across large organisations by combining the scalable nature of digital and the impact of social learning in a group setting. The learning experiences that Akoako developed are delivered by the industries best experts, on-demand. In other words, groups can take part wherever and whenever works for them.
Who has access to participant data?
All of the data participants post during the experience is anonymous. Many of the activities are also aggregated. For more information on this topic, please check out Akoako’s Acceptable Use Policy.
Ok we’re ready! What now?
Once you’re group is ready to start the session, you (as the host) will need to use the link provided by their organisation. To access the session, you will need to use their work email address.
It says we are out of credits. What now?
Sorry about that. Your organisation ran out of credits and will need to purchase more. Please contact your HR contact or email email@example.com and we will get back to you shortly. If you are trying to access a session and you are having this issue, we can’t guarantee this will be resolved, so we recommend rescheduling the session until it’s resolved.
How do participants see my screen?
If you are in a shared room with participants, please ensure the “Group view” with the QR code is centrally placed and everyone can read what’s on the screen. You may connect via hardware on devices like a Cisco Webex Board or Microsoft Surface Hub. If you are using your computer to connect, screen mirroring works great (e.g. Google Chromecast, HDMI cable, Apple-TV).
If you have remote participants, ensure you are sharing your screen (ensure you are also sharing your audio). Use specific instructions from these websites to learn how:
How do participants join the course?
It’s simple for participants to join. The scan the QR code on their smart-phone camera or QR-code scanner to join. If the scanner doesn’t work, no problem. Participants just use the shortened URL below the QR code.
What happens if screen-sharing or audio-sharing is not working?
If screen-sharing or audio sharing is not working, pause the session and click on the help area labeled “Share your screen and audio”. You should see a link that resembles this one: ‘app.akoako.io/sh/xyz‘. Participants with bad internet connects or those having issues with video/audio sharing can use that link on their computer so that they can engage with the experience. Note: It’s just a mirror of what the group is seeing, so do not close the primary group experience!
What happens if my group and I are running into technical issues or things that aren’t working?
We are really sorry about this. While we intend to build the experience to work 100% of the time, that’s just not reality of modern technology. Feel free to email us at firstname.lastname@example.org and we will get back to you ASAP. We are working Monday thru Friday, New Zealand time. It would be very helpful if you do email us, you could also send some of the device, browser, and OS (operating system) details, in addition to any screenshots that may be relevant.