BroadData Audio Conferencing Product Upgrade (If your current domestic toll-free dial-in number is )

Transcription

1 BroadData Audio Conferencing Product Upgrade (If your current domestic toll-free dial-in number is ) In an effort to improve your conferencing services, we will be upgrading our audio conferencing platform on September 1, Your current audio conferencing service will continue to function as is until this date. This upgrade will not affect rates or billing. You are receiving this information now, well in advance of the upgrade date, to allow plenty of time to review and/or communicate this information to your users (if applicable). You can also visit our web site at for complete upgrade information. Most Aspects Of Your Current BroadData Audio Conferencing Service Will NOT Change Your current Conference ID(s) (will be called Conference Code after upgrade) will NOT change. Your current Moderator PIN(s) (will be called Leader PIN after upgrade) will NOT change. There will be NO changes to capacity (125 Participants on any call), service availability (24x7x365) or technical support (available 24x7x365 at ) Your Toll-Free Dial-In Number Will Change Current Toll-Free Dial-In Number: (will not change until 9/1/2010) New Toll-Free Dial-In Number: (effective 9/1/2010) Your Toll Dial-In Number Will Change [generally infrequently used and primarily only used for international dial-in] Current Toll Dial-In Number: (will not change until 9/1/2010) New Toll Dial-In Number: (effective 9/1/2010) All International Toll-Free Dial-In Numbers Will Change (but more countries added) All International Toll-Free Dial-In Numbers will change. To view a list of revised International Toll-Free Dial-In Numbers, go to In the Reservationless-Plus box (lower right hand corner of page), enter your existing 7-digit Conference ID (now called Conference Code). After entering your Conference Code a View Dial-In Numbers link will appear. Click on this link for a complete list. We apologize for any inconvenience caused by changing our International Toll-Free Dial- In Numbers, however, as part of this upgrade our International Toll-Free Dial-In Number country footprint is being significantly expanded. Use the instructions above to view a complete list of all of our international dial-in options. Remember, these changes will not take effect until 9/1/2010. Last modified on: 6/15/2010

2 New International Local (City) Dial-In Numbers Will Be Available In addition, as a new enhancement, we will also begin offering International Local (City) Dial-In Numbers. Use the instructions above to view a complete list of all of our international dial-in options. Remember, these changes will not take effect until 9/1/2010. Conference Recording s If you use the conference record feature, the command to start recording (*2) will not change. You will continue to automatically receive an after the call with information as to how to access the recorded conference playback over the phone or web. As you may know, if you want a digital file of your recorded conference, you currently have to request a download link through BroadData Support. We are happy to announce that this upgrade will provide you with new post-conference capabilities that will enable you to access and download your recorded conferences via the web. If you would like to learn how to download a recorded conference, see Page 6 of this document for details. In-Conference Phone Command s As part of this upgrade, some of your in-conference audio conferencing telephone keypad commands will change and additional in-conference commands will be added (including a sub-conferencing option). Please see Page 5 of this document for details. Web Conferencing If you use any BroadData Web Conferencing products, you will receive separate information about how this upgrade will affect web conferencing services. Summary While this upgrade will result in some differences in your experience, we are confident that our conferencing solutions and global options will provide you with many added benefits. This document is intended to provide an overview of the audio conferencing modifications and enhancements you can expect from this upgrade. Please use this document to assist you in a smooth transition with your conferencing experience. Please contact us at or us at support@broaddata.com if you have any questions.

