user guide the conference call people Simple Effective Collaboration

Transcription

1 user guide the conference call people Simple Effective Collaboration

2 Introduction MeetingZone is a fully automated conferencing service that lets you set up and manage audio and web conferences. Your MeetingSpace number together with your Host AccessCode provides instant access to your own 'virtual conference room' 24 hours a day, 7 days a week. This guide provides an overview on using MeetingZone and is designed to help you become more productive. Contents MeetingSpace Numbers Your MeetingZone conference card shows the following numbers: ~ Your MeetingSpace Number This is the telephone number which you and your participants dial to access your audio conferences. ~ Your Participant AccessCode This is the code which your participants use to access your audio conferences. It is also your account number when you log on to the Members Area on our website to manage your account. ~ Your MeetingSpace Numbers Using the MeetingZone audio service Changing conference options on the website Using MeetingZone web conferencing tools Using the website to manage your account Paying your account Additional services Getting help Terms & Conditions of Use Your Host AccessCode This is your own confidential code which opens your conference and initiates billing. You will also need it to log on to the Members Area of our website to manage your account. Please remember to keep this code confidential. If you think it has been compromised, you can change it in the Members Area or contact us and we will change it for you. Audio Conferencing Preparing for a Meeting You can send or SMS notifications from the Members Area of our website if required. Starting a Meeting Dial your MeetingSpace number. Enter your Host AccessCode followed by the # key when prompted. InCall Conference Control Your MeetingSpace has many features to help you make your audio conference more effective. Some features are only available to you as a host and others are available to you and your participants. Conference Control for All Attendees Decide the date and time for your meeting and inform all participants. Remember you can automatically add your conference details to any or calendar invitation, so participants can join via Click to Conference if enabled on your account. Send your participants your MeetingSpace number, your Participant AccessCode or your Click to Conference link. Each participant dials your MeetingSpace number and enters your Participant AccessCode followed by the # key when prompted. Alternatively, they simply click on the Click to Conference link and our system will dial out automatically to them and connect them into your conference. Operator Assistance Press *0 to reach a MeetingZone operator during office hours. This service is available 24 hours a day. Volume Control Press *4 to equalise the volume of your line with others in the conference. Mute/Unmute Press *6 to mute your line. Press *6 again to unmute.

3 Conference Control for Host Only Conference Mode Interactive Mode. This is the default mode. All participants, including you as Host, can interact. Presentation Mode. All participants are muted and only hear the Host. Press *7 to activate presentation mode. Press *7 again to return to interactive mode. Additional Security Only people who have your MeetingSpace number and participant AccessCode can enter your meeting. For additional security or to prevent late comers from disrupting your meeting once it has started, you can: Lock the conference. This will prevent anyone, from gaining access to your conference. (Including the Operator on *0 requests) Press *5 to lock the conference. Press *5 to unlock the conference. Roll Call. If you have 'Name Announcement' selected (see Entry Annoucements) you can request a roll call of recorded names at any time. Press #1 to request a roll call. Attendee Count. This will play back into the conference the number of attendees currently on the call, including yourself. Press #2 to hear the current attendees. Both Roll Call and Attendee Count can be cancelled during playback by pressing *2. Conference Recording You can record your audio conference and select a number of options from the Conference Replay section in the Members Area of our website. You can: Download your recording to your PC Set up a streaming session Set up a Replay session Request a CD or Tape copy Request a transcription Erase the recording You can also ask our operators to activate these services by contacting us. To record during a conference: Press #7 to launch the conference recording menu. Press 1 to select conference recording. Press 1 again if you want the recording password protected or press any other key to start recording with no password protection. Press #7 again if you want to stop the recording before the conference ends. (Please note if you stop, then restart recording during a conference, the second recording will overwrite the first). Adding Additional Conference Participants (Host Dial Out) By default dial out is disabled when your account is set up. See 'Access Options' if you would like the dial out facility activated on your account. Once activated you can dial out from your conference to other parties and add them into your conference although this will incur additional costs. You can also perform a dial out from the website using Host Conference Control if this feature is enabled on your account. Please see Price List for details. Dial Out Press #3 to obtain dial tone. Then dial 00, then the country code, then the full number with the first zero omitted, then #. Press #5 to return both parties to the conference. Press #4 to return just yourself to the conference and disconnect the dialled party. Default Conference Settings When you first use your MeetingSpace it will have all the default settings activated. You may change these on our website or request our operators to amend. Access Options The default conference size is 40 users. To change this or to activate host dial out please contact the Customer Service Team on ( ).

