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Update a Conference

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.

More Information:

To update participant details for a specific conference:

  1. Click the Conferences tab if you are not already there.

  2. Click Pending Conferences.  This will list all pending conferences you have scheduled.

  3. Click button corresponding to the conference to be updated.

  4. Update the necessary information:

    • 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 phone 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 require an outside line prefix).

    • Status:Default = Speak and Listen.  

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/synchronize HTML files, receive voting results via email, update participant details 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.  

If Web Support On  is 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, 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. 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 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 to save the information.

The PIN is generated by the system at the time the conference was booked. This number is used by participants if PIN Checking was activated or if they  participate in the web conference.

To update selected conference details:

  1. Click the Conferences tab if you are not already there.

  2. Click Pending Conferences. This will list all pending conferences you have created.

  3. Click button corresponding to the conference to be updated.

  4. Click Show Conference Details to 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.

  1. Optional: Click Hide Conference Details to collapse the conference details information.

  2. Click Update to save the information.

 

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