4. Web Interface for Moderators
Overview
You can use the UniVoIP Conferencing web interface to start, manage, and end conferences. The web interface also provides you many capabilities not available through the touchtone interface.
Functions available on the Moderator web interface include:
• Start a conference.
• Inviting participants to a conference.
• Dialing out to participants.
• Setting your conference preferences and configuring your conference options.
• Viewing a list of available touchtone commands.
• Managing an active conference.
• Ending a conference.
• Playing back conference recordings.
• Managing your contacts and groups of contacts.
• Editing your information, such as your phone numbers and web interface password.
Getting started
To log in to the Moderator web interface:
1. Open a web browser with Internet access.
2. Navigate to the web site supplied by your account management team or by accessing it through UniVoIP’s support web page.
3. Type the correct name and password supplied by your account management team.
4. Click the login button.
Figure 1 UniVoIP Conferencing Login Page
Web Interface for Moderators
Conference Room
When you first log in to the web interface the Conference Room page is displayed. This section lets you start, manage, and end conferences.
Figure 2 Conference Room
Starting a Conference
From the Conference room page you can start a conference by
selecting or typing a phone number and clicking the ʺDial” button on the right side of the page.
Note that the in‐conference action buttons are not visible until the conference has started.
Conference Start Process:
1. Click the “home phone,” “cell phone” or “office” link to select a phone number, or type a number into the text box.
2. Click the “Dial” button.
3. UniVoIP Conferencing dials you and places you into the conference.
4. The “End,” “Dial Out” and “Rename Participants” links appear, and the in‐conference features appear.
Figure 3 Conference Started
Web Interface for Moderators
Invite Participants
You can send email invitations to participants from the Moderator web interface.
Invitation Process
1. Click the ʺInviteʺ link.
2. The ʺInviteʺ form slides out to the right. See Figure 4: Invite Participants.
3. The ʺFromʺ field contains the moderator email address from the moderator profile page. If you want to use a different email address, replace the one in the ʺFromʺ field.
4. Type each participant’s email address in the “Meeting Invitations”
field. Type a comma after each address.
5. If you have stored contact information for a participant in your UniVoIP Conferencing contacts database, you can type that contact’s name into the “Meeting Invitations” field, instead of an email address.
6. Type a title for the conference into the ʺTitleʺ field.
7. Type a description of the conference into the ʺDescriptionʺ field.
8. Click the calendar icon next to the ʺStart Timeʺ field and select a start time.
9. Click the calendar icon next to the ʺEnd Timeʺ field and select an end time.
10. Select the Time Zone for the conference.
11. Click the Send button.
UniVoIP Conferencing then sends an email invitation to each participant. The invitation contains all information the participant needs to call in and join the conference.
Figure 4 Invite Participants
Web Interface for Moderators
Dial Out to Participants
You can dial out to a participant from the web interface.
Dial-out Process
1. Click the ʺDial Outʺ link.
2. The ʺDial Outʺ form slides out to the right. See Figure 5: Dial Out to Participant.
3. If the participant is in your contact list, type the contact’s name into the text box. Otherwise type the participant’s phone number into the text box.
4. Click the Dial button.
5. UniVoIP Conferencing then dials the phone number and adds the participant to the conference. If a problem occurs an error message appears on the screen.
Figure 5 Dial Out to Participant
Rename Participants
During an active conference the web interface initially labels
participants using the phone numbers from which they dialed in. You can replace these labels at any time.
Rename Participants Process
1. Click the ʺRename Participantsʺ link.
2. The ʺRename Participantsʺ form slides out to the right. See Figure 6: Rename Participants.
3. To change a participant label, type in the text box containing that label, replacing the old label with a new label.
4. Click the Update button.
Web Interface for Moderators
5. The new labels appear in the conference view as well as in the Rename Participants section.
Figure 6 Rename Participants
Conference Preferences
You can change your conference preferences from the web interface at any time.
1. Click the ʺPreferencesʺ link.
2. The ʺPreferencesʺ pane slides out to the right. See Figure 7:
Preferences.
3. The “Preferences” pane displays your current conference preference settings and lets you change them.
Figure 7 Preferences
Moderator Password
Enter this on your touchtone phone when prompted by UniVoIP Conferencing for the Moderator password. You do not have the ability to change your moderator password.
