Audio Conferencing

Set up Account

A conferencing account is required to use InterConferencing Audio and Web Conferencing services.
You may set up an account by calling InterConferencing's Sales Team at 802-868-3001, or by using the sign up option on this site.

You may set up additional conference users (Moderators) under your existing account. Please contact your Account Manager to configure your account this way.

PIN Codes

A set of PIN Codes will be assigned to you at sign up. You will receive a Participant PIN which you may distribute to your conference participants along with the Dial-In Access number. You will also receive a Moderator PIN which identifies your account and initiates the conference call, and should therefore be kept private. These will be your permanent user codes to access the service.

As mentioned above, you have the option to add multiple Moderators to your account. When you configure your account this way, each Moderator will receive his/her own set of PIN codes. This allows for simultaneous conferences. It is very important that the appropriate Participant PIN be used in combination with its assigned Moderator PIN. This is how the Conferencing Bridge will identify callers/accounts and place them into the correct conferences.

Should you feel that your PIN Codes have been compromised, or that unauthorized parties have obtained access to them, please contact your account manager immediately. We will disable the PIN Codes in question, and issue new codes to you.

If you have lost or misplaced your PIN codes, please contact your account manager. We will retrieve them for you.

Log In

The log in process is simple:

Moderator:

1. Dial in using the toll or toll-free number provided to you at signup.
2. Enter the Moderator PIN code provided to you at signup.

Participants:

1. Dial in using the toll or toll-free number provided to you by your conference moderator
2. Enter the Participant PIN code provided to you by your conference moderator. (If music is heard remain on the line, you are holding for the Moderator to log in).

Troubleshooting:

If you are experiencing difficulty logging into a conference call, please try the following:

1. If the greeting message keeps repeating itself, please wait for the tone, enter your PIN Code slowly, then press the # key.
2. If you are still unable to log in, remain on the line, an operator will pick up, take your PIN Code verbally, and place you into the conference.
3. If the operator informs you that your PIN code is not valid or has been disabled, please contact your account manager to resolve the issue.

Call Features

Moderator Controls:

*1 Operator assisted Dial out (requires advanced authorization)
*2 Recording menu
*3 Recording playback menu
*4 Volume control
*5 Lecture mode on/off
*7 Lock conference
*8 Roll call
*0 Operator assistance

Operator Assisted Dial Out

Please contact your account manager to authorize use of this option on your account. Once the authorization is in place, the Moderator simply presses *1 from the conference, and provides the operator who answers the party's name and phone number. The operator will call the party, and connect them into the call. Any participants on the conference will not hear the Moderator's conversation with the operator, as the option temporarily removes the Moderator from the main call, and places them back when finished.

Recording Menu

You are able to record your conferences with your InterConferencing Audio service.

After you have logged in with the Moderator PIN Code, you may press *2 to access the recording menu.  The system will then ask you to choose a filename.  This is entirely your choice (1-8 digits).  The system will repeat the filename back to you when it has been accepted.  The system will then prompt you to press 1 to begin recording (please press 1 right away, as there is a time delay).  If you would like to double-check that the call is being recorded, you may press *0 when finished in the Recording menu to get an operator on the line, and ask her to verify that the call is recording.

Any participants on the conference will not hear the Moderator's conversation with the operator, as the option temporarily removes the Moderator from the main call, and places them back when finished.

There is no charge to record your conference. After you have recorded a conference it will remain in our system for 30 days.  You would need to contact us within that 30-day period to make arrangements for the playback.

Recording Playback Menu

You may choose to listen to your recording using the standard playback method.  You would need to log in with your Moderator PIN Code, and press *3 to access the recording playback menu.  You then enter the filename, and playback begins.  You may also have participants dial in to listen to the playback.  Your account will be billed for this option at the regular conference rates.

We also have many alternative options available for you to listen to your recorded conference (please see Advanced Features, Setting up Recording Playback)

Volume Control

This feature allows the Moderator to toggle the volume up or down one level. Press *4 to increase volume, and *4 again to decrease volume.