4 Your MeetingSpace number is shown on your card. We also have a range of international access numbers. These numbers are shown in the members area under Audio Conferencing, Conference Control. You can also request additional dial in numbers here if you require a number that is not shown. Entry Procedure Any participants who dial in before the host will hear music until the host joins. When the host enters the Host AccessCode the conference will start and billing is initiated. Entry Announcements There are two options; 'Name Announcement' which is the default setting and 'Tone Announcement'. In the default mode participants are asked to state their name before joining the conference. This is played into the conference to announce their arrival and played again as they depart. In 'Tone Announcement' a tone is played into the conference to indicate the arrival and departure of a participant. To change your entry announcement mode, log on to Members Area of our website and select Audio Conferencing, Conference Control and Conference Options. Recording Options There are two options; 'On' which is the default and 'Off'. In the default mode you can record your conference by press #7 see Conference Recording. You In 'Off' mode this function is disabled to prevent accidental recording. can also initiate recording from the website via Host Conference Control if this feature is activated on your account. See Tip Sheet. To change your recording option mode, log on to the Members Area and select Audio Conferencing, Conference Control and Conference Options. Web Conferencing Sharing Information on your Call Your MeetingZone account includes two web conferencing tools for sharing information via the internet. These tools are called: MeetingZone Glance* and MeetingZone Presenter* MeetingZone Glance This tool allows you to quickly show your computer screen and any application you are currently running on it, live to anyone you choose over the internet, one to one or one to many. You can also pass control of your PC to another party. Loading the Glance Software Before you use MeetingZone Glance you will need to install the software. Your participants do not need to download anything and only need an internet browser. Log on to the Members Areas on our website, click on the Web Conferencing option and select MeetingZone Glance. Once loaded, you will have a small 'G' icon in your system tray located in the bottom right hand of your screen. Your Glance Address and PIN To use the service you need your MeetingZone Glance address and PIN. Your address is your Participant AccessCode following by.meetingzone.net eg participant accesscode].meetingzone.net Your PIN is your Host AccessCode. Starting a Session Click on the icon in your system tray and select 'start session' and a box will appear asking for your Glance address and PIN code. Enter these and click OK. You will then be instructed how to tell your participants to see your screen. A line will appear around your screen indicating that the session is in progress. * Using MeetingZone Glance and Presenter incurs additional charges please contact us for details.

