Setting up a Conference
Contents
1. is read out to the participants e Near end warning When the conference is about to run out of time a notification will be read out For you as an organizer it will be followed by instructions of how to increase the length see button 6 below CMG 7 5 You as an organizer can do the following using the respective buttons numbers on your phone 0 1 Get a menu presented Get information on how many current participants there are in the conference Get a list of the recorded names of the current participants This function is only available if the conference is configured with name recordings Dial a new participant You will be asked to dial the number of the new participant and end with square The new participant s phone will ring and when answering a welcome phrase with the option to select to join the conference is read out If the call fails for example if the person does not answer you will be notified about the reason for that Start or stop recording the conference Everyone in the conference will be notified that the conference is being recorded or that the recording stopped Get the remaining time of the conference Increase the conference time with 15 minutes System Configuration Settings The system administrator can do the following settings in CMG Speech Configuration Manager 10 Number of participants Define the maximum number of conference participants The predefine2. 0 Ask your system administrator if you are unsure Also add a PIN code in the Subject field for example PIN 1234 This code is used by the participants when entering the conference It is optional to add a PIN code but it is recommended since it can prevent unauthorized participants from joining The PIN code has to be preceded by the word PIN If you do not add any PIN code a predefined PIN code might be used if the system administrator has defined one If there is a predefined PIN code make sure to inform the participants since it is not visible in the appointment Ask your system administrator if you are unsure It is possible to add the PIN code in the Body or in the Location field but first you must change this in the calendar settings in CMG Office Web Click on the My settings link then click Change calendar settings Select where to add the PIN code and then click Save Change calendar settings Activate Default code Language Y Meeting w English v No forwarding ose the fields to be included in the message tex O Location Show appointments marked as Free Show appointments marked as Private Show appointments marked as Tentative Note Selecting several fields means that you can choose to add the PIN code in any of these fields when setting up the conference No forwarding must be cleared in order for InConferenc
3. AASTRA CMG 7 5 Quick Guide InConference Makes your extension a conference room Rev A4 CMG 7 5 n 2013 Aastra Technologies Limited All rights reserved This document contains proprietary information which is protected by copyright No part of this document may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying recording or by any information storage and retrieval system or translated into another language without prior written consent of Aastra Technologies Limited Concord Ontario Canada NOTICE The information in this document is subject to change without notice AASTRA MAKES NO WARRANTY OF ANY KIND WITH REGARD TO THIS MATERIAL INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE AASTRA shall not be liable for errors contained herein nor for incidental or consequential damages in connection with the furnishing performance or use of this material Aastra Technologies Ltd Concord Ontario Canada About InConference InConference transforms your ordinary extension into a conference room It allows you to set up a conference in a very simple way and all the participants need to know is your extension number and a PIN code optional Setting up a Conference You can set up the conference in any of the CMG applications in your calendar system or from your phone You may also let the attend
4. ant set it up on another extension The maximum number of participants that can join a conference is normally 10 but this value can be changed by the system administrator The predefined code for a conference is InConference but this can be changed by the system administrator Please check with your system administrator if you are unsure Setting up a Conference in CMG This section describes how to use the CMG Office Web to setup a conference AASTRA My settings Hello Mary 53588 New Activity Code From Date Time To Date Time InConference v 240610 w 0900 240610 w 1000 Information Only show info for the switchboard operators Heip 1 Select the Activities tab to schedule a new CMG Activity 2 Select the Code InConference 3 Add a PIN code in the Information field for example PIN 1234 This code is used by the participants when entering the conference It is optional to add a PIN code but it is CMG 7 5 recommended since it can prevent unauthorized participants from joining The PIN code has to be preceded by the word PIN If there is a predefined PIN code in the system it will be shown in the field If you like to use an own PIN code remove the predefined PIN code and make sure that you have mapped your own PIN code to InConference as described in Creating a Personal PIN Code Ask your system administrator if you are unsure If you use a PIN code yo
