Using Meet-Me Conferencing

Using Meet-Me ConferencingM6 Release 7.1 Business Feature Set

Revised Oct 28, 2008 TR-71-0006-102808

2 2008 BroadSoft®, Inc. Proprietary and confidential; do not copy, duplicate, or distribute

IntroductionIntroduction

• Meet-Me Conferencing enables you to quickly and easily reserve an audio conference bridge using either a telephone interactive voice response system or the a web-based graphical user interface.

• At the time of the conference, the moderator and the various guest participants join the conference using unique participant identifiers which provide them either moderator privileges or guest privileges depending upon the ID used.

• Within the conference, the moderator can manage the call using the telephone IVR or the web-based conference management application.


Managing Conference Reservations With the Phone IVR


• Conference Reservations may be managed using either the telephone-based interactive voice response menu or the Web Portal graphical user interface.

• To Create a Conference Reservation Using the Telephone IVR:– Call the Meet-Me Conferencing System Reservation Menu by dialing 523 or the

Conferencing Reservation Number specified by your Service Provider.– If calling from an external location:

• Enter your 10-digit telephone number + #• Enter your phone password + #

– Press 1 to Schedule a New Reservation– Enter the Meeting Information

• Enter the 2-digit year of the Conference Date• Enter the 2-digit month of the Conference Date• Enter the 2-digit day of the Conference Date• Enter the start time of the conference in 24-hour HHMM format (i.e., “0930” for 9:30A, “2130”

for 9:30P). The start times must be on a 5-minute increment (e.g., 0900, 0905, 0910, 0915 etc.).

• Enter the length of the conference in 15-min. increments followed by the # key (e.g., “30#” for a 30-min call)

• Enter the number of callers followed by the # key– The system will announce your conference information.– Press # to confirm the meeting reservation or press 1 to re-enter the reservation– Write down the Moderator ID, Guest ID and the Dial Access Number provided by the

system– NOTE: To schedule a recurring meeting, use the Web Portal.




• To Modify a Conference Reservation Using the Telephone IVR:– Call the Meet-Me Conferencing System Reservation Menu by dialing 523 or the

Conferencing Reservation Number specified by your Service Provider.– If calling from an external location:

• Enter your 10-digit telephone number + #• Enter your phone password + #

– Press 3 to Modify an Existing Reservation– Enter the Moderator ID for the reservation you wish to modify followed by #.– The system will announce the conference information.– Press # to modify the reservation or * to cancel and return to the main menu.– Enter the Revised Meeting Information

• Enter the 2-digit year of the Conference Date• Enter the 2-digit month of the Conference Date• Enter the 2-digit day of the Conference Date• Enter the start time of the conference in 24-hour HHMM format (i.e., “0930” for 9:30A,

“2130” for 9:30P). The start times must be on a 5-minute increment (e.g., 0900, 0905, 0910, 0915 etc.).

• Enter the length of the conference in 15-min. increments followed by the # key (e.g., “30#” for a 30-min call)

• Enter the number of callers followed by the # key– The system will announce your conference information.– Press # to confirm the meeting reservation or press 1 to re-enter the reservation– Write down the Moderator ID and Guest ID provided by the system




• To Cancel a Conference Reservation Using the Telephone IVR:

– Call the Meet-Me Conferencing System Reservation Menu by dialing 523 or the Conferencing Reservation Number specified by your Service Provider.

– If calling from an external location:• Enter your 10-digit telephone number + #• Enter your phone password + #

– Press 3 to Cancel an Existing Reservation

– Enter the Moderator ID for the reservation you wish to modify followed by #.

– The system will announce the conference information.

– Press # to cancel the reservation or * to return to the main menu.


Managing Conference Reservations Using Web Portal


•Log into your Web Portal Account

1. Launch your web browser

2. Enter the address for your Web Portal into the Address field of the web browser

3. Click Go

4. Enter your complete telephone number in the Phone Number field

5. Enter your password in the Password field

6. Enable the Remember Me checkbox, if desired

7. Click OK

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•Create a New Reservation

1. Click on the Conferencing Tab

2. Click on the Meet-Me Tab

3. Click Add

4. Enter the Meeting information• Enter a title into the Subject field• Check the Private checkbox to hide the

meeting in the list of meetings• Select the Start Date.• Select the Start Time using a 24-hour clock

(i.e., 00:00 = Midnight; 12:00 = Noon; 14:00 = 2:00PM etc.). Note that the start-time is based upon the time zone configured for your service account.• Select the Length using hours and minutes

(i.e., 01:00 = 1 hour)• Enter the number of conference ports into

the Participants field (e.g., if 3 people will be dialing into the conference, enter 3).• If the meeting is a recurring meeting, select

Recurring and configure the recurrence parameters

5. Click Check Availability

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6. Click Save.

7. When the meeting has been successfully scheduled, write down the following information: Dial-In Number, Moderator ID, and Guest ID.

– Reservation-less conference shows in Italics

– Meet-Me Conferences show in normal font

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• Define Meet-Me Notifications1. Click on the Options Tab2. Click on the Profile Tab3. Click the Meet-Me Conf

Notification Pulldown4. Select either

• iCalendar – to use iCalendar with Outlook or other supported mail clients to send an Invite with the bridge details

• Default Mail Client to use any mail client to send a standard email with the bridge details

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•Send meeting invitations to the participants using Default Mail Client:

1. Click the Notify icon ( )

2. To add participants from your Web Portal Directory:• Click Add Emails• The system will provide a list of all the

Directory Entries that have email addresses. You may need to scroll through the pages to find the appropriate participants.• Check the Select Box for each participant• Click Save

3. Click Send to open your email client

4. Enter the addresses for any additional participants into the To field of the email message.

5. Customize the message body, as desired.

6. Click your email client’s Send button

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• Send meeting invitations to the participants using iCalendar:

1. Click the Notify icon ( )

2. Click Open

3. Click Invite Attendees to invite others from your address book or enter the addresses for any additional participants into the To field of the email message.