3 TERMINOLOGY & IMPORTANT AUDIO CONFERENCING INFORMATION Current Reservationless Audio Conferencing Moderator Conference ID Moderator PIN Your 7-Digit Conference ID(s) Will Not Change Your 4-Digit Moderator PIN(s) Will Not Change Reservationless or Reservationless-Plus Audio Conferencing Leader Conference Code Leader PIN Your 7-Digit Conference ID(s) Will Not Change (will be called Conference Code after upgrade) Your 4-Digit Moderator PIN(s) Will Not Change (will be called Leader PIN after upgrade) DIAL-IN NUMBER CHANGES Toll Free - Current Current Toll-Free Dial-In Number is Toll - Current Current Toll Dial-In Number is International Toll Free - Current Toll Free - Your Toll-Free Dial-In Number WILL Change to Toll - Your Toll Dial-In Number Will Change To International Toll Free - All International Toll-Free Dial-In Numbers Will Change To View A List of Revised International Toll-Free Dial-In Numbers go to: All International Toll-Free Dial-in Numbers Will Change In the Reservationless-Plus box, enter your 7-Digit Conference ID (now called Conference Code). After entering Conference Code a View Dial In Numbers link will appear. International Local (City) Dial-In Numbers Are Not Currently Offered - International Local Dial-In Numbers Will Now Be Available To View A List of International Local (City) Dial-In Numbers go to: In the Reservationless-Plus box, enter your 7-Digit Conference ID (now called Conference Code). After entering Conference Code a View Dial In Numbers link will appear.

4 GENERAL AUDIO CONFERENCING INFORMATION Current Capacity 125 participants per conference 125 participants per call conference call Service Availability 24/7/365 24/7/365 Technical Support (24x7x365) Conference ID vs Conference Code Moderator PIN vs Leader PIN 7 Digits 4 Digits 7 Digits Your Current Conference ID will become your new Conference Code 4 Digits Your Current Moderator PIN will become your new Leader PIN DIAL-IN OPTIONS Current E = Toll dial-in number Yes Yes Toll-free dial-in number Yes Yes International Toll-Free Service (ITFS) Yes Yes International Local (City) Access Dial-out Yes Yes No Yes ENTRY / EXIT OPTIONS Current Available Name Announce Yes Yes Tone Yes Yes Silent Yes Yes BILLING CODES/PROJECT ACCOUNT CODES (PAC) Current E = Number only via telephone keypad Yes Yes Alpha/numeric via web Yes Yes Permanent alpha/numeric No Yes

5 TELEPHONE KEYPAD COMMANDS Command Current Enhance List Available Commands ** ** Operator Assistance for Conference 00 *0 Operator Assistance for Individual *0 00 Private Roll Call *9 *4 Participant Count *# *# *1 Initiates dial-out *1 Initiates dial-out Dial-Out to a Participant (domestic only) Dial-Out to a Participant (International) Submenu: *1 Connect self / participant dialed to the conference *2 Connect participant dialed and dial another *3 Disconnect line and rejoin self to conference *4 Disconnect line and dial another participant Submenu: *1 Connect self / participant dialed to the conference *2 Connect participant dialed and dial another *3 Disconnect line and rejoin self to conference *4 Disconnect line and dial another participant *0 00 Change Entry / Exit Method n/a *3 Enhance Lock / Unlock Conference *4 / *5 *7 / #7 Group Mute / Unmute ## / 99 *5 / #5 Individual Mute / Unmute *6 / *7 *6 / #6 Begin / End Conference Record *2 *2 Allow / Disallow Auto Continuation *8 *8 Sub-Conferencing n/a *9 Enhance

6 MANAGE YOUR AUDIO CONFERENCING ACCOUNT ONLINE FOR MORE INFORMATION REVIEW THE RESOURCES LINKS AT: CONFERENCING Current Manage Your Audio Conference Account & Settings Online Not Available Manage Your Audio Conference Settings, Optionally Schedule Audio Conference Calls, Generate Audio Conference Call Invitations and More, go to: Complete instructions at: content/uploads/2010/06/broaddata- TCCOnline.pdf View Your Dial-In Numbers Online Not Available To View Your Dial-In Numbers, go to: In the Reservationless-Plus box, enter your 7- Digit Conference ID (now called Conference Code). After entering Conference Code a View Dial In Numbers link will appear. Download Recorded Audio Conference Files Not Available Online, Must Make Separate Request To BroadData Support - Self-Service via your account at: Complete instructions at: content/uploads/2010/06/broaddata-audio- Conferencing-Recording-and-Playback.pdf Web-Based, Real-Time Audio Conference Management data.com/ Complete instructions at: content/uploads/2010/06/broaddata-audio- Conferencing-Manage-Calls-Online.pdf

