SIP Trunking Conferencing Number Tutorial
Introduction
Getting Started
The Basics
Advanced


Introduction
Your new Conferencing Number is a separate Toll Free number for hosting both "Reservationless" (unscheduled) and “Scheduled” (reserved) conferences. Callers who dial the Conferencing Number are asked to enter their “conference code” to join the conference. Each conference (Reservationless and Scheduled) can have a Host code and a Guest Speaker code. In addition, Scheduled conferences can have an optional Guest Listener code. Callers who enter the Host code are able to access the Host Conference Controls during the conference. Callers who enter the Guest Speaker code are allowed to speak during the conference. Callers who enter the Guest Listener code are able to listen but not speak during the conference. Both Guest Speakers and Guest Listeners are able to access Guest Conference Controls.

Your Conferencing Number is ideal for providing personal conferencing numbers for each employee or to be shared across departments or the whole company.

This tutorial will guide you through the process of setting up and configuring your new Conferencing Number, and explain how to use its basic and advanced features. If you have questions, please contact customer service.


Getting Started
This information will assist you in beginning to use your new Conferencing Number. At this point you should have received your Conferencing Number and temporary PIN. This section of the tutorial covers the following:
Changing Your PIN
When you first log into your service via the web, it is important to change your PIN from the temporary PIN you were provided. The new PIN must be between 6 and 10 digits and cannot start with 0. Also, the system will not allow a PIN that uses repeating numbers such as 222222 or an easily recognized pattern such as 123456.

To change your PIN:
  1. Go to www.accessline.com/login.
  2. Enter your Conferencing Number and PIN.
  3. Click the Personal Info tab.
  4. Select Change PIN.
  5. Enter your current (temporary) PIN.
  6. Enter your new PIN.
  7. Reenter you new PIN.
  8. Click Ok.


Conferencing Number Specifications
Following are important specifications for your new Conferencing Number.

Feature Specification
Scheduled (Reserved) conferencing Up to 150 participants
Reservationless conferencing Up to 75 participants
Max. Scheduled conferences per number 50 scheduled conferences
Max. Reservationless Conferences per number 50 Reservationless Conferences
Scheduled conferencing start date Up to 1 year in advance
Scheduled conferencing maximum duration 8 hours
Early arrival 10 minutes
Entry/Exit notification beeps On as a default




The Basics
This information will assist you with learning to use the basic features of the Conferencing Number.

This section of the tutorial covers the following:
Logging In Via the Web
In order to customize and manage your Conferencing Number you must use a web browser to log into the login web address that was provided in your welcome email. Once logged in, you will be able to reserve conferences, and review and modify existing conference reservations.

To log into your Conferencing Number via the web:
  1. Go to www.accessline.com/login.
  2. Enter your Conferencing Number and PIN (or temporary PIN if it is your first time logging in).
Once logged in, you may reserve conferences, and review and modify existing conference reservations.

Scheduled Conferences
A Scheduled Conference has a defined start time and duration. You set the start and end time and configure the number of participants. Up to 150 people may participate in a Scheduled conference, and if desired all may be 2-way speaking participants. You can define how many Guest Speakers and Guest Listeners are allowed using the web interface.

Creating a Scheduled Conference

A Scheduled Conference is created via your web account:
  1. Go to www.accessline.com/login
  2. Enter your Conferencing Number and PIN.
  3. Either select a day from the calendar or go to the “List View”, and click the “Reserve a New Conference” button under the Scheduled Conference Calling category.
  4. Enter all required information.
  5. Click the “Reserve” button.
Joining a Scheduled Conference

At the scheduled start time, take the following steps to join a conference:
  1. Dial your Conferencing Number on which the conference is scheduled.
  2. Enter the Host, Guest Speaker or Guest Listener code to join the call.
Scheduled Conference Early Arrival

Your guests may arrive up to 10 minutes (the Early Arrival time) in advance of the designated start time for your conference call. Guests who arrive before the start of a scheduled conference call may join the conference call but depending on how the host has configured the reservation, may or may not be allowed to talk until the host arrives. Guests who arrive too early (before the Early Arrival time) will be notified that the conference is not accepting guests yet, and that they should call back closer to the scheduled time.

Scheduled Conference End of Call Warning

Before the designated end time of your Scheduled Conference call, you will receive a warning prompt. If desired you can use your host controls to extend the duration of the call (see Host Controls).

Reservationless Conferences
An Reservationless Conference does not have a pre-reserved start time, so you may initiate a conference call at any time, whenever needed.

Creating or Modifying an Reservationless Conference

An Reservationless Conference is created via your web account:
  1. Go to www.accessline.com/login and enter your Conference Number and PIN.
  2. From the Calendar View or the List View, click the “Setup Reservationless Conference” button under the Reservationless Conference Calling category.
  3. Click Set Up Reservationless Conference Now or locate the conference you wish to alter and click the modify button.
  4. Enter all required information.
  5. Click the “Create” button.
Joining an Reservationless Conference

An Reservationless Conference may be accessed at any time:
  1. Dial your Conferencing Number on which the conference is scheduled.
  2. Enter the Host Code or Guest Code to join the call.


Reservationless Conference Early Arrival

Guests who arrive early to an Reservationless Conference are placed on hold and will not be allowed to talk until the host arrives.

Host Controls
The following options are available to the Host at anytime during a conference call.