5 MeetingZone Presenter MeetingZone Presenter is a powerful web collaboration tool. It allows you to share files, slides and desktop applications with your participants. You can pass files, remotely control an application and pass host controls in a fully interactive session. There are no downloads required for host or participants to use the service. There is an optional Host Kit that is required if you wish to do application sharing. Host Options Kit We recommend that you download the host options kit. With this you can schedule conferences through your Microsoft Outlook calendar and host application sharing sessions. Starting a Session Login to your Presenter account through the Members area of our website. This is under the Web Conferencing option in the navigation. Full user help is given at all stages of setting up your session. Click on the "Publish Documents" icon on the toolbar and follow the instructions to browse for the presentation you want to present on your PC and upload this to the service. You can do this in advance. When you want to show the slides, click on "Present" on the Publish Documents screen. To start the presentation click on the green play button in the top left of the toolbar. Your Participants After starting your session, tell your participants to go to and enter your conference AccessCode. You also have the ability to preinvite using Outlook (see Host Options Kit) and to invite people during the session using with the "invite attendees" link. Controlling Your Session All the controls you need are in the toolbar at the top of the screen. Right clicking on an attendee name shows you the ways that you can interact with that attendee. Full Online Help is available at all times via the '?' button on the top right of the toolbar. This does not interrupt the session. The MeetingZone Web Site The MeetingZone website is a powerful tool to help you manage your account and tailor your audio conferencing service to your own specific needs. How to Log On Go to At the Customer Login section, enter your Account Number which is your Participant AccessCode and your Host AccessCode and press 'Go'. (There is a Remember Me button you can tick for your convenience). This will take you to the secure Members Area. Members Area Your personal Member's Home Page shows key details of your account and lists your last five conferences for your convenience. There is a menu bar on the left hand side which gives access to the features described here. Audio Conferencing This menu contains the following: Contact Management My Contacts. This is your contacts database where you can store your regular conferencing contacts. You can add, edit and delete contacts and upload contacts from Microsoft Outlook. If enabled you can dial out to contacts to connect them automatically into your conference call. Send . This option allows you to send an using your contacts database to notify participants of a forthcoming conference call or simply send a message. The address we have for you will appear as the origination address so any replies will arrive in your normal inbox. Send SMS. This option allows you to send a text message using your contacts database to notify participants of a forthcoming conference call or simply send a message. Please remember to include your mobile number in the message as the system cannot accept replies. Please note that using the SMS feature will incur additional costs. Please see Price List for details.

6 Outlook Link. If you download this small file you can automatically add your conference dial in number, AccessCode and web conferencing URL to any or calendar invitation. Additionally if you have requested the Click to Conference feature on your account, the will also include your Click to Conference Link. Click to Conference *. An effortless alternative way for your conference participants to join your conference without having to dial your MeetingSpace number. This section gives your Click to Conference URL and give you the ability to either it to participants or copy and paste it into a document. Please note: Click to Conference is not a standard account feature. To activate this on your account please contact us. Group Dial *. From this page you can select a group of conference participants from your contacts database which the system will dial out to automatically and join them into your conference. Conference Control This menu contains the following: Host Conference Control. This sophisticated conference tool allows you to manage your conference call live online. Please Note: Host Conference Control needs to be activated on your account. Please contact us to request this feature. Conference Options. This page allows you to activate or deactivate Name Recording, Host Hang Up, Allow Host Record/Playback and Host Conference Control on your account. Simply tick the box you want to change then click on submit. Your Dial In Number List. This gives details of all MeetingSpace numbers (nongeographical, geographical and international) that can be used on your account. Add A New Dial In Number. You can have more than one number type to access your MeetingSpace. From this page you can request additional dial in numbers to use on your account. * Dial Out calls and Recording/Replay options incur additional charges please see Price List for details Schedule a Conference This menu contains the following: Schedule One Time Conference. Your account is always available to use at anytime without the need to schedule the conference in advance. However you can also schedule oneoff or regular repeating conferences in the members area of our website, using your existing dial in number but generating new AccessCodes. You can assign a name or cost code to the conference for easy identification on your monthly bill and notify your conference participants of the meeting by and SMS. Set Up Legal Call. This option allows you to book a legal court call online. Set Up Event Call. This option allows you to request an operator managed call online. Conference Replay From here you can manage your recordings. Click on the links to either view your recording list or to upload a recording. There are a number of options available to you which can be accessed by clicking on the Details tab next to each recording.* Download. This will download your recording to your PC. Upload. This allows you to upload any audio file and save it in your recordings list. When this option is selected the recording file will appear at the top of your recordings list in red indicating that it has automatically been activated on the REPLAY service for 7 days. Request CD or Tape Copy. This will request that a copy is sent to you in 2 working days. Request Transcription. This will request that a transcription is sent to you in 1 working day. Set Up REPLAY Recording. This will allow anyone of your choice to dial into the REPLAY service to hear your recorded audio or specific message address through their telephone. When selected, this option returns the dial in details to access the service. Simply send these details together with your participant AccessCode to the people you wish to hear your recording.

