What is the role of the host?
The hosts’ main role is to organise the people into the room and set up the technology to run smoothly. The host will still participate in the experience alongside everyone else.
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 bespoke application 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 want to use your phone to register as a participant as well.
Can a host run a session remotely?
Yes. We are designing this experience to cater for in-person or remote sessions. We are still learning about what works and what doesn’t work. For example, a hybrid solution of some people in a meeting room and others at home may not be the best experience. Another thing to note is that the host will need to share their screen and audio in their video conferencing application if people are joining remotely. Specific instructions of how to do that is here.
How many other participants should I invite?
We recommend 6-9 other people to take the course with you. 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 course with you. They can be dispersed in other offices, at home, or in a meeting room together.
- Set up a meeting invite with 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 have learn about these sorts of topics and promotes engaging discussions. 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.