Meet-Me Conferencing Quick Reference Guide

MEET-ME CONFERENCING 1. On the User – Meet-Me Conferences page, click Add. The
User – Meet-Me Conference Add page appears.
2. Select a bridge from the Bridge drop-down list.
Create Conferences 3. Type a descriptive title for the conference.
4. Optionally, enter an Account Code.
Access 5. Enter the Estimated number of participants (maximum 294,
You have access to Conferencing features if you have been but no higher than the number of ports on the bridge).
assigned to a Meet-Me conference bridge. 6. To mute attendees on entry, check Mute all attendees on
1. Log in to BroadWorks. entry.
2. On the Options list, click Meet-Me Conferencing. The User – 7. To end the conference when the moderator leaves the
Meet-Me Conferencing menu page appears. conference, check End conference when moderator departs.
8. To specify that the conference cannot start without a
moderator, check Moderator required to start conference.
9. To specify that a security PIN is required to join the
conference, check Enable security pin.
10. To require that participants enter a self-identification code to
access the conference, check Allow Unique Identifier.
11. Specify how to announce that a participant has joined or left
the conference by selecting Play Tone, Play recorded name,
or No notification.
12. Select the type of conference, for example, One Time.
User – Meet-Me Conferencing Menu Page
13. Specify the conference schedule:
List and Delete Conferences − For a reservationless conference, type the Start Date and
the End Date in MM/DD/YYYY format. If allowed, you
Note that you can only delete conferences that you created. can also select Never instead of the End Date.
To list the conferences for which you are a host or delegate or to
− For a one-time or recurring conference, type the Start
delete the conferences you created, use the User – Meet-Me
Date in MM/DD/YYYY format. Type the Start Time of the
Conferences page as follows:
conference in HH:MM format and select “AM” or “PM”
1. On the Meet-Me Conferencing menu page, click from the list. Select the duration time in hours and
Conferences. The User – Meet-Me Conferences page minutes.
appears displaying all your conferences. The type (Active,
14. Specify the frequency of a recurring conference:
Completed, or Inactive) is indicated in the Status column.
2. To delete a conference, check Delete and click Apply or OK. − For daily, select Daily and enter the frequency in days.
Alternatively, click Edit in the row of the conference to delete, − For weekly, select Weekly, enter the frequency in weeks,
and on the User – Meet-Me Conference Modify page that and check the day or days of the week to schedule the
appears, click Delete. conference.
− For monthly, select Monthly, specify the frequency in
Add Conference months, and enter the day of the month to schedule the
conference.
To add a one-time, recurring, or reservationless conference, use the
User – Meet-Me Conference Add page as follows: − For yearly, select Yearly, specify the frequency in years,
and select the day of the year to schedule the
conference.
15. Specify the end of a recurring conference. Select Never,
specify the number of occurrences, or specify the date.
16. Click OK.

Modify Conference
To modify conference information, use the User – Meet-Me
Conference Modify page as follows:
1. On the User – Meet-Me Conferences page, click Edit or any
item in the row of the conference to modify. The User – Meet-
Me Conference Modify page appears. The Profile tab is
displayed by default.
2. Modify conference information as required.
3. Click Apply or OK.

User – Meet-Me Conference Add Page

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Meet-Me Conferencing Quick Reference Guide

Assign Delegates  Moderator and Participant Lists – List conference moderators

You can assign delegates to conferences that you created. A and participants, with their phone number and status, which can
conference delegate can modify and moderate the conference, but
cannot delete or delegate the conference. be Active Talker , Muted , Unmuted , or On Hold
1. On the User – Meet-Me Conferences page, click Edit or any .
item in the row of the conference. The User – Meet-Me  Action Buttons – Allow you to perform actions on a selected
Conference Modify page appears. moderator or participant. The buttons are Mute/Unmute,
2. Click the Delegates tab. Hold/Unhold, and Drop. In addition, on moderators’ rows only,
3. To find all available users, click Search. Alternatively, to find there is Lecture Mode On/Off. These buttons appear when the
specific users, enter your search criteria and click Search. row for a person is in focus and when the actions they represent
4. In the Available Users column, select users to assign as can be performed.
conference delegates and click Add. The selected users are
moved to the Conference Delegates column.
5. Click Apply or OK.