7 In your recordings list, the active REPLAY recording is highlighted in red. The conference host will automatically receive an After REPLAY once the REPLAY period has expired. Set up Streaming Session. This will enable the host to create the capability for anyone to visit a special area of our website to stream the audio of the selected conference. When selected, this option returns the URL that your participants need to go to and the reference number for the recording. This menu contains the following: Erase Recording. This will permanently remove the recording from the system. Please note that all recordings are automatically deleted after 6 months. Web Conferencing MeetingZone Glance (Screen Sharing) This option allows you to download the MeetingZone Glance web conferencing software. The 'Web Conferencing' section of this handbook explains how to download the program and use the service. MeetingZone Presenter (Web Collaboration) This option allows you to launch and manage all aspects of MeetingZone Presenter. The 'Web Conferencing' section of this handbook explains how to use the service. My Account This menu contains the following: View Conference Usage This page allows you to view a report showing your usage of the MeetingZone services. You can drill down to find details of each call by clicking on the blue arrow head next to each line. You can 'drill down' to find details of each call simply click on the blue arrow head next to each line to obtain more detailed information. Change Account Details Change Personal Details This page allows you to change the contact details we hold about you. Change AccessCodes This page allows you to change your AccessCodes. If you are the Account Administrator you also have the following menu options: Payment Details This page allows you to change your payment details. Direct Debit Form If you would like to pay your account by direct debit you can print this form, complete and return to us. View Invoice This page allows you to view invoices showing your usage of the MeetingZone services. You can 'drill down' to find details of each call simply click on the blue arrow head next to each line to obtain more detailed information. You can also print the invoice in Adobe Acrobat format. Manage Users View/Suspend Users This page allows you to rename folders and accounts within your hierarchy and delete accounts for users who have either left your department or company. You also have the facility to remind users of their account Add New User This page allows you to add new users to your account. Help Menu This section contains FAQ s, User Guides and Tip Sheets. Contact Us Menu This section gives information on how to contact us. Site Map This shows the site map for the Members Area.

8 Paying Your Account All accounts are billed monthly in arrears by MeetingZone using your chosen method of payment. Accounts are due for settlement 14 days after bill presentation. Company account holders may pay by debit or credit card, direct debit, company cheque or BACS transfer to MeetingZone. Personal account holders must use a debit or credit card. All payment types are fully secured and guaranteed by MeetingZone. Invoice Notification You will receive an each month attaching your invoice for the previous months usage. Please make sure that the address you gave us on registration is kept up to date. A more detailed version of your bill can be viewed in the Members Area of our website. To see this, log on using your account details and select My Account and View Invoice. If you have registered with us using a credit or debit card, or have set up a Direct Debit Mandate, you need do nothing; payment will automatically be taken in 14 days time. Additional Services There are a number of additional services we offer to help you get the best possible conference experience. These include: MeetingZone Event Service * Conference calls for the Legal Profession * Business Continuity solutions * * Additional Services incur additional charges please see Price List for details MeetingZone wants you to have a great conference call experience. If you have any questions about using the service there are a number of ways to get help. Frequently Asked Questions Log on to our website at and click on Help to access the FAQ's section. Customer Services Contact the Customer Service Team by calling or customerservice@meetingzone.com Assistance During a Conference During a conference call if you need any help simply press *0 and an operator will be pleased to assist you. This service is available 24 hours a day. Tip Sheets By using the MeetingZone service you agree to our Terms & Conditions of Use. For a copy of these, please see our website under the Register section. Contact Details Getting Help We also have available a set of Tip Sheets for specific service features that you can download from our website in the Help section. Terms & Conditions of Use Tel: (Int ) Fax: (Int ) customerservice@meetingzone.com The mark is a registered Community Trade Mark of MeetingZone Ltd Oxford House, Oxford Road, Thame, Oxon OX9 2AH UK Issue 4 March LD designs