How-To Guide by This document is prepared as a reference guide to assist subscribers that are new to Calliflower Premium, Iotum s online teleconferencing solution. 1
Table of Contents Getting Started 3...Login/Signup 4...Welcome to Your Homepage 4...Tip: PINs/Conference Codes 5...Editing your Profile 6...Your Address Book Scheduling a Meeting 6...Inviting Contacts 7...Email Invitations 7...Setting Time/Date 7...Recurring Meetings 8...Toll Free Numbers 8...Meeting Options 8...Security Options 8...Conference Options 8...Uploading a Welcome Message Meeting Dashboard 9...Participants Tab 10...Tip: Sending Emails to Participants 10...Title Bar 11...Documents Tab 11...Details Tab 11...Tip: International Dial-in Numbers 11...Text Chat 11...Recordings 12...Other Ways to Invite People to a Meeting 12...Calling Into a Meeting 12...By Phone 12...Skype Reservationless Meetings 13...Creating a Reservationless Meeting 13...The Waiting Room Additional Features of Calliflower 14...Email Reminders 14...Calendar Integration 14...An In-Depth Look at Document Sharing 15...Recording a Meeting 16...RSVP 16...Resending Emails 16...SMS Invitations Calliflower Mobile 17...In a Meeting 17...Controls 17...Calendar Integration 2
Getting Started Login/Sign Up Sign up for Calliflower! If you already have a Calliflower account, you may Login. At the registration page, fill in the appropriate information and click Sign Up Now. 3
Welcome to your Home Page! From here you can: edit your profile by clicking your name/picture at the top schedule a meeting create a Reservationless Meeting (see page 10 for more on Reservationless Meetings) view all available dial-in numbers view your Address Book view our Help section for assistance and tips for using Calliflower or access additional options (such as Logout) from the More link at the top right Tip: PINs/Conference Codes There are 2 different types of PINs that you can call in to meetings with: Personal PIN Each participant has a unique Personal Identification Number for each call that is indicated in his or her Meeting Dashboard and/or is included in his or her email invitation. Simply enter your PIN when prompted if calling in via telephone or Skype. Conference Code Call Organizers are able to set a Conference Code, which is used for all callers to connect to a meeting using the same PIN. Since conference codes are not unique, callers will be labelled as Caller 1, Caller 2, etc. in the participants section when they call in 4
Editing your Profile Here you can view/edit your profile information. You can upload a photo and change your default call-in number. You can also link a phone number to your account so that you automatically connect to meetings when you call in from that number; this way, you don't need to use a pin. Your reservationless Conference Code and Moderator PIN are displayed here as well. Your profile picture will now be displayed on your home page. Note: Calliflower always reminds you how many days you have left on your free trial 5
Your Address Book Your address book is where all of your contacts are listed. You can add contacts by simply typing in their email address into the bar at the top, and you can import your contacts from Outlook and other sources by clicking the Import Contacts link on the right side. You can also create different groups, and add contacts to them. This is extremely helpful for scheduling different types of meetings for different people. Scheduling a Meeting Of the two options you had at the home screen, one was to Schedule a meeting. The other option was to create a Reservationless meeting (see page 10). Inviting Contacts As you can see from the image on the right, all the contacts in your address book are displayed in the box on the left. Click on the ones you wish to add to the meeting. They will be highlighted and moved over to the right side, which is where all the participants of the meeting are displayed. This is one way to invite people to a meeting. (see page 11 for other ways to invite people to a meeting). 6
Email Invitations Once someone is invited to a meeting, they will receive an email invitation like the image on the right. It contains all call information, including call-in numbers, pins, and a link to the online meeting dashboard. These invitations integrate with the calendars that email providers offer. Time/Date After inviting your contacts, You may then select a date for the call on the left side, and select a time on the right side. You can specify the start and end times for the meeting by clicking and dragging. You can also make your meeting recurring by clicking the button under the calendar. Recurring Meetings Once the Recurrence button is pressed, a box will appear where you can define how often you would like your meeting to recur. A reminder will be sent out for every recurrence. Note: Make sure to click OK for the recurrence to take effect. 7
