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How to: Teleconferencing

 

Overview of teleconferencing

In order to create a teleconference, access to the web portal is required.  This is available to users whose phone number is linked to their SSO account, which gives them a login to the Chorus system.

There are two types of conference, a Persistent or a Scheduled conference.

Both use the conference bridge number 01865289000 and generated PIN.

Depending on the conference requirements, participants can dial in or set to be called by the conference (see getting the conference to call participants

If you have a Polycom phone, set up a conference (via the web portal) in advance and dial into the conference (01865289000) from the Polycom phone.  You do not need to add the Polycom phone to the conference.

If you have a number of conference phones, set up a persitent conference for each one and then the details for that conference can be kept with the phone.

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Creating a persistent conference

On first log in to the web portal a default persistent conference (titled with the user's name) will be created which can be used straight away but these are the steps to create a new one if required.

1. Log into the web portal: https://web.chorus.ox.ac.uk

2. Click on the conference icon tab, the 'Persistent' tab, and then the 'New conference' button:

3. Enter the conference title, then click on the 'Create' button:

  • Attendees will hear this title when they dial into the conference.
  • Multiple persistent conferences can be created (each with their own unique PIN) if you would like to use different conference names.
  • Leave ‘This conference is moderated’ unticked for an unmoderated conference, unless you have the need for a moderated conference (see moderated or unmoderated).

  • Note that there is a participant labelled 'Me', which is the creator of the conference (there has to be at leat one participant in the conference in order for it to create).

4. Click on the 'Save' button

5. The conference will now appear in your conference list and will show:

  • The Bridge number - 441865289000 - this is the teleconferencing service number the participants dial - this is always the same
  • The PIN - the conference PIN the participants enter in order to join a specific conference

Email the details to the other participants who will then dial in.

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Creating a scheduled conference

1. Log into the web portal: https://web.chorus.ox.ac.uk

2. Click on the conference icon tab, the 'Scheduled' tab, and then the 'New conference' button:

3. Enter the conference title, click on the 'Set time for conference', enter a 'Scheduled time', then click on the 'Create' button:

  • Attendees will hear this title when they dial into the conference.
  • Enter the 'Scheduled time' in the 24HR format; e.g. 08:30 to 09:30 or 13:00 to 14:15
  • Leave ‘This conference is moderated’ unticked for an unmoderated conference, unless you have the need for a moderated conference (see moderated or unmoderated).

  • Note that there is a participant labelled 'Me', which is the creator of the conference (there has to be at leat one participant in the conference in order for it to create).

4. Click on the 'Save' button:

5. The conference will now appear in your conference list and will show:

  • The Bridge number - 441865289000 - this is the teleconferencing service number the participants dial - this is always the same
  • The PIN - the conference PIN the participants enter in order to join the conference
  • The conference is only active between the scheduled times, and will delete after it has finished

6. In this basic senario all particpants dial in, so the participants do not need to be added to the conference. 

For notifications and to have the option to call out to the participants, please see the section Getting the conference to call participants

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Getting the conference to call participants

Select Call out from the drop down box next to the participant/s, then click 'Save':

a. Call in – This is the default setting. Participants set to Call in need to dial the telephone number and bridge number in order to join the conference.

b. Call out  - Participants set to Call out will be dialled when the conference is initiated. When they answer the phone, they will hear a message inviting them to the conference, and with a choice to accept or decline. If they miss the call, they can use the telephone number and bridge to dial in manually.

The participants will receive an email to say that they have been invited to a conference. The conference will also appear in their conference list for their information.

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Adding participants to a conference at set up (optional)

The instructions given above describe how to set up an ‘empty’ conference and circulate the telephone number and PIN in order for participants to dial in. This is the simplest way to set up a conference.

Alternatively, at the time of setting up (or editing a conference), you can add participants. Doing this will:

  • Send an email to all added participants with the telephone number and PIN for the conference.
  • Allow you set some or all of the participants as ‘Call out’ participants, meaning they will be called when the conference is started

To add a participant, the participant needs to be in the contact list (so a new contact for any External participants needs to be created first)

Adding internal participant:

1. Click on the conference title, then on 'Add a new participant':

2. If the participant to add is already in the contact list, hover over the entry then click the :

3. Click on 'Done':

4. If the participant is not already in the contact list, enter the participant to find in the seach box, then click on 'Search Directory for...' :

5. As before, click on the plus button, and then 'Done':

6. The participants are now in the conference.  At this stage participants can be set to called if required (see getting the conference to call participants

7. Click 'Save' button to save conference:

Adding External participant:

  • If the external participant is dialling into the conference, there is no need to add as a participant, unless they require email notification
  • If the external participant needs to be dialled, then a new contact with their details needs to be added

1. To add a new contact, click on the icon:

 

2. Enter the contact details, and click the 'Save' button:

The details to enter are:

  • First Name
  • Last Name
  • A contact number for the conference to ring; please be aware that if two or three of Work, Mobile, and Home are entered only the highest priorty will ring.
  • An email address (optional for conference email notification when it starts)

The priorty order is Work first, then Home, and Mobile last. It is therefore best to just fill in one entry when adding an External contact for a conference.

3. Now that the external contact is in the contact list, this can be added using the same steps as adding an internal participant:

4. If the external participant needs to be called (instead of them dialling in), please see getting the conference to call participants

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Starting / joining a conference

A conference starts as soon as anyone dials in with the bridge number and PIN.

They will only hear the holding message and music until the second person joins in (Enter '*9' to silence music).

If using a meeting room phone, e.g. a Polycom, dial 89000 and enter the PIN

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Ending a conference session

The conference will end when the last person hangs up.

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Delete a conference

To delete a conference:

1. Hover over the conference entry until an ‘x’ appears on the left-hand side.

2. Click the ‘x’ to delete the entry.

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Troubleshooting

Issue: Dialpad not showing when you click on it to enter a conference PIN, using the Soft Client

When you dial the conference bridge number (89000) from the soft client dial-box (on the top-right of the application, see below), a box appears on the bottom-right of the application which is tagged as 'CTI Assisted' (see below).  Please note that this dialpad error will only occur if you have the box tagged as 'CTI Assisted'.

Clicking on the green phone will initiate the conference however there will be no dialpad pop-up when you click on the dial pad icon, so a PIN cannot be entered

Workaround: Dial bridge number (89000) directly from the conference instance

Clicking on the green phone icon to start the call (see above) will still bring up a box but this time tagged 'Conference', click on the green phone (below):

Now when the dial pad icon is clicked on, the dial pad will be visible:

 

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Written by IT Services. Latest revision 28 November 2018