Table of Contents

Conference manager

Anita Wilknitz Updated by Anita Wilknitz

You will receive the dial-in number of the conference platform when you order and receive your administrative access to the Platform. This dial-in number is then the same for all your conferences.

Setting up Users for the Conference

For the sole use of the conference function of the tool a user can be exclusively assigned the conference authorization if required.

Create a new user who should only have access to the conference board.

This user is assigned the profile «ROLE_CONFERENCE».

To prevent user groups from viewing and editing the conferences of other user groups, «Organizational units» can be created in advance by the main administrator.

Conference Overview

The conference overview shows you:

  • All planned and past conferences
  • Name of the conference creator
  • Organizational unit in which the conference was created
  • Number of reserved participants/lines
  • Duration of the conference from the start time
  • Status of the conferences

SCHEDULED

Conference is planned for the future

INITIALIZED

Conference cannot be changed, dial-in to waiting room possible

RUNNING

Master is dialed in, conference is started

TERMINATED

Conference is finished

ERROR

An error occurred during the conference

Note: A «Scheduled» conference goes into the status «Initialized» 15 minutes before the conference starts, because from this time on the participants can already dial into the waiting room. From this time on, it is no longer possible to move the conference.

Planning a conference

With the help of the Conference Board all available telephony channels of the platform can be planned across all users.

  • Master Conference: At a master conference, a conference participant can be given administrative authorization in advance. Via this authorization the conference participant can then lock or unlock the conference for further telephone dial-in calls using the DTMF tones. Furthermore, the conference does not start until this participant has dialed in him-self/herself. If the master participant has not yet dialed in at the start of the conference, the other conference participants also remain in the «waiting room» for as long as this is the case. If the master participant disconnects the telephone connection to the conference, the conference room is also terminated for the other participants.
  • Recurring conference: Conferences can be scheduled with fixed intervals. The repeat intervals are: daily, weekly and monthly. The reference for the day and time is derived from the start date. «End Date» defines the date of the end of the series.
  • Dialing into a conference: The dial-in data for the conference is sent through the channels specified in «Sending Conference Invitations through the Following Channels»:
    • E-mail: E-mail invitation with dial-in data and calendar entry
    • APP: Push notification with calendar entry
    • SMS: Message with dial-up data

All available contact data are used for this purpose.

The participant can call the conference number mentioned in the invitations and will be asked for the conference ID and, if known, their personal PIN.

Participants without PIN are added to the conference as «Unknown».

If the conference participant calls with his/her own phone number, which is registered in the person configuration, the conference board recognizes it and forwards the person directly to the conference room that he/she is assigned to. In this case no entry of conference ID and PIN is required.

Operating an active conference

The person icon in front of the name of the conference topic gives a quick overview of who is already in the conference room.

  • During the setup: Black person icon: Immediately after the initial setup or a change, no icon is visible, because this icon only appears when an invitation has been sent by the system.
  • During a conference:
    • Black person icon: Person has been invited but has not yet entered the conference room
    • Green person icon: Person is active in conference
    • Red person icon: Person was in the conference and has left the conference

During an ongoing conference, certain functions can be set immediately. Other func-tions such as «Name», «Organizational unit», «Language», «Start & End Time», «Master Conference» or «Record Name» cannot be modified later.

The web user has complete control over an ongoing conference and can immedi-ately use the following functions:

  • Allow dial-in: During an ongoing conference, the «Allow Dial-in» switch can be used at any time to prevent or enable dial-in to the current conference. Every user will receive an audio notification.
  • Conference participants: Participants can:
    - be added during conference planning or during an ongoing conference
    - be removed from the conference in any state
    - can be muted/unmuted individually by the web user. The user receives an audio notification about this.
  • End conference call: Stops the current conference and disconnects all participants immediately.
  • Persons: Lists all persons stored in the system (depending on the organizational unit the logged-in web user is allowed to see). These persons can be invited directly to a conference using the stored phone numbers and e-mail addresses.

Operating by telephone

By entering DTMF tone sequences, the conference can be operated without the web interface. The following commands are available for this:

→ 1#: mute

→ 2#: unmute

→ 8#: lock for dial in (only available as master)

→ 9#: unlock for dial in (only available as master)

«Mute»/«Unmute» can be activated by DTMF tone sequence by each participant for himself. In this case, the voice transmission from the participant into the conference is prevented, but the participant can still listen in.

As soon as you have muted yourself or a master, you will receive a voice information about this.

If the master has muted a participant in the conference via web interface, the participant cannot «mute» himself/herself again.

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