Toll-free Numbers Notice in the image below, there is a button labelled Buy a Toll Free Number. Calliflower offers tollfree numbers for US & Canada. There are additional charges involved that can be seen on our website. This section contains various options that you can apply to your meeting. The first set of options defines how secure you want your meeting to be. The second set of options includes additional features you can use during your meeting. Security Options Open All callers use the same pin number called a Conference Code to connect to the meeting. Callers are placed in a waiting room until the moderator joins the meeting. Closed Each caller receives an invitation with a unique pin that only he or she can use. This pin is unique to this meeting and cannot be used for other meetings. Locked Down Callers join the meeting using a shared pin and then enter a security number to prevent unauthorized callers from joining the meeting. Conference Options Auto-Record Recording will start automatically once the organizer and one more participant are in the meeting. Auto-Mute Participants All participants will be muted as they enter the meeting. They can be un-muted at any time. Moderators will not be muted. Entry Chime a chime will be played every time someone enters and leaves the meeting. Hide Participants Participants will not be able to see or interact with each other. They will only be able to see and interact with moderators and the organizer of the meeting. This is called Webinar Mode. Public Call public meetings are viewable by anyone on the Calliflower website or through web search sites like Google. Also, anyone can join a public meeting. This is ideal for town hall type discussions, outreach webinars, etc. Uploading a Welcome Message Here you can upload a welcome message that gets played once a participant joins a meeting. This can be anything, such as meeting details, background information, etc. 8
The Meeting Dashboard Once you are invited to (or schedule) at least one meeting, your home page changes. There are now a series of tabs with different headings. Each tab can be re-sized to your liking. Firstly, you will notice a My Meetings tab1. This tab contains a list of your current, upcoming, and past meetings. Each meeting in the list has an Edit option (if you organized the meeting) and a Delete option 2. One of the meetings will always be selected, and the meeting dashboard for the selected meeting becomes your home page. Have a look at the meeting dashboard below. Notice you can still schedule another meeting or create a reservationless meeting by clicking the lighter green tabs on the left side. Note: The superscript numbers in the text of this section refer to the numbers in the photo above, that appear beside an arrow. 1 List of all meetings 6 Share documents 2 Delete a meeting 7 Meeting details 3 List of all participants invited to the current 8 Default call-in number meeting 9 Your PIN 4 Send an email to participants 10 List of all possible call-in numbers 5 Title bar. Contains a list of meeting 11 Text chatting controls 12 Recordings created during the meeting 9
Participants Tab 3 Under the Meetings tab is the Participant section, which has two views: In the Conference Displays all participants currently in the meeting and all participants that were in the meeting and left RSVP Status Displays all participants that have been invited and shows their RSVP status Participants have a series of icons that appear to the right of their names, and they change colour based on their status when clicked. Below they will each be described in detail. This is the Hang-Up icon. Press this button if you would like to hang up from a call. The moderator can use this button to hang up participants. This button is used to show who is a moderator of a call (there can be multiple moderators). Moderators can give and take away moderator privelages to other participants. The only person whose moderator privelages cannot be taken away is the meeting organizer. A participant can use this button to raise/lower their hand in a meeting. This is traditionally used when someone is giving a lecture and all participants are muted. They raise their hand, and the lecturer (a moderator) knows to unmute them and see what they have to say. The moderator can then lower the participant's hand. This button is used to mute/unmute a participant. Participants can mute/unmute themselves, and the moderator can mute/unmute participants. There is also a global Mute All button at the top of the meeting dashboard on the dark gray bar. The moderator can use this to mute all participants. The button then turns into an Unmute All button that can also be used by the moderator to unmute participants. Tip: Sending Emails to Participants 4 An email message can be sent by the moderator to all invited participants by pressing the light green button on the top right of the participants section. Title Bar 5 The Title Bar is the dark gray bar that is on the top right, above the Documents tab of the meeting dashboard. It contains several meeting options, which are explained below (many of these will be explained in more detail later): RSVP (Participant only) Set your RSVP status to attending, maybe, or decline to inform the moderator if you will be attending the meeting. Edit (Moderator only) Change meeting information or invite more participants Call Log Donwload a log for the meeting which has such info as all participant email addresses, their names, their RSVP statuses. And whether they actually called in. Share Obtain a link that can be shared with others who can then register for and join the meeting. Record (Moderator only) Start/Stop recording the meeting. Once stopped, the recording will be available for download by all participants. Mute All (Moderator only) Allows the moderator to mute all participants Raise Hand (Participant only) Allows a participant to raise his or her hand for the moderator 10
to see. This is helpful if the participant is muted but wants to say something. The idea is that once the moderator sees their hand raised, he or she will unmute the participant and allow them to speak. Lower All (Moderator only) Allows the moderator to lower all hands that are raised by participants End (Moderator only) Allows the moderator to end the call. Documents Tab 6 The Documents tab located under the title bar, and is home to our document sharing functionality. This is where all participants in a meeting can share a common document and go through it together during the meeting. This is ideal for presentations and visuals. The default documents that are loaded are the meeting Agenda and a Whiteboard. The agenda holds the details of the meeting and the whiteboard is used as a real whiteboard. Other documents can be loaded as well (see page 12). All uploaded documents are downloadable by all participants. Details Tab 7 The Details tab is where all the meeting information is displayed, including the default call-in number8, and your pin9/conference code to join the meeting with. Tip: International Dial-in Numbers 10 The call-in number displayed in the details section is not the only number you can use to call in; there are numbers available from all around the world and they can be viewed by clicking the Dial-In Numbers link at the top of the page. Text Chat 11 Text chatting is an alternative way for participants on a call to communicate. It is especially helpful if someone doesn't have access to a phone and they still want to attend the meeting. Simply type in a message you want the rest of the group to see in the chat window under the documents section of the meeting dashboard. All participants will see your message! Recordings 12 The Recordings tab is located under the Details tab and is where all the recordings of the meeting are displayed. Participants can also view all of their recordings they have ever had by clicking the All Recordings tab. Recordings are downloadable in mp3 format, and can be shared. (see page 15 for more details on recording meetings). 11
Other Ways to Invite People to a Meeting There are other ways than the one described in the Scheduling a Meeting section of this guide to invite people to meetings. One way is to click the Share button on the meeting dashboard. Once clicked, a pop-up window will show up displaying a link that you can share with people you want to invite to the meeting. This link will lead them to your meeting dashboard page. The participant will then register for the meeting, and join in. Another way to invite is by sending the conference code and dial-in number directly to the desired participant's email. This information can be found in the Details section of the meeting dashboard page, as shown in the image on the left. Calling into a Meeting Two ways to call in: By Phone - call your desired call-in number from our list of numbers, and then punch in your PIN/Conference Code when prompted. Skype All you need to do is add our Skype contact calliflowerskype, call it, and enter your PIN/Conference Code using Skype's Dial-Pad, just like you would if you were using a phone. Skype's Dial-Pad is accessed differently in many versions of Skype, so if there is any trouble finding it, just consult Google, or Skype's Help Centre. 12
Reservationless Meetings The second option available at the home screen is the Reservationless Meeting button. A reservationless meeting can be thought of as a room that requires a key to enter. The room can be used at any time, but it requires that a key holder be present, to open the door and run the meeting. If a key holder is not present, the participants that arrive early wait in the Waiting Room. In Calliflower's case, the room is the meeting dashboard, the key holder is one of the moderators, and the keys are the moderator pins. Creating a Reservationless Meeting Simply press the Reservationless Meeting button on the home page to begin. All of the information you & your participants will need to get on the call is displayed in the window that will pop up. Reservationless meetings do not require a schedule to be defined when being created. This way, organizers can set times and send out emails their own way. Click Start Meeting Now to start your reservationless meeting! Note: Reservationless meetings have one shared conference code for participants to use when they call in. This will always be the same. Moderators don't use the shared pin; they use their own moderator pin. The Waiting Room The waiting room is a screen that appears when participants call in and a moderator is not there. The participant is asked to register for the meeting and await the arrival of the moderator. When a moderator joins the meeting, all participants in the waiting room get sent to the meeting dashboard and the meeting begins. 13
Additional Features of Calliflower You are now ready to schedule a meeting, invite participants, and call into the meeting. It doesn't stop there. Calliflower has many features that help enhance the conference calling experience. They are all outlined below. Email Remindars All participants of a meeting, including the organizer, will receive an email reminder like the one shown in the image on the right, approximately 15 minutes before their meeting begins. It indicates that their meeting is coming up shortly, and reminds the participant of the meeting information, such as the call-in number, pin, and link to the meeting dashboard. Calendar Integration Different email services have their own version of a calendar that synchronizes with emails. Calliflower integrates your meeting invitations with these calendars, so that adding Calliflower meetings to your calendar is easy and takes no time. An In-Depth Look at Document Sharing Document sharing starts automatically when a meeting is selected and appears in the Documents section of the meeting dashboard. Two files are automatically added to every meeting: An agenda and a whiteboard. 14
