Schedule a Call

Schedule a Call

1. Go to www.teleconferencingcenter.com and click "Schedule a Conference."
2. After logging in, you will select what date, time, time zone, duration, topic, leader and streaming option for the meeting.
3. Then you have the option of sending out email notifications by adding participants, adding polling questions and adding a presentation for that upcoming event.
4. After you define the polling questions, add a presentation and add participants for notification, click submit conference.
5. Verify your conference information, if you need to make changes click "Edit Conference" if information is correct click "Save Conference."

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Recording/Streaming Options

You have the choice to broadcast your conference through a live stream and/or archive the stream for web playback. You can choose what participants receive the live and/or archived conference for playback while in your "Add Participant" section.

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Notifying Participants

When you're in the Schedule a Call section, you can define who you want to be notified, when you want your participants to be notified and what information you want included in the notification.

1. After defining the date and time of the call, click on the "Add Participants" button.
2. Here you have two choices, to either type the name in with phone and email address or pull from the existing participant lists we have on file for you.
3. If you would like your participants to be notified of the meeting details by email immediately, check the "Send Notice" box. If you would also like your participants to be notified by email right before the conference (you determine the timeframe: 10 minutes before etc.) then check the "Send Reminder" box.
4. If you have chosen streaming options you can select if you would like your participants to receive the live link and/or archive link.
5. When finished, click on the "Submit Conference" button at the bottom of the screen.
6. Verify your conference information, if you need to make changes click "Edit Conference" if information is correct click "Save Conference." You and all your participants will receive an immediate email with all the conference details.

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Defining Pre-Planned Polling

When in the Schedule a Call section, you can define what polling questions you want for this upcoming conference.

1. Click on the "Add Polling Questions" button.
2. Enter the question in the text box and choose True/False, Yes/No or Multiple Choice responses.
3. When finished, click on the "Submit Conference" button at the bottom of the screen.
4. Verify your conference information, if you need to make changes click "Edit Conference" if information is correct click "Save Conference." You and all your participants will receive an immediate email with all the conference details.

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When in the Schedule a Call section:

1. Click on "Add Presentations" button.
2. To upload a presentation, click on "Upload a new Presentation" button.
3. Enter File Description (name of file).
4. Click the "Browse" button to find the PowerPoint file you want to upload and click the "Upload" button.
5. After the upload is completed, your presentation file will appear in the Presentation List.
6. Select the presentation you would like for this upcoming conference.
7. When finished, click on the "Submit Conference" button at the bottom of the screen.
8. Verify your conference information, if you need to make changes click "Edit Conference" if information is correct click "Save Conference." You and all your participants will receive an immediate email with all the conference details.

During your conference you can upload a new presentation by selecting "Upload new presentation" link.

1. Click the "Browse" button to find the PowerPoint file you want to upload and click the "Upload" button.
2. Enter a Name for your presentation (file name).
3. Select slide size.
4. Click on "Load Now" button.

Within the Manage Your Account Section select "Manage Your Presentations."

1. Click on "Upload a new Presentation" button.
2. Enter File Description (name of file).
3. Click the "Browse" button to find the PowerPoint file you want to upload and click the "Upload" button.
4. After the upload is completed, your presentation file will appear in the Presentation List.

You will not be able to upload a PowerPoint presentation that:

• Has "Special characters" in the file name such as "." (other than noting extension), "-", etc .
• Is greater than 5 megabytes in size.
• Has boxes, objects, graphics or text that display outside the viewable area of a slide within the presentation.
• Has animation or slide transitions within the presentation.
• Has embedded objects from Adobe Acrobat

Note: Upload your presentation at medium slide size for best viewing.

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Dialing Participants

1. On the top of the Leader/Moderator screen, select the first tab to your left "Dial Participants."
2. When dialing out, enter the name of the person you are dialing out to, along with their 10-digit phone number. After you've entered their telephone number, click the "Dial Now" button at the bottom of the screen.
3. You can also click "Phone Book," select a participant, click "Dial Participants" and click "Dial Now."
4. When the participant answers the phone, a screen will appear with two buttons reading "Connect" and "Disconnect." To connect the participant you must click on the "Connect" button.

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On the top of the Leader/Moderator screen, select the second tab to "Poll Participants." A separate browser will open allowing you to manually enter a question as your conference is going on by typing it into the text box provided, or you may click on the link and choose from among your preplanned polls for that scheduled conference.

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You can select your presentation and upload a new presentation from this screen.