4. Customize the subject and location info, as desired

5. Customize the message body as desired.

6. Click your email client’s Send or Save & Close button if you didn’t invite other attendees

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• Edit a Reservation:

– Click on the Conferencing Tab

– Scroll through your Conference Reservations to find the one you wish to modify. If you have many reservations, you may need to use the Previous Page and Next Page buttons to scroll multiple pages.

– Click the Edit button ( ) associated with the appropriate reservation

– Enter the revised meeting information:• Enter a descriptive title into the Subject field.• Select the Start Date for the meeting.• Select the Start Time for the meeting• Select the Length of the meeting• Enter the number of conference ports required into the Participants field.• If the meeting is a recurring meeting, select Recurring and configure the

recurrence parameters• If the meeting is a private meeting you can click hide subject to keep those using

the Find Conference function from seeing the subject.

– Click Save




• Cancel a Reservation:

– Click on the Conferencing Tab

– Scroll through your Conference Reservations to find the one you wish to modify. If you have many reservations, you may need to use the Previous Page and Next Page buttons to scroll multiple pages.

– Click the Delete button ( ) associated with the appropriate reservation

– Click OK to confirm the reservation cancellation

• Note – Reservation-less conferences must be deleted by the Administrator

• Deleting recurring conferences:

– Click the Delete All button ( ) associated with the appropriate recurring reservation to delete all occurrences of this recurring meeting

– Selecting the Delete button ( ) associated with this recurring meeting will delete this occurrence only.


Joining the Conference CallJoining the Conference Call

• Dial the Meet-Me Conferencing Bridge by dialing extension 522 or the Conference Bridge Access Number specified by your Service Provider.

• To enter as the moderator, enter the Moderator ID followed by the # key

• To enter as a guest, enter the Guest ID followed by the # key. Guests will not be placed into conference until the Moderator joins the call.

• If you attempt to join the conference more than 5 minutes before the scheduled start time, you will be asked to try again later.


Managing the Conference Call Using Phone IVR

Managing the Conference Call Using Phone IVR

• Within a conference call, the moderator and the participants can manage different aspects of the conference call.

• The following in-conference floor-control capabilities are available using the telephone keypad:

Feature Moderator Guest

Mute/Unmute All *5 NA

Lock/Unlock *4 NA

End Conference *7 NA

Add Ports *3 NA

Extend Reservation *6 NA

Play Roll Call *2 NA

Raise Hand #8 #8

Lower Hand #9 #9

Cancel Music #2 #2

Disable Join/Leave Tones #3 NA


Managing the Conference Call Web PortalManaging the Conference Call Web Portal

• Within a conference call, the moderator and the participants can also manage different aspects of the call using the Web Portal as an intuitive graphical user interface. Note that participants must have a Web Portal account in order to access the Conference Management window.

• To open the Conference Management window of the web portal:

– Log into the Web Portal

– Click the Conferencing tab

– Click the Join tab

– Enter either the Moderator ID (for moderator privileges) or Guest ID (for participant privileges) into the Meeting ID field

– Click Go


Managing the Conference Call Web PortalManaging the Conference Call Web Portal

•Within the conference, the moderator can use the Meet-Me Conference window to:

– Mute/Unmute Individual Participants

– Mute/Unmute All Participants

– Play the Recorded Name for a Participant

– Play the Recorded Names for All Participants

– Change a Participant’s Name

– Drop a Participant

– Lock/Unlock the Conference

– Add Ports to the Conference

– Extend the Conference Duration

– Acknowledge All Raise Hands

– Acknowledge an Individual Raise Hand

– End the Conference

– Disable/Enable Join/Leave Tones

•Participants can:– See Who is Participating

– See Raised/Lowered Hands


Managing the Conference Call Web PortalManaging the Conference Call Web Portal• To add participants to an active call by dialing

out:– Dial into the conference bridge– Enter your Moderator ID followed by the # key– Record Your Name followed by the # key– Log into the Web Portal– Click the Conferencing Tab– Click the Join subtab– Enter the Moderator ID and click Go to open the

Conference Management window– To add individual participants via Voice Assistant:

1. Click Make a New Call…2. Enter the extension number or telephone

number for the participant3. Click OK• When the party answers, tell them that you’d

like to add them to a conference call4. Click Add to Meet-Me Conference to join the

party with the conference• Repeat to add additional parties

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Managing the Conference Call Web PortalManaging the Conference Call Web Portal– To Build an Outdial List and Add Multiple

Parties:• Click the Dial Out tab in the Conferencing

tab of Web Portal• Build the List of Dial Out Participants

» Click Add Personal Attendees to add people from your Personal Directory

» Click Add Corporate Attendees to add people from your Corporate Directory

» Click Add Other to add new people using their Name and Telephone Number

• Click Dial Out• To add each participant in the Outdial List:

» In the Dial out… portion of the Voice Assistant window, click Dial.

» When the participant answers, tell them that you are adding them to the conference

» Click Add to Meet-Me Conference to add» Click Next to go to the next person in the dial-out list and

repeat the process by clicking Dial.

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Using Meet-Me Conferencing

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