Define Conference Greeting

You can define a custom greeting to be played to participants when
they join the conference.
1. On the User – Meet-Me Conferences page, click Edit or any
item in the row of the conference. The User – Meet-Me
Conference Modify page appears.
2. Click the Custom Greetings tab.
3. To play no greeting, check No Greeting.
4. To play a custom greeting, check Custom Greeting and select
a greeting file to use from the drop-down list.
5. Click Apply or OK.
You can also upload the greeting using the voice portal.

Download or Delete Recordings

1. On the User – Meet-Me Conferencing menu page, click
Recordings. The User – Meet-Me Conference Recordings
page appears.
2. To download a recording, click Download in the row of the
target recording, and follow the instructions of your browser.
3. To delete one or more recordings, check the Delete box in the
row of the recordings to delete, and click Apply or OK. Meet-Me Conferencing Moderator

Launch Conferencing Moderator and Join Conference

Conferencing Moderator Client You can launch the Conferencing Moderator client either from the
web portal or from the Outlook meeting if you included the
The Conferencing Moderator client allows moderators to manage
conference to moderate in an Outlook meeting.
conferences. You can only moderate one conference at a time;
however, a conference can be managed by several moderators. 1. Either on the web portal or in Outlook, access the
conference/meeting to moderate.
User Interface 2. Click Launch Moderator Client on the web portal page or
select it from the Meet-Me Conference menu in Outlook.
The following elements are available from the client’s interface:
3. To join the conference, click the Call Me Now Link and enter
 Conference Header Bar – Displays the moderator information,
your number or dial the conference number from your phone.
conference information (such as name, ID, number, and security
PINs) and contains general controls. It also contains Help and 4. When prompted, enter the required PIN or PINs.
Sign Out links. Note that in the following procedures, participant stands for a
 Global Message Area – Displays for 10 seconds any participant or moderator.
information, warning, or error message that needs to be
communicated to the user. Add Participant
 General Controls – Allow you to perform actions on the This is available if individual outdial is enabled for the bridge.
conference. They are Lock/Unlock Conference,  In the Dialer, enter the person’s number and click the Call
Start/Pause/Resume/Stop Recording, Lecture Mode, End button that appears to the right.
Conference, Play Security Classification Announcement, and
View Call History.
 Dialer – Allows you to add participants to the conference.
 Message History Window – Lists the last 15 messages that
were displayed in the Global Message Area ordered from the
most recent to the oldest.

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Meet-Me Conferencing Quick Reference Guide

Mute or Unmute Participant

 Move the mouse over the participant and click Mute or Unmute.
NOTE: In Automatic Lecture Mode, only up to 100 participants can
be unmuted.

Put Participant on Hold or Resume a Held Participant

 Move the mouse over the participant and click Hold or Unhold.

Drop Participant
 Move the mouse over the participant and click End.

Turn Lecture Mode On or Off Message History

When Lecture Mode is turned on, new participants are automatically
muted upon joining the conference. Meet-Me Conferencing Outlook Add-in
 To turn on Lecture Mode, click Lecture Mode . You become
the lecturer and the remaining participants are muted.
 To turn off the Lecture Mode, click Lecture Mode again.
NOTE: When there are more than 147 participants in a conference,
Automatic Lecture Mode starts and the Automatic Lecture Mode
icon appears . Automatic Lecture Mode cannot be turned off.

Lock or Unlock Conference

 To lock or unlock the conference, click Lock Conference or
Unlock Conference on the Conference header bar. When Meet-Me Conferencing Outlook Add-In Toolbar
the conference is locked, no new participants can join the
conference. Configure Your Credentials and Server Address
The Conferences menu option is disabled until you configure your
Start, Stop, Pause, Resume Recording credentials and server information.
You use the Start/Stop/Pause/Resume buttons on the Conference 1. Click Settings.
header bar, to manage conference recordings. 2. In the User Settings window that appears, enter your
BroadWorks user name and password.
 To start recording, click Start Recording . A confirmation
3. Click the Advanced link. The window expands, displaying the
message appears in the Global Message area. The Start
Server Details area.
Recording button changes to the Pause Recording button and
the Stop Recording button appears on the Conference header 4. Enter the IP address and port number of the BroadWorks
bar. Open Client Server and the URL of the moderator client.
5. Click OK.
 To stop recording, click Stop Recording .

 To pause recording, click Pause Recording . The Pause

Recording button changes to Start Recording button.

 To resume recording, click Start Recording . The Start

Recording button changes to Pause Recording button.

End Conference
 On the Conference header bar, click End Conference .

Play Security Classification Announcement

On the Conference header bar, click Security Classification
Announcement .

