About The Live Conference Manager

The Live Conference Manager is an online dashboard designed to provide Hosts with full control of their conference bridges, allowing them to edit default settings, manage live conference calls, download conference recordings, and view conference activity reports.

Accessing the Live Conference Manager requires your Conference ID and Host PIN, which you enter at the Live Conference Manager Login page.  The active dashboard for a live call is shown below:

BroadData Live Conference Manager

Managing Calls With The Live Conference Manager

Feature Control Panel – While a conference call is active, the Live Conference Manager will display a dashboard which allows the Host to modify features during the call:

  • Conference Mode.  Specifies the speaking privileges of the participants.
    • Conversation Mode:  All callers join the call un-muted.
    • Presentation Mode:  All non-Hosts are muted when they join the conference, and they cannot un-mute themselves.  (A Host can un-mute specific callers using the Live Conference Manager, by un-checking the corresponding Mute checkbox.)
    • Question and Answer Mode:  All non-Hosts are muted when they join the conference, but they can un-mute themselves at any time by pressing star-six (*6) on their keypad.  (They can re-mute themselves by pressing *6 again.)
    • Hosts Only Mode:  All non-Hosts are placed on hold.  The Hosts can engage in a private conversation, prior to returning to the general conference.
  • Entry Notice.  Controls the audible alert when a caller joins the call.
  • Exit Notice.  Control the audible alert when a caller joins the call.
  • Security Lock.  Specifies whether new callers are able to join the active call.
  • Recording.  Turn the recording on or off.  (If the recording is toggled on and off multiple times during the call, the parts are combined into a single recording.
  • Q & A – Raise Your Hand. The Raise Your Hand feature can be used to manage your own Q&A session without the need for an Operator. Click here for more information on using this feature.

Participants List – A list of participants (indicated by Caller ID number) will display.  The conference Hosts will be listed first, and non-Hosts will be listed in the order of their arrival.

  • Host.  Check this box if you wish to “promote” the call to be a Host.  (This gives the caller access to Host Keypad Commands and speaking privileges when the conference is in Presentation, Question & Answer, or Hosts Only mode.
  • Caller ID.  This is the phone number associated with the caller, which is sent by the caller’s phone or phone company.
  • Play Recorded Name  If a Recorded Name was created when the caller joined the conference, this icon will display.  Clicking on the icon will play, open, or save an audio file of the recorded name (depends on your computer configuration).  This will play “locally” on your computer, and NOT into the conference call.
  • Name.  If the “Caller ID Name” is available (depends on the dial-in number used by the caller, and whether the caller’s phone company transmits the Caller Name), that will be displayed in the top row, unless a Stored Name was previously associated with this Caller ID number.  The second row identifies the location of the caller (or location generally associated with the Caller ID Number).  If no Caller ID Name or Stored Name is available, the top row will display “Unknown”.  You can click on the Name and save or edit the Stored Name, which is saved in a database associated with the Conference ID.  If the caller joins a future conference call using the same Conference ID, the Stored Name will be displayed in lieu of the Caller ID Name.
  • Mute.  You can mute or un-mute any caller using this checkbox, regardless of the Conference Mode.  Callers will hear a private announcement whenever their line is muted or un-muted.
  • Activity  This provides a visual indicator of sound being detected on the line.  (This can help you detect the presence of background noise, if that caller is not speaking.)
  • Q & A – Raise Your Hand Flag The Raise Your Hand feature can be used to manage your own Q&A session without the need for an Operator.  Click here for more information on using this feature. A visual alert will pop up if a participant enters the “Raise Your Hand” keypad command (*5).
  • Duration.  Indicates the number of minutes that the caller has been connected to the conference.
  • Drop.  Clicking on this link will generate a pop-up box to confirm that you want to disconnect the caller from the call.  The caller will hear an announcement that “your participation has been terminated by the host.”  Note that the caller could dial back into to re-join the call, unless you enable the Security Lock feature, which would prevent all new callers from joining the active conference call.

Host Control Buttons – Below the Participant List, there is a row of buttons to apply specific actions to the active conference call.

  • Mute All.  Clicking on this button will mute all non-Hosts, regardless of the active Conference Mode.  (Clicking this box does not change the conference mode itself.  If the call is in Conversation or Question & Answer mode, callers will be able to subsequently un-mute their line by pressing *6 on their keypad.)
  • Un-Mute All.  Similarly, this will un-mute all participants, regardless of the Conference Mode.
  • End Conference.  Clicking on this box will generate a pop-up box to confirm that you want to immediately terminate the conference call.  (If so, callers will hear an announcement that “the host has ended this call.”)

Viewing Usage History and Accessing Recordings

Recent Activity – This section lists the history of activity on the Conference ID, showing a maximize of 5 conference calls at a time.  You can click on the links below the listing to navigate (First, Previous, Next, Last).