"Preview" button allows you to preview slides before presenting to audience. When you are in preview mode you will see a red box around your presentation and you will see a "Present" button instead of the "Preview" button. "Present" button allows the audience to see your slides again, a green box around your presentation means the audience is currently viewing the slide.

Note: If you are showing a presentation a click on the "Present It" tab this will refresh the presentation screen and bring you back to the welcome menu.

Note: Upload your presentation at medium slide size for best viewing.

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On the top of the Leader/Moderator screen the fourth tab, "Phone Book" allows you to choose a list from your phone book and dial out to participants.

Note: If a participant that was scheduled has not joined or you would like someone in your phone book to join, you can select the person and dial out to him or her.

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On the top of the Leader/Moderator screen the fifth tab, "Conference Notes" allows the Leader to post any text they want participants to view. Conference notes are read only for the participants. Conference notes are included in the post conference email report sent to the Leader.

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On the top of the Leader/Moderator screen the sixth tab, "Record Conference" allows the Leader to control the stream of their conference.

1. Click on "Record Conference" tab.
2. To begin recording click "Start," on the phone you will hear when the recording has started.
3. You will be emailed a link of the live stream.
4. To stop recording, Click on "Record Conference" tab.
5. Click "Stop."

* You can also control recording by pressing *2 on the telephone keypad.

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By Clicking on the first blue tab on the bottom of your screen, you may view the names of all participants on the phone, along with the number from which they're calling. With this feature, you're also able to mute/un-mute, end conference, request an operator, roll call, edit names, play the name and disconnect individual participants on the phone.

Note: If the participants name does not appear click on "Play Name" and you can edit the name of that participant.

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By clicking on the second blue tab on the bottom of your screen, you may view a list of all participants on the Web. You'll be able to see the names of the Web participants, the time they logged into the conference, the time they logged off and their network status.

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By clicking on the third blue tab on the bottom of your screen, you may view a list of written questions submitted by participants on the Web.

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Clicking on the first tab, "Mute All," will mute all participants at once. Clicking on the second tab, "Unmute All," will un-mute all participants at once.

Clicking on the sound icon next to a participant will mute that participant and place an "X" over that symbol. Clicking on that sound icon again will remove the "X" and un-mute that participant.

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Lock and unlock both participant and the Operator from joining the conference.

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By clicking on the "End Conference" tab you are able to end the conference and drop everyone off the call at the same time.

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By clicking on the "Roll Call" tab, a roll call will be announced for the Leader, over the phone.

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By clicking on the "Edit Name" icon you are able to edit the name of your participants

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Clicking on the "X" near a participant's name will disconnect that participant. After the participant has been disconnected, a phone icon will appear under the "Dial Out" near the participant's name. Just click on that telephone icon to re-dial the disconnected participant.

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By clicking on the arrow symbol next to a participant's name, the participant's name will be played for the Leader, over the phone.

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Operator Assistance for the conference		*0
Operator Assistance for an individual		00
Dial out to a participant Then you're prompted to:     Join yourself and the new participant to the conference   *1   Join a new participant to the conference and continue dialing other participants   *2   Disconnect the line and rejoin the conference   *3   Disconnect the line and continue dialing other participants   *4		*1
Start/Cancel recording		*2
Change the method of conference Entry / Exit (Tone, Name, Silence)		*3
Play a PRIVATE Roll Call of participants on the line		*4
Group Mute all lines except the Leader's		*5
Un-Mute the Group		#5
Mute your own line		*6
Un-Mute your own line		#6
Lock the conference to any new Participants		*7
Un-lock the conference to any new Participants (If the Leader locks the conference and someone presses *0 or 00, they'll hear a recording to unlock the conference to allow the Operator to enter.)		#7
Allow or disallow the conference to continue after the Leader disconnects		*8
Play a PRIVATE participant count		*#
Play a PRIVATE list of all available commands		**

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After each conference is completed, the Leader will automatically receive an e-mail report of the conference. This report includes:

•		Conference Notes
•		Participants on the Web, and the length of time each was connected to the conference
•		Participants on the phone, and the length of time each was connected to the conference
•		Questions that were asked
•		Any Polling results

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Supported browsers and versions -

•		Internet Explorer 4.0 or higher on Windows Systems
•		Netscape Navigator 4.0 or higher on Windows Systems
•		AOL Version 5.0 and higher

Recommended modem speed - At least a 33.6 Kbps Internet connection.

Corporate Firewall - The products and services are firewall friendly using Port 80.

Macintosh compatibility - Not supported.

Computer hardware and memory requirements (minimum) -

•		PC with a Pentium processor of at 200 MHz
•		32 MB RAM

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