Start an ENA SmartConference

To start your ENA SmartConference you need the following information, which ENA will provide:

  • Your ENA SmartConference number
  • Your ENA SmartConference number moderator code
  • The ENA SmartConference participant code

Start a conference at any time by dialing your ENA SmartConference number and entering your moderator code.

Participants join your conference by dialing the ENA SmartConference number and entering the participant code you provide.

Note: If there is already an active conference that was started using your moderator code, the error message informs you that the conference has already started. This may indicate that an unauthorized user is using your moderator code. This can occur if you have provided the moderator code instead of the participant code by mistake. To check this, use the web interface, or join the conference using the participant code.

Moderate Using a Phone

Quick Key Reference

Press the * key before choosing one of the options, as indicated in the navigation map below.

Turn Joining Announcements on or off

Press *6 to turn on the announcement of the name the participant recorded when dialing in to join the conference.

Note: Joining Tones must be turned on prior to turning on Joining Announcements. You turn Joining Tones on and off in the Options area of the Moderator Web Interface.

Roll Call

Press *4 to hear the names the moderator and participants recorded when joining the conference.

Press *5 to hear a count of how many participants are in the conference.

To hear the name of the last participant who joined the conference, press *7.

Lock the Conference

To lock the conference so that no further participants can join, press *3.

If you lock the conference and then perform a soft exit, you will still be able to join by dialing in as the moderator. However, no one will be able to join as a participant.

To unlock the conference so that further participants can join, press *3 again.

Record a Secondary Greeting

To record a secondary greeting that will be played to each participant when he or she joins the conference, press *01 and follow the prompts.

Record the Conference

To start a recording of the conference press *8. To stop recording, press *8 again.

An announcement will be played into the conference each time you start or stop recording to inform the participants that the conference is being recorded.

You access and download Recordings from the Moderator Web Interface

You will not be able to start recording if you have reached the maximum number of recordings, or if you have less than one minute remaining of the maximum permitted recording time.

Also, if you are recording a conference and you reach the maximum permitted recording time, the current recording will stop. In these cases, you will need to delete one or more older recordings using the Moderator Web Interface, in order to make room for new ones.

If you start and stop recording more than once in the same conference, the recordings are saved as separate files, and count separately toward your maximum permitted number of recordings.

Note: Federal, state, or local regulations may require you to notify conference participants when a conference is being recorded, or there may be other restrictions on how recordings can be used. It is your responsibility to ensure that you are not in breach of such regulations, especially if recording notifications are not in use.

Mute Your Phone

To mute your phone, press *2. To unmute your phone, press *2 again.

Mute Participants in the Conference

To mute all participant phones, press *9. To unmute all participant phones, press *9 again.

Bridge a Participant into the Conference

  1. Press *1.
  2. Dial the participant's telephone number followed by #.
  3. You hear an announcement giving instructions for linking the participant into the conference. You may pressing # to skip this announcement.
  4. You then hear the usual ringing or busy tone while the participant is being called. When the participant answers, press 1 to return to the conference.
  5. You then hear a prompt to record the participant's name before joining the conference. Record the name and press #.
  6. If the participant is not available or does not want to join the conference, press * to cancel and return to the conference.

Note the following limitations for outdial calls and for participants that you add using outdial.

  • When dialing the number of the participant you are bridging in, you cannot dial the access code (normally *67) to control presentation of your calling number on the outgoing call. If you attempt to do so, the outdial attempt will fail and you will return to the conference.
  • You cannot bridge in a conference telephone number to link this conference into another conference.
  • Participants bridged into the conference using outdial are not included in the count of participants in the Call History page in the web interface.
  • Participants bridged into the conference using outdial do not hear announcements when the call ends or when they are removed from it.

End the Conference

To end the conference, hang up the phone. Depending on your conference Options, the conference will either end immediately or after 5 minutes.

All participants who joined by dialing in are notified with an announcement that the conference has ended. Participants you bridged in using outdial will not hear the announcement.

If you were recording the conference, the recording will stop. The recording will be saved on the server for later reference.