To add more files see the bottom of the document sharing section where it says Currently Viewing: and click the filename of the document that is currently being displayed. The window shown below will pop up which lists the documents currently loaded for the meeting. The Add A File option allows you to upload another file. You can upload any of the common office document formats including Microsoft Word, Excel, PowerPoint, PDF, or an image. Your file is uploaded, converted and in a few seconds available to be presented to everyone else. All documents used in the meeting can be downloaded by all participants by clicking the green arrow beside the name of the document. To close this pop up, click the filename at the bottom as you did to open it. All participants of the meeting, by default, have control of the document. They can scroll, write notes, highlight, and erase highlights, and everyone in the meeting will see. These 4 options appear at the top left of the Documents section. To disable participants' ability to manipulate the document or upload/download documents, click the Enter Presentation Mode button at the bottom right of the Documents section. Presentation Mode only allows the moderators of the meeting to manipulate the document. To revert back and allow all participants to manipulate the document again, simply press the same button you pressed to enter presentation mode. Notice it says Enter Collaboration Mode now. Recording a Meeting The moderator has the option to record meetings. Moderators simply press the Record button located in the dark gray bar above the documents section of the meeting dashboard. When it is time to stop recording, the moderator can press the Stop Recording button, which appears in the same spot where the Record button was. After the recording is stopped, it is converted to mp3 format and made available for download by the 15
moderator under the Recordings tab. To share recordings with participants, the moderator can press the Share link under the recording. A pop up will appear with an option to publish, and it also displays a download link that can be sent to anyone so they may download the mp3. If the moderator presses Publish, the recording will appear in all participants' Recordings tab in their meeting dashboards. RSVP Another cool feature of Calliflower is the ability to RSVP to a meeting. When someone is invited to a call and they view the meeting dashboard for that call, there is an RSVP button at the top right. When this is clicked, you will be asked if you accept, decline, or are maybe attending. This is a good way to keep track of who is coming and who is not coming to your meeting. RSVP statuses of participants can be viewed by the moderator in the participants section of the meeting dashboard. There is a tab labelled RSVP, and when clicked, it displays the RSVP statuses of all participants, as shown below. Resending Emails If you notice in the photo on the right, there is a label to the right of Victor's PIN that says Email Invite: and it says that it has been Sent. There are some cases, where the email does not get sent, for whatever reason. Calliflower reports the status of the email invitation in the RSVP section. The moderator can resend an email invitation by simply clicking the Resend link shown below. SMS Invitations Every user has the option in their profile to accept SMS invitations and reminders. If the box is checked, then they will receive reminders and invitations to Calliflower meetings on their cell phones as well as their email. The image on the left shows where the SMS checkbox is in your profile page. Shown in the image above is the status of your participants' SMS invitations, which is located beneath the Email Invite label. 16
Calliflower Mobile Calliflower Mobile takes your conference calls on the go! Just like the online app, Calliflower Mobile allows you to create, participate, and moderate conference calls in no time. You can still send out invitations and put calls in your calendar. Plus, it has handy moderation controls from the online app, such as hand raising and muting. Calliflower mobile s user friendly call dashboard not only displays conference call participants and their photos, but like its parent app, it allows you to manage and record the ongoing conversation at the tap of a finger. In a Meeting The on-call view allows you to see everyone who is currently on the call. To mute a line, just tap the person s image on the screen. To unmute, tap again. Below the participants, you can also see the chat wall. Below that you can access the agenda, recordings and controls for the call. Controls Tapping on the controls icon at the bottom right produces an overlay. Here you can see the moderator controls allowing you to mute and unmute all lines, or start the recording. If you touch the text entry box at the top, the iphone keyboard will pop up allowing you to add text to the chat wall. Calendar Integration Calliflower on iphone synchronizes very well with all of the other calendar's in your life. Because of how well iphone calendars synch, the Calliflower experience feels very natural. If you're comfortable with itunes, and synchronizing your iphone with calendars like Macintosh Calendar, Microsoft Exchange, or even Google Calendar, you'll find this a very natural experience. When creating a call from within the Calliflower iphone conference call application, you select the date and time for the call using controls very similar to the standard iphone calendar. Simply select the start and time, as you would for any other date. 17
Once created, the call information is automatically inserted by iphone in the iphone calendar, where it can be synchronized automatically into any other calendar you use -- mobileme, Microsoft Exchange, Google Calendar, or Mac OSX Calendar, for example. Upon receipt of an invitation, open it, and accept or decline it. The invitation will be automatically inserted into your calendar (depending upon your response), and Calliflower will be informed of your response. Then, as above, your calendar will automatically synch with any other calendar you use. 18