Conference Bridge

Start a Conference Bridge

To start your conference bridge service you need the following information, which ENA by Zayo will provide:

• Your conference number
• Your conference number moderator code
• The conference participant code

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

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

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.

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.

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 by Zayo 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 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.

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:

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.

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.

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.

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.

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.

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.

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:

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.