Step 1 Setup Conference Call
Organize your conference call by notifying all participants of the date and time
for your conference call and provide them with the conference dial-in number and
participant access code.
Step 2 Set Conference Preferences
Login to your TollFreeConferenceCall account and click on Preferences found under
the Control Panel tab. On the next page, set your preferred features before your
conference call begins.
What are Conference Preferences?
Preferences allow you to set your conference features like entry and exit tones to be on or off when a participant joins the conference call. It allows you to disconnect callers if the host is not present and the caller count feature can be turned on or off.
Step 3 Get on the Call
At the specified time, all participants dial the conference dial-in number and enter
the participant access code. As the host you will also join via telephone with
the same conference dial-in number and host access code.
A. Access Web Controls To view your live conference call, log into your TollFreeConferenceCall account and click Start Conference found under the Control Panel tab. On the next page, click the Conference View tab to view your live conference call.
B. Indentify Participants
When participants join your conference call, you may assign a name to them to identify
them when they are speaking. To assign names click on the Caller Name field and
type in the participants' name.
C. Record Conference Call
Record your conference call by clicking ON under the record button found on the
left of your Conference View page. The button will display that recording is
on. To stop and save the recording, simply click on OFF and it'll display that
the recording function is off.
D. Mute Participants
There are several options available to you for muting participants. To mute an individual
participant, simply select the mute box for that specific individual. A check
mark will appear letting you know that the individual is muted. To un-mute the individual
participant; select the box again.
To mute all participants use the Mute Mode button found on the left of the Conference
View page. The Mute Mode button has 3 functionalities; 1-OFF: open conversation,
2-Mute: mutes all participants except the host, 3-Lecture: which mutes participants
without allowing them to un-mute themselves.
E. Conduct Q&A Session
To begin Q&A session, select Q&A located above the Q&A queue of your
Conference View page. A prompt will announce that all participants are muted. For
participants that have a question have them press *6 and they will be prompted to
confirm their request. Once confirmed, they will be placed in the Q&A queue.
As the host, you may click on Engage to allow participants to ask their question.
F. Broadcast Audio Files
When on a conference call you have the option to broadcast audio and previously recorded conference files for your participants. To broadcast audio files during a conference call, click on the Broadcaster icon found to the right hand side of your Conference View page. A window will display from which you may upload audio and previously recorded conference calls. To play a file, simply click on the green play icon and broadcasting will begin automatically. You have the option to stop, resume and pause broadcasting at any time. You may also minimize and expand the window at anytime during your conference call.
G. Hold Participants
There are two options available for placing participants on hold while on a conference
call:
To place all participants on hold click ON under the Hold button and a prompt will
announce that all participants are on hold. Click on OFF to place participants off
hold. To place an individual on hold, select the hold box for that individual and
a check box will appear notifying you that the individual is on hold. To place that
individual back to the conference select the hold box again.
H. Lock Conference
While on the conference call, Lock Conference to disable participants from joining
the call:
To lock conference click ON under the Lock button found on the left of your Conference
View page. To un-lock conference simply click on OFF under the Lock button again.
I. Disconnect Participants
As the host you have the option of dropping disruptive, bad connections or anonymous
callers from your Conference View page. To drop a participant, simply select the
box under the Drop Call field and that individual participant will be disconnected
from the call.
To disconnect all participants click on OFF under the Live Conference button found
on the left of your Conference View page and a prompt will ask you to confirm or
cancel the command.
Step 4 After the Call
After each conference call you conduct, a Call Detail Report will be stored in your
account which lists participants dial-in numbers, total callers, total minutes used
and total charges. Your Call Detail Reports and any recorded conference calls are
listed under the Statements & Recordings found under the Control Panel tab.