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Conference Template Overview

Conference templates are useful for booking recurring conferences because all booking information, including the conference ID and participant PINs, are retained except for the conference date. Using a conference template in this way, for booking a weekly team meeting (with the same members and time slot) for example, can save time and effort. Once a template is created, they are accessible via the My Conference Template tab.

The following points need to be kept in mind when working with templates:

  • A template can only be created when a conference is booked.

  • Templates can be updated and then saved/re-saved, but only under a new conference ID. This re-saved/"new" template will be assigned a new conference ID, but any existing participant PINs will remain unchanged. The system will inform the user of the new conference ID. The newly booked conference is assigned the conference ID of the "old" template.

  • When scheduling a conference based on a template, there must be at least 10 minutes between one conference ending and the other one beginning. If Music on Hold is set, this added time must be taken into consideration. For example, if there is a conference/template (Conference A) scheduled for 10:00AM with a 5 minutes MOH configured and you want to schedule a 30 minutes conference (Conference B) just before Conference A, then the latest it can be scheduled (if using Conference A's template) is 9:15AM.

Saving a Conference as a Template

The process for creating a template follows that of booking a conference. In fact, the Save Template option is only available at the end of the booking process. Once saved as a template, the conference ID and participant PINs (if applicable) are re-used each time that template is used to schedule another conference.  

To save a conference as a template:

  1. Schedule a conference with the desired settings.

  2. After updating information on the Add Conference Participants window, click the Save Template button (will only be enabled after participant details are updated). Tip: Not all participant details need to be entered to make use of the Save Template option, but if the same people will be involved in the recurring conference, having their details entered will save time when using that template to book the recurring conference.

  3. The conference template is saved based on the conference ID and is accessible from the My Conference Template link within the Conferences tab. Once saved as a template, the actual booked conference is listed within the Pending Conferences link.

My Conference Template

After a conference is saved as a template, the saved templates are accessible via the My Conference Template link within the Conferences tab. Each user can save a maximum of 20 templates.

Each template contains the following information:

  • Conference ID: This same conference ID is re-used for every conference booked via the corresponding template. Clicking the conference ID link allows you to create a new conference based on that conference template.

  • Conference name: Name of the conference at the time the template was created. The conference name can be updated when a new conference is scheduled using this template.

  • Participant count: Number of participants scheduled to join the conference. The participant count can be updated when a new conference is scheduled using this template.

  • Delete icon: Deletes the corresponding template. No confirmation message is given. Clicking this icon will immediately delete the corresponding conference template.

Schedule a Conference based on Existing Template

When scheduling a conference based on a template, the process is identical to that of creating a "normal" conference once you have selected the template to use.

To schedule a conference based on an existing template:

  1. Once logged onto the Conferencing Center Scheduler, click the Conferences tab and My Conference Template link.

  2. All saved templates are listed according to their unique conference IDs. Click the Conference ID that corresponds to the template you wish to use for scheduling a new conference.

  3. You are directed to the Create New Conference window. In the Date field, select a date for the conference. Update any additional field as required. Click the Book Conference button and continue scheduling the conference as if scheduling the conference without using the template. At this point, the conference is booked and the conference ID and participant PINs of the template used to book this conference is assigned to the newly booked conference.

  4. If the Participant Count is increased from the template setting, additional participant slots will be created on the Add Conference Participants window. If the Participant Count is decreased, the corresponding number of participants at the end of the participant list is deleted. A dialogue window will display informing the user that the participant count has been modified.

  5. From the Add Conference Participants window, you can save this conference as a new template if desired, but the new template will have a different Conference ID. The system informs the user of the changed conference ID. Despite the new ID assigned to the "new" template, the booked conference still retains the conference ID of the old template.

Note: There must be at least 10 minutes between one conference ending and the other one beginning when using a template to schedule a conference.

 

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