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My Contacts
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Add Contacts to Conference
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Installation of Conf. Center
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Join a Conference
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Participant Details
Pending Conferences

Conference Resources
Schedule New Conference
Conference Scheduler
Conference Set Up Options
Software Upgrade
Speak Capability

Conf. Template Overview
Update a Conference
User Accounts
Voting Web Conferencing
Web/ Internet Conference
Web Participant Status/ Info

Anonymous Status/ Whisper

IP Office Tek Tips

Phone System Quote



Participant Details

Participant details provide the system with information for contacting each conference participant. These details can be inputted from two different points within the Conferencing Center Scheduler.

  1. During the creating a new conference process: After clicking Book Conference to book a conference, you can immediately add participant details via the Add participants button on the Edit New Conference window.  

  2. Pending Conferences: Once a conference is booked but prior to its start time, the person who booked the conference can update all participant details and some conference details by accessing a list of pending conferences.

Only 8 participant entry slots will be displayed on the screen at a time. If there are more than 8 participants in a conference, click the page number link located at the bottom right hand corner of the Conferencing Center window to enter the rest. Reminder: The number of participant slots are allocated at the time of conference creation.

The Show Conference Details link expands the screen to show additional conference details and allow for some updates. Clicking this link will display the following information for updating:

  • Conference name

  • Conference description

  • Conference end warning time (in minutes)

  • Bridge number

  • Selection for Announcements On, Web Support On and PIN Checking On.

Hide Conference Details link: Clicking this link will collapse the conference details information.

Adding Participants to a Conference

The Add Conference Participants screen will vary slightly, depending on the number of participants scheduled to join a conference. Only 8 participant entry slots will be displayed on the screen at a time.  If there are more than 8 participants in a conference, click the page number link located at the bottom right hand corner of the Conferencing Center window to enter the rest.  

Reminder: Participant slots are allocated at the time the conference was created.


More Information:

To add participants to a conference:

  1. After clicking Book Conference to reserve conference resources, click Add Participants.

  2. Provide the necessary information for each participant based on conference access needs:

    • Name: Participant's name. If a name is not entered, the user slot on the Web Client will display Not Specified until the conference host updates that particular participant's details via the Web Client.

    • Email: Participant's email address where conference confirmation will be sent.

    • Phone: Participant's telephone number for the system to contact and invite into a conference.

Each number must be unique, duplicate phone numbers will not be accepted. Note: Phone number must be complete, including all country codes (if calling outside your conferencing home country, area codes (if calling outside your conferencing area code) and an outside line prefix (if your company requires an outside line prefix to be dialed).

    • Status:The status you want to assign to each participant. These statuses will be visually represented on the Web Client side of the conference. The available statuses are:

      • Speak and Listen -  Enables participants to only speak and listen, without any host capabilities.

      • Listen Only - Participants can only listen to the conference. Listen Only participants can request to speak (permission given by the host) on the Web Client interface.

      • Host - With the host status, a participant can initiate whispering within the phone conference, submit voting questions, upload HTML files, receive voting results via email, match anonymous participants to participant list and change participants' statuses during a web conference. Only one participant can be designated as a host per conference and there must be at least one host to book a web conference.  

IfWeb Support Onis checked while entering conference details, then the first participant slot will default to Host.

    • VCN: Voice Conference Notification (Default = Off)

If checked, the Voice Conference Notification Message (VCNM) service will contact the participant using the supplied telephone number and play an announcement to allow the participant to accept, reject or decline joining a conference.

    • Email:Default = Off

If checked and a valid email address is entered for each participant, a conference confirmation email can be sent to the selected participants.  See Email Notifications for detailed information.

  • Local Address Book: Displays Internal and External contact details as entered by the IP Office systems administrator and any contacts you have manually entered (My Contacts). From these lists of contacts, click the select button corresponding to the contact you wish to add to the scheduled conference and click Add to Conference. Contact details are inserted into the corresponding fields. Note: Contact details (name, extension/phone number and email address) are dependent upon data entered by the IP Office system administrator. For more information on using the local address book, see Address Book Overview.

  1. Click Update.

The PIN is generated by the system at the time the conference is booked. This number is fundamental for participants to join a conference if PIN Checking was activated or if they wish to participate in a web conference.


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