Conference Instructions
Step 1-Setup Conference Call
Organize your conference call by notifying all participants of the date and time for your
conference call and provide them with the conference dial-in number and participant access
code. Participant touch tone commands are provided below.
Step 2-Set Conference Preferences
To set your preferences before your conference call begins login to your account and go to the
Conference Preferences tab. A list of available preferences is provided below.
Step 3-Get on the Call
At the specified time all participants call the conference dial-in number and enter the participant
access code. The host will also join via telephone with the same conference dial-in number and
host access code. The host will also login to their account at FreeConferencing.com to access
all web-based commands. See below for host web-based commands.
Step 4-After the Call
After each conference call you conduct a Call Detail Report will be emailed and stored in your
account, under Conference Statements and Recordings tab, which lists participants dial-in
numbers, total participants, total minutes used and total charges. If your conference call was
recorded you may also access the file in your account under Conference History & Recordings.
Recording Instructions
During a live conference call, the host may start recording at anytime by pressing *9 on their
telephone key pad or click ON under the Record button from their account interface. A prompt
will announce that recording has been activated. To stop and save the recording, the host will press *9 again or click OFF under the Record button from their account interface and a prompt
will announce that recording has stopped.
Playback Instructions
To listen to the recorded conference call, the host must provide participants with the playback
number and access code. To listen via telephone, dial the playback number and enter the
access code when prompted. Playback will begin automatically. During playback, the listener
may pause, rewind or fast forward. The playback commands are listed below. To listen to the
recorded conference call via the web, login to your account and go to Conference History and
Recordings. From that page locate your recorded file. Click on the file and the web-based
playback will begin automatically.
Below please find a list of Breakout Conferencing Commands:
Breakout Conferencing Touch Tone Commands
| Command |
Description |
| ## Main Conference Room |
Press ## to return to the main conference room. |
| #1 Conference Room 1 |
Press #1 to enter breakout conference room 1. To re-join the main conference room, press ##. |
| #2 Conference Room 2 |
Press #2 to enter breakout conference room 2. To re-join the main conference room, press ##.
|
| #3 Conference Room 3 |
Press #3 to enter breakout conference room 3. To re-join the main conference room, press ##.
|
| #4 Conference Room 4 |
Press #4 to enter breakout conference room 4. To re-join the main conference room, press ##.
|
Below is a list of preferences that may be set before your live conference call:
Host Conference Preferences
Conference preferences allow hosts to set features like Entry and Exit tones, Caller Count and the ability to disconnect participants if host is not present.
To set conference preferences, login to your account and go to the Conference Preferences tab. Below is a list of available preferences which may be set before your conference call begins:
Note: Conference Preferences may not be set during your live conference call. Please modify Conference Preferences before your conference call begins.
Entry and Exit tone: Turn entry/exit chimes on/off when participants’ join/disconnect to/from the conference call.
Announce Caller Count: Notify joining hosts or participants of how many callers are on the conference call.
Display Attendee List: List total number of caller(s) on the conference call by pressing *2.
Ask Job Code: When host dials in to the conference the system may ask to enter a Job Code – arbitrary sequence of digits that helps host to identify this conference in History & Recordings. Host can always change Job Code during the conference by pressing *# on the telephone.
Wait for Host: The default setting is Off, which means that participants may hold a conference if the host is not present. This feature allows the host to disconnect participants after a preset time if the host does not arrive within a given time. When this feature is set to On, participants will be disconnected after the preset time expires if the host does not arrive.
Continue without Host: The default setting is On, which means that participants may continue the conference call if the host has left the conference. This feature allows the host to disconnect participants after a preset time after he/she has left the conference. Participants will hear a prompt notifying them that the call will be disconnected.
Host Web-Based Commands
The following web-based commands allow conference hosts to manage their live conference
calls from the Conference View page of FreeConferencing.com:
Live Conference: This feature allows for the host to begin and end the conference call. To
begin your conference call click ON under the Live Conference button. To end the conference
call, click OFF and a prompt will allow you to disconnect all participants or cancel the command.
Record: This feature allows the host to record the conference call. To begin recording simply
click ON and a prompt will announce that recording has been activated. To stop and save the
recording the host will click OFF and a prompt will announce that recording has been stopped.