Lecture Mode

This feature allows the Moderator to turn Lecture Mode On or Off. Lecture mode allows for all Participant Lines to be muted (only moderator lines will be able to speak). Press *5 to turn Lecture Mode On, and *5 again to turn Lecture Mode off.

Lock Conference

This feature allows the Moderator to Lock the conference at a particular time. For example: A conference meeting is scheduled to start at 9:00 am sharp. The moderator can press *7 at 9:01 am to block any late callers from joining the conference. Press *7 to Lock Conference, and *7 again to Unlock.

Roll Call

A Participant Roll Call may be performed at any time during the conference by pressing *8. Please note that only Participants who are logged in at the time of the Roll Call will be counted. It is not possible to perform a Roll Call after the conference has ended.

Any participants on the conference will not hear the Moderator's conversation with the operator, as the option temporarily removes the Moderator from the main call, and places them back when finished.

Operator Assistance

A live operator can be reached at any time by pressing *0.

Participant Controls

Mute Line

Participants may use this option if they need to mute their line. This is often used when a Participant needs to place the conference call on hold. If there is hold music on their phone system, this will be played into the conference call. To prevent this, the Participant simply needs to mute his/her line before placing the call on hold. Press *6 to mute, *6 again to un-mute.

Operator Assistance

A live operator can be reached at any time by pressing *0.

Advanced Features

Setting up an Attended Conference

For an additional fee, you may choose to have an operator assist on the conference. A reservation is required in advance. Please contact your account manager for more information about the options available or to set up an attended call. You will be given new dial in phone numbers, and passwords for both Speakers and Participants.  This password needs to be given to the operator verbally after dialing in.   The operator may provide the following features:

Participant screening:

The operator will cross-reference a list of participants provided in advance to ensure security on the call and prevent unwanted participants.

Participant List:

The operator will take participant information such as name, company name, etc. in order to provide you with a detailed list of attendees following the conference.

Polling/ Q&A sessions:

Polling questions, provided to the operators in advance, may be asked by the moderator and a list of participants' answers will be provided following the conference. An operator can also moderate a question and answer period during your conference, placing participants in a queue to allow each line to be un-muted in sequence allowing for participants to ask questions one at a time.

Conference lines can be muted/un-muted according to your needs, the conference can be automatically recorded, and our operators are able to handle most special requests or instructions. Please contact your account manager to organize and tailor your conference to you specific needs.

Authorization for Dial Out Feature

The dial out feature is disabled for security reasons on all new accounts. We may authorize the feature for the date of your conference. Once a payment history has been established, we may authorize the feature permanently in the account.

Please contact your account manager for authorization. We will need the date of your conference as well as the location to be called (country). This feature is available at an increased rate: the standard rate per minute plus long distance charges to the location called. Please contact your account manager for current long distance rates.

Adding Additional Conference Lines

We can accommodate several hundred participants per call. Please contact your account manager if you require more lines than assigned to your account at sign up. We can add additional lines permanently to the account, or for a specific date. There is no additional charge for adding conference lines.

Setting up Recording Playback

We have several methods of playback that may be ordered or set up.

1. You may order a hard copy of the recording for $xx.xx US.  This may be on audio cassette or on CD (standard audio, .wav or .mp3 formats available).  Please contact your account manager to order.
2. You may choose to have the recording sent via FTP.  You would need to provide us with your FTP server information.  This is also $xx.xx US. Please contact your account manager to order.
3. You may choose to have your recorded conference play back using our Reservationless Playback Service.  A participant would be able to dial in at any time, enter a PIN Code (different from the standard Participant PIN), and they would be able to listen to the recording.  This is billed at $0.xx/minute per caller. Please contact your account manager to set up.

Turn around time for standard or Reservationless playbck is the same day; for hard copies it takes 24-48 hours to make the CD/cassette, and delivery time would depend on the shipping method chosen.

