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Allworx
Conference Center Guide
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Conference Center Guide
Table of Contents
1 INTRODUCTION ..........................................................................................................................................1
2 MY CONFERENCES....................................................................................................................................2
3 SCHEDULE A CONFERENCE.....................................................................................................................5
4 JOINING A CONFERENCE..........................................................................................................................6
5 CONFERENCE TERMINATION...................................................................................................................7
© 2007 InSciTek Microsystems, Inc. All rights reserved. Allworx is a registered trademark of InSciTek Microsystems. All other names may be
300 Main Street • East Rochester, NY 14445 • Toll Free 1-866-ALLWORX • 585-421-3850 • www.allworx.com
trademarks or registered trademarks of their respective owners.
Revised: February 2, 2007
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Conference Center Guide
1 Introduction
The Allworx® Conference Center provides a method of reserving the conference nodes for immediate or
future use within the Allworx servers. It also offers password-restricted access to the conference for
attendees.
The Allworx Conference Center allows for both scheduled and unscheduled conferences. Unscheduled
conferences are considered unplanned or not previously scheduled using the scheduling feature. Specific
Conference IDs have been designated for the unscheduled conferences. Check with your System
Administrator before using the conferences, since an Administrator can change the passwords.
The Conference IDs for unscheduled conferences are available with the initial passwords shown in the
table below.
Server Conference ID Password
6x, 24x 480 480
24x 481 481
24x 482 482
24x 483 483
Note: The Conference Center is not supported by the Allworx 10x.
© 2007 InSciTek Microsystems, Inc. All rights reserved. Allworx is a registered trademark of InSciTek Microsystems. All other names may be
300 Main Street • East Rochester, NY 14445 • Toll Free 1-866-ALLWORX • 585-421-3850 • www.allworx.com
trademarks or registered trademarks of their respective owners.
Revised: February 2, 2007
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Conference Center Guide
2 My Conferences
Conferences can be scheduled using the Allworx Intranet website. Open a browser and enter the server’s
default URL of http://192.168.2.254, or current LAN IP address for the server
Note: The LAN IP address may not be the same, see your System Administrator for the correct LAN IP
address of the server being used.
An Allworx username and password is required to gain access to the user features on the directory page.
The password will be the same password used to access the Message Center via a handset.
Select the My Conferences link. In order to schedule a conference a user has to be given permission to do
so. If permission has not been given, the add conference link will not be provided at the top of the My
Conferences table. Contact your System Administrator for permission to create conferences.
The Conference Center feature has not been purchased or installed if the following message appears:
Conference Center Feature is not currently installed on your Allworx server. The purchase and installation
of a Feature Key is required to enable the Conference Center.” See your System Administrator for more
information.
.
“The
2.1 Scheduled / Unscheduled Conferences
Any conferences, scheduled or unscheduled, that the user is the Creator or Moderator of will be listed on
the page. If using this feature for the first time, a message will be displayed stating “You are not the creator
or moderator of any conferences.” However, if conferences have been created, the following information
will be viewable for each conference:
• Conference Description – Explanation associated with the conference to identify its purpose.
• Conference ID – Unique numeric identifier, automatically assigned by the system, to be used by
attendees to gain access to the conference.
• Conference Password – Numeric PIN code used to restrict access to the conference for the
attendees.
• Creator – User who scheduled the conference. Can modify, delete, and end a conference, view
statistics, and disconnect participants.
• Moderator – Can modify, delete, and end a conference, view statistics, and disconnect participants.
A user can be a Moderator without having permission to create conferences.
• State
o Active – A scheduled conference that is available to be joined by attendees. It will remain
active until the duration has been reached and all attendees have exited.
o Queued – A conference that has not reached its scheduled start time.
© 2007 InSciTek Microsystems, Inc. All rights reserved. Allworx is a registered trademark of InSciTek Microsystems. All other names may be
300 Main Street • East Rochester, NY 14445 • Toll Free 1-866-ALLWORX • 585-421-3850 • www.allworx.com
trademarks or registered trademarks of their respective owners.
Revised: February 2, 2007
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Conference Center Guide
o Expired – A conference that is past its scheduled duration with no attendees in the
conference.
o Cancelled – A conference that was ended by either the Creator or Moderator.
o Enabled – An unscheduled conference that the System Administrator has made usable for
all callers to access.
o Disabled – An unscheduled conference where the System Administrator has restricted
access for any callers.
• Date and Time – Will not be displayed on unscheduled conferences.
• Repetition – How often the conference will occur.
The image below shows an example of four conferences:
• Feature Team Meeting – A conference with two users joined.
• Quarterly Meeting – A conference scheduled to repeat daily.
• Conference A – An unscheduled conference that the user is the Moderator of.
Note: The System Administrator is always the Creator of any unscheduled conferences.
• Sales Conference – A scheduled conference that is past its scheduled duration. The conference
date and time can be modified to a future time in order to keep the same Conference ID and
password for convenience.
© 2007 InSciTek Microsystems, Inc. All rights reserved. Allworx is a registered trademark of InSciTek Microsystems. All other names may be
300 Main Street • East Rochester, NY 14445 • Toll Free 1-866-ALLWORX • 585-421-3850 • www.allworx.com
trademarks or registered trademarks of their respective owners.
