About The Live Conference Manager

From simple reservationless conference calls to full blown operator assisted conference call events, our Live Conference Manager lets you manage your calls with a robust, fully-featured, browser-based (no software or downloads required), real-time online dashboard.

In the case of operator assisted conference calls, why pay higher rates when you can easily assign someone from your team to be an lead the call? Use our Live Conference Manager to significantly reduce operator assisted call costs, gain full control over call management and improve efficiency by eliminating the time involved in call coordination between you and your current operator assisted conferencing provider.

FOR ALL CALLS:
  • Monitor and manage live conference calls.
  • View usage history and download recordings.
  • Modify default feature settings.
  • Maintain an optional Caller List.
  • Create and manage optional User IDs.
FOR MANAGING YOUR OWN OPERATOR ASSISTED CALLS:
  • Manage host/speaker pre-conference sub-conference (green room).
  • Monitor and manage participants on hold with music prior to call beginning.
  • Merge pre-conference into main conference to start call.
  • Manage sub-conference room(s) to assist participants needing help.
  • Manage participant Q&A.

Accessing the Live Conference Manager

Accessing the Live Conference Manager requires your Conference ID and Host PIN, which you enter at the Live Conference Manager Login page

Managing a Live Conference Call

When there is at least one caller connected into the conference bridge, the Live Conference tab displays a caller list along with controls to change the conference setting and participant status.

Modifying Active Conference Settings

All conference calls begin with the default feature settings, which can be modified via the Settings tab. The active settings are displayed in the top row. Clicking on a specific setting button triggers a drop-down selection box, allowing you to modify the setting for the active conference call.

Caller Action Menu

There are multiple options for changing the active status of callers in the conference. For example, you can click on an empty box in the Host column to promote that caller to a Host, or click on a box in the Muted column to mute or un-mute a particular caller. The full set of caller-specific actions can be accessed by clicking on the number displayed in the Caller ID column. A drop down menu will be displayed, as shown below. Click on one of the menu options to instantly change the caller status.

The options are described below:

  • Add Star (Remove Star) – Same as clicking on a blank star icon in the second column.
  • Promote to Host – Same as clicking on a blank box in the Host column.
  • Mute Caller (Un-mute Caller) – Same as clicking on the box in the Muted column.
  • Place on Hold (Take off Hold) – Temporarily removes the caller from the live conference, placing that caller on hold. A caller on hold cannot hear the conversation among the active callers in the live conference.
  • Increase Volume – Increases the caller’s speaking volume. You can repeat the action to further raise the volume.
  • Decrease Volume – Decreases the caller’s speaking volume. You can repeat the action to further reduce the volume.
  • Drop Caller – Removes the caller from the conference call by terminating the caller’s phone connection. If you select this option, you will get a pop-up box to confirm this action prior to the caller removal.
  • Add to Caller List – Adds this caller to the stored list accessible via the Caller List tab.

Assign Caller Name

If the caller was not previously added to the Caller List, the Caller Name column displays the name information provided by the caller’s phone company. Some mobile providers do not provide a name (the field may show “WIRELESS CALLER”), and name information is generally not available for callers outside the USA. Often, the caller name is displayed with the last name first (e.g., “SMITH SALLY”). You may assign or edit the name, which is stored in the Caller List. Stored names are linked to the Caller ID number. Note that many callers might share the same Caller ID if they are calling from an office location, or they are using services like Skype, so be careful assigning names in that situation. If the Caller ID is included in the Caller List, the Name column will display the stored name.

You can specify an extension in the Ext box, which is only used for Dial-Out Access. You may also use the Caller List entry to block the caller from joining future conference calls, by checking the Block checkbox. (This doesn’t prevent them from joining from a different phone.) Blocked callers will hear an announcement that “the Conference ID you entered is temporarily unavailable.”

Simultaneously Apply Actions to Multiple Callers

You can use the first column to select multiple callers and simultaneously apply an action to the selected participants. For example, you can select some of the participants and temporarily place them on hold, while the remaining participants engage in a private conversation. Click on one or more of the checkboxes in the left column, then click on the More button to choose the action to apply to the selected callers. In the example below, two of the callers have been selected, and the host clicked on the More button to select the Place On Hold action.

After applying the Place On Hold action, the Activity column indicates that the two callers are now on hold, and unable to hear those remaining in the conference.

Using the Star Column

You can “flag” a participant by clicking the corresponding star icon in the second column. This allows you to keep track of certain callers during a conference, which could be important guests. If you sort the callers by that column, the starred participants will persistently be listed at the top of the caller list display, so you can monitor when that caller is speaking or leaves the conference.

After clicking on star column header, the starred participants move to the top of the caller list, as shown below.

Filtering the Caller Display

You can place a value in the Filter box near the top right corner of the Live Conference display, which will remove all callers from the display which do not match the filter criteria. You can match any portion of the Caller ID (e.g., callers in a certain area code), Caller Name, or Location (e.g., callers from a certain city). The filter does not affect the status of the callers in the conference, but allows you to quickly find particular callers when you have many participants in the conference.

Managing a Question & Answer Session with the “Raise Your Hand” Feature

In conjunction with the *4 Raise Your Hand keypad command, you can use the Live Conference Manager to fully manage a question and answer session during a large conference call, allowing you to un-mute callers one at a time to ask their questions in an orderly manner. For a complete description, see Managing a Question & Answer Session.

