Starting a Conference Call

Transcription

1 Starting a Conference Call To start a conference call, the moderator must call into the number provided and follow the instructions. When prompted for a code, enter the Moderator Code using the keypad. You will then be asked to say your name and press the pound button (#). If you are the first person in the conference, you ll hear music until one or more participants join. When a participant calls in, they will be asked to enter in a Participant Code. Once entered in the conference, the participant will hear music until the moderator joins. Shaw will provide the moderator with the participant code at the time of account activation. Audio Conference Toll Free Number: Local Number:

2 Using the Web Interface In your internet browser, type in You will see the login page which will require you to type in both Moderator Code and Participant Code to log in. Once logged in, the Moderator will see the screen below. Please note the contact information for Shaw support appears on the bottom of every page of the conferencing website. If there are no callers in the conference, you will see a message saying You are not in a conference right now. You can login into the website anytime to see your past conferences and to retrieve the recordings of the conference calls if needed. This feature is explained later on.

3 Active Conference When the moderator or participants call in, the screen will immediately update to show who has called in. The screen has a features exclusive to the moderator of the conference. ID: Click the next to any participant to disconnect them from the conference. Name: Click next to any participant to change their name. After typing in a new name, click to save it. Talking: When the speech icon appears, it means that person is talking. Hand Raised: Appears when a participant presses *4 on their keypad to raise their hand. They can press *4 again to lower their hand. The moderator can also click to lower all hands.

4 On-hold: Click to put all participants on hold. A recording will inform them that they ve been put on hold and they ll hear music playing. Click to bring them back into the conference. If you need to put a select few on hold, click next to the name of the participant. The icon will change to to indicate they are listening to music. Click that icon again to bring them back into the conference. Muted: Click to mute all participants. This feature lets them still hear the conference, but they cannot speak. Click to unmute all participants. You can also click the icon next to the participant or participants you want to selectively mute. Note: By clicking the New Participants checkbox, you can mute any participants who arrive to the conference. This is especially helpful if someone arrives late and you don t want to be interrupted. End Conference: Click to disconnect all participants in the conference. Lock: Click to lock the conference. Any participants who call in will be sent to the Green Room. They ll hear music as if on hold and the moderator can click either to let them in or to disconnect them. Retain Recording: Click the checkbox to record the conference. The recording can later be found under the Past Conferences tab. Former Participants: Lists all participants who have left the conference.

5 Past Conferences In this tab, you can access information regarding conferences you ve had in the past. You can look up the date of the conference, start time, duration, how many people were in each conference as well as which phone number the moderator called in from. You can filter your list of conferences by picking a start and end date from the calendar provided by clicking. You can also type the dates in the blank fields provided (MM-DD-YYYY). Recording: If you clicked the Retain Recording checkbox during one of your conferences, your recording will appear in Recording heading. Click to save your recording or just listen to it. Click to delete the recording if you don t need it.

6 Manage Codes For added security, you can create more participant codes. This way, if you have a participant who will only be joining your conference once, you can assign them a participant code different from everyone else that you can either delete manually after the conference or set to expire on a certain date. To add a participant code, type an alias in the blank field for Code Alias. If you want the code to expire on a certain day, click the blank field for Expiry Date to bring up a calendar. If you don t want to add an expiry date, click Add. The information and new participant code will now appear on the screen. Note: you can delete a participant code at any time even if the expiry date has not passed.

7 Help Click the Help tab at any time for further information on using the audio conference service. There is also a Keypad Command list that shows all the available controls and features using your phones keypad. This list can be printed out by using the print button located at the top of the list. For further support, please call the Shaw support line at You can also support at clientservices@shawbusiness.ca and our support team will assist you. Thank you for choosing the Shaw Audio Conference Service.