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Avaya Business telephone systems

Telecommunications Consulting

Administration Mode
Annotate, Intrude, Page
Appearance Config/ Save
Busy Lamp Field Panel BLF
Call Details Panel
Conference Calls
Using Conference Rooms
Directories Configuration
Directory Entry Form
Incoming Call Handling
Incoming Calls Configuration
Keyboard Mapping
Login Form
Main Window Information
Make an Outgoing Call
Overview Getting Started
Parking a call
Park Slots Configuration
Reattempt Transfer
Record a Call
Transfer Calls

Troubleshoot
Forwarding Status Form
Working with Queues
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Avaya IP Office

The Avaya IP Office platform is the ultimate in converged voice and data technology. IP Office brings a combination of voice and data applications formerly reserved for only the largest corporations. Cutting edge customer service with easy to use tools is now available to the smallest of businesses.

 

   
   

Using Conference Rooms

The and buttons in the main toolbar represent the two conference rooms. These can be used to start conferences with multiple members. If Voicemail Pro is available, it can automatically call each party and ask them to join the conference.

For the Conference buttons to be available the conference room names need to have been set up.

To Create a Conference

  1. Click either Conference Room 1 or Conference Room 2.  A conference window will appear.  

  2. If the conference room is not currently in use the window will be blank. If in use then the current members of the conference will be shown.

  3. In the Conference Description area type the subject of the conference. This will only show on the conference room form and is optional.

  4. In the Conference Host area type the name of the person who has requested the conference. This will be shown when viewing current system conferences in the directory panel, see Viewing Conferences.

  5. Enter the users for the conference by either:

    • Click the Add Users button and select users from the directory list. Use the shift and ctrl keys to select multiple users in one go.

    Drag and drop BLFs from the BLF Panel into the window. This method can be used to drag and drop BLF's that represent external parties.

  1. If a user is added by mistake, delete them by right clicking on the BLF and selecting Remove.

  2. If Voicemail Pro is present users can be invited by clicking on the Invite button.
    • The BLF icons will show with a blue outline. Each user is rung and invited to the conference. When the users answers they are invited to join the conference by pressing 1, decline the invitation by pressing 2 or indicate that they are unavailable by pressing 3. The Conference BLF's will change automatically to indicate the status of the call.

  3. If Voicemail Pro is not present, the users must be invited manually.  Double-click each user BLF icon to call the user and invite them to the conference.

    • If they accept click on either Add to conference room 1 or Add to conference room 2 from the Actions menu.

    • If the user is unavailable or has declined the invitation, end the call. Right click on the BLF and change the status accordingly to record the delegates response.

 

The invited delegates status is represented by an icon in the Conference Room window.  

Not Invited.   Invited. Joined. Declined. Unavailable

 

Once a conference is in progress additional users can be added using Add to conference Room 1 or Add to Conference Room 2 action.

To Change the Conference Room View

  • Right click in the Conference Room Window and select View from the pop-up menu.  Select the view type required.

    • Large Icons

    • Small Icons

    • List Icons

    • Details

To Rearrange the Conference Room View

  1. Right click in the Conference Room Window and select Arrange from the pop-up menu.  Select the way to arrange the icons.

    • by Name.

    • by Number.

    • by Status.

To Change the Status of a User

  1. Right click on the users BLF.

  2. Select Change Status

  3. Select the status required from Not invited, Invited, Joined, Declined, or Unavailable.

Viewing Conferences/Adding Users

The SoftConsole directory panel can be used to view current conferences on the IP Office telephone system. This will include ad-hoc conference started by other users and in the SoftConsole's conference rooms. If the IP Office Conferencing Center is installed, conference it is running will also be displayed.

To view action conference click in the Directory panel. For SoftConsole Confernce Rook conferences and IP Office Conferencing Center conference the conference name and host are shown. For other conferences just the conference number is shown.

 

Adding a Caller to a Conference

This view can also be used to add a caller to a conference including Conferencing Center conferences.

  1. Answer or make a call to the user.

  2. Click in the Directory panel to display the current conferences.

  3. Click on the required conference in the list.

  4. Select Actions  and then Add to Conference.

 

 

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