Avaya Meet Me Conferencing User Guide
Meet Me Conferencing User Guide
BCM
Business Communications Manager
Document Status: Standard
Document Version: 02.01
Part Code: NN40020-104
Date: August 2008
Copyright © 2007–2008 Nortel Networks All rights reserved.
The information in this document is subject to change without notice. The statements, configurations, technical data, and
recommendations in this document are believed to be accurate and reliable, but are presented without express or implied
warranty. Users must take full responsibility for their applications of any products specified in this document. The
information in this document is proprietary to Nortel Networks.
Trademarks
Nortel, the Nortel logo, the Globemark, are trademarks of Nortel Networks.
Pentium is a registered trademark of Intel Corporation.
Microsoft, Windows, Windows NT, and MS-DOS are registered trademarks of Microsoft Corporation.
All other trademarks and registered trademarks are the property of their respective owners.
Contents
How to get help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Chapter 1
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Conference phases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Conference service access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Chairperson access and commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Chairperson Wait menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Chairperson conference commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Participant access and commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Accessing the conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Participant commands during a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Chapter 2
Navigating the conference using softkeys . . . . . . . . . . . . . . . . . . . . . . . . . 19
Contents 3
Chairperson activities before the conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Chairperson activities during the conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Participant activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Chapter 3
Navigating the conference using your keypad . . . . . . . . . . . . . . . . . . . . . . 35
Chairperson activities before the conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Chairperson activities during the conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Participant activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Chapter 4
Common procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
To transfer a participant in to conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
To access a conference (participant) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
To access the Chairperson Wait menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Meet Me Conferencing User Guide
4 Contents
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Task List
To change the PIN using softkeys .................................................................................19
To configure a passcode using softkeys .......................................................................19
To change conference options before conference using softkeys ................................21
To enter the conference using softkeys.........................................................................22
To Mute Conference using softkeys ..............................................................................23
To unmute the conference using softkeys.....................................................................24
To view conference participants using softkeys ............................................................24
To lock a conference using softkeys .............................................................................25
To unlock a conference using softkeys. ........................................................................25
To mute yourself (chairperson) using softkeys ..............................................................25
To unmute yourself (chairperson) using softkeys ..........................................................26
To Mute All Participants using softkeys .........................................................................26
To mute a single conference participant using softkeys ................................................27
To unmute a single conference participant using softkeys ............................................27
To disconnect a single conference participant using softkeys.......................................28
To view or change conference options using softkeys ..................................................29
To view or change the Conference Continuation setting using softkeys .......................30
To view or change the Announcement setting using softkeys.......................................30
To hear a list of available commands using softkeys ....................................................31
To mute or unmute yourself (participant) using softkeys ...............................................33
To view a list of participants using softkeys...................................................................33
To hear a list of available commands using softkeys ....................................................33
To change the PIN using your keypad ..........................................................................35
To set a passcode using your keypad ...........................................................................35
To change conference options using your keypad ........................................................36
To enter the conference using your keypad ..................................................................37
Task List 5
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6 Task List
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How to get help
This section explains how to get help for Nortel products and services.
Getting Help from the Nortel Web site
The best way to get technical support for Nortel products is from the Nortel Technical Support
Web site:
http://www.nortel.com/support
This site provides quick access to software, documentation, bulletins, and tools to address issues
with Nortel products. More specifically, the site enables you to:
• download software, documentation, and product bulletins
• search the Technical Support Web site and the Nortel Knowledge Base for answers to
technical issues
• sign up for automatic notification of new software and documentation for Nortel equipment
• open and manage technical support cases
7
Getting Help over the phone from a Nortel Solutions Center
If you don’t find the information you require on the Nortel Technical Support Web site, and have a
Nortel support contract, you can also get help over the phone from a Nortel Solutions Center.
In North America, call 1-800-4NORTEL (1-800-466-7835).
Outside North America, go to the following Web site to obtain the phone number for your region:
http://www.nortel.com/callus
Getting Help from a specialist by using an Express Routing Code
To access some Nortel Technical Solutions Centers, you can use an Express Routing Code (ERC)
to quickly route your call to a specialist in your Nortel product or service. To locate the ERC for
your product or service, go to:
http://www.nortel.com/erc
Getting Help through a Nortel distributor or reseller
If you purchased a service contract for your Nortel product from a distributor or authorized
reseller, contact the technical support staff for that distributor or reseller.
Meet Me Conferencing User Guide
8 How to get help
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Chapter 1
Introduction
With Meet Me Conferencing, callers can establish a teleconference by calling in to a specified
number at an agreed-upon time. One caller acts as the chairperson and has additional powers to
start, stop, secure, and control the conference.
Anyone can participate in a conference, but a BCM user must have chairperson privileges to chair
a conference.
Meet Me Conferencing has a special directory number (DN) used to access the Meet Me
Conferencing feature. Although you can access a conference in several ways, the system
administrator should notify every conferencing user of the Meet Me Conferencing DN.
For procedures to activate and administer Meet Me Conferencing using Element Manager, see
networking or telephony configuration guide for your system.
The following topics describe Meet Me Conferencing:
• “Conference phases” on page 9
• “Conference service access” on page 10
• “Chairperson access and commands” on page 11
• “Participant access and commands” on page 16
9
Conference phases
The Quickstart option determines how a conference begins. With the Quickstart option enabled, a
conference begins when the first participant arrives (see “Quickstart option” on page 12). If the
Quickstart option is disabled, the conference begins when the chairperson arrives.
Note: When you enable the QuickStart feature on a Meet Me Conferencing bridge
that external conference participants can access by using a 1-800 number, there is a
risk that your company can incur unauthorized toll charges. To avoid this type of
fraud, do not enable the QuickStart feature on a conference bridge that can be
accessed with a 1-800 number.