  • Start.  Date and time that the call began.  (The time is based on the default “Time Zone” setting associated with the Conference ID, which can be modified via the Default Settings box in the left panel.)
  • Callers.  Number of callers who participated in the conference.  Note that if a caller exits and re-joins the call, that will count as two separate callers.
  • Duration.  The number of minutes from the time the first caller arrived to the termination of the conference call.
  • Total Minutes.  This is the sum of all minutes associated with each caller on the conference call.  For example, if one caller was on the call for 10 minutes and another caller was on for the last 8 minutes of the conference, that would display 2 Callers with a Duration of 10 minutes, with 18 Total Minutes for the conference.
  • Detail.  Clicking on this link generates a pop-up box that provides detailed information on the conference call, including the list of participants.
  • Reference Label.  Clicking on the “Ref” link generates a pop-up box that allows you to specify an alphanumeric reference label (max 255 characters) to associate with the conference call.  The Reference Label will be displayed in the Recent Activity list, and is added to the .CSV file that you can download via the “Create Report” link.
  • Recording.  If a recording was produced for the conference call, clicking on this link will open or save the .mp3 audio file (depends on your computer’s configuration settings).  Clicking on the trash can icon  will generate a pop-up box to confirm the deletion of the recording.
  • Create Report.   You can custom reports by specifying the start and end dates.  Clicking the Show Details checkbox will display information for each individual caller on a conference call.  If that box is unchecked, the report will display summary information for the conference call.  The corresponding .CSV files provide significantly more detailed information about individual callers.

View/Edit Default Settings

Hosts can view and modify the default settings, prior to starting the next conference call, by clicking on the Default Settings link on the left panel.

BroadData LCM Edit Default Bridge Settings

Each of the settings are described below:

  • Host PIN.  This 4-digit Host PIN is used to login into the Live Conference Manager, as well as to designate the caller as a Host when dialing into the conference.  (To join the call as a Host, press the star key after entering the Conference ID. You will then be prompted to enter the Host PIN.)  You can change the Host PIN as often as necessary.
  • Conference Mode.  This controls the speaking privileges of the participants.
    • Conversation Mode:  All callers join the call un-muted.
    • Presentation Mode:  All non-Hosts are muted when they join the conference, and they cannot un-mute themselves.  (A Host can un-mute specific callers using the Live Conference Manager, by un-checking the corresponding Mute checkbox.)
    • Question and Answer Mode:  All non-Hosts are muted when they join the conference, but they can un-mute themselves at any time by pressing star-six (*6) on their keypad.  (They can re-mute themselves by pressing *6 again.)
    • Hosts Only Mode:  All non-Hosts are placed on hold.  The Hosts can engage in a private conversation, prior to returning to the general conference.
  • Conference Start.  There are three options. With When 2nd Caller Joins, the first caller is placed on hold.  As soon as the second caller arrives, both parties are placed into the active conference call.  (Please note that if the Conference Mode is not in Conversation Mode, both parties will be muted if neither is a Host.)  With When Host Joins, all non-Hosts are placed on hold until the first Host arrives.  (A Host is anybody who joins the conference call and enters the Host PIN.)  All parties will be placed into the active conference call immediately upon the arrival of a Host.  Under the When Host Confirms setting, all callers (Hosts and non-Hosts) remain on hold until a Host specifically triggers the start of the active conference by pressing star-three (*3) on the keypad.  (This setting may be appropriate when the Host is awaiting for all expected participants prior to starting the conference.  You can monitor the arrival of callers via the Web Control Panel.)
  • Conference End.   This determines whether the call will terminate upon the departure of a Host.  If no Host participates in the conference call (the presence of a Host is NOT required for a conference call, unless the Conference Start setting is “When Host Joins” or “When Host Confirms”), the conference will end automatically when the last caller hangs up.  If a Host does join the call, then the Conference End setting takes effect.  You can set the call to terminate automatically upon the departure of the last Host to hang up (i.e., as long as at least one Host is present, the call will continue indefinitely), with the delay specified with this setting (1-minute, 5-minutes, 15-minutes, or 30-minutes).
  • Entry & Exit Chimes.  You may designate Chimes to play upon caller arrival or departure.  Alternatively, if the Record Name feature is enabled, you can play a Chime along with the Recorded Name upon caller arrival or departure with the Chimes/Name option.  (If the Record Name feature is disabled, only the Chime will play.)  You can turn off the alerts by selecting the None option.
  • Music on Hold.  This applies whenever the conference is inactive (either prior to the start of the call, when the conference is in Hosts Only mode, or there is only one caller remaining on the conference call.  Note that individual callers can toggle Music on Hold on or off at any time by pressing star-star (**) on their keypads.
  • Record Name.  You can specify that all callers are prompted to record their name prior to joining the conference.  (This prompt occurs after the caller enters a valid Conference ID.) Callers are prompted to say their name and press the pound key.  They are not required to say their name.  If a caller presses the pound key without saying their name, they will be announced as “Anonymous”.   The recorded name is used three ways: (1) Upon caller entry and/or exit if the Chimes/Name option is enabled; (2) other conference participants can hear the list of recorded names for active participants by entering the Private Roll Call keypad command (*#); (3) Hosts can play the recorded name by pressing the “play name” icon associated with a particular caller listed in the Web Control Panel.  The recorded names are only available while that particular caller is active on the conference call; the recordings are not available after the caller departs or after the conference call has ended.
  • Announce Caller Count.  Allows non-Hosts to hear an announcement of the current number of callers in the conference upon their arrival.  (Hosts will always hear this announcement.)
  • Record Calls.  You can set the default setting to record all conference calls.  (Alternatively, Hosts can toggle recording on or off during a live conference call using either a Keypad Command or via the Web Control Panel.)  Recordings are accessible via the Web Control Panel after the conclusion of the conference call.  (The recordings are in .mp3 audio format, playable on your computer.)  Note that recording does not begin until the conference actually begins; no recording is produced if there was only one caller in the conference or if the call didn’t “start” because the Host didn’t arrive (if the Conference Start setting requires the participation of a Host).