Conference Type
Set conference type to one of the following:
• MeetMe
• Express
Entry Tone
Set the conference entry tone type to one of the following:
• Name
Web Interface for Moderators
Set the conference exit tone type to one of the following:
• Name
• Tone
• Door
• None
Lobby Music
Set the conference on hold music type to one of the following:
• Music 1
• Music 2
• Music 3
• Music 4.
Security Code
You can specify a conference security code by typing it into this text box.
Notification Type
Set your conference notification type to one of the following:
• None
Configure Conference Options
When you select any of the conference options in this section, your conferences always start with that option turned on.
At any time during an active conference you can turn off any of these options—for that conference only—using touchtone commands or the Moderator web interface.
Listen Only
Select this option to start all your conferences as Listen only conferences.
Continue Conference
Select this option to let your conferences continue when the
moderator drops off. Conferences continue as long as two participants are present.
Record Conference
Select this option to record all your conferences.
Roll Call
Select this option to enable the Roll Call feature for all your conferences. The moderator and all participants will be asked to record their names before entering a conference.
Auto ANI Authentication
Select this option to enable Auto ANI authentication for all conferences.
View Touchtone Commands
This link lets you display the touchtone commands available to moderators
1. Click the ʺTouchtone Commandsʺ link.
2. The ʺTouchtone Commandsʺ pane slides out to the right. See Figure 8: Touchtone Commands.
Web Interface for Moderators
For a list of touchtone commands available to moderators, see Table 1:
Moderator Touchtone Commands.
Figure 8 Touchtone Commands
Conference Action Buttons
The conference room action buttons are located in the upper right corner of the conference room view. See Figure 9: Conference Action Buttons.
Figure 9 Conference Action Buttons
Conference Recording
If you do not have conference recording enabled on your Conference Preferences page, do the following to record a conference:
1. Click the ʺRecordʺ button. Conference recording begins and the button remains depressed.
2. To stop conference recording, click the depressed “Record”
button.
Web Interface for Moderators
Listen Only
To set a conference to Listen Only mode:
1. Click the ʺListen Onlyʺ button. The conference enters Listen Only mode and the button remains depressed.
2. To take the conference out of Listen Only mode, click the depressed “Listen Only” button.
Mute All
To mute all conference participants:
1. Click the ʺMute Allʺ button.
2. All participants are muted and the button remains depressed.
3. The actions available for individual participants should now include “Unmute” instead of “Mute.”
4. To unmute all participants, click the depressed ʺMute Allʺ button.
Drop All
To drop all conference participants:
1. Click the ʺDrop Allʺ button.
2. All participants are dropped. The line displayed for each participant is grayed out.
3. The actions available for individual participants should now include “Rejoin” instead of “Drop.”
Roll Call
To enable Roll Call:
1. Click the ʺRoll Callʺ button.
2. A roll call of participants name starts
3. When the roll call finishes, the conference returns to its regular state
Conference Lock
To Lock a conference and prevent any additional participants from entering your conference:
1. Click the ʺLockʺ button.
2. The conference enters locked mode and no new users can join.
3. The ʺLockʺ button remains depressed while the conference is in locked mode.
4. To unlock the conference, click the depressed ʺLockʺ button.
Operator Assistance
If you are in conference view you can dial an operator at any time when, whether the conference has started or not. To contact an operator:
1. Click the ʺOperatorʺ button.
2. You are placed on hold until an operator is available.
3. An operator is connected to your line when available.
Web Interface for Moderators
Manage an Active Conference
The Manage Conference page is a real‐time view of your conference.
It lets you see who is in the conference, view participant status, and manage the conference by taking individual actions on your line or any participantʹs line. Participants are initially labeled by the phone numbers from which they dialed in.
Figure 10 In Conference
In-Conference Information
The In Conference Information appears at the top of the Manage Conference page. This section includes the access numbers (toll and toll free), access code, participant count, and conference duration.
Moderator/Participant Information
The moderator/participant field initially contains the phone number of the participant or the name of the contact from the Moderator contact database. The moderator can give any participant a new label by clicking the Rename Participants link.
User Status
The status of a moderator or participant can be one of the following:
1. Dialing: The user is dialing out from the conference.
2. Menus: The user has correctly entered the access code and is in the process of entering a password.
3. Lobby: The user is waiting for the conference to start.
4. Muted: The user’s line is muted.
5. Connected: The user is in conference and not currently talking.
6. Talking: The user is in conference and talking.
7. Dropped: The user has been dropped from the conference
In Conference Actions
As the moderator you can take the following actions on any participant’s line:
1. Mute a participant
You can mute or unmute any participantʹs line.
