Set Up a Conference Tab

This section explains procedure to set up and edit a conference. You can set up and schedule a conference type to meet your specific needs. Select from the following three conference types:

• One-time conference: This conference type occurs once for the set date and has a set start time with a maximum duration of up to 24 hours. The access code is only used for this one conference.

• Recurring conference: This conference type has a set start time with a maximum duration of up to 24 hours. The conference is scheduled to be on the set days, at the same start time and duration. The conference is scheduled for the next six months with the same access code used for every occurrence.

• Reservationless conference: This conference type has a set start date and end date. The start time and duration are not set for this conference type. You can use the access code at any time, up to the scheduled end date. Maximum length between start date and end date is 26 weeks (as set by the administrator).

 NOTES:

• The default setting for Recurring and Reservationless conferences is six months. The setting may be different for your system.

• The Reservationless conference option is only available if the MiCollab Audio, Web and Video Conferencing administrator has set it for your account.

• Recurring conferences may be affected by Daylight Savings Time (DST), which could require you to change the scheduled conference start time.

To create a conference

1. From the Set Up a Conference tab, select the conference type.

2. Edit the conference information on the conference form.

The One-time, Recurring, and Reservationless conference forms include these four panels. An error message appears if you do not complete the required information when you create or edit a conference:

• Conference Details

  • Conference Type: Set a conference type from the list. Available conference types are Audio and Web, Audio only, and Web only.

  • Conference Name: Enter a name for the conference.

  • Start Date: Set a month, day, and year from the drop down lists or, click to set a start date from the calendar.

  • Start Time: Set the start time and time zone.

  The icon appears when Port Reservations is set. Click the icon view port availability and schedule conferences based on port availability for the specified date and time.

   NOTE: This field is available only for One-time and Recurring Conference type.

  • Duration: Set the hours and minutes for the conference duration from the lists.

   NOTE: This field is available only for One-time and Recurring Conference type.

  • Recurrence: Select Daily, Weekly, or Monthly for the recurrence. Then select the scheduling options associated with the recurrence option you selected.

   NOTE: This field is only for a Recurring Conference type.

  • Published: Set this option to publish the conference to the Published Conferences area. For details, see Published Area.

   NOTE: A password may be required for published conferences.

• Billing Codes

  • Department: Set a department code from the list if required.

  • Project: Set a project code from the list if required.

   NOTE: If a list of Billing Codes does not appear, then the MiCollab Audio, Web and Video Conferencing administrator has not configured the codes and the information is optional.

• Call Features

   NOTE: For Web Only conference type, only the Personal ID field is available.

  • Leader Required: Set this option if you want the conference leader to be in the conference to activate the audio.
    If the participants join the conference before the leader, they will hear the following announcement “The leader hasn't activated this call yet".
    The audio portion of the conference will not be active until the leader joins the conference.

  • Join Muted: Set this option to have participants join the conference on mute.
    As participants join the conference, they will hear the following announcement “Your audio is muted".
    You can hear the conference but cannot speak unless enabled by the conference leader.

  • Roll Call: Set this option if you want the names of participants to be recorded and announced. When set, these additional options appear:

  • Play to All Participants.

  • Play to Leader Only.

   NOTE: If the number of audio participants exceeds 10, Roll Call will be deactivated for the MiCollab Audio, Web and Video Conference session. It will be re-activated once the number of participants in the conference session reaches below 10. This will be applicable to all types of conferences (One-time, Recurring, and Reservationless conference) scheduled on the server.

   NOTE: If one of the user joins the conference with listen-only mode using the MiCollab Audio, Web and Video Conferencing Web Client, then Roll Call will be deactivated after 9 audio participants. The Web Client uses an extra audio license for listen-only mode.

  • Join, Leave Tone: Set this option if you want a tone to play when participants join and leave the conference. When set, these additional options are available:

  • Play to All Participants.

  • Play to Leader Only.

  • If  this option is unchecked, the application does not play a prompt to either the leader or participant.

  • Personal ID: Select this option if Personal IDs are required to join the conference and these IDs may require approval before joining a conference.

  • Personal IDs are required to enter the conference. Set this option if participants are required to enter their ID when they access either the web or audio conference.

  • Conference access requires approval. Set this option if the leader also needs to approve each participant's Personal ID. This approval option must be set along with the first option above.

   NOTE: If no option is selected then the ability to enter an Personal ID is available but not mandatory.

  • Duplicate Personal IDs: Select this option to allow duplicate Personal IDs on audio connections.

  • Allow duplicate personal IDs on audio connections.

• Password Protection

  This setting may be optional or required, depending on your administrator settings. If your administrator has enabled the password requirement for published conferences, you will be required to enter a password.

  Caution: Password protection is strongly recommended for all published conferences. If a password is not set, the conference and any documents or recording associated with the conference are vulnerable to unauthorized access.

  • Conference Password: Enter a conference password. The password must be 6 to 20 characters in length and must contain one lowercase letter, one number, and one special character (@#$%).

  • Confirm: Type the conference password again to confirm it.

  • E-mail Password: Enable this option to include the password in the e-mail invitation.

   NOTE: If you use a password and do not set this option, you must send the password to participants in a separate e-mail. See Password Protected Conference for additional information.

  After setting a password for a Published conference, if you later clear the Published check box in the conference details, the password is still in effect. You must clear the password from the Conference Password field to remove it.

3. Click OK to create the conference. The Conference Details tab with Access Information for the conference is displayed.

   • Dial-in Numbers: Provides numbers that are used to dial into the audio portion of the conference.

   • Access Codes: After you create the conference, both leader and participant access codes are generated. Send the participant access code to the participants.

   • Invite Participants Using: You can use this Calendar or E-mail option to invite participants to the conference.

    NOTE: To customize your invitation and change your conference invitation preferences, see Send an Invitation and Change Invitation Settings.

To view or edit a conference

1. From the My Conferences Tab, the current conferences list will appear.

2. Click the conference name to view details for that conference. The conference form appears.

3. Click Change Details.

4. Update the information, and then click OK to save the changes.

To extend a conference

1. From the My Conferences Tab, the current conferences list will appear.

2. Click the conference name to view details for that conference. The conference form appears.

3. Click Change Details.

4. To extend the conference:

1. For a reservationless conference, change End Date.

2. For a recurring conference, change Start Date.

 NOTE: Maximum length of reservationless and recurring conferences is 26 weeks (as set by the administrator).

5. Click OK to save the changes.

To view expired conferences

• To view expired conferences Click See Expired Conference link on the My Conferences tab. Once you view the expired conferences, click See available conferences to return to the current conferences.

Just before the conference ends, if the End of Conference Prompting (EOCP) feature has been set, the system alerts you that the conference will end soon and provides an opportunity to extend it.

Related Topics:

Password Protected Conference

My Conferences Tab

Conference-Related Tasks