View Message History Login Process

To view recent messages that were displayed in the Global You do not have to manually log in to the Meet-Me Conferencing
Outlook Add-in. If you configure your credentials, the add-in logs
Message Area, click the Message History button . The you in as soon as you open a meeting. If the login fails, the
Message History window appears. conference icon is grayed out.

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Meet-Me Conferencing Quick Reference Guide

View Conferences The body of the Outlook meeting invitation is populated with the
conference invitation text. There is no interaction with BroadWorks
when the meeting invitation is populated. The text includes:
 Phone number of the bridge and conference ID.
 Security PIN, if enabled for the conference.
 Call Me Now link, that is, a link to a web page where users can
enter the number on which they want to be called back.

Manage Meet-Me Conferences

To view conferences for which you are a host or delegate, select The Location text box of the invitation is populated with the
Conferences from the Meet-Me Conferencing Outlook Add-In bridge phone number and conference ID. If this information is
toolbar. overwritten, the Location text box is not repopulated.

Create New Conference

You must have access to a bridge on BroadWorks to be able to
create a BroadWorks Meet-Me Conference from Outlook.
Modify Conference
1. In the Manage Meet-Me Conferences dialog box, click Edit on
1. In the Manage Meet-Me Conferences dialog box, click Add.
the row of the conference. The Edit Conference dialog box
The Add Conference dialog box appears.
appears.
2. Modify information as required. For details, see Add
Conference in this guide.
3. Click OK.

Delegate Conference
1. In the Manage Meet-Me Conferences dialog box, click Edit on
the row of the conference. The Edit Conference dialog box
appears.
2. Click the Delegates tab.
3. Use the search function to find available users.
4. In the Available Users column, select users to assign as
conference delegates and click Add. The selected users are
moved to the Conference Delegates column.
5. Click OK.

Delete Conference
To delete a conference, in the Manage Meet-Me Conferences
2. Enter the required information. For details, see Add dialog box, check the Delete check box on the row of the
Conference in this Quick Reference Guide. conference and click Apply or OK.
3. Click OK. The conference is created on BroadWorks and the In addition, when you delete an Outlook meeting that includes a
meeting invitation is populated with conference information. conference and you are logged in to BroadWorks via the add-in:
 If the meeting is non-recurring or if it is recurring and you delete
Include Reservationless Conference in Meeting all occurrences, the BroadWorks conference is deleted.
Only reservationless conferences  If the meeting is recurring and you delete one occurrence or if
can be included in Outlook the conference in reservationless, the BroadWorks conference in
meetings. not modified.
While scheduling a meeting in
Outlook, from the Meet-Me
Conferencing menu, click
Conferences, and then select an
existing conference from the list.

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Meet-Me Conferencing Quick Reference Guide

DTMF Commands
DTMF conference control commands are available to both
moderators and participants.

Moderator DTMF Menu

You can invoke the DTMF menu at any time during the conference
by pressing “*”. Only you hear the menu, while other participants
continue talking in the conference. However, you do not hear the
conference.
The following functions are available to moderators through the
DTMF menu:
* – Repeat the menu options
0 – Transfer to Operator
1 – Mute or unmute this line
2 – Participant count, followed by roll call
3 – Turn on or turn off Lecture Mode
4 – Lock or unlock conference
5 – Recording submenu
6 – Invite a new participant by calling the participant
8 – End conference
# – To return to the conference

Participant DTMF Menu

Control functions are also available to participants (who are not
moderators) and are accessible via a DTMF menu. You can invoke
the DTMF menu at any time during the conference by pressing “*”.
Only you hear the menu, while other participants continue talking in
the conference.
The following functions are available to participants through the
DTMF menu:
* – Repeat the menu options
0 – Transfer to Operator
1 – Mute myself or unmute myself
2 – Participant count, followed by roll call
9 – Log in as moderator
# – To return to the conference

NOTES
If you do not want to listen to the menu, you can invoke an option by
pressing “*” followed by the digit for the option you want. For
example, you can press “*0” to be transferred to the operator. If you
enter any other digit, you are returned back to the conference.
Log in as Moderator
When a participant invokes this option, they are asked for the
moderator PIN. If the PIN is correct, they become a moderator and
can execute moderator commands.
Mute/Unmute
A participant can only mute or unmute themselves. If a moderator
has muted a participant’s line, the participant cannot unmute it.
Transfer to Operator
This function disconnects you from the conference and transfers
you to a phone number defined against the conference bridge. A
human operator, an Auto Attendant, or a VoiceXML script can
answer the call to help you.

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