Configuring a Smart Conference

Transcription

1 Configuring a Smart Conference Ifbyphone s Smart Conference allows you to set up instant or scheduled conference calls and, optionally, to call the conference attendees rather than waiting for them to call in to the conference. All conference attendees and their statuses can be monitored on a live dashboard by the conference host. The Smart Conference application is accessible in two ways, by calling out to a phone number on a Smart Conference list at a designated time, or by allowing people to call in and enter a registered phone number and an optional pin to join the conference. If you choose, Ifbyphone will send an invitation to all Smart Conference participants that includes the scheduled date and time of the conference call, as well as the toll free number, registered phone number, and if selected, the pin a caller can use to enter the conference if they miss the call. STEP 1 Login to with your User ID and PIN. Once logged in, select Conferences (BETA) from the Services menu bar. STEP 2 Select to schedule a new Smart Conference. STEP 3 Configure a new Smart Conference. On the Smart Conference Schedule page, you can see the following options: Conference Description: give the Smart Conference a name. Execute conference immediately: checking this box will initiate the conference call immediately after you click the Schedule Conference button at the bottom of the page. The conference date and time settings will be removed once this box is checked. Conference Scheduled Time: select a date and time for the conference if you have not chosen to execute the conference immediately.

2 Conference Time Zone: select a time zone for the conference if you have not chosen to execute the conference immediately. Conference Length: set a length after which no one else will be allowed to join a conference. Conference PIN: if you would like to set a numerical, 4-digit pin that is required for all conference attendees (inbound and outbound callers) upon entering the Smart Conference, enter it here. Note that this field is optional. Inbound Only: attendees may only join a Smart Conference by dialing in. Send Invitations: if you check this box, an will be automatically sent to all conference attendees. The will include the scheduled date, time and time zone of the Smart Conference, the phone number they will be called at as well as the phone number and PIN they can call into if they are unavailable at their registered number at the beginning of a call.

3 Conference Attendees: choose a method for inputting information about conference attendees. You can either enter in the Attendee Name, Phone Number and Address one by one or click on Switch to attendee upload mode. This link will let you search for and upload a CSV file. If you are uploading a CSV file, the file should have three columns and look like the picture below. Make sure the column headers follow this format and that the file is saved as a CSV (Comma Delimited) document. Once you have configured the conference and added attendees, click the Schedule Conference button. STEP 4 Viewing Conference Details Once you have scheduled a conference and even during an active conference, you can view conference details and add or remove attendees. After you have scheduled a conference, you can view all current and pending conferences on the Smart Conferences page. To view details and add or remove attendees, click the details icon. On the Smart Conference Details page, you can view all conference settings, including the Dial-In Number that an attendee can call if they were unavailable when the conference sent them an outbound call at their listed number.

4 To remove attendees from the conference, select the box next to any employee and click on the Remove button. To add attendees, click the link Add Smart Conference attendees at the bottom of the page. Once you click this link, a box will appear that allows you to add attendees one by one or you may upload contacts from a CSV file.

5 If the conference is pending and you want to send an about the conference details to the new attendees, check the Send invitations box. If the conference is active and you want to immediately call the people you are adding to the current conference, check to Call new attendees immediately. Click Add Attendees to add these new attendees to the conference list. STEP 5 The Conference Dashboard During a Smart Conference, the Conference Dashboard will provide you with a real-time view of all the details of your conference call, while the call is taking place. To access the Dashboard, go to the Smart Conferences page by selecting Conferences (BETA) from the Services menu bar. Then click on the Dashboard icon while a conference is active. At the top of the Dashboard, you can view the conference name, date, time and time zone, the dial-in number, conference length and the conference PIN if one has been set. Below that is a list of all participants and phone numbers, as well as the following information: Status: if an attendee is currently on the call, they will be listed as active. If an attendee did not pick up their outbound call and has yet to make contact with the conference, they are listed as pending. If an attendee entered the conference and then left it, they will be listed as inactive. Active Time: the amount of consecutive time an attendee has been on a call. Total Time: the amount of active and inactive time from when an attendee first signed in to a conference. This will tally until the conference ends. Actions: if an attendee is active, two icons will appear. Kick will disconnect the attendee immediately from the conference, and Mute will immediately silence the attendee. If an attendee is pending or inactive, clicking the Call icon will place an outbound call to the attendee and ask them to join the conference call.

6 STEP 6 Viewing Smart Conference Results Once a Smart Conference is complete, you can view the amount of time that each attendee was on the call. To do so, go to the Smart Conferences page and click on the details icon for a completed conference. At the bottom of the details page you will see a list of all your conference attendees, as well as their phone number, address (if applicable), participation status and total conference time. To understand how many minutes from your Ifbyphone account the conference has used, add up the total time of each participant. Note that depending on which Ifbyphone usage plan you are on, you may need to round up the total time of each participant before adding them together. More reports are available on the Ifbyphone system to help you understand how your account is working for you. Take a look at the Reports Addendum V2.8 and the Reports Advanced User s Guide on the Tutorials and User Guides page of your Ifbyphone account. For more information, call us at or visit our website at