When ordering your recording from your account manager, please provide the date of the call, the Participant PIN used, the File Number you named the recording, as well as the desired shipping method. We can ship via regular mail or FedEx.

Adding Additional Conference Moderators

You can add additional conference moderators to your InterConferencing account. Each Moderator will receive his/her own set of PIN codes. This allows for simultaneous conferences. It also allows you to identify who is using the service on your invoices, as each call will indicate which Moderator initiated the conference.

Please contact your Account Manager to set up your account this way. You will need to provide the new Users' full names, email addresses and contact phone numbers.

Web Conferencing

Set up Account

A conferencing account is required to use InterConferencing Web and Audio Conferencing services.

You may set up an account by calling InterConferencing's Sales Team at 802-868-3001, or by using the sign up option on this site.

You may set up additional conference users (Moderators) under your existing account. Please contact your Account Manager to configure your account this way.

If you currently have an InterConferencing account, please contact your account manager to activate your Web Conferencing Service.

PIN Codes

A set of PIN Codes will be assigned to you at sign up. You will receive a Participant PIN which you may distribute to your conference participants along with the Log In URL. You will also receive a Moderator PIN which identifies your account and initiates the web conference, and should therefore be kept private. These will be your permanent user codes to access the service.

As mentioned above, you have the option to add multiple Moderators to your account. When you configure your account this way, each Moderator will receive his/her own set of PIN codes. This allows for simultaneous conferences. It is very important that the appropriate Participant PIN be used in combination with its assigned Moderator PIN. This is how the Web Conferencing software will identify users/accounts and place them into the correct conferences.

Should you feel that your PIN Codes have been compromised, or that unauthorized parties have obtained access to them, please contact your account manager immediately. We will disable the PIN Codes in question, and issue new codes to you.

If you have lost or misplaced your PIN codes, please contact your account manager. We will retrieve them for you.

Log In

The log in process is simple:

Moderator:

•  Go to the Log In URL provided to you at sign up or by your account manager.

•  Enter the Moderator and Participant PIN Codes provided to you at signup in the appropriate fields. Click submit/enter.

•  If application sharing is required, please click the link to obtain the small download that is necessary to use the application sharing option.

•  A new window will open, giving you your conference details. It also provides a " Send Email Report" option. Enter your email address to receive the Conference Report following the conference. Click start to begin the conference.

Participant:

•  Go to the Log In URL provided to you at sign up or by your account manager.

•  Enter the Participant PIN Code provided to you at signup in the appropriate field. Click submit/enter.

User Features

Participant Invitations

Publishing of Microsoft Excel, Word, and PowerPoint Documents

The Moderator may choose to display a Microsoft Word or Excel Document, or a PowerPoint Presentation for the conference. From the Toolbar, select PUBLISH. This option will allow you to browse your PC for the desired file. Once selected, click PUBLISH to upload the file for your conference. You may store your presentation or remove it when finished. To remove a Published Document, click REMOVE PUBLISHED from the PUBLISH tool.

Particpant List

You will see a Participant List window on your screen. When Participants join your conference, you will see their names appear in this window. Hovering over a name in this list will give you a Participant Information Box with their name, company, email address, and telephone number (provided they filled out this information when they logged in). Clicking a name in this list will give you a list of options for each Participant.

Chat

The Chat tool is available through the Participant List. The Moderator may initiate a Chat with an individual Participant by clicking his/her name from the Participant List and selecting CHAT. The Moderator may choose to send a Broadcast Message to all participants by clicking "All Attendees" from the Participant List, and selecting CHAT. A log of the conversation persists throughout the conference and can be stored to a text file by the Moderator or Participant. To store the conversation into a text file, press the SAVE button.

Control Passing

The Moderator initially takes control of the Web Conference, however, he/she may choose to assign control to a participant during the course of the conference. The Moderator may do so by clicking on a Participant's name from the Participant List, and selecting MAKE PRESENTER. The Moderator will lose all of their Toolbar options (it will become a participant Toolbar) as well as the Participant List. The new Presenter will have these Moderator Toolbar options, the Participant List, and will have full Moderator privileges. At any time, the original Moderator may take back control by selecting the PRESENT option on their Toolbar.

