Knowing the resources available for scheduling a conference is very useful when your conferencing system is heavily used and resources are scarce. It saves you attempting to schedule a conference only to discover resources are not available. If the number of people scheduled to join a conference and the conference date is known, availability of resources for scheduling the conference can be determined based on those two criterias. From the View Conference Resources display window, you can start booking the conference based on the date, participant count and conference start time.
Checking Conference Resources
To see the available conference resources based on the conference date and participant count, do the following:
Click the Conferences tab if not already there.
Click View Conference Resources.
Date - Enter the date you would like to check for resource availability.
Participant Count - Enter the number of participants scheduled to join the conference.
Click Check Resources.
The display window starts at 00:00 hour, so scroll down to your desired time frame to view resource availability. If there are system resources available, will appear corresponding to the respective time slot. See Resource Display Window to interpret the other information displayed.
If appears next to the time slot in which you would like to book a conference, either select another time/date or see Utilizing Your Available Resources for additional options.
If you would like to check resource availability for another date and/or number of participants, update the Date and/or Participant Count field with new entries, click Check Resources and an updated listing of available resources will be displayed.
Resource Display Window
The resources display window shows the available resources for your specified settings in the following format:
: If resources are available with the specified settings and desired time frame, clicking this icon will pass the following information to the Create New Conference window where a conference can be scheduled:
Date: Date the conference will be held.
Participant Count: The number of conference participants.
Time: Conference start time.
Time list: Listing of time slots starting at 00:00 hour and increasing in 10 minute increments.
Resource availability status
= Resources are available.
= Resources are not available.
Number immediately following the resource availability status symbol:
The number of conferences scheduled for that particular time frame.
Number in the parenthesis ():
The total number of participants who will be accessing Conferencing Center within that particular time frame.
Utilizing Your Available Resources
If resources are not available based on the selected date, participant count and time, there are several options you can take:
Change the conference to another time or date slot.
Reduce the number of participants by treating several participants as one and requesting the participants to join the conference as a group.
Ask the system administrator to allocate additional resources. We would suggest you use this as a last option because system resources have been carefully allocated to meet various system needs. Allocating additional resources to Conferencing Center, which means reducing resources to other aspects of the system, can greatly effect the overall system performance.
Note: Only the system administrator can allocate more resources to the Conferencing Center system.