Revised: February 2, 2007
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Conference Center Guide
Note: All historic (expired or cancelled) conferences older than 30 days will be automatically deleted on the
next reboot of the server.
2.2 Creator / Moderator
The Creator and Moderator of a conference can:
• End an active conference, which will disconnect all members currently logged in.
• Modify a conference.
• Delete a conference.
• View the participants currently in an active conference and time joined.
• Disconnect an attendee by selecting the Remove button.
Note: The My Conferences page will not automatically populate to show participants that have joined a
conference, use the Refresh link to view newly entered conference members and changes to
conference states.
© 2007 InSciTek Microsystems, Inc. All rights reserved. Allworx is a registered trademark of InSciTek Microsystems. All other names may be
300 Main Street • East Rochester, NY 14445 • Toll Free 1-866-ALLWORX • 585-421-3850 • www.allworx.com
trademarks or registered trademarks of their respective owners.
Revised: February 2, 2007
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Conference Center Guide
3 Schedule a Conference
1. Select the My Conference link on the Allworx intranet website, then click the add conference link. If
the link is not shown, you do not have permission to create conferences
2. Enter a description.
3. Assign a password to be given to all conference parties or use the default password provided.
4. Designate a Moderator from the drop down list of current users in the Allworx system. If you do not
want another user to have rights to the conference, choose your own user ID (Default).
5. Select the month, day, and year the conference is to begin. The default is the current date.
6. Use the drop down lists to modify the start time of the conference. The default time is rounded
down to the nearest 5 minutes of the current time to allow a conference to start immediately, if
desired.
7. Choose the anticipated duration of the conference between 15 minutes and 10 hours. Duration
times are in intervals of 15 minutes.
8. Set the pre-join time, which gives attendees the ability to call into a conference before the
scheduled conference start time. The default is set to 5 minutes.
9. Select how often the conference is to take place.
• 0 – One time only (Default)
• 1 – Daily
• 7 – Once a week
• 14 – Every 2 weeks
• 21 – Every 3 weeks
• 28 – Every 4 weeks
Note: The conference ID is assigned automatically once the Add Conference button has been selected.
The 6x server only allows for one (1) conference to be scheduled and active at a time, whereas the 24x
allows four (4) conferences to be active during the same time. The Available Times box on the right side of
the page will show the allowable time frame for scheduling a conference to avoid any conflicts with
previously scheduled conferences by yourself or other users. A list of any conflicting conferences will
appear below the add conference form.
© 2007 InSciTek Microsystems, Inc. All rights reserved. Allworx is a registered trademark of InSciTek Microsystems. All other names may be
300 Main Street • East Rochester, NY 14445 • Toll Free 1-866-ALLWORX • 585-421-3850 • www.allworx.com
trademarks or registered trademarks of their respective owners.
Revised: February 2, 2007
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Conference Center Guide
4 Joining A Conference
The Conference Center is accessed through extension 408:
• Dial the extension from any internal or remote handset.
• If calling from an outside line:
o Dial the extension while in the Auto Attendant
o Have another user transfer the incoming call to the extension.
Note: If a busy signal is heard when calling extension 408, it is possible that the Conference Center
feature has not purchased or implemented. See your System Administrator for more information.
When the caller arrives to the Conference Center, a welcome message will be played, followed by a
prompt asking for the Conference ID. If the Conference ID is valid (maximum of three tries before
disconnection) and there are available seats (limit of 8 attendees per conference), a prompt will play asking
for the corresponding password. If the password is valid (maximum of three tries before disconnection),
the caller will be placed into the conference.
Any callers currently present in the conference will hear a ding announcing the entrance of a new caller
and a dong when a current member leaves.
© 2007 InSciTek Microsystems, Inc. All rights reserved. Allworx is a registered trademark of InSciTek Microsystems. All other names may be
300 Main Street • East Rochester, NY 14445 • Toll Free 1-866-ALLWORX • 585-421-3850 • www.allworx.com
trademarks or registered trademarks of their respective owners.
Revised: February 2, 2007
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Conference Center Guide
5 Conference Termination
Scheduled conferences are guaranteed to last their full duration and will automatically be extended while
users are still logged into the conference. However, once a conference has gone beyond the scheduled
end time it is subject to termination.
Allworx 6x
A scheduled or unscheduled conference that is currently being used will automatically be terminated when
another conference is scheduled to begin. An unscheduled conference will not be able to terminate a
scheduled or unscheduled conference that is in session. Termination is more probable with the 6x, since
the system only allows for one conference to run at a time.
Allworx 24x
Note: In order for a conference to be terminated, all four (4) available conferences have to be in use,
whether scheduled or unscheduled.
When all conferences are being used, the unscheduled conference with the oldest start time will be
terminated first. If none of the unscheduled conferences are being used (i.e. All conferences used were
scheduled), the active conference to be terminated will be the one that is the farthest past its scheduled
duration. An unscheduled conference will not be able to terminate a scheduled or unscheduled conference
that is in session.
© 2007 InSciTek Microsystems, Inc. All rights reserved. Allworx is a registered trademark of InSciTek Microsystems. All other names may be
300 Main Street • East Rochester, NY 14445 • Toll Free 1-866-ALLWORX • 585-421-3850 • www.allworx.com
trademarks or registered trademarks of their respective owners.
Revised: February 2, 2007
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