Make a Soft Exit

If you would like to make a soft exit, and leave the conference without ending it, so that the remaining participants can continue talking, press the * key twice. You will be prompted to confirm the soft exit by pressing 1. After this, you can hang up the phone.

Moderate Using the Web Interface

Log In

  1. Point your web browser to https://smartconf.ena.com.
  2. You may see one or more security dialogs. Choose OK or Yes to accept them.
  3. Enter your participant and moderator codes in the appropriate fields. ENA will provide you with this information.
  4. Click Log On.
  5. You see a list of options for managing conferences.

Current Call

The panel for each participant (including the moderator) shows the following details:

  • The participant's calling telephone number.
  • The participant's name, if the ENA SmartConference server can determine it. This is taken from a directory entry matching the calling number, if there is one, or from the caller name that the server received when this participant dialed in.
  • A Mute button which allows you to mute this participant's phone so that no sound from it is played into the conference.
  • A Drop button which allows you to remove this participant from the conference.
  • A gain control which allows you to control volume levels.

Note: If there is a blank space in the top left corner but there are other panels visible, this means that one or more conference participants dialed in before the moderator.

On the left of each panel is an icon for each participant. The icon is color coded to show the participant's status in the call:

Color Status

Gray

The participant is in the call but is not currently speaking.

Green

The participant is speaking.

Yellow

The moderator has muted this participant's phone.

If a participant's phone is muted, he or she can request to speak using the telephone interface. This request is indicated by an exclamation point over the participant's icon.

Change and Store Participants' Names

If no name is displayed or it is not correct, you can change it. Click the name or the blank space below the word Name, and type in the correct details.

The new name you entered is saved in a directory entry. This means that the updated information is available for future conferences. Anyone who dials in to a later conference using this calling number will be identified by this name in both the Current Call window and the Conference History lists.

Note: If you have reached the maximum number of entries delete some directory entries to make room for new ones.

Mute Participants

To mute a participant's phone, click Mute in the panel corresponding to that participant. The icon next to the person's name changes to yellow. The participant hears an announcement that their phone has been muted.

To unmute a participant's phone, click Mute again. The icon next to the person's name changes back to gray. The participant hears an announcement that the phone has been unmuted.

Note: To mute and unmute all participants at once, press *9 on your phone's dialpad.

Controlling Volume Levels

You can control the volume level for each conference participant individually so that the different speakers are balanced in the conference.

In the panel for each participant the gain control appears as a set of seven vertical bars. Green bars indicate the volume level of the participant's phone.

To change the volume level for a participant, click the bar for the desired level.

Record the Conference

To start a recording of the conference, click Record.

An announcement will be played each time you start or stop recording informing the participants that the conference is being recorded.

You will not be able to start recording if you have reached the maximum number of recordings, or if you have less than one minute remaining of the maximum permitted recording time.

Also, if you are recording a conference and you reach the maximum permitted recording time, the current recording will stop. In these cases, you will need to delete one or more older recordings, in order to make room for new ones.

If you start and stop recording more than once in the same conference, the recordings are saved as separate files, and count separately toward your maximum permitted number of recordings.

Note: Federal, state, or local regulations may require you to notify conference participants when a conference is being recorded, or there may be other restrictions on how recordings can be used. It is your responsibility to ensure that you are not in breach of such regulations, especially if recording notifications are not in use.

Lock the Conference

To lock the conference so that no further participants can join, click Lock in the moderator controls at the top of the window.

If you lock the conference and then perform a soft exit, you will still be able to join by dialing in as the moderator.

To unlock the conference so that further participants can join, click Lock again.

Directory

Click Directory to manage the names that were stored for participants in a past conference. These names are stored for future use so that anyone who dials in to a later conference using the same calling number will be identified by this name.

Editing an Entry

  1. Click the phone number in the Conference Directory list.
  2. The Phone Number and Name edit boxes at the top of the screen change to show the current contents of this entry.
  3. Edit the information.
  4. Click Save Entry.

Add an Entry

  1. Click New Entry to clear the edit boxes at the top of the screen if any data is shown in them.
  2. Type the phone number and name.
  3. Click Save Entry.