5. cted people should take part in your conference This PIN code can be used when creating the conference in CMG or from your phone see Setting up a Conference in CMG and Setting up a Conference from Your Phone To create a personal PIN code do the following 1 Launch and log on to CMG Office Web Select Activities Click on the link Select contact profiles Click on the link My contact profiles Name the profile for example Conference In the Information field type the PIN to be used to join conferences for example PIN 8888 O oo fF W PP 7 Select to forward calls to IVR New contact profile Conference PIN 8888 8 Click Save 9 Go back to Activities 10 Click on the link Select contact profiles 11 Map InConference with the contact profile just created in this example Conference CMG 7 5 Code Lunch break Left for the day Away from desk Meeting Business trip Contact profile CMG IVR System CMG IVR System CMG IVR System CMG IVR System CMG IVR System Sick leave CMG IVR System Vacation CMG IVR System Not available CMG IVR System Back soon CMG IVR System Special CMG IVR System Visiting a customer CMG IVR System SSNS SNS SNS SSNS IS InConference Conference Information to Participants Send the following information about h
6. d size is set to 10 Graceful End If the conference shall end abrupt or not at the end of the conference If this option is used the conference will end after the last participant has left the conference even if the time limit has been exceeded Name Recording If the conference should ask participants to record their names prior to joining the conference
7. e to function correctly when booking the conference from the calendar system CMG 7 5 4 Select the Scheduling tab in the Outlook appointment and invite the conference participants by adding them as attendees Setting up a Conference from Your Phone If the system is configured to map InConference with a PBX code for example 9 it is possible to set up a conference call from your phone or Aastra Mobile Client AMC by using for example 23 9 The conference will start immediately and end after a predefined time which is normally one hour Check with your system administrator if you are unsure The service code used is PBX dependant For more information see the phone user manual A predefined system PIN code will automatically be used for the conference if you have not defined an own PIN code as described in Creating a Personal PIN Code Ask your system administrator if you are unsure Let the participants know that they are invited to call in to the conference for example by sending them an email with the conference number your extension and the PIN code Letting the Attendant set up a Conference The attendant can help you to set up your conference in the attendant console NOW The attendant can also help you if you want to set up a conference on another extension than your own Creating a Personal PIN Code You can create your own PIN code by defining it in a contact profile This might be useful when only sele
8. ow to join the conference to the participants 1 Call the person who organized the conference or another extension if the attendant set up the conference If the organizer provided you with a PIN code you will be met by a voice asking you to enter the code You might be asked to tell your name which will be presented to the other participants You will then join the conference If the conference is being recorded you will be informed before joining Starting the Conference At the time of your conference the following happens 1 The first participant calls your number and is presented with a menu where the first option is to join the conference 2 The participant might be asked to enter a PIN code and to record the name 3 Your phone rings and when you answer you are asked to join the conference The conference will then start If you do not answer the call the conference will start without you and you need to call your own number to join the conference later on 4 When a new participant joins the conference the already present participants will be informed by a voice Functions during the Conference During the conference the following messages are read out to the participants e Joining participants The names of the participants are read out when they join the conference if this has been configured e Recording When the organizer starts and stops the recording see button 4 below this
9. u should also check the option Only show this info for the switchboard operators to make sure that unauthorized people do not see it Let the participants know that they are invited to the conference for example by sending them an email with the conference number your extension and the PIN code Setting up a Conference in Outlook or Lotus Notes Itis possible to use Outlook or Lotus Notes to setup a conference if your company has implemented calendar synchronization between the calendar system and CMG Please check with your system administrator if you are unsure about this This section describes how to use Outlook to setup a conference by creating a meeting appointment 1 i InConference PIN 1234 Appointment i File Edit View Insert Format Tools Actions Help Save and Close 3 0 O Recurrence ea Invite Attendees Y Y X Appointment Scheduling Subject InConference PIN 1234 Location Start time to 2010 06 24 08 00 v All day event End time to 2010 06 24 M 09 00 v M Reminder 15 minutes v Show time as fl Busy B I have booked a phone conference Use the PIN when entering the conference Welcome Add something that includes the word InConference in the Subject field to enable the system to identify the appointment as a phone conference See the example in the figure The maximum number of participants that can join a conference is normally 1
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