User guide Automated audio conferencing solution

Transcription

1 User guide Automated audio conferencing solution this guide will help you scheduling and running audio conferences very easily from What you will learn : manage your account details how to use the audio and web conferencing service very easily create a new conference room setting up a scheduled conference call tips for effective conference calls access your reports record a conference call provide an added level of security for your audio conference 1

2 1. Automated audio conferencing solution host subscription information As a meeting host, you received: Permanent dial in numbers (toll and tollfree/freephone) Moderator passcode (used only by you) Participant passcode (used by your invitees) An Orange Business Conferencing Welcome Kit. The Wallet Card is a quick-reference guide of helpful information to manage your conference. For security reasons, please keep your moderator passcode confidential manage your account details 1 select edit account in the options drop-down menu: a page will display all your account details 2 once you have made all the necessary changes, click on save changes. 3 you will receive an to confirm the update. 2

3 how to use the audio and web conferencing service very easily? Schedule your conference by sending an that includes: -Permanent dial-in numbers (Toll & Toll free). It will enable your attendees to connect to the conference from a local phone number. -Participant passcode. You received those numbers in your welcome . -Day and time of your meeting. Tips for more effective conference calls Tips for more effective conference calls add an agenda to your conference and share it with participants in your invite add an agenda to your conference and share it with participants in your invite think of Web Conferencing to share your presentations on the web think of Web Conferencing to share your presentations on the web think of sending the Participant s controls to your invitees (see the section below «Tips for effective conference calls: think online of sending and keypad the Participant s controls») controls to your invitees (see the section below «Tips for effective conference calls: online and keypad controls») starting an automated conference call (host) 1 dial the local or toll free number corresponding to your location* (see details in the you receive) 2 If required, enter the number with the appropriate language and press # 3 Enter your moderator passcode and press # joining an automated conference call (participants) At the time of the conference call, as a participant you will: 1 dial the local or toll free number corresponding to your location* ( phone numbers are avalaible in the notification ) 2 When required, enter the number corresponding to the appropriate language and press # 3 Enter your Participant passcode and press # 4 If the host has started the call, participants will be entered into the conference If the host has not started the call yet, participants will be placed on hold until the host joins * If there is no phone numbers corresponding to your location, the service is always available dialing international number. * If there is no phone numbers corresponding to your location, the service is always available dialing international number. 3

4 Create a new conference room This feature enables you to create new conference rooms with different passcodes 1 enter your Orange Business portal essconferencing.c om and select your language 4 select create a conference in the options drop-down menu 2 enter your client ID and web password provided with your welcome kit* 3 click on manage your account 5 fill-in all the mandatory fields. (fields marked with *) you can choose other conference options like enabling recording of the conference call. * welcome kit : welcome mail and with your access codes. * welcome kit : welcome mail and with your access codes. 6 You have several options to control your conference settings. You can click on the options to have their description. Then click on «Create Reservationless Conference» if you want to start immediatly or click on «Add Scheduled Times». «enhanced authentication» : checking Enhanced Authentification will automatically set the following conference options: music on Hold, 10 digit random passcode for moderator and participant, post conference report. «music on hold» : when enabled, callers who have dialed in with the participant passcode will be put on hold with music until the moderator has joined the call. «validate moderator» : when enabled, the moderator will be asked to key his Moderator passcode* and his client ID to enter the conference. (*available in the welcome kit) «SecureTouch» : enables a set of security features. Checking secure touch will automatically set the following conference options: Voice on entry/exit, On-hold music, Roll call, Validate Moderator «enable recording of conference» : Selecting the record option will enable recording of this conference. Recording begins automatically when the moderator joins the conference. At the beginning of the conference call, a prompt will remind the participants that their conference call is being recorded. The recording will be available for playback for 30 days. 4

5 setting up a scheduled conference call 7 click on add scheduled times if you want to plan the conference with specific timeline. Follow each step to schedule your meeting Then click on «add availability time», and finally click on «create scheduled conference» 8 you will then be redirected on a new page with a conference confirmation that provides you with all the needed information for your participants provide the attendees with all the dial-in numbers and the participant code provide the attendees with all the dial-in numbers and the participant code by directly by clicking on send s by directly by clicking on send s If you choose to send invitations directly from the web portal, enter the adresses in the «participant confirmation address» field. Separate each address with a semi-colon (;) 5

6 tips for effective conference calls : online host controls As a host, control easily your conference settings from your web portal. Get acces to it by clicking on online host controls in the Orange Business Conferencing homepage. See who joined the conference. You can rename your attendees to see the name of the speaking person instead of his phone number. In a few clicks, mute or unmute your participants. You can also disconnect them and increase/decrease their volume. Select a participant line and click on «To Sub» to create a subconference. Find out the free phone numbers to join the conference. XXX Dial the phone number of your attendees to make them join the conference (avalaible only if you subscribed to the service). tips for effective conference calls : keypad controls 6

7 access your reports 1 select ReadyConference Reports in the options drop-down menu 2 enter a date range 3 tick the box corresponding to the type of report you would like to download client report-conference summary : See/Download a spreadsheet (CSV format) of the Conference Report. This report contains: Title (Bridge), Type of audio conference, Passcode, Start time, End time, Number of participants, Total minutes client report-participant detail : See/Download a spreadsheet (CSV format) of the Participant Report. This report contains: Name of participant, Participant Phone number, Participant address, PIN, In, Out, Minutes, Dial Type, Title, Type, Passcode, PO Number, Start Time, End Time 4 click on Display record a conference call As a host, you have the ability to record a meeting using your phone keypad, at any time of your conference. 1 start your audio conference (see the starting an automated conference call section above) 2 to start the recording press *22 on your phone. The system will play a message to notify your participants that the call is being recorded. listen to your recording : 1 dial-in a number from the list attached in your confirmation 2 select your language followed by # 3 enter your replay confirmation code followed by # 3 to end the recording press *22 on your phone. then press 1 to confirm that you want to stop recording. The system will play a message to notify your participants that the call is no longer being recorded. 4 An confirmation will be sent only to the moderator after your conference call, providing all the details required to access audio replays. You will have access to the reports during 30 days. at any time you can : return to beginning: press 5 back up 30 seconds: press 7 pause playback: press 8 advance 30 seconds: press 9 7

8 provide an added level of security for your audio conference keep a conference call secure: keep your host passcode confidential. select the Enhanced Authentification option and receive a 10 digit security code (chosen at random by the system) for you and your participants that will be required to join the call. restrict additional participants from joining your conference by using the Lock/Unlock touch-tone commands. dial *31 to get another level of security. As a moderator, you can enable an additionnal 4-digit PIN. Moderator can intialize it at each call and after call termination it will be reset automatically. 2. support if you need assistance, please contact one of our support center: go to click on contact us to obtain your local support center phone number. 8