Host Self-Service Sessions

Self-Service Organizations may directly schedule Sessions and designate their own Hosts on the scheduling form. Hosts manage Session participants by admitting users, removing or denying access, muting participants, and editing titles. A Host can promote another participant to Host to share hosting responsibilities or demote another Host when necessary. Using the Host Controls panel, Hosts also manage recordings by starting, pausing, and ending Sessions, and can cancel Sessions when required. To enable Self-Service for your Organization, contact Customer Success at CustomerSuccess@prevail.ai.

For immediate assistance, request technical support at any time during a Session.

• Assign Session Hosts
• Manage Session Participants
  • Admit Participants
  • Remove Participants
  • Mute Participants
  • Promote a Participant to Host
    • Demote Another Host to Participant
  • View a Participant’s Details
    • Add a Participant Title
• Send Session Reminder Emails
• Manage Session Recording Options
  • Start Recording Sessions (On Record)
  • Pause Sessions (Off the Record)
  • End Sessions
    • Select Session Result
  • Cancel Sessions
    • Before the Session Starts
    • After the Session Starts
  • Record Participants
• Play Back Session Audio

Assign Session Hosts

When creating Self-Service Sessions, you can assign any Organization member with a registered Prevail account as a Host. To assign one or more Hosts, type the email address associated with their Prevail Member account in the Host Emails section of the scheduling form. There is no limit to the number of assigned Hosts.

Manage Session Participants

Hosts control participant access by admitting users into the Session and removing participants when necessary. Hosts can mute participants, promote participants to Host status, demote other Hosts, view participant details, and add or edit participant titles.

Admit Participants

Participants arrive at the Session sign-in page when they join a Session from their Prevail Dashboard or follow a Session link. All participants must request access to be admitted into a Session by a Host. When participants request access to a Session, they appear in the Waiting Room of the Participants panel, where a Host can review their credentials before admitting them into the Session.

1. On the Session Toolbar, click the Participants icon.

   The Participants panel opens.

2. In the Waiting Room section, click the down Arrow icon to expand the list.
3. Locate the Participant from the list.
4. Click the More icon.
5. Click Admit.

   The participant enters the Session.

Remove Participants

Hosts can deny entry into a Session from the Waiting Room of the Participants panel or remove participants after they are admitted. Removed participants are redirected to the Session sign-in page and cannot rejoin the Session.

1. On the Session Toolbar, click the Participants icon.

   The Participants panel opens.

2. In the list of participants, locate the participant you want to remove...

Mute Participants

Session Hosts can individually mute Session participants from the Participants panel. Muted participants can use the audio controls to unmute their microphone audio. There is no limit to the number of participants that can be muted.

Once a Session exceeds five participants, the application automatically mutes all participants except for the first five users who entered the Session.

1. On the Session Toolbar, click the Participants icon.

   The Participants panel opens.

2. Locate the Participant from the list.
3. Click the More icon.
4. Click Mute

   The participant's audio is muted.

Promote a Participant to Host

Any Session Host can promote a participant to Host status, granting them full Host permissions. Hosts can also demote other Hosts back to standard participants, removing their Host privileges.

1. On the Session Toolbar, click the Participants icon.

   The Participants panel opens.

2. Locate the Participant from the list.
3. Click the More icon.
4. In the Actions group, click Make Host.

   The participant’s label in the Participants panel displays Host.

Demote Another Host to Participant

Any Session Host can demote a Host to participant status to remove their Host permissions.

1. On the Session Toolbar, click the Participants icon.

   The Participants panel opens.

2. Locate the Participant from the list.
3. Click the More icon.
4. Click Edit Participant.

   The Edit Participant window opens in a new tab.

5. In the Access Level drop-down, select standard.
6. Click Update Participant.
7. Close the tab.

   The participant’s Host permissions are removed.

View a Participant’s Details

Participant details are visible only to Session Hosts and include permission level, browser, and operating system (OS). Internet connection information is not available for Guests.

1. On the Session Toolbar, click the Participants icon.

   The Participants panel opens.

2. Locate the Participant from the list.
3. Click the More icon.
4. Click Details.

   The Participant Details window opens.

Add a Participant Title

Participant titles appear in each participant’s video tile label and in the Participants panel and reflect the role listed on a Prevail Member’s profile. No title is displayed for Guests or Members who have not included a role on their profile. Added or edited titles do not affect a participant’s user profile.

1. On the Session Toolbar, click the Participants icon.

   The Participants panel opens.

2. Locate the Participant from the list.
3. Click the More icon.
4. Click Edit Participant.

   The Edit Participant window opens in a new tab.

5. In the Display title box, type the Participant’s title.
6. Click Update Participant.
7. Close the tab.

   The new title appears in the Participants panel.

Send Session Reminder Emails

Each participant listed on the scheduling form receives Session reminder emails. Hosts can resend reminder emails during a live Session using the Host Controls panel.

1. On the Session Toolbar, click the Host Controls icon.

   The Host Controls panel opens.

2. Click Send a Reminder Invite.

   Each participant listed on the scheduling form receives a Session reminder email.

Manage Session Recording Options

Hosts control all aspects of Session recording using the Host Controls panel. They start recordings to enable AI transcription and video capture, pause Sessions to go off the record, end Sessions with appropriate documentation, and handle Session cancellations. Hosts can also select participants to record for Deposition Session types.

Start Recording Sessions (On Record)

Start a Session when it officially begins or to resume recording after a pause. Starting a Session enables AI transcription and video feed recording, placing the Session on the record.

If the recording fails to start properly or an active Session does not display the REC indicator, immediately start the recording and request technical support. Record the approximate time the Session recording should have started.

1. On the Session Toolbar, click the Host Controls icon.

   The Host Controls panel opens.

2. Click Start Session.

   The REC icon on the Session Toolbar appears highlighted in red.

Pause Sessions (Off the Record)

Pause a Session to go off the record. During a pause, the AI Transcript does not display transcribed audio and video feeds are not recorded. No Session data, including screen shares and presentations, is available in Session Review for the paused duration.

1. On the Session Toolbar, click the Host Controls icon.

   The Host Controls panel opens.

2. Click Pause Session.

   The REC indicator on the Session Toolbar appears greyed out.

3. To resume the Session on the record, click Start Session.

End Sessions

End a Session that has officially concluded. Ended Sessions are listed on the Sessions page with the option to visit Session Review.

1. On the Session Toolbar, click the Host Controls icon.

   The Host Controls panel opens.

2. Click End Meeting for All.

   The Send Session Result window opens.

3. If available, in the Session Result drop-down, select an option.
4. Click Submit.

   The Host Controls panel displays Meeting Finished.

Select Session Result

For Organizations with this feature enabled, the Session result is saved to the official Session record for documentation purposes.

Cancel Sessions

Cancel Sessions from the Host Controls panel at any point before or after a Session begins. Sessions canceled before they start are removed from the Sessions page, while Sessions that started and were subsequently canceled remain on the Sessions page with a link to Session Review.

Before the Session Starts

When Sessions are canceled before they start, an option is available to send cancellation emails to participants listed on the scheduling form.

1. On the Session Toolbar, click the Host Controls icon.

   The Host Controls panel opens.

2. Click Cancel Meeting for All.
3. Optional: To send a cancellation email to all participants, select Send cancellation email.
4. Click Submit.

   The Host Controls panel displays Meeting Canceled.

After the Session Starts

Participants do not receive cancellation emails for Sessions that are canceled after they start.

1. On the Session Toolbar, click the Host Controls icon.

   The Host Controls panel opens.

2. Click End Meeting for All.
3. If available, in the Session Result drop-down, select canceled.
4. Click Submit.

   The Host Controls panel displays Meeting Canceled.

Record Participants

Enable video feed recording of Deposition Session participants to retain their video feed record for Session Review. Recorded video captures any screen shares or presentations, including live annotations.

1. On the Session Toolbar, click the Participants icon.

   The Participants panel opens.

2. Locate the Participant from the list.
3. Click the More icon.
4. Click Edit Participant.

   The Edit Participant Details window opens in a new tab.

5. Select Should record.
6. Click Update Participant.
7. Close the tab.

Play Back Session Audio

When requested, play back an audio recording of selected transcript lines in the AI Transcript. The Listen option opens an audio file in a separate tab that can be screen-shared with Session participants.

1. On the Session Toolbar, click the AI Transcript icon.
2. In the AI Transcript, select the line(s) of text to replay...
   1. Click on a line of text.
   2. Optional: To select multiple lines of text, press and hold SHIFT as you click additional lines.
3. Hover over the selected text.

   The Listen option appears.

4. Click Listen.

   The audio file opens in a new tab in your browser.

5. Share your screen with Session participants...
   1. On the Session Toolbar, click the Start Sharing icon.

      The Sharing menu opens.

   2. From the Sharing menu, click Share Screen.
   3. Select the tab with the audio file.
   4. Click Share.
6. In the audio file tab, use the audio controls to play the audio.
7. When you are finished presenting the audio file, click Stop Sharing.

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