Intermedia Conferencing Tutorial

Introduction
Getting Started
The Basics
Advanced


Introduction
Your new Conference is a separate Toll-Free number for hosting both "Reservationless" (unreserved) and "Scheduled" (reserved) conferences. Callers who dial the Conference 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 Conference is ideal for providing personal conferencing 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 Conference, 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 Conference. At this point you should have received your Conference 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 exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Conference number and PIN.
  3. You will be prompted to change your PIN
  4. Enter your current (temporary) PIN.
  5. Enter your new PIN.
  6. Reenter your new PIN.
  7. Click Ok.


SmartConference Specifications
The following are important specifications for your new Conference.

Scheduled (Reserved) conferencing Up to 25 talkers & 100 total participants
Reservationless conferencing Up to 25 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
Reservationless conferencing maximum duration 4 hours
Scheduled conferencing maximum duration 8 hours
Entry/Exit notification beeps On as a default




The Basics
This information will assist you with learning to use the basic features of the Conference. This section of the tutorial covers the following:
Logging In Via The Web
In order to customize and manage your Conference 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 Conference via the web:

  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Conference 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 25 talkers and a total of 100 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 exchange.intermedia.net/ControlPanel/Login?ClientType=Voice
  2. Enter your Conference 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 Conference 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 exchange.intermedia.net/ControlPanel/Login?ClientType=Voice 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 Conference 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.

#0 Access recorded help, participant count, time remaining in conference
#1 Extend conference by 15 minutes during conference (Scheduled conferences only)
#2 Reserve an additional inbound line during the conf. (Scheduled conferences only)
#4 Mute/Unmute all lines except the host
#5 Lock/Unlock the conference (controls whether additional participants can join the conference)
#73 Terminate conference immediately
*1 Mute/Unmute my line only (applies to host and guest speakers only)
*2 Enable/Disable entry/exit tones on my line only
#31 Begin Conference Recording
#30 End Conference Recording


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

#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 Conference. This section of the tutorial covers the following advanced features:
Conference Lock
At any time 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.

Conference Recording
At any time during the conference call, the host may record the conference call. The recording will record all participants. Once recorded, you may listen to, save/download and forward conference call recording.

To Record a Conference Call:

To End a Conference Call Recording:

To Listen to a Recorded Conference Call
To listen to a conference call recording:
  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Conference number and PIN (or temporary PIN if it is your first time logging in).
  3. Click the Conference Recordings button on the left of the page
  4. Click the Play button associated with the conference call you wish to listen to
  5. The conference recording will play through your computer speakers
To Download a Recorded Conference Call
You may download and save any conference recording.
  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Conference number and PIN (or temporary PIN if it is your first time logging in).
  3. Click the Conference Recordings button on the left of the page
  4. Click the either the WAV or zip WAV to download the conference recording to your PC
  5. By clicking the zip WAV button, the file will be zipped and compressed before it is downloaded
To Forward a Recorded Conference Call
You may forward a conference recording via email. The recipient receives your email with a link to the recording. You can secure the recording by requiring the listener to enter a code as well as track who has and who has not listened to the conference recording.
  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Conference number and PIN (or temporary PIN if it is your first time logging in).
  3. Click the Conference Recordings button on the left of the page
  4. Click the Forward button associated with the conference call you wish to forward
  5. Enter the email address or address you wish to forward the conference recording to
  6. On the next page enter your email address, a subject line and any text.
  7. Select if the recipient should enter a playback code
  8. Select if the recipient should enter any personal information to allow you to track who has and has not listened to the recording
  9. Click the Send button
To Track a Conference Recording
Once you have forwarded a conference recording (providing you have enabled tracking), you can view who has and who has no listened to the conference recording.
  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice.
  2. Enter your Conference number and PIN (or temporary PIN if it is your first time logging in).
  3. Click the Conference Recordings button on the left of the page
  4. Click the Track button associated with the conference call you wish to track
  5. You will be presented with a table that shows who has listened to the conference recording and when they listened.


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 Conference 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 Conference.

To view Call History:

  1. Go to exchange.intermedia.net/ControlPanel/Login?ClientType=Voice and
  2. Enter your Conference 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.




----