We use the term ‘host’ for a reason, that is, you don’t need to be an expert and you don’t need to be a facilitator. All you need is to be friendly and a little organised. We like to think of it like hosting a ‘potluck’ or having friends over for dinner where everyone brings something to contribute. The host will still participate in the experience alongside everyone else.

1. Getting a group together

Note: Your organisation may have already completed this task. If you are unsure, please contact your organisation admin.

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.

Decide on a location.
  • Akoako supports both in-person experiences and remote on a video-call.
  • Hybrid experiences (some in the room and some calling in) are possible, but you will need to pay particular attention to including remote participants in discussions. More tips on hybrid sessions here.
Invite your group to the session.

Use the template provided by your organisation or one of our templates here. Be sure to include the location details to the room or call.

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 high quality video , fun 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.

2. Setting up the experience

What you need to host an experience
  • Laptop: This allows you to view and control what we call the ‘group view’ that will be seen by all participants. Note: You can also use a shared device, like a Cisco Webex board or a Microsoft Surface Pro. These tend to have older browsers, so ensure you test on them prior to your session.
  • Phone: You, along with other participants, will need a modern smartphone to join your group as a participant in the group. No app download required.
Setting up the technology

Now that you have decided on a location, please see the two options below to support the setup.

  • In a meeting room:Every meeting room is different, all you will need is the ability to connect your laptop to the TV, monitor, or projector available. We recommend creating a layout that is encourages discussion, such as a circular table with everyone facing inward.
  • On a video call:Running the session on your organisations video calling software will require you as the host to share your screen with the participants, including your audio. This allows participants to both see and hear the content of the experience. Use specific instructions from these websites to learn how:

Note: We recommend taking a practice run with the technology before you start your session with the group, especially if you haven’t before connected in a meeting room or shared screen/audio on a video call.

3. Getting started

Starting the session
  • Click on the link you have been emailed by us or provided by your organisation and enter your work email address. This will take you to the registration page where you and your group can register to take part in the experience. To register you can scan the QR code using your phone camera (or QR code scanner) or enter the URL shown on screen into a browser.
  • Once everyone is registered click ‘lets get started’.
  • Before the session begins you will need to take a few last steps that essentially, check that everyone has registered, everyone can hear and agrees to be nice (respect, listen, confidentiality).
  • Once everyone is registered click ‘lets get started’.
  • Before the session begins you will need to take a few last steps that essentially, check that everyone has registered, everyone can hear and agrees to be nice (respect, listen, confidentiality).
The basics
  • Quick agenda view: down the left side of the screen is a quick view of the agenda. Hover over a dot if you would like to see more information. To open the full-agenda, click on Pause on the top right or use the keyboard shorcut [p].
  • Quick video pause: Someone trying to talk? Quickly pause the video by clicking anywhere on the video window. navigate with the video using the progress bar at the bottom of the video (only visible during hover)
  • Sound controls: Click on the ‘Sound off’ button at the top to turn sound on and off or use the keyboard shortcut [s].
  • Full screen: Click on ‘Fullscreen’ to make the most of the screen or use the keyboard shortcut [f].
Pause the experience to manage
  • Click on Pause on the top right or use the keyboard shorcut [p] to access help and manage the experience
  • Full agenda view: down the left side of the screen you will see the full agenda including the time remaining for the experience.
  • Manage participants: If anyone comes late or accidentally drops off, not to worry. Get them to register using the QR code or URL and they will be joined with the team again in no time.
  • Change host: You can change the host controls on your phone to another partipant here if you need to step out. We currently do not support changing the group device.
  • Pause for another day: Can’t finish the experience in one session? Follow instructions to recieve an email with a link to continue.

Helpful tips for the host

Test run

If you are new to any of the technology involved it can be useful to do a test run before the actual session.

Setup time

Be sure to set aside some time to get setup before the session starts. You can have the registration page open and ready to go when guests arrive. Bonus: the registration page has background music that can help set the tone of the experience.

Water and snacks

If meeting in person it can be good to have water available, maybe even a few snacks.

Take a break

Reinforce the fact that participants can take a break any time by clicking ‘take a break’ in the top corner of your screen.

Be inclusive

Do your best to support everyone having the opportunity to share in discussions. If in-person with a large group it can be useful to break into smaller groups.

Host Frequently Asked Questions

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 we 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 we 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 we 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.

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 administrator or email help@akoako.io and we will get back to you shortly. If you are having this issue during a session, 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 help@akoako.io 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. 

What if we need more help or if we have feedback?

Feel free to email us at help@akoako.io anytime and we will get back to you ASAP. We are working Monday thru Friday, New Zealand time.