Helpful Hints on Instant Meeting

Q: How do I subscribe to Instant Meeting Service?

A: Log on to our Web site, click on Instant Meeting "Subscribe Now" and complete the Instant Meeting Service subscription information, or call our reservations center. Please note that you will need a valid Login Name and Password to set up your subscription online. If you do not have a Login Name and Password, obtain one now.

Q: How long will it take to establish my subscription?

A: Establishing a subscription online using our Instant Meeting Service subscription tool is fast, easy and convenient. Calling our reservations center takes about the same amount of time as making any other reservation.

Q: What information will I receive after I set up my subscription?

A: After you subscribe to an Instant Meeting Service, an e-mail will be sent to you containing your new dial-in information and passcodes.
This confirmation will contain your subscription details and helpful user hints for information for you and your participants.

Q: Do I need to cancel my reserved calls if I want to use my Instant Meeting Service subscription instead?

A: Call leaders should cancel any reserved calls that will no longer be used. Please remember to cancel reservations at least 30 minutes prior to the call start time to avoid being charged no-show fees.

Q: What kind of dialing access is available to me?

A: Access methods to your Instant Meeting Service subscription will vary depending on the region you choose to support your service. Contact your local Conferencing Account Manager for access options in your region.

Q: What if I want to change the size of my subscription?

A: Instant Meeting Service subscriptions are available in 10 port increments. Subscriptions that do not incur a monthly fee may be requested or updated via the online tool. To request or update your subscription to more ports than what is allowed by the online tool, you will need to call our reservations center.

Q: What will my bill look like?

A: If you would like to see what your invoice would look like prior to establishing a subscription, you may request a sample invoice from your Conferencing Account Manager.

Q: What features are available on Instant Meeting Service?

A: When you establish your Instant Meeting Service subscription, you will be able to choose from the following account preferences and call features to best fit your meeting needs:

Quick Start: Allows participants to start the call before the leader joins.

Name Record: Allows participants to record their name after a prompt as they enter the call.

Conference Entry/Exit Announce:Choose from the following entry/exit Options: Tone: a tone is used to indicate the entry/exit of participants. Recorded Name: the participants are prompted to record their names when connecting to a call. The recorded name is played into conference as each participant joins the call. Silent entry/exit: allows participants to join and exit the conference in silence.

Auto Continuation: Allows conference to continue when leader disconnects from call

Waiting Room: Allows the conference leader to pre-screen each participant before admitting into main conference. (To activate waiting room feature, Quick Start must be turned off.) NOTE: Waiting room requires the use of the enhanced Instant Meeting Web Moderator.

Participant List E-mail: Offers conference leaders the option to receive an e-mail containing a detailed list of all participants who joined the call, including phone numbers and timing information. Reports are available shortly after the call has concluded.

Reference Code Call by Call: Allows the conference leader to assign a unique reference code for each Instant Meeting conference call using a touch tone command or the web moderator.

The following touch-tone commands are also available during your call:

*1 Help Menu - A pre-recorded message will be played privately, listing the touch-tone features available to the initiator.
#2 Activate Sub-Conferencing - Allows the leader to create up to nine sub-conferences within the existing call, permitting participants to confer in virtual breakout rooms without the need to disconnect from the original conference. Once the leader activates the sub-conferencing feature, participants can hit 1##, 2##, etc, on their telephone keypads to join the appropriate conference, as instructed by the leader.
*2 Roll Call (conference) - The leader may initiate the announcement of the names of all individuals who joined the conference. The leader can press *2 during the playback to restart the roll call, or press any key to end it. This feature is only available when the Participant Name Record feature selected when account preferences are set up.
*3 Roll Call (private) - The leader or participant may initiate the announcement of the names of all individuals who joined the conference. This playback will be announced to the initiator only. Press *3 during playback to restart the roll call. The initiator will be momentarily taken out of conference. Press any touch-tone key to exit the roll call and you will be re-joined to the conference. This feature is only available when the Participant Name Record feature is selected when account preferences are set up.
*4 Conference Mute/Unmute - The leader may mute or un-mute the entire conference.
*5 Conference Continuation - The leader may initiate Conference Continuation for a conference in progress to allow participants to continue the call after the leader disconnects. This feature is only available when the subscription feature "Auto Continuation" is selected when account preferences are set up.
*6 Self Mute/Unmute - Both leaders and participants can mute or unmute their line.
*7 Conference Lock/Unlock - Leaders may "lock" the call so that no additional parties attempting to join the conference are permitted access.
*9 Entry/Exit Announcements - The leader may toggle the entry/exit announce preference to specify how the arrival and departure of participants are announced for the conference in progress.

Q: Can I download my Instant Meeting Participant List from the e-mail?

A: Yes. In addition to the on-line data, leaders can request reports in CSV/Text or a Printer Friendly version.

Q: Why is the name of a participant from my Instant Meeting Conference not reflected on my e-mail participant list?

A: Sometimes, we are unable to identify the name of a person or person(s) who attended the call via a single line. Attendees are only identifiable by their ANI or PBX phone system.

Q: Can I turn off this feature?

A: Yes. As a conference leader you can choose to turn on or off this feature through your Manage My Meetings account. You will be asked to enter your login name and password. Select your IM subscription and modify your IM feature accordingly. You can also call us for operator assistance.

Q: Is Instant Meeting Service secure?

A: Instant Meeting Service is very secure. Two passcodes are assigned to each Instant Meeting subscription: one for the conference leader, and one for participants. The leader passcode, which signals the bridge to start the call, should be protected as any other passcode. The dial-in number and participant passcode can be published to those whom you wish to join your call. All passcodes are system-generated and six (6) digits for additional security. It is usually sufficient for the leader to conduct a roll call prior to beginning the meeting to identify who has joined the call. Passcodes may be changed at any time either online via Manage My Meetings or by calling the reservations center. The Instant Meeting Web Moderator adds a visual component to managing your call. You may identify each caller using editable fields on the Web Moderator console (such as names, telephone number and other unique information about the caller).

Q: What if I experience difficulty with my Instant Meeting Service?

A: If a technical problem, such as call quality, occurs during a call, please press *0 for an operator. After your call, you may contact our Customer Service Center or your Conferencing Account Manager for assistance.