Delete an Entry

  1. Check the Del box next to each entry that you want to delete.
  2. Click Delete Selected.

Note: If you have reached the maximum number of entries, your changes will not be saved in the directory. In this case, delete some existing directory entries to make room for new ones.

To view a list of past conferences that you have managed, click History.

To see more information about who took part in the conference, or about rejected participants, click the number in the Max Participants or Rejected Participants column.

Note: If one or more participants withheld their telephone number when dialing in, there will be a single entry ID withheld in the list of participants. If two or more participants dialed in using the same telephone number (for example if they dialed in from the same company), there will be only one entry for this number.

Recordings

Click Recordings to view and manage any conference recordings that you have made.

You see the start time and duration of each recording and whether the conference was recorded in HD audio.

Note: Conferences are recorded in high-definition if at least two participants (which may include you as the moderator) use HD audio simultaneously either before or during the conference recording.

It may also display a message to inform you that one or more of your conference recordings will be automatically deleted after a specified time. You can download these recordings to your local computer if you need to store them for future reference.

  • To listen to a recording or save it to your local computer, click Download next to the recording.
  • To delete a recording when you no longer need it, click Delete next to the recording.

The screen also shows the following information, relating to the recording limits:

  • The number of recordings you currently have stored on the server, compared with the maximum permitted number.
  • The total time of recordings you currently have stored on the server, compared with the maximum permitted time.

You will not be able to start recording a conference if you have reached the maximum number of recordings or maximum recording time. Also, if you are recording a conference and you reach the maximum recording time, the current recording will stop.

In these cases, you will need to delete one or more recordings that you no longer need in order to make room for new ones.

Options

Click Options to view and manage conference settings.

Conference Options

Options include:

Option Description
Joining Announcements

Specify whether you want an announcement to be played when a participant joins or leaves the conference. Note that Joining Tones must be turned on for Joining Announcements to be played. Turning Joining Tones off will automatically result in Joining Announcements being turned off.

If you select On, the name that the participant recorded when dialing in will be played after the tones indicating that a participant has joined or left.

Joining Tones

Specify whether you want a tone to be played when a participant joins or leaves the conference.

If you select On, a tone will be played when a participant joins or leaves the conference.

If you select Off, a tone will not be played.

End conference immediately when moderator leaves

Specify whether you want conferences to end immediately when your telephone call into the conference is disconnected (and therefore there is no moderator in the conference), or if it should continue running for a short period so that you have an opportunity to dial back into the conference to keep it running.

If you select Yes, conferences will end immediately after your call is disconnected.

If you select No, conferences will continue to run for a short period with no moderator after your call is disconnected. If you want to continue the conference, dial back in to rejoin it within this period.

Allow conference to start without moderator

Specify whether conferences are permitted to start before the moderator joins.

If you select On, the conference will start as soon as two people have dialed in even if the moderator has not joined.

If you select Off, the conference will not start until you dial in as the moderator. Any participants who dial in before you will hear on-hold music or silence based on the setting of Use On-Hold Music.

Use on-hold music

Specify whether you want music to be played to participants who join the conference before it has started. This music is also played if you are the first to dial in while you are waiting for the first participant to join you.

If you select On, music will be played.

If you select Off, participants will hear silence until the conference starts.

Music on-hold resource

Select a resource from the drop-down list.

Select Custom to upload your own on-hold music. The on-hold music must be a .wav or .mp3.

Secondary Greeting

You can provide a secondary greeting that will be played to each participant when he or she joins the conference. You can upload a recorded secondary greeting or Record a Secondary Greeting using the web interface.

To stop using any secondary greeting, click Remove to remove the current greeting.

Conference Access Details:

View conference details

  • One or more numbers callers may use to join your conference.
  • The Moderator Code that is currently used for your conferences. For security, the moderator code is displayed as a row of * characters.
  • The Participant Code that is currently used for your conferences.

Generate new Moderator and Participant Codes

Click Generate New Moderator Code or Generate New Participant Code to generate a new code. The new code appears on the screen in red.