Host Control Description
#0 Access recorded help, participant count, time remaining in conference
#1 Extend conference by 15 minutes during conference (applies to Scheduled conferences only)
#2 Reserve an additional inbound line during the conf. (applies to Scheduled conferences only)
#4 Mute/Unmute all lines except the host
#5 Lock/Unlock the conference (controls whether additional participants can join the conference)
#6 Participant Count
#73 Terminate conference immediately
#81 Enter an optional conference account code for the conference (which will appear in the call record)
#9 Dial out to add another participant to conference
*1 Mute/Unmute my line only (applies to host and guest speakers only)
*2 Enable/Disable entry/exit tones on my line only


Guest Controls
The following options are available to the guests at anytime during the conference call.

Guest Control Description
#0 Recorded help
*1 Mute/Unmute my line only (applies to host and guest speakers only)
*2 Enable/Disable entry/exit tones on my line only


Recorded Help
The Host can request Recorded Help at any time during the conference by touching #0. The Host will hear a participant count indicating the number of participants currently in the conference. The host then hears how much time is remaining in the conference, followed by a list of all Host Controls available to the host. The host can press # at any time during the recorded help to return to the conference.



Advanced
The previous section of this tutorial introduced you to the basics of your Conferencing Number.

This section of the tutorial covers the following advanced features:
  • Outdialing to Add a New Party to the Conference
  • Conference Account Codes
  • Conference Lock
  • Recorded Help
  • Extending the Length of a Scheduled Conference
  • Increase the Size of a Scheduled Conference
  • Mute / UnMute All Guest Lines
  • Terminate Conference
  • Mute / UnMute My Line
  • Disable Entry / Exit Notification Tones
  • Viewing Call History

Outdialing to Add a New Party to the Conference
At anytime during the conference, the Host may place an outbound call and add that caller to the conference call. (Note that this will cause the host to temporarily leave the conference, however the conference will be allowed to continue in the interim without the host.)

Once the host has connected to the new party, the host may then add the new party to the conference and rejoin the conference.

Additionally, the host may rejoin the conference without adding the new party. This is generally used when the host has not been able to reach the desired party, or for example has reached voicemail or a busy signal.

To place an outbound call during a conference:
  1. While in the conference, touch #9
  2. Enter the phone number of the person you wish to add
  3. Wait for the new party to answer, then touch #9 again to return to the conference with the new party
Note: If you wish to drop the new call, then press ## to return to the conference without the new party.

Conference Account Codes
Conference Account Codes allow the Host to identify the conference with a unique numeric code. For example, an attorney’s office may want to use Conference Account Codes to associate a specific client number with each conference. The Host can enter any number that suits his or her purpose. The Conference Account Code will appear in the call detail in association with the conference call.

The Host can enter the Conference Account Code at any time during the conference call, by first touching #81, and then entering the desired code.

Conference Lock
At anytime during a conference call, the Host may lock the conference by touching #5. This feature can be used to increase the security on a conference, ensuring that no additional participants can enter a conference when it is locked. Once a conference is locked, any new participants who try to enter the conference will not be allowed to join, and will hear the following announcement: "I'm sorry, the host has locked the conference. You may want to try calling back later". If desired, the host can unlock the conference by touching #5 again. The Host can lock and unlock the conference as many times as desired during the conference.

Extending the Length of a Scheduled Conference
(Applicable to Scheduled Conferences Only) The Host may touch #1 during a scheduled conference call to extend the length of the scheduled conference by 15 minutes. The host can use this feature multiple times as necessary to increase the length of the conference.

Increase the Size of a Scheduled Conference
(Applicable to Scheduled Conferences Only) The Host may touch #2 to reserve an additional inbound line during a scheduled conference. For example if the conference in progress has 10 lines reserved but the Host would like to allow another person to be able to call in and join the conference, then the host can touch #2 during the conference to increase the number of reserved lines to 11. This feature can be used multiple times as necessary during the conference, up to the maximum allowed scheduled conference size.

Mute/UnMute All Guest Lines
The Host can Mute or Unmute all Guest lines in a conference by touching #4. This will not mute the host's line. This allows the host to regain control of a conference, effectively becoming the only speaker. This is sometimes referred to as "Lecture Mode". The Host can use this feature as often as desired during the conference.

Terminate Conference
The Host may immediately terminate a conference by touching #73. When the host terminates the conference, all parties hear an announcement indicating that the conference is ending now, and then all lines in the conference are dropped. This feature can be used by the host as desired to ensure that participants will not continue to speak after the host leaves, eliminating any additional costs on the conference.

Mute/UnMute My Line
This control is available to both Hosts and Guests. This feature allows the participant to mute or unmute their individual lines. The Host or Guests may mute or unmute their own lines by touching *1. When muted, the participant cannot be heard by the other participants in the conference.

Disable Entry/Exit Notification Tones
This control is available to both Hosts and Guests. This feature allows the participant to disable or enable the notification "beeps" that are normally heard when new guests join or leave the conference. The Host or Guests may disable or enable the notifications by touching *2. The disabling of these "beeps" applies only to the participant line that used the command, not to all participant lines.

Viewing Call History
Your Conferencing Number allows you to view your Call History through the Web site. You may view Call History for specific months and years. Call History includes detail for every call made to your Conferencing Number.

To view Call History:
  1. Go to www.accessline.com/login and
  2. Enter your Conferencing Number and PIN.
  3. Click the Personal Info tab.
  4. Select the Call History button.
  5. Select the timeframe of the Call History you wish to view.




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