User guide Automated audio conferencing solution

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What you will learn

:

manage your account details

how to use the audio and web conferencing service very easily

create a new conference room

setting up a scheduled conference call

tips for effective conference calls

access your reports

record a conference call

provide an added level of security for your audio conference

User guide

Automated audio conferencing solution

this guide will help you

scheduling and running audio conferences very easily

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1.

1. 1. Automated

Automated

Automated audio

audio

audio conferencing

conferencing

conferencing solution

solution

As a meeting host, you received:

– Permanent dial in numbers (toll and toll-free/freephone)

– Moderator passcode (used only by you)

– Participant passcode (used by your invitees)

– An Orange Business Conferencing Welcome Kit. The Wallet Card is a quick-reference guide of helpful

information to manage your conference .

For security reasons, please keep your moderator

passcode confidential

host subscription information

manage

manage your

your

your account

your

account

account details

account

details

1

select “edit account” in the options drop-down menu: a page will display all your account details

2

once you have made all the necessary changes, click on “save changes”.

3

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how to use the audio and web conferencing service very easily ?

Schedule your conference by sendingsendingsendingsending an emailan emailan email that includes: an email

-Permanent dial-in numbers (Toll & Toll free). It will enable your

attendees to connect to the conference from a local phone number.

-Participant passcode. You received those numbers in your

welcome email.

-Day and time of your meeting.

1

dial the local or toll free number corresponding to your location* (see details in the email you receive)

2

If required, enter the number with the appropriate language and press #

3

Enter your moderator passcode and press #

starting an automated conference call (host)

At the time of the conference call, as a participant you will:

1

dial the local or toll free number corresponding to your location* ( phone numbers are avalaible in the notification email)

2

When required, enter the number corresponding to the appropriate language and press #

3

Enter your Participant passcode and press #

joining an automated conference call (participants)

Tips for more effective conference calls

add an agenda to your conference and share it with participants in your invite

think of Web Conferencing to share your presentations on the web

think of sending the Participant’s controls to your invitees (see the section below « Tips for effective conference calls: online and keypad controls »)

Tips for more effective conference calls add an agenda to your conference and share it with participants in your invite

think of Web Conferencing to share your presentations on the web

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2

enter your “client ID” and “web password”

provided with your welcome kit*

4

select “create a conference” in the “options” drop-down menu

5

fill-in all the mandatory fields. (fields marked with

*

) you can choose other conference options like enabling recording of the conference call.

Create a new conference room

* welcome kit : welcome mail and email with your access codes. * welcome kit : welcome mail and email with your access codes.

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You have several options to control your conference settings. You can click on the options to have their description. Then click on « Create Reservationless Conference » if you want to start immediatly or click on « Add Scheduled Times ».

« enhanced authentication » : checking Enhanced Authentification will automatically set the following conference options: music on Hold, 10 digit random passcode for moderator and participant, post conference report.

« music on hold » : when enabled, callers who have dialed in with the participant passcode will be put on hold with music until the moderator has joined the call.

« validate moderator » : when enabled, the moderator will be asked to key his Moderator passcode* and his client ID to enter the conference. (*available in the welcome kit)

« SecureTouch » :enables a set of security features. Checking secure touch will automatically set the following conference options: Voice on entry/exit , On-hold music, Roll call , Validate Moderator

« enable recording of conference » : Selecting the record option will enable recording of this conference. Recording begins automatically when the moderator joins the conference. At the beginning of the conference call, a prompt will remind the participants that their conference call is being recorded. The recording will be available for playback for 30 days .

This feature enables you to create new conference rooms with different passcodes

3

click on “manage your account”

1

enter your Orange Business portal

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provide the attendees with all the dial-in numbers and the participant code by email directly by clicking on “send emails”

7

click on “add scheduled times” if you want to plan the conference with specific timeline.

Follow each step to schedule your meeting

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you will then be redirected on a new page with a conference confirmation that provides you with all the needed information for your participants

setting up a scheduled conference call

If you choose to

send

email invitations

directly

from the web portal, enter

the email adresses in the

« participant confirmation

address » field. Separate

Then click on « add availability

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tips for effective conference calls : keypad controls

tips for effective conference calls : online host controls

As a host, control easily your conference settings from your web portal. Get acces to it by clicking on “online host controls” in the Orange Business Conferencing homepage.

See who joined the conference. You can rename your

attendees to see the name of the speaking

person instead of his phone number.

Select a participant line and click on « To Sub »

to create a sub-conference.

Find out the free phone numbers to join the conference.

Dial the phone number of your attendees to make them join the conference (avalaible only if you subscribed to the service). In a few clicks, mute or unmute your participants. You can also disconnect them and

increase/decrease their volume.

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As a host, you have the ability to record a meeting using your phone keypad, at any time

of your conference.

1

start your audio conference (see the “starting an automated conference call” section above)

2

to start the recording press *22 on your phone. The system will play a

message to notify your participants that the call is being recorded.

3

to end the recording press *22 on your phone. then press 1 to confirm that you want to stop recording. The system will

record a

record a conference

conference

conference call

conference

call

at any time you can :

listen to your recording :

1

dial-in a number from the list attached in your email confirmation

2

select your language followed by #

3

enter your replay confirmation code followed by #

access

access your

your

your reports

reports

1

select “ReadyConference Reports” in the options drop-down menu

2

enter a date range

3

tick the box corresponding to the type of report you would like to download “ client report-conference summary”: See/Download a spreadsheet (CSV

format) of the Conference Report. This report contains: Title (Bridge), Type of audio conference, Passcode, Start time, End time, Number of

participants, Total minutes

“ client report-participant detail”: See/Download a spreadsheet (CSV format) of the Participant Report. This report contains: Name of participant, Participant Phone number, Participant Email address, PIN, In, Out, Minutes, Dial Type, Title, Type, Passcode, PO Number, Start Time, End Time