1. Dial in to the system using either the toll-free domestic phone number or the international phone number that was supplied to you.
2. Enter your HOST ENTRY CODE followed by the "#" sign.
3. Your conference participants dial in to the system in the same way and enter the host's PARTICIPANT ENTRY CODE followed by the "#" sign.
4. You're conferencing. It's that easy.
OPERATOR ASSISTANCE (*0) - Immediate operator support is available by pressing *0 on your telephone keypad*.
BILL CODE/REFERENCE NUMBER CAPTURE - To make it easy for clients to track the billing of individual calls, employees or departments, our service gives the ability to assign a billing or reference number to a call. There are two ways to capture this information. Either way is available and can be customized to suit your needs.
1. When a host calls in to begin a call, the system will ask for a number (one to twenty digits) that will be assigned to this call on the client's bill.
2. A permanent bill code or reference number can be assigned to a host in the system. Using this option, all of a particular host's calls will be tracked and their total usage will be shown on the bill.
Note: This feature must be activated before it can be used. To do this please email firstname.lastname@example.org with your host code and request that the Bill Code feature is turned on. Once this is done, this feature will be enabled for all subsequent calls.
LOCK/UNLOCK CONFERENCE (*5) - Once all of the invited participants have joined the conference call, the host can lock the call using a simple touch-tone. This feature prevents others callers from being able to dial-in to the conference. To lock or unlock your conference, press *5.
LISTEN ONLY (*7) - The listen only function allows the host to mute all participants except for themselves. This is done by placing the conference call in a lecture mode. In this mode, the host is the only line that can be heard. To mute or un-mute all of the members of the conference except for the host, press *7.
The LISTEN ONLY function allows for multiple presenters or speakers. This is useful when it is necessary to have several people speaking while all others in the conference are muted.
To allow several presenters to speak while the rest of the conference is muted, have all of the speakers dial into the same conference as hosts, using the host entry code. Have all other conference attendees dial into the conference using the participant entry code.
When *7 is pressed by any of the hosts, all participants (other than the hosts) will be muted and the conference will be in listen-only mode. In this mode, only the hosts will be heard.
SELF-MUTE/UN-MUTE (*6) - Any participant may mute or un-mute their line - to avoid having any background noise heard - by pressing *6.
ROLL CALL (#1 OR #2) - This feature provides the host with a count of how many people are on the call or depending on the configuration of your individual account, the recorded names of each participant may be heard. To hear a roll call of present conference members press #1. To obtain a head count of present conference members, press #2.
DIALING-OUT (#3, #4, & #5) - The host can easily dial-out to as many participants as is necessary. Once that host has dialed out and made contact with another user, they may bring the new participant into the conference where all of the other participants are waiting. If the host reaches voice mail when dialing out, they may leave a message and easily disconnect from that line which, in turn, brings them back to the main conference.
Note: This feature must be activated before it can be used. To do this please email email@example.com with your host code and request that the Dialing-Out feature is turned on. Once this is done, this feature will be enabled for all subsequent calls.
ENDING A CONFERENCE (99) - The host may end a conference call at any time by pressing 99.
Current default settings are shown with an X and in italics. If you wish to change any of these options, please email firstname.lastname@example.org with your host code indicating your preferences. To change any of these settings while a conference is active, press *0 to contact a live operator. Changes made while a conference is in use are not permanent.
1. Conference Start
Interactive - Everyone on call will hear and talk to each other as soon as they enter the conference - regardless of a Host presence or not.
X Music Awaiting Host - Participants are on Music Hold until the Host enters and the conference is then Interactive.
Music to Presentation - Participants are on Music Hold. Once the Host enters, the conference will automatically be placed into Presentation Mode which mutes all participants. If the Host enters early he/she will want to periodically announce to the participants so they know they are in the right place.
2. Name Recording
On - Callers are prompted to record their name.
X Off - No prompt for name.
3. Entry Announcement
Personal Message - Used in conjunction with name recording - will announce for each participant "Fred Smith has entered the conference."
Tone - Each participant entrance is noted with a short 'beep' tone.
X System Message - Each participant entrance is noted by the announcement "Someone has joined the conference."
None - there is no indication that the participants have entered the conference.
4. Exit Announcement
Personal Message - Used in conjunction with name recording - will announce for each participant "Fred Smith has left the conference."
Tone - Each participant departure is noted with a short 'beep' tone.
System Message - Each participant departure is noted by the announcement "Someone has left the conference."
X None - There is no indication that the participants have departed the conference.
5. Recording Announcement
System Message - Will announce, "The conference is now being recorded."
X None - There is no indication that the conference is being recorded.
6. DTMF Announcement
System Message - When any touch-tone commands are used an announcement will be made. Example: Host presses *7 to place conference in presentation mode you will hear, "Presentation Mode is now enabled."
Tone - When any touch-tone commands are used it is noted with a short 'beep' tone.
X None - There is no indication when any touch-tone commands are used.
A Phone Conference Usage Report can be emailed to the host after each conference. This is a valuable tool that gives a comprehensive detail of how a conference was used and keeps a complete record of each call.
For the call summary, this report tracks:
For details on individual conference members, this report tracks:
Note: This feature must be activated before it can be used. To do this please email email@example.com with your host code and request that the Phone Conference Usage Report feature is turned on. Once this is done, this feature will be enabled for all subsequent calls.
OPERATOR INITIATED RECORDING - As a Host you may contact a live operator via the *0 command and request the operator to initiate the process to ensure proper recording.
RECORD A CALL (#7) - A Host may record a conference call and make it available later with the record and playback option. A recording is stored for either 90 days or until the next recording takes it's place. To enable this feature, press #7 when you wish to begin recording.
SCHEDULE A RECORDING - To ensure that there are no issues with your recording you may also schedule a recording in advance and a Law Conferencing representative will initiate your recording.
RETRIEVING A RECORDED CALL - After a conference call is concluded that has been recorded, the host must email firstname.lastname@example.org with their host code and request access to conference recordings. Once this request is made, it will enable this feature for all subsequent recordings. It is not necessary to make this request more than once.
Once this request is made, an email will be sent to the host with access information and directions on how to retrieve all conference recordings. This email will contain:
1. Dial the phone number that was emailed to you with your playback instructions.
2. Enter the PIN number that was emailed to you with your playback instructions.
3. Press 4 to hear your recording.
4. Enter the confirmation number that was emailed to you with your playback instructions.
Your playback can be controlled with the following key pad controls: