Conferencing Moderator Guide

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Conferencing Moderator Guide

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As a moderator, you can use UniVoIP Conferencing’s intuitive web and touchtone interfaces to manage your conferences. Some conferencing features are available to you only if your account has been configured to include them by your conferencing service provider. Some features, such as Roll Call, can be enabled for all conferences. Other features, such as Mute/Unmute, are available on a per‐ conference basis. The conferencing features that may be available to your account are described below. Conferencing features are managed using either touchtone (DTMF) commands or the moderator web interface. For more information about how to configure your account and how to use these features, see Section 3, “UniVoIP Conferencing Touchtone Interface” and Section 4, “UniVoIP Conferencing Web Interface for Moderators.”

Account Codes

Account codes allow you to charge time to clients. You can enter a four‐digit number during a conference to cause end‐of‐month CDRs to be tagged with the appropriate conference information, including number of participants and length of call.

Conference Start

You can start a conference using either touchtone commands or the Start button on the moderator’s web page.

Active Talker Identification

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Rapid Entry

As the moderator, you can more quickly and easily enter your conference if the phone number you are calling from is one of the three numbers (office, cell, and home) stored in your moderator account profile. If you call from a recognized number the system does not ask you for the access code. This feature is also known as Auto ANI Authentication.

Conference Invitations

From the moderator web interface you can direct UniVoIP Conferencing to send invitations to conference participants. The automatically‐generated email invitations contain conference date and time, and also include the access number and access code so that you don’t have to remember them and type them in yourself.

Conference Lock / Unlock

After a conference has begun and all scheduled participants have arrived, the conference lock feature lets you prevent unwanted additional participants from joining the conference.

Conference Continuation

When Conference Continuation is turned on, the conference can continue after the moderator disconnects from the call. When Conference Continuation is turned off, the conference ends when the moderator disconnects.

Conference Options Menu

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• Turning the “Listen Only on Entry” option on or off

Conference Types

You can easily change the pre‐conference experience for your conference attendees. You can choose between: • An Express conference, in which the conference begins as soon as any two participants have called in, • A MeetMe conference, in which all participants remain in the conference lobby until the moderator joins.

Conference Volume

You can use touchtone commands adjust the sound volume.

Contact Management

UniVoIP Conferencing can store names, phone numbers, and email addresses for your contacts. When you want to send an email invitation to a contact, you don’t have to type in the email address because the system already has it. And when you want to dial out to a contact, rather than typing in a phone number you can select from up to three stored contact phone numbers.

Customizable Moderator Preferences

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Email Alerts

UniVoIP Conferencing sends you an email alert as soon as the first participant joins your conference.

Individual Line Mute / Unmute

Conference participants can mute and unmute their own phones. You as moderator can mute or unmute any participant’s line using the moderator web interface.

Listen Only

The “Listen Only” feature lets you simultaneously mute or unmute all lines in a conference except your own. When “Listen Only” is turned on, conference participants can’t unmute themselves. You can set your conference preferences so that the Listen Only feature is always turned on when your conferences start.

Mute All and Unmute All

This feature lets you improve conference sound quality by muting the entire conference, so that only the moderator can be heard.

Name Record and Roll Call

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Moderators can also request either a private consultation or that the operator join the entire conference.

Participant Count

You can ask the conferencing system for the number of participants in your conference call using either the touchtone interface or web interface.

Post Conference Summary Emails

The system sends a post‐conference call summary email to the moderator. This summary contains the activity within each

conference call that includes number of participants, call length, and total minutes.

Recording and Playback

You can record any conference call for future playback using either a touchtone command or the moderator web interface. You can use download and play back the recording from the moderator web interface.

Security Codes

For added security purposes, you can set up one‐time security code for a single MeetMe conference. When you have back‐to‐back conferences, using a security code prevents participants from accidentally joining the incorrect conference.

Stop Roll Call Playback

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Touchtone Interface

Touchtone Features

As a moderator you can use UniVoIP Conferencing touchtone commands to manage your conferences and the conference experience for you and your participants. The commands available to you depend on: • How the conferencing service provider has configured your conferencing system. • What features and options are available to your moderator account • Whether you are in conference or dialing out to a participant.

Moderator Touchtone Commands

The table below lists the default touchtone commands available to moderators.

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Touchtone Commands Description *8 Conference Continuation *9 Roll Call On / Off 0 Operator Private 00 Operator All Conference ** Available Commands *# Participant Count #2 Stop Roll Call Playback #3 Volume Up #4 Volume Down #6 Conference Entry Name On / Off #8 End Conference #9 Enter One‐time Account Code

Participant Touchtone Commands

The table below lists the default touchtone commands available to participants.

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4. Web Interface for Moderators

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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

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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

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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

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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

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Dial Out to Participants

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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

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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

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Web Interface for Moderators • Tone • Door • None

Exit Tone

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: • Email • None

Configure Conference Options

When you select any of the conference options in this section, your conferences always start with that option turned on.

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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

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For a list of touchtone commands available to moderators, see Table 1: Moderator Touchtone Commands.

Figure 8 Touchtone Commands

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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

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Manage an Active Conference

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Figure 11 Contacts

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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

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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

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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

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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

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Figure 15 Import Contacts

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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

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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

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Conferencing Moderator Guide