Hold: This feature allows for the host to place all participants on hold and they will hear music
until they are placed back into the conference call. To place all participants on hold, click ON
under the Hold button and a prompt will announce that all participants are on hold. To place
participants back into the conference call, click OFF.
Lock: This feature allows for the host to block any other joining party to the conference call. To
block participants click ON under the Lock button. To un-lock conference, click OFF.
Mute Mode: This is a muting feature for the host. Default mode is open conversation. The
host has the option of muting all participants at one time by selecting Mute under Mute Mode.
To bring participants back to open conversation the host will select OFF to un-mute
participants.
Caller Name: This feature allows for the host to assign names to participants. To assign a
name, click on the caller name field for a participant and type in their name. The name will remain assigned for the duration of the call. To change the name of a participant, click on the
name field again and retype their name.
Hold Individual: This feature allows for the host to place an individual participant on hold by
selecting the hold box next to their name. To place individual participant back into the
conference call, select the hold box again.
Mute Individual: This feature allows for the host to mute an individual participant by clicking
on the mute box next to their name. To un-mute the individual participant, click on the mute
box again.
Q&A Session: This feature allows for the host to have participants in Q&A mode. To place
participants in Q&A, click on the Q&A button located above the Q&A queue. Participants can ask a
question by pressing *6 and the host will be notified that there is a question. The host will then click
on Engage to un-mute participants so that they may ask their question.
Drop: This feature allows for the host to drop an individual participant from the conference call.
To drop an individual participant, click on the drop field next to their name and a prompt will allow you to disconnect the participant or cancel the command.
Broadcaster: This feature allows for the host to broadcast audio and previously recorded
conference call files during their live conferences. To broadcast an audio file once on a
conference call, click on the Broadcaster icon found to the right hand side of your Conference
View page. A window will display from which you may upload audio and previously recorded
conference calls. To play a file, simply click on the green play icon and broadcasting will begin
automatically. The host has the option to stop, resume and pause broadcasting at any time.
The option to minimize and expand the window at anytime during the live conference call is
also available.
Below please find a list Host Touch Tone Commands:
Host Touch Tone Commands
*1 Start Q&A Session-Press *1 to begin and manage the Question and Answer Session.
The following commands are available in Q&A session mode after pressing *1:
1 - to start Q&A session,
2 - to move to the next questioner,
3 - to end Q&A session,
4 - to mute or unmute current questioner,
5 - to clear Q&A queue and * to return to the conference,
* - to return to the conference.
*2 Caller Count-Allows the host to get a count of how many participants are on the
conference call.
*3 Exit Conference-Pressing *3 takes the individual user out of the conference call and
back into the lobby.
*4 Conference Commands-Pressing *4 plays a menu of touch tone commands.
*5 Mute Mode-This is a muting function for the host. Default mode is open conversation.
The host has the option of muting all participants at one time by pressing *5. Participants
have the option of un-muting themselves by pressing *6. Pressing *5 a second time,
disables participants from un-muting themselves. To un-mute all callers the host will press
*5 a third time and the conference will be placed back to open conversation.
*6 Mute-Pressing *6 will mute the line of the individual participant, pressing *6 again will un-mute the line.
*7 Lock Conference-Pressing *7 will secure the conference and block all other
participants attempting to enter the conference, pressing *7 again will re-open the
conference to all participants joining.
*8 Tone Control-The default setting is Entry and Exit tones on. Pressing *8 once and you
will hear Entry and Exit tones Off, press *8 again and you will hear Entry tone Off Exit tone
On, press *8 again and you will hear Entry tone On Exit tone Off, pressing *8 one more
time will put you back in default mode with both Exit and Entry tones on.
*9 Record Conference-Once on a conference call make sure there is a least one other
participant on the line before you begin recording. To begin recording press *9, a prompt
will announce that recording has been activated. To stop and save the recording press *9
again. Recording files are accessible under Conference History & Recordings tab in your
account or the playback number provided under My Account.
Below please find a list of playback commands:
Playback Commands
*4 Rewind- Press *4 once to rewind 30 seconds.
*6 Fast Forward- Press *6 once to fast forward 30 seconds.
*5 Pause/Resume- Press *5 to pause playback. Press *5 again to resume playback.