All You Ever Wanted to Know About Scheduling an Area Telephone Conference Call

Transcription

1 All You Ever Wanted to Know About Scheduling an Area Telephone Conference Call Thanks for deciding to give a telephone conference call a try in your Area. We have created this sheet of instructions to help walk you through the steps needed for scheduling. Have fun!!!! Go to the freeconference.com website s home page. Helpful Hint: Check out the Frequently Asked QUESTIONS section and the GLOSSARY section BEFORE you read the rest of our directions. Then, it s time to get started! Go to Sign Up on the Home Page to Create Your Account. Enter your name and address as indicated. Select a password of your choice. Then click Create Account. Go to Schedule Conferences.

2 Click on Schedule Conference in the Orange Box and select your conference option: THE WEB PREMIUM 800 Account cents per caller per minute OR WEB SCHEDULED STANDARD ACCOUNT---each person pays their own call charges based on their own plan, use of card, cell phone, etc. Most People use the standard account unless your area will be paying for the calls. (Several other options are available to you according to your own needs and preferences) Optional conference ID Feature is there if you care to use it. Click on next.

3 This section asks for your credit card information. Unless you pick the web premium 800 accounts for your conference choice your credit card is never charged! When you do select a Web premium 800 account you will receive an itemized receipt listing the time the total charge for the call and time used by each caller. If you choose to send a duplicate receipt you may decide to have that sent to your Area Treasurer. You need to fill in that address also. Click on the Orange Box that says CHANGES. Select your own time zone as requested. Then click next. Then select the number of phone lines and put that in the indicated box. Additional tips are given as help for you on that page. Then you are asked to fill in the date and time for your conference. Then you will be asked to select the amount of minutes you wish available for the call. Click on next again. You will be directed to the conference control section. Read each option carefully. We suggest that you NOT USE the Conference Starts when the Organizer Arrives mode or the Conference Ends when Organizer Leaves code mode. We do suggest that you select the conversation mode for relatively small conferences.

4 You may choose to keep the entry and or exit chimes on or off depending on your preference. You may also choose to keep these choices as your default page of selections or simply choose to click- Do not show this page again. Then click next. It will then ask if you wish to have the company send the participants who will be on your call an Invitation. Indicate yes or no and if yes follow their directions. Click next.

5 Choose a title for your conference; i.e. AREA 0022 leaders meeting by phone. Enter comments or agenda for the invitation. Click next. Submit information for your contacts if you have decided to send invitations. If not click next and check the list of other possible options if you decide on one of those. Click next. Review your selections and make any needed edits. NOTE: You MUST click on CONFIRM for your conference to be scheduled.

6 NOTE: Make certain that you notice that your telephone number and access code will be given to you on this screen. NOTE: The Organizer Access Code is only necessary for use of enhanced conference controls. Otherwise, you can just use the Participant Access Code.. At this point you and everyone you invited on the call will receive an with all the details of the conference call. Congratulations you have just scheduled your first conference call!!!!

7 Making changes to your scheduled calls If you need to make a change to your scheduled call, for instance change the start time, the day or length of the call, first you need to log in on the website. Once you are logged on you will click on the Manage button at the top of the screen. A list of all the conferences you have scheduled will be visible. Once you find the conference you want to change you will need to click on the picture of the paper and pencil under the View / Edit column.

8 All the details for your conference will be listed with a change button to the right. Click on the change button to make your changes. You may also cancel the conference by clicking the cancel conference button. After you have made your change click the next button at the bottom of the screen. You will then see a notice that your conference has been re-scheduled; all participants will receive an updated notice about the call.

9 You can then click the next button at the bottom of the screen which will take you back to the original change screen in case you have further changes. If you are all done you can go to any other part of the website or exit it all together. If you have any further questions about the conference calls please contact your Area Support Manager (Rosanne or Kim) and they can help you with any problems or concerns that you may have. Ideas for using Conference Calls Monthly Leaders meetings, especially in the winter months when traveling is bad or if you have large distances that people would have to drive to attend Team meetings for the Area Team Use the calls for any teams you may have in the area such as PR, fundraising, panel demonstrations.. Area Team/Leaders may use it to meet with other areas, for instance if they will be doing a LTC training together. There are many different uses for conference calls, it is a wonderful to reach out and work with people if time, distance and weather is an issue.