SMALL BUSINESS USER GUIDE

Transcription

1 AUDIO CONFERENCING How to Start a Conference Call: Dial In 1. Dial the access number for your region. USA: Dial Toll-Free: (800) (lower 48 states). Local USA Access Numbers: View Access Numbers Outside the USA: View Access Numbers. Enter your conference code. 3. Enter your security code (only needed by the host when starting a conference.) 4. To allow others to join your conference, you will need to give them the access number, and your conference code. You may begin speaking once you hear the chime signifying another party has joined the conference. You can connect up to 50 people simultaneously in a single call. Dial-Out to Participants (ONE AT A TIME) 1. Log into your account with your address and password. Click on your conference code 3. Under We Dial Out please click on One at a Time 4. Enter your name and phone number as the first entry. (This is who is called first) 5. Enter in your 3 digit security code, and click on "Start Call" 6. The system will dial out to the phone numbers you provided, one at a time. After you answer the phone, you will hear the message Please hold while you are connected to the conference call. This call is now active. A door chime sound will be heard when another party has joined the conference call. During the conference, you can dial out to more people by clicking on the "Add Participant" button. Even for dial out conferences, other participants can also dial into the conference call using the access number and your seven digit conference code. **Helpful Hints When entering the participant's name, do not enter any punctuation. If the name is more than 10 characters, only put in the first 10 letters. If dialing to an international phone number, enter the phone number as "011- country code- phone number." 1

2 CONFERENCECALLS.COM AUDIO CONFERENCING cont. Dial-Out to Participants (SIMULTANEOUS GROUP DIALING) 1. Log into your account with your address and password. Click on your conference code 3. Under We Dial Out please click on Group Dialing 4. Enter your name and phone number along with the participant's name and phone numbers. If this is a group you would like to call again, you can "save the group" for easy retrieval. 5. Enter in your 3 digit security code, and click on "Start Call" 6. The system will dial out simultaneously to all the phone numbers you provided. After you answer the phone, you will hear the message Please hold while you are connected to the conference call. This call is now active. A door chime sound will be heard when another party has joined the conference call. **Helpful Hints: When entering the participant's name, do not enter any punctuation. If the name is more than 10 characters, only put in the first 10 letters. If dialing to an international phone number, enter the phone number as "011- country code- phone number." In Call Touch-Tone Commands HOST COMMANDS Add a participant: Dial *55 You ll be connected to our automated system and temporarily removed from your conference call. The automated system will prompt you to enter the phone number of the new participant; Once connected, you can speak directly to the participant in a private side conversation. Press *1 to add the new participant and both of you will return to the conference call. Press * to return to the conference call without adding the new participant. To Mute/Un-Mute Participants: Dial *56 Mute all participants in the call by pressing *56. To unmute, press *56 again. To Lock/Unlock Conference Room: Dial *54 This feature is only available after the first participant joins. Once you lock the call, no additional participants will be able to join. The participant will hear a message indicating that the room has been locked. To unlock, press *54 again.

3 AUDIO CONFERENCING cont. HOST COMMANDS cont. To Record Conference Call Dial *87 to start and *88 to stop To Start recording, the host must dial *87. You will hear the message This conference is now being recorded. If you do not hear the recording this means the recording feature did not engage. To Stop recording, press. To Download the recording, log into your account with your address and password. Next, click on your conference code. On the next screen, click on the "Recent calls" tab. If a recording is available, click on the link beside the conference call you would like to download. Important Note: Recordings are only stored for 30 days and then they are deleted from the system. PARTICIPANT COMMANDS Touch Tone Participants to Mute/Unmute Lines Dial *99 Pressing *99 mutes or unmutes their own connections. If the host has muted the conference, *99 will not override the host's conference mute. 3

4 WEB CONFERENCING START A WEB CONFERENCE CALL (DIAL OUT TO ONLY ONE PARTY) 1. Log into your account with your address and password. Click on your conference code 3. Click on the " " tab, then 4. Click on the link " " 5. Enter your name and phone number in the first entry. (This is who is called first) 6. Enter your 3 digit security code, check the terms checkbox, and click on Start Call 7. The system will dial out to the phone number you provided. After you answer, you will receive the message Please hold while you are connected to the conference call. This call is now active. A door chime sound will be heard when another party has joined the conference call. 8. Next, Your screen will then refresh and show you are on an active conference call. Click on the button to begin the web conference. On the Web Conference screen, you will have the option to either Share your desktop or Publish a document. (When you choose share your participants will be able to see the items on your desktop.) You are able to choose which programs you would like me to see. Publishing a document is allows uploading a Microsoft Office file you would like to present like a Word document or a Power Point presentation. If you would like to show other files such as a PDF file, you can do so by "sharing" your desktop. Participants can still dial into the access number and enter in the conference code to join the audio portion at anytime. To allow others to join into the web conference, provide this link, with your conference code, or you invite them from within the web conference screen. For more information, visit our Online Web Conferencing Help section. 4

5 Managing Your Account SETTING UP AUTO RECHARGE 1. Please log into your account with your address and password.. Beside your conference code, click Edit under the Auto Recharge column. 3. Please turn on the auto recharge from the drop down menu, choose the level you when you would like the account to recharge, and choose the dollar amount you would like the account to recharge. 4. Please put in your credit card information and click on update. You will receive a confirmation stating you have enabled the auto recharge feature on your account. EDITING AUTO-RECHARGE SETTINGS 1. Please log into your account with your address and password.. Beside your conference code you will auto recharge and then edit. Please click on edit 3. Select "Auto-Recharge Off" from the drop down menu, scroll down to the page and clear the old credit card number, then click on "Update." 4. Next, go back into the page by clicking "Edit" under the auto-recharge column. 5. Select "Autorecharge On" from the autorecharge drop down menu, choose when you would like the account to recharge, and the dollar amount you would like to recharge. 6. Put in your credit card payment information and click on "Update." You will receive an confirming you have enabled auto-recharge on your account. CREATING A SUB-ACCOUNT 1. Please log into your account with your address and password.. Under your conference codes, click the "Add a Sub-Account button under the Sub-Accounts area. Enter the address and information for the new sub-account. The address must be different than the master account. You can only have one conference code per address. After you have filled in the form, click "Submit." 3. On the next screen, you be able to add funds to the new sub-account. 4. The system will the conference code and the security code to the sub account address. 5

6 Managing Your Account cont. RETRIEVING YOUR CALL HISTORY 1. Log into your account with your address and password. Click on your conference code 3. Click on the Recent Calls tab in the right side of the screen. 4. Click on the call id for the conference call you would like the history for. The system will show you a full participant list, amount of time they were on the call, and the amount charged for each participant. The call history is only stored for 30 days. RETRIEVING ORDER HISTORY 1. Log into your account with your address and password. Click on your conference code 3. Click on the Order History tab in the right side of the screen. 4. Click on the "View All" link and the system will show all the recharges on your account. Here you are also able to view and print the receipts. 6