A Meet Me Conference has four phases:
• Inactive: No callers are currently participating in the conference.
• Not started:
— Without Quickstart: Participants have arrived, but the chairperson has not yet called to
start the conference. In this phase, participants wait while on hold and cannot speak to
one another. For participants with display telephone, Not Started appears on the first
line.
Meet Me Conferencing User Guide
10 Chapter 1 Introduction
— With Quickstart: The system bypasses the Not Started phase. All participants enter the
conference directly.
• Underway:
— Without Quickstart: The chairperson enters the conference. The system then
announces individual participants and brings them in to the conference in the order in
which they dialed in to the conference. Participants can now speak to each other,
subject to muting and other chairperson functions.
— With Quickstart: The conference starts when the first participant arrives. The system
brings participants in to the conference in the order in which they dialed in to the
conference. The chairperson can arrive at any time to a conference that is already in
progress.
During conference, the status display on their telephones shows the elapsed time of the
conference (in minutes) and the number of participants. New participants can join the
conference, unless the chairperson locks the conference (see “Lock and unlock
conference” on page 14).
• Ter min ati ng : A conference ends after the last person hangs up. The system has several
ways for force the conference to end:
— If the option is configured, the conference ends 1 minute after the chairperson leaves
the conference.
— The chairperson does not start the conference within a specified amount of time.
— The conference reaches a time limit with only one participant in attendance.
— The conference duration reaches a specified time limit.
In each case, the service plays an appropriate warning message and then waits 1 minute
before disconnecting all participants.
Conference service access
Internal and external participants have several options to access the conference service.
Internal callers can choose one of the following methods:
• Dial the Meet Me Conferencing DN directly from your phone. The chairperson provides
the Meet Me Conferencing DN in the meeting invitation. See “Chairperson access and
commands” on page 11.
• Dial the Meet Me Conferencing feature code F930.
• Have another person transfer you into conference. See “To transfer a participant in to
conference” on page 39.
External callers can choose one of the following methods:
• Follow the voice prompts in auto-attendant to enter the Meet Me Conferencing DN. The
chairperson provides the Meet Me Conferencing DN in the meeting invitation. See
“Chairperson access and commands” on page 11.
• Call a phone number that is configured for Meet Me Conferencing to answer. The
chairperson provides the phone number in the meeting invitation.
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Chairperson access and commands
The meeting invitation, sent by the chairperson, must contain the following information:
• the Meet Me Conferencing DN, if necessary (see “Conference service access” on page 10)
• the access code, which is the chairperson’s DN
• the passcode, if configured
• other meeting-specific information
The administrator informs you of the maximum number of participants in your conference. This
maximum number may be limited further by the available ports.
Chairpersons access Meet Me Conferencing, enter their personal identification number (PIN), and
then enter the Chairperson Wait menu.
Chairperson Wait menu
When you enter the conference as the chairperson, the Chairperson Wait menu is available to you
to review and change conference settings.
If you use an external telephone, the commands available for conference control are limited to
those available by keypad control. If you are an internal caller with a two-line display telephone
(softkey telephone), commands are also available through a softkey menu. See Table 1 on page 13
for both softkey and keypad access.
Chapter 1 Introduction 11
Upon entering the Chairperson Wait menu, you have three options:
• enter the conference
• configure a passcode
• change your PIN and conference options
After you finish administering the conference, you can enter the conference.
Passcode Configuration
The chairperson can set up a passcode for the conference. The chairperson uses a passcode to
restrict entry to the conference. The chairperson gives the passcode to a select group of
participants if discussions in the conference are confidential.
Each participant must enter the passcode to gain entry to the conference. This rule has one
exception — callers transferred into conference by the chairperson need not enter the passcode.
The passcode applies only to the conference for which it was created.
The system removes the passcode option after the chairperson enters a passcode. The system does
not offer the option at all if the chairperson enables Quickstart. With Quickstart, participants can
be in conference without a chairperson. See “Quickstart option” on page 12.
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12 Chapter 1 Introduction
Changing the PIN
Each chairperson has a personal identification number (PIN) and uses it to access conferences. The
PIN has the same security requirements as a voice mailbox password.
The PIN has the default value of 0000
• after the administrator creates the conference bridge
• after the administrator resets the PIN
If the PIN is 0000 then you must change it from an internal telephone. If you attempt to access a
conference without changing the PIN, the system asks you to change your PIN before proceeding.
You can change your PIN when you are setting up for a conference, at the Chairperson Wait menu.
Changing conference options
At the Chairperson Wait menu, the chairperson can change the Quickstart option, the Conference
Continuation option, and the Announcement option. Changes to these options take effect for the
current conference and remain in effect for future conferences.
Quickstart option
The Quickstart option controls when a conference begins. By default, the option is disabled.
Conferences start after the chairperson arrives.
When enabled, conferences start after the first participant arrives.
This option applies only to future conferences. The Quickstart option appears only at the
Chairperson Wait menu, and only if the administrator assigned this privilege to the chairperson.
Conference Continuation option
The Conference Continuation option controls when a conference ends. By default, the option is
disabled. Conferences end when the chairperson leaves the conference.
When Conference Continuation is enabled, conferences continue after the chairperson leaves the
conference.
As the chairperson, you can set the Conference Continuation option at the Chairperson Wait menu
and during a conference. It appears only if the administrator assigned this privilege to the
chairperson.
Announcement option
The Announcement option controls the announcement type and whether the system announces a
participant upon entering a conference. The Announcement option has three settings:
• The system plays tones when a participant enters a conference.
• The system announces Names when a participant enters a conference.
• No announcement plays when a participant enters a conference.
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