Elisa Conference. User Guide

Transcription

1 Elisa Conference User Guide Version 10/2014

2 Quick Guide Elisa Audio Conference START YOUR CONFERENCE Just follow these 2 easy steps to start your conferencing: 1. Dial the toll or toll free phone access number 2. Dial your Moderator PIN Code, followed by # Easy way to arrange audio conference: With your personal PIN codes you can start conference right away. Just dial to one of the number depending of your language choice. Keep your PIN codes close to hand as you will need them for all your conferences. Passcode is your participants PIN-code. Moderator Passcode is your confidential host pin-code. BEFORE YOUR CONFERENCE You must provide conference participants with a toll or toll free telephone access number and the Participant PIN Code. Att! Don t send your confidential moderator passcode to your participants. Free 0800-number is free for participants. All costs are charged from you as the host. Toll number means that participants pay normal call rate and only conference costs are charged from you as the host. For international conferences, ensure participants are notified of their local dial in numbers. The up to date list of international access numbers is available from the Elisa Conference Dashboard. DURING YOYR CONFERENCE CONTROL YOUR CONFERENCE FROM YOUR PHONE KEYPAD Moderator control features : *0 Speak to an Operator *1 Mute/Un-mute your own line *2 Mute/Un-mute participant lines. (participants cannot use *1 to un-mute themselves) *3 Activate/deactivate tone on participant entry and exit *4 Lock/Unlock conference access *5 Mute participant lines (participants can press *1 to un-mute themselves) *6 Terminate call when moderator disconnects *7 Go to a sub-conference/return to main conference Participant control features: *0 Speak to an Operator *1 Mute/Un-mute your own line *#1 Terminate the conference *#2 Hear the number and/or names of participants *#5 Start/Stop recording *#6 Enter a billing code *0 Ask an operator to dial out to a new participant #0 Listen to the help menu #2 Personalize your conference welcome message #0 Listen to the help menu *7 Go to a sub-conference / Return to main conference

3 Quick Guide Elisa Web Conference Welcome to Elisa Web Conferencing You can start using Elisa Web Conference right away with links you receive Welcome . START YOUR CONFERENCE 1. Click the link: Host - to start conference. 2. Your name, address and company name will be automatically filled 3. Click Start. JOIN YOUR AUDIO CONFERENCE Once logged into the web conference, a pop-up will invite you to select one of the following options to join the audio conference: Please call me*: enter your country and phone number and click Call me I will dial in myself: select your country and join using the phone access number and PIN Code displayed on your screen I m already dialed in If you have dialed into the conference, enter the synchronization code displayed to streamline your audio and web sessions to improve the accuracy of the participant list. *This option will only be displayed if enabled on your account. SHARE VISUAL CONTENT Once logged into your conference as a moderator, the welcome page offers you three convenient options to share visual content with your participants: Your entire screen: to simultaneously share your entire desktop with all participants (principle screen only) Some of your applications: select any of your active applications to share with your audience A document as a slideshow: select from your content bank, upload a document from your computer or insert a whiteboard. Format: doc(x), gif, jpg, pdf, pps, ppt(x), txt, xls(x) Sharing the screen / applications requires the presented plugin installation into your browser before the first sharing session. Starting the share at first time launches plugin installation. If your company policy denies application download and/or installation, please contact your administrator.

4 Elisa Web Conference INVITE PARTICIPANTS TO WEB CONFERENCE Send your web conference participants: date and time of your conference Participant to join conference link in your Welcome participant PIN-code (passcode) dial-in number for audio ATT! Don t send your confidential moderator code to participants. OPTION 1: Before the conference Use the Outlook Invitation Toolbar* to create an instant invitation pre-populated with phone access numbers, Participant PIN Code and a one-click access link to the web conference OR Create in Elisa Conference Dashboard one-time-conference and send invitations by clicking the envelope icon. OR Send to your participants manually including the date and time plus phone access number and your Participant PIN Code. INSTALL OUTLOOK-TOOLBAR the Outlook Invitation toolbar is by far the easiest and smartest way to send invitations and join conferences. Download it now from Elisa Conference Dashboard If your company does not authorize downloads, please contact your IS administrator. OPTION 2: During your conference In the Instant Invitation section, click Invite by phone and select participant s country and input his phone number to dial-out. SHARE VISUAL CONTENT Once logged into your conference as a moderator, the welcome page offers you 3 convenient options to share visual content with your participants: Your entire screen: to simultaneously share your entire desktop with all participants (principle screen only) Some of your applications: select any of your active applications to share with your audience A document as a slideshow: select from your content bank, upload a document from your computer or insert a whiteboard Format: doc(x), gif, jpg, pdf, pps, ppt(x), txt, xls(x)

5 Elisa Web Conference MODERATOR TOOLS Click to open audio conference join options Mute all participant lines or your own line Go to full screen mode or move the participants in full-screen mode Put all of the participants on hold and play the music on hold Chat with the moderators, presenters, or with all participants Transfer a file to participants Advanced moderator tools: Lock access to the conference Specify participants privileges LIST OF PARTICIPANTS When you hold the cursor on the name of the participant, you will see the following commands: Chat with a participants Transfer a file to a participant Rename a participant Promote a participant to a presenter Add a participant to your address book Terminate participant s connection to a conference You can go to advanced audio conference tools and look at the participants' phone numbers by clicking CONSOLE-button. You can return to the standard view by clicking the Back-button. RECORDING Click the Save button if you want to start a synchronized audio and web conferencing recording. You can see the bottom right corner of the flashing icon when the conference is being saved. You can pause or stop the recording at any time. Recording is Elisa Conference dashboard site You can download the recording in WMV or MP3 format, or share a link to it. CHAT Chat windows are at the bottom of the screen. You can have several chats open at the same time. Click on the top right gear icon to delete the chat, or save it as an HTML or text file. END THE MEETING Click End conference -text to end the conference. You can exit without ending the conference, or terminate the conference when all the participants will be disconnected.

6 Elisa Web Conference OWN SETTINGS AND SCHEDULED CONFERENCES To take advantage of all of Elisa Conference features, click the welcome message Set up your Elisa account link You will receive registration link to your inbox. Click the link and you can create a username & password to Elisa Conference dashboard. After clicking the link you will end up Account Registration Form-page. Here you set: Login ID: e.g. your address Password: create your own Elisa Conference dashboard After the registration, you can change the settings and make scheduled conference bookings:

7 Dashboard DASHBOARD FUNCTIONALITIES Dashboard allows you to change the settings: Change the default settings Service reporting Scheduled meetings Download and share recordings Log in to the dashboard Log in with the username & password you set when registering and click the Enter -button. You can see all the available audio conference information in the dashboard. You have the following commands for each conference reservation: MORE OPTIONS = Drop down menu for more option LAUNCH WEB CONFERENCE = Start the web conference and enter in as the host ALTERNATE NUMBERS = List all available international dial-in numbers INVITE OTHERS = Opens client and creates new with conference details CALL ME = Start audio conference and let the system call you

8 Dashboard SCHEDULED CONFERENCE To create a scheduled Web conference with one-time password click Create and select Passcode Conference. Enter the information for the conference: Conference Title Date Time Time zone Duration Expected number of participants* Web conference available/not available (Anywhere) Name record (on/off) Entry options (tone or name announcment) Exit options(tone or name announcement) Click Submit to confirm. * Service is always charged by the actual number of participants. You will get confirmation of the booking to your inbox. When you are done, remember to send invitations!