2. Drop a participant
You can drop any participant from the conference.
3. Rejoin a user to the conference
Web Interface for Moderators
You can rejoin a dropped participant to the conference.
Active Talker
When a moderator or participant speaks, the row for that user on the web interface is highlighted.
End a Conference
To end a conference, click the ʺEndʺ link.
The conference ends and the moderator and all participants are disconnected. The ʺEndʺ link changes to ʺStartʺ and the ʺDial Outʺ and ʺRename Participantʺ links are hidden.
Contacts
The conference contacts section lets you create, edit, and delete
contacts. By maintaining a contact database you can more easily invite and dial out to participants. To ease rapid entry of contacts, UniVoIP Conferencing supports importing contacts from other contact
management sources such as Yahoo, Google, and Microsoft Outlook.
Figure 11 Contacts
Web Interface for Moderators
Creating a New Contact
Do the following to create a new contact:
1. Click the New Contact button.
2. A new contact form is displayed. See Figure 12: New Contact.
Figure 12 New Contact
3. Type the contact’s first and last name in the ʺFirst Lastʺ text box.
4. Type the contact’s company name in the ʺCompanyʺ text box.
5. Type the contact’s work phone number in the ʺWork Phoneʺ text box.
6. Type the contact’s mobile phone number in the ʺMobile Phoneʺ text box.
7. Type the contact’s hone phone number in the ʺHome Phoneʺ text box.
8. Type the contact’s work email address in the ʺWork Emailʺ text box.
9. Initially, there are no groups except the default “All” group (which cannot be edited).
10. Click one of the contact’s phone numbers to use as a primary contact number.
11. An * appears next to the selected number.
12. Click the Save button.
13. Click the “All” Group.
14. The new user data is displayed.
15. The user shows up in the Contacts pane.
Web Interface for Moderators
Creating a Group
Do the following to create a new group:
1. Click the New Group button.
2. A new group form is displayed. See Figure 13: New Group.
3. Type the name of the new group in the “Group Name” text box.
4. Click the Save button.
5. The new group is displayed in the group column.
Figure 13 New Group
Editing a Contact
Do the following to edit a contact:
1. Click the contact you want to edit.
2. The contact’s information appears in the main contact view area on the right side of the page.
3. Click the Edit link.
4. The contact’s information is displayed in text boxes. See Figure 14:
Edit Contact
Figure 14 Edit Contact
5. You can change the data in any text box on this form.
Web Interface for Moderators
6. To add the contact to a group, click the check box next to that group.
7. To remove a contact from a group, uncheck the check box next to that group.
8. Click the Update link.
9. The contact’s updated information is redisplayed in main contact view area on the right side of the page.
Editing a Group
Do the following to change the name of a group or to remove contacts from a group:
1. In the Groups pane on the left side of the page, click the name of the group you want to edit. Group information appears in the right‐hand pane.
2. To remove a contact from the group, click the “Remove” link next to the contact’s name. The contact’s name is dropped from the list of group members.
3. To edit the group, click the Edit link. The Edit view is displayed.
4. To change the group’s name, type over the old name in the group name text box and click the Update link.
5. Group information appears again in the right‐hand pane.
Navigating your Groups
You can navigate through your groups as described below:
1. Click on a group name in the Groups pane on the left side of the page.
2. The selected group’s contacts appear in the Contacts column, and the group view appears in the right‐hand pane. The right‐hand
pane also lists the group’s contacts with a Remove link next to each name.
3. Click another group name in the left‐hand Groups pane.
4. The list of names in the Contacts column now contains the contacts in the second group you selected.
5. Click the “All” group.
6. All your contacts now appear.
Importing Contacts
You can import contacts from Gmail, Outlook and Thunderbird.
Begin by exporting contacts from your email client as a CSV file, and save this file on your desktop. Then do the following:
Web Interface for Moderators
Figure 15 Import Contacts
1. Click the Import button; An Import your contacts” light box appears. See Figure 15: Import Contacts.
2. Click the Browse button and select the CSV file you previously exported to your desktop.
3. The selected file appears in the file upload field.
4. Select the email client you exported your contacts from. If your email client is not one of the choices displayed, the contacts will not be imported correctly.
