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Scheduling a New Conference

Before participants can join a conference, one must be created and scheduled with all the necessary information. With Conferencing Center, you can schedule a conference for a specified date, start time, duration and participant count. Once those fields are defined, conference participants' names and details can be immediately entered or entered at a later time, prior to the conference start time. In the process of scheduling an audio conference, a web conference can also be scheduled to supplement the audio conference.   

There are two methods for creating a conference. Try them both and see which one you prefer.

The two methods are:

  1. Via Create a New Conference - You have a set conference date, start time, duration and participant count and this information is entered to request for resources and book a conference.

    • Scheduling a New Conference - Option 1

    • To schedule a conference, resources for a specific date, time, duration and participant count must be reserved before any other conference details can be entered. This information can be entered and reserved via the Create New Conference link. At any point during this method of scheduling a conference, you can view the available resources based on a specific date and participant count. A conference can then be scheduled based on this information via View Resources.
    • Once the conference is booked, participant information and additional conference details relating to the scheduled conference can now be entered. If these details are not available at the moment, they can be added when available (as long as it is before the conference start time).
    • More Information:
    • Click the Conference tab if you are not already there.

    • Click Create New Conference.

    • Enter information for the following fields:

      • Name: Conference Name.

      • Date: day/month/year

    Date the conference will be held. Enter manually or click and select desired date from the calendar provided. Note: This field can not be amended once the conference is booked. If changes need to be made after the conference is booked, then delete the booked conference create a new one.

      • Start Time:24 hours clock format (HH/MM)

    Time the conference will start. Note: This field can not be amended once the conference is booked. If changes need to be made after the conference is booked, then delete the booked conference and create a new one.

      • Duration: Length of the conference in minutes.  This number must be within the maximum conference duration limit, as set by the Conferencing Center Administrator. Enter manually or use to adjust.  Note: This field can not be amended once the conference is booked.  If changes need to be made after the conference is booked, then delete the booked conference and create a new one. Maximum duration is set by the system administrator.

      • Participant Count: The number of conference participants. This number must be within the maximum participant limit shown on the View Conference Resources screen.  Enter manually or use to adjust.  Note: This field can not be amended once the conference is booked.  If changes need to be made after the conference is booked, then delete the booked conference and create a new one.  

      • Music on Hold (MOH): Tick if music is to be played when a participant phones in prior to conference start time. This is an optional field; you do not need to enter information here to continue. With MOH enabled, participants can dial into a conference prior to the conference start time and music is played until the conference starts. Note: If MOH is not enabled at this stage, this feature can not be enabled once the conference is booked.

      • Music Duration: The number of minutes prior to the conference start time when music will be played.  Maximum selectable value is 5 minutes.   

    1. Click the Book Conference button. Clicking Cancel will delete all previously entered data and you will be presented with a blank screen.

      • If a participant count or conference duration is entered that exceeds the maximum configured limit, an error message will appear at the bottom of the screen requesting you to stay within the permitted limit. Update the necessary field to conform to the permitted range.  

    2. Click OK to the following message prompt, "Once booked, conference resource details cannot be changed. Click OK to continue".  

      1. If you do not want to book the conference with the previously entered details, click Cancel and amend relevant details. Repeat steps 4 and 5 to complete the conference booking process.

      2. If resources are unavailable to book the conference, based on the inputted data, the following message will appear, "Insufficient Resources Are Available to Satisfy this Request". Amend your conference date and/or start time or see Utilizing Your Available Resources for additional options.

    The conference is booked. The requested time slots and resources are reserved. A conference ID and PIN for each participant have been allocated by the system; this information is not amendable.

  2. Via View Conference Resources - Available conference resources are displayed based on a date and participant count, then you can select the conference start time from the list of available resources.

    Alternatively, a conference can be scheduled via the View Conference Resources window.  This option provides a list of the available resources based on a date and participant count, then from there you can select the conference start time and follow through with booking the conference.  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 find out there are no available resources.

    Once the conference is booked, Participant information and additional conference details relating to the scheduled conference can now be entered.  If these details are not available at the moment, they can be added when available (as long as it is before the conference start time).  

    1. Click Conference tab if you are not already there.

    2. Click View Conference Resources.

    3. Date: Enter the conference date. Note: This field can not be amended once the conference is booked. If changes need to be made after the conference is booked, then delete the booked conference create a new one.

    1. Participant Count: Enter the number of participants attending the conference. Note: This field can not be amended once the conference is booked. If changes need to be made after the conference is booked, then delete the booked conference and create a new one.

    1. Click View Resources and scroll to the specific time frame of when you want the conference to begin.

    • If resources are available (symbolized by next to the desired time slot), select that corresponds to that time. This will take you to the Create New Conference screen. Continue to step 6.

    • If resources are unavailable for the desired time slots and within the specified fields (symbolized by next to the desired time slot), enter either a new Date and/or participant Count and click View Resources again to get updated resources information.  See Resource Display Window for details on the information displayed.

    1. The Create New Conference screen should be displayed. The date, participant count and conference start time have been transferred from the View Resources screen. Verify that the information is accurate.

    2. Enter the following information:

    3. Name: Name you wish to assign to the conference.

    4. Duration: Length of the conference in minutes.  Enter manually or use to adjust.  This field can not be amended once the conference is booked.  If changes need to be made after the conference is booked, then delete the booked conference and create a new one.  Maximum duration is set by the system administrator.

      • Music on Hold (MOH): Tick if music is to be played when a participant phones in prior to conference start time.  This is an optional field; you do not need to enter information here to continue.  With MOH enabled, participants can dial into a conference prior to the conference start time and music is played until the conference starts.  Note: If MOH is not enabled at this stage, it will not be available once the conference is created.  MOH can be turned off at a later time if enabled now, but it can not be enabled or defined after the conference has been created.    

      • Music Duration: The number of minutes prior to the conference start time when music will be played. Maximum selectable value is 5 minutes.   

    1. Click the Book Conference button. Clicking Cancel will delete all previously entered data and a blank screen will be presented.
      • If a participant count or conference duration amount is entered that exceeds the configured maximum limit, an error message will appear at the bottom of the screen requesting you to stay within the permitted limit. Update the necessary field to conform to the permitted range.  

    2. Click OK to the following message prompt, "Once booked, conference resource details cannot be changed. Click OK to Continue".  

      1. If you do not want to book the conference with the previously entered details, click Cancel and amend relevant details. Repeat steps 9 and 10 to complete the conference booking process.

      2. If resources are unavailable to book the conference, based on the inputted data, the following message will appear, "Insufficient Resources Are Available to Satisfy this Request". Amend the conference date and/or start time or see Utilizing Your Available Resources for additional options.

    The conference is booked. The requested time slots and resources are reserved. A conference ID and PIN for each participant have been allocated by the system; this information is not amendable.

 

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