Other Actions Using the Live Conference Panel

Three icon buttons are displayed above the participant table:

  • End Conference – This disconnects all participants and immediately terminates the conference. You will be prompted to confirm the action if you click on this button.
  • Add Reference Label – You can specify any alphanumeric label associated with the active conference call. This label is contained in email post-conference report, the conference listing in the History & Recordings tab, and downloadable conference records. It could be a description or purpose of the call, project code, etc. This label can be subsequently edited via the History & Recordings tab.
  • Dial-Out to Participant – If enabled on your account, this icon will be displayed. Clicking on this icon will prompt you to enter the phone number of the invited participant. For more information, see Dial Out access.

History & Recordings

The History & Recordings tab allows you to view past activity on your conference line and download details and recordings. You can view activity for a particular date range by selecting the dates and clicking the Show button. Click on the checkbox labeled Recorded conferences only to hide the listings for conferences that were not recorded.

Click on the  spyglass icon to view the details for a particular conference, as shown below.

Settings

The Settings tab allows you to view the default feature settings for your conference line. All conferences begin with the default settings, though you can modify some of the settings during a live conference using the Live Conference Manager. Setting changes made during a live conference call do not modify the default settings.

Any changes to the default settings will take effect on with the next conference call and will not affect the live conference in progress.  Additional information for some features may be viewed by clicking the corresponding  button.  For a complete description of the Settings, please see below (the system default is * highlighted *).

Conference Mode

Controls the speaking privileges of the participants.

  • * Conversation * – All participants are un-muted.
  • Presentation – Non-hosts are muted and cannot un-mute themselves.
  • Question & Answer Non-hosts start muted – can un-mute themselves by pressing *6
  • Hosts Only Non-hosts are placed on hold – hosts engage in private conversation.

Conference Start

Specifies when the conference will begin. Prior to the conference start, participants are placed on hold.

  • * When 2nd caller joins * No host required. Conference begins when 2nd caller arrives.
  • When host joins Non-hosts placed on hold until first host arrives.
  • When host confirms All callers remain on hold until a host begins the conference by pressing *3

Conference End

This setting only applies if a host participates in the conference.

  • * When last caller leaves *
  • 1 minute after host leaves Timer begins when last host departs.
  • 5 minutes after host leaves
  • 15 minutes after host leaves
  • 30 minutes after host leaves

Entry and/or Exit Notices

You can specify audible alerts when participants join or leave your conferences.

  • * Chime * Entry chime plays when new caller arrives.
  • Name “John Doe just joined the conference.”
  • None No audible alert when new caller arrives.

Record Conferences

You may record all your conferences by default with this setting.

  • Yes All calls are automatically recorded – host can press *1 to stop recording.
  • * No * Calls are not automatically recorded – host can press *1 to start recording.

Prompt Callers for Name

You must also specify the Name option for Entry and/or Exit Notice to play the recorded name into the conference. Alternatively, you can use the Live Conference Manager to play the recorded name privately on your computer.

  • Yes Callers are prompted to record their names upon arrival.
  • * No * No prompt for recorded name.

Announce Caller Count

This setting determines whether non-hosts will also hear that announcement.

  • Yes Upon arrival, non-hosts are told how many callers are already in the conference.
  • * No * Only hosts hear the number of callers that are already in the conference.

Music on Hold

Note that any caller can turn off music-on-hold by pressing ** on the keypad.

  • * Yes * Music plays while callers on hold – press ** to turn off.
  • No Silence while callers are on hold.

Participant Access (Live Conference Manager Setting)

You may use the Caller List entries in the Live Conference Manager to block specific callers. Alternatively, you can use this setting to block all callers whose phone numbers are not included in the Caller List.

  • * Allow all participants * You may block specific callers via the Caller List.
  • Only allow participants in Caller List Only callers whose phone numbers are included in the Caller List will be allowed – others will be blocked.

Require User IDs (Live Conference Manager Setting)

  • * No * No prompt for User ID.
  • Valid User ID Required Caller must enter valid User ID to join the conference.
  • Valid User ID Optional Caller can join without entering User ID. If entered, the User ID must be valid.
  • Required, Not Validated Callers must enter a User ID to join the conference, but the code is not validated.

Caller List

In addition to editing caller information for entries that were saved to the Caller List through the Live Conference panel, you can add caller entries in advance of your conference calls via this tab. You can also initiate an immediate dial-out call to a listed participant, which will place them directly into your conference bridge if they accept the invitation. See Dial Out access for more information.

User IDs

You can add, edit and delete User IDs via this tab. See About User IDs for more information on this feature.

Bridge Info

General information regarding your service is displayed in the Bridge Info tab. (A “bridge” is the technical term for your conference room, which is uniquely identified by your Conference ID.) The three buttons at the bottom perform the following actions:

  • Email My Info – Opens a pop-up box allowing you to specify an email address, which will receive an email listing the Conference ID, Host PIN, dial-in numbers, and usage instructions. Do not use this feature to notify participants of an upcoming conference, since it contains information that would allow the recipient to access your Live Conference Manager to view activity and modify settings.
  • Print Wallet Card – Displays a printable sheet with a foldable wallet-size card containing your bridge information and Host Keypad Commands that you can print and cut out.
  • Invite Text – Displays an editable form pre-loaded with the dial-in number and Conference ID. You can edit the form and copy & paste the text into an email to send to your invitees.  Do not use this feature, without editing the information, to notify participants of an upcoming conference, since it contains information that would allow the recipient to access your Live Conference Manager to view activity and modify settings.