Conferencing User Guide

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1 Welcome Conferencing is an easy to use, on demand, audio conferencing service to help enhance your business productivity. Included at no extra charge with your Business Advantage Plus and Business Advantage Premium seats, Conferencing provides a complete solution with no reservations required and no time limits imposed. Simply dial the number of your virtual conference and enter your Identification code. Once in your virtual conference room, use easy to follow audio prompts and a host of features to take complete control of your conference. Use the Moderator Web Interface for even greater functionality and control of features including: Dial in or dial out Schedule a meeting where participants dial in at a specific time or add participants on the fly by simply dialing out during the conference. It is easy for people to join. Roll call conference participants and lock You may take a roll call of all conference participants and then lock your conference room when everyone is present. This can help enhance security and prevent interruptions. Real time participant list updates See who is on the call at any time. Recording a conference Simply start recording through your phone prompt or web interface. At the end of the conference call, your recording will be available in.wav format for download through your moderator Web interface. Easily archive or distribute the audio file via . Use these audio records for review, transcription or record keeping but be sure to check local laws about call recording. Muting Mute all participants for an important announcement or mute selectively as the topic requires. You can make the call easier for everyone by muting participants on connections that have a lot of background noise too. Page 1 of 7

2 Getting Started All users will receive a telephone access number for audio Conferencing, as well as moderator and participant codes. The telephone access number and link to the secure web portal for your location can be found at If you have not received your moderator and participant codes, contact your business group or department administrator. It s easy to get started with Conferencing simply by dialing the conference access telephone number and following the voice prompts to enter your moderator code. For even more control over your bridge, use FairPoint s secure website to quickly access and control features and options online. We ll review both the telephone interface and the web interface in this User Guide. Moderator Telephone Interface While in the conference, the moderator can use the following options in the telephone administrative interface (Figure 1): Outdial call Invite a participant into the conference by dialing out to their telephone number. For example, you may want to do this if the participant does not normally attend your conferences and does not have the participant code. Mute/unmute moderator Mute your phone so that participants can t hear you. You may want to do this while you talk privately to someone in the room. Lock/unlock conference Lock the conference so that no further participants can join. You may want to do this when all of the expected participants have joined and you want to make sure that no unauthorized participants can join. Page 2 of 7

3 Roll call of participants Hear a roll call of the names recorded as participants joined the conference. Only the moderator can hear the roll call. Count of participants Hear a count of all participants currently in the conference. Only the moderator will hear this announcement. Joining announcements on/off If joining tones are turned on through the web interface, hear an announcement giving the name that the participant recorded when dialing in to join the conference. The moderator can turn joining announcements on and off using the telephone admin interface. Name of last participant joining Hear the name recorded by the last participant to join the conference. Only the moderator will hear this announcement. Recording on/off Start and stop recording a conference at any time. An announcement will be played into the conference each time the moderator starts or stops recording, to inform the participants that the conference is being recorded Mute/unmute participants Mute the phone of all participants. You may want to do this if you are the only speaker and do not need to allow other participants to speak in the conference. This prevents background noise picked up by their phones from being heard in the conference. If you want to mute only select participants, use the moderator web interface. Soft exit Allow the conference to continue after the moderator leaves by using soft exit. You might use this feature to switch phones or to allow participants to continue their discussion if the moderator has to leave the call. The conference will continue until all participants have hung up. End conference To end a conference, simply hang up. Page 3 of 7

4 Figure 1 Moderator Telephone Adminstrative Interface Page 4 of 7

5 Moderator Web Interface Using the secure website provides the most control over your bridge. To get started: 1. Go to from any Web browser. 2. Open the Conferencing login page by selecting the link specific to your location. 3. You will be presented with a simple login box. 4. Enter the 6 digit participant code. 5. Enter the 6 digit moderator code. 6. Click the Log On button Once you have logged in, you will see several options for controlling your conference bridge and enhancing the conference experience. Current call During an active conference the moderator can (Figure 2): o See each participant as they enter the conference (participant s icon is gray) o See each participant s telephone number. If the participant s name and number are in the directory, the name will be displayed. o Add a participant s name to the directory by double clicking on the blank space below the Name field and typing the name. o See which participant is speaking (participant s icon turns green) o Mute any participant (participant s icon turns yellow). o Drop any participant. o Raise or lower the volume of a participant s connection. o See the count of participants and time elapsed. o Record a conference with one click (all participants hear system prompts telling them when recordings start and stop). o Lock/unlock a conference with one click. Page 5 of 7

6 Figure 2 Current Call Moderator Controls Directory Names and numbers of frequent participants used for display during the call. A maximum of 100 entries can be made. History Information about past conference bridge use. Each conference can be named for future reference. You will see the conference you just held on this list. Recordings Recordings previously made and saved. Recordings are kept for 30 days. Maximum allowed total storage is 6 hours. Recording can be downloaded and deleted. You will see the recording you just made on this list. Options Enhanced control of the conference bridge (Figure 3): o Joining announcements when On will announce each participant who joins. When Off participants will still be asked to record their name, but that recording will not be played to the bridge. o Joining tones when On participants hear tones as other participants join the call prior to the moderator opening the bridge. o Recording announcements when On will announce start and end of recording. Page 6 of 7

7 o End conference when moderator leaves when Yes will force the bridge to drop two minutes after the moderator leaves the conference. o Allow conference to start without moderator when On, participants can speak with each other before the moderator joins the call. o Notify when full when On will announce when you have reached the limit of your conference participants (12). o Rejection tones when On the bridge will hear tones as others try to join when the bridge is full or when it is locked. o Use on hold music when On participants hear music when the conference is placed on hold by the moderator or before the moderator logs in. o Music on hold source use one of five music options available in the drop down list. o Conference Access Details See a list of all available conference access numbers available in your location. Generate a new moderator code to replace your current code. Generate a new participant code to replace the current code. Figure 3 Conference Options Page 7 of 7

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