5. Click the Submit button.
6. Depending on how many contacts you are importing, processing could take 30 seconds or more.
7. The imported contacts will now appear in the Contacts column.
8. These contacts can be edited in the same way as the contacts you manually created.
Web Interface for Moderators
Conference Archives
The Conference Archives page lets you view information about your conferences and lets you play or download conference recordings.
Figure 16 Conference Archives
Conference Overview
Do the following to view details for a conference:
1. From the Conference Archives page, click the “View more details”
link for one of your conferences.
2. The Conference Overview page for that conference is then displayed. This page lists the name, caller ID, and join time of each conference participant.
Recording Download or Playback
Do the following to listen to a recorded conference or download the recording:
1. From the Conference Archives page, click the “View Recordings”
link for one of your conferences.
2. The Recordings page for that conference is then displayed. Click on a recording to download it or play it back.
Web Interface for Moderators
Profile Link
Click the Profile link at the upper right side of the Moderator web interface to edit your moderator profile. See Figure 17: Edit Moderator Profile.
You can update any information displayed on this page in a text box by typing over it. When done, click the Save button to save your changes.
Information stored on this page is used in the email invitations sent to your participants. The phone number information is used by UniVoIP Conferencing to dial out to you.
Figure 17 Edit Moderator Profile
Logout Link
Click the Logout link at the upper right of the Moderator web page to log out of the web interface.
If a conference is active when Logout is selected, the conference continues until all participants leave the conference.
Index
A
access code, 4, 6, 7, 9, 13, 14, 15, 17, 36, 37 access number, 4, 6, 9, 13, 14, 15, 17, 36 account code, 6, 8, 20
administrator, 5 archive, 46, 47
Auto ANI authentication, 9, 15, 31
B
bridge, 6
C
conference continuation, 9, 20 conference lock, 9, 19, 35 conference option, 9, 21, 31
conference preferences, 1, 10, 11, 21, 29, 33 conference room, 6, 23, 33
conference type, 3, 10, 30 conference unlock, 9, 19, 35
contact, 1, 5, 10, 21, 25, 27, 35, 36, 38, 39, 40, 42, 43, 44, 45
contact group, 1, 21, 40, 41, 42, 43, 44
D
dial out, 1, 3, 10, 13, 14, 16, 19, 24, 27, 38, 48 DNIS, 6
DTMF, 8
E
entry/exit tone, 10, 11, 19, 30 Express, 1, 3, 4, 10, 15, 17, 30
I
importing contacts, 38, 44, 45
invitation, 1, 3, 5, 9, 10, 13, 25, 26, 38, 48
L
listen only, 10, 11, 19, 31, 33, 34 lobby, 4, 10, 15, 18, 30, 37 lock, 9, 19, 35
login, 21, 22, 23 logout, 49
M
MeetMe, 1, 3, 4, 6, 10, 12, 15, 17, 30
moderator, 1, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 18, 19, 21, 25, 29, 31, 32, 36, 37, 38, 48, 49
moderator password, 6, 13, 14, 15, 29 mute, 8, 11, 19, 20, 34, 37
N
name record, 9, 11 notification, 30 notification type, 30
O
operator, 5, 11, 20, 35
P
participant, 1, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 18, 19, 20, 21, 24, 25, 26, 27, 28, 31, 34, 35, 36, 37, 38, 46, 48, 49
PIN, 7
playback, 1, 11, 12, 20, 46
private access number, 6 profile, 9, 25, 48
provisioner, 5
R
rename participants, 24, 28, 36, 38 reservation, 3, 4
roll call, 8, 9, 11, 12, 15, 18, 20, 31, 34, 35
S
security code, 7, 12, 13, 17, 18, 30
T
touchtone, 1, 3, 6, 8, 10, 12, 13, 14, 16, 19, 20, 21, 29, 31, 32
U
unlock, 9, 19, 35
unmute, 8, 11, 19, 20, 34, 37
V
UniVoIP Conferencing, 1, 3, 4, 5, 6, 8, 9, 10, 11, 12, 13, 15, 16, 17, 18, 19, 21, 22, 24, 25, 26, 27, 29, 38, 48
W
web interface, 1, 3, 8, 9, 11, 12, 13, 14, 16, 21, 23, 25, 27, 28, 29, 31, 37, 48, 49