audio conferencing instructions

audio conferencing service instructions

Access numbers

Dial any one of the following numbers to reach the conferencing service:
6700 – Dial this extension from your IP phone.
231-929-6700 – Standard access number. This number can be dialed from anywhere.
800-910-8278 – Toll-free access number. This number can be dialed from the US and Canada.

Start a Conference

Conference ID – This is provided to you by Appia. You need to give both a dial-in access number and the Conference ID to the people you invite to a conference.
PIN – Also provided by Appia. This is the security code used by moderators to log into the conference service and begin a conference. This number should not be shared with your guests.

To enter a conference:

1. Dial an access number.
2. The system will prompt you to enter your Conference ID number followed by the # key.
3. Then, if you are the moderator, press * and enter your PIN to log in and begin the conference.

The conference cannot begin until the moderator enters the PIN.

Moderator Commands (see the Web Interface Instructions below for a more detailed explanation):
*1 Help
*2 Mute/Unmute Own Line
*5 Hear Participant Count
*6 Lock/Unlock Conference
*7 Record Conference
*8 Mute/Unmute All Participants (Everyone other than the moderator)
#1 Control Entry/Exit Tones

Participant Commands:
*1 Help
*2 Mute/Unmute Own Line
*9 Raise Hand (allows user to get the attention of the moderator when all lines are muted)

Web Interface Instructions

You may access the Appia Conferencing Service web site at http://conference.appiaservices.com. The username and password will be supplied by Appia. Through the web interface, you have these controls:

Recorded Conferences

This option allows you to listen to or download recorded conferences. Please note that it takes about 15 minutes after the end of the conference for the corresponding audio file to show up.
Click on the conference reference number to listen to the conference. (This will open your computer’s default audio player, usually Windows Media Player.) Click on the ‘Delete’ button to delete a recorded
conference.

NOTE: Recorded conferences are only kept on the system for five days. If you wish to keep it longer than
that, you MUST download a recorded conference within five days or it will be permanently lost.

Edit User Options

The Edit User Options page allows you to see information regarding your moderator account, and to change your Moderator PIN, your web interface password, or your listed email address. You must click
on the ‘Update’ button when you’re done making changes.

You can also click on the ‘Extended Menu Options’ button to access the following settings:

• Mute All – Controls whether a participant can unmute his line if it is muted by the moderator.
• Entry/Exit Tones – Controls whether a notification tone is played when callers enter and/or exit a conference.
• Mute Own Line – Controls whether the option to mute your own line is included in the *1 help menu.
• Hear Number of Attendees – Controls whether the option to hear the participant count is included in the *1 help menu.
• Participant Count – Determines if and how the participant count is announced when a conference is started.
• Name Record – Controls whether or not a caller is prompted to record his first and last name before entering a conference. The ‘Announce With’ setting must be configured to ‘Announce With: Name’ in order for this setting to have any effect.
• Security Code – Controls whether a security code will be used for callers to join a conference. If used, you will need to give callers the access number, the conference ID, and the security code for them to access the conference. This security code can be changed for each conference.
• Roll Call – Determines whether recorded names are played at the start of a conference. Recorded names can be played to the moderator or to both the moderator and callers.
• Announce With – Controls whether a generic tone or the recorded name is used to announce a new arrival to the conference. ‘Entry Tones’ must be enabled for this function to work, and ‘Name Record’ must be allowed.

NOTE: You must click on the ‘Continue’ button, then the ‘Update’ button in order to save changes to these options. The ‘Reset’ button will reset all of these settings to the default.