7 FEATURES Current Feature Name Feature Name Feature Description Over Current Conference Continuation Auto Continuation Allow participants to stay on the reservationless conference call without your attendance. The conference will end once the last participant disconnects. Conference Breakdown Prevent your conference calls that have not been disconnected properly from continuing indefinitely by ending your conference once it has reached a set duration and number of participants limit. Custom Call Flow Bypass all the prompts that play after you enter your conference code or leader PIN so you can quickly enter your conference. Dial-out Dial-out Dial out to domestic participants directly from your conference and bring them into the call or contact the operator to dial out to international participants. Participant Entry Entry/Exit Options Decide how your participants are announced when they join or leave your audio conference call. Choose from the following options: tone, name announce, name and tone or silence.

8 Current Feature Name Feature Name Feature Description Over Current Group Mute/Unmute Group Mute/Unmute Silence all participants lines by pressing a keypad command on your telephone. Group mute/unmute helps reduce background noise and limits interruptions during your conference. International Dial-In International Dialing Expand your global reach with international conferencing solutions. We offer five methods to connect your international participants to your conference call: US toll-free number, US toll number, international toll-free numbers, international toll numbers (new) and international dial-out. (new international toll numbers) Conference Lock Lock/Unlock Lock your conference to prevent additional participants from joining the call, with the exception of those you dial-out to. Mobile Assistant Control and access your conference call from a large selection of mobile phones. Online Management Online Management Manage your conference calls online by starting, presenting and archiving your conference. Y Operator Assistance Operator Assistance At any time during your call, you can request an operator simply by pressing 00 (private subconference with operator) or *0 (conference wide) on your phone keypad.

9 Current Feature Name Feature Name Feature Description Over Current Outlook Plug-In Quickly and easily create, edit and schedule meetings with predetermined conferencing information right from your Outlook toolbar. Participant List Participant List Receive a list of participants in your conference summary report. Phone Commands Phone Commands Control your conference call with the touch of a button on your telephone keypad. You have the ability to mute lines; lock the conference, request operator assistance and more. (additional phone commands now available, see complete list below) Postconference Summary Reports Post-Conference s Keep an attendance roster of your participants with an record of which participants were on the phone and/or web. Also, keep track of your total conferencing minutes for budgeting purposes. Participant Count Private Participant Count Privately announce the number of your participants on your conference call at any participant s request. Billing Codes Project Accounting Codes (PAC) Become more efficient. Track costs by using PAC Codes. Assign a unique PAC to any individual and the PAC information will appear on your monthly invoice.

10 Current Feature Name Feature Name Feature Description Over Current Quick Start Quick Start Select Quick Start to immediately begin your reservationless conference call by allowing your participants to enter your conference before you and start speaking before the call officially begins. Recording Record & Playback Digitally record your call for participants who were unable to attend or for those who would like to listen to it again. For easy, 24/7 availability, the recording can be accessed on the Internet or by dialing a toll-free number. You may also purchase download link (.mp3) or a transcription of your recording. Roll Call Roll Call Prompt participants to record their names as they join your audio conference call. Any time during your conference, names can be replayed privately to any conference participant. Security Passcode Security Passcode Provide an added level of security for your audio conference by having greater control over who joins. You can select and distribute the security passcode for every conference you host. Mute/Unmute Self Mute/Unmute Allow participants to silence their own lines by pressing a keypad command on their telephones. Self mute/unmute reduces background noise from cell phones, speaker phones, etc.

11 Current Feature Name Feature Name Feature Description Over Current Sub-conference Allow pre-selected guests to join a private discussion during your reservationless conference call. Sub-conferencing allows you to discuss side issues and other non-public information. Waiting Room Waiting Room Place participants on music hold until the conference call begins. Music Entry creates a formal atmosphere for the conference. Web Conferencing Web Conferencing Make your audio conference more engaging and interactive by adding visuals and functionality online.