Disconnect Participants

The Moderator may disconnect a Participant at any time by clicking the Participant's name form the Participant List and selecting DISCONNECT.

Selecting DISCONNECT for "All Attendees" will end the Web Conference.

Document Annotation

The Marker allows the Moderator to draw and annotate Microsoft Word, Excel, and PowerPoint documents in real time. To turn on the Marker tool, simply select it from the Toolbar. You have a selection of different colors available. Please note that the annotations are not stored, and will be lost as soon as you advance to the next slide. You may turn off the Marker tool by clicking the icon on the Toolbar.

Pointer and Scrolling

The Moderator may use the Document Pointer to direct Participants' attention to particular content. As the pointer is moved on the Moderator's screen, it will move on all Participants' screens as well. The pointer is enabled with Smart Scrolling. This allows Participants' windows to be automatically adjusted/scrolled to always view what the Moderator is pointing at.

Polling

Polling allows the Moderator to conduct interactive question and answer sessions. The results are gathered in real time, and may be shared with Participants. The Polling tool is accesses by clicking on the Polling icon on the Toolbar.

To create and conduct a Poll Question:

•  Click NEW.

•  Type in the Poll Question and type in the Answer text. (if you need more or less answers click on ADD or REMOVE).

•  When the question and answers are complete, click SAVE. (the question can be CONDUCTED at a later time if desired).

•  Select the question, click CONDUCT. The question is now sent to all Participants. The Moderator waits for the answers to be collected, and is then shown a vote count and bar graph of these answers.

•  Click END POLL & SHARE RESULTS to broadcast the results to the Participants. Click END POLL to return to the Poll window to conduct another Poll.

•  Click cancel to exit the Polling tool.

Polling results will be included in your Conference Report (provided that you selected this option when you logged in). You may also choose to print the results at the end of each Poll Question.

File Transfer

The Moderator may transfer a file to an individual Participant by clicking their name from the Participant List, then selecting SEND FILE. You may also send a file to all Participants by clicking "All Attendees" from the Participant List and selecting SEND FILE. You are able to browse your PC for the file; once selected, click SEND FILE. The Participant will receive a Chat message with a link to download the file.

Participant Controls:

Chat
Hand Raising

Chat

A Participant can initiate a Chat window with the conference Moderator by clicking the CHAT option from the Toolbar. A participant cannot initiate a Chat with another participant.

Hand Raising

The Hand Raising tool is found on the Participant Toolbar. When this icon is clicked on, the Moderator will see a hand next to the Participant's name in the Participant List. The Hand is turned off by clicking the icon again. This tool is most often used to take a vote among conference participants, or to indicate to the Moderator that you would like to ask a question.

Advanced Features

Recording a Web Conference

You may choose to have your Web Conference recorded to view at a later time or share with missing Participants. We also offer linked recording of Audio and Web Conferencing. Please contact your account manager to order this service in advance. We will need the time/date of your conference.

Adding Additional Web Conference Lines

If you need more lines than were assigned to your account at sign up, please contact your account manager to add additional lines for your Web Conference. There is no charge to add lines.

Application Sharing

The SHARE button on the Moderator's Toolbar allows the Moderator to share individual applications or their entire desktop. The Participants will see the shared application and any changes made to it. This is often used to share Internet Explorer, to surf the web and have Participants navigate automatically along with you. If you intend to share your desktop, make sure to download the small applet from our site.

Once the SHARE button is selected, the Moderator will see a list of currently running applications. You may select one or more applications, and then click SHARE SELECTED. Or you may choose to SHARE ALL to share the entire desktop.

To stop sharing, click the UNSHARE ALL button from the SHARE window.

Remote Control

The remote control feature allows the Moderator to control an application on a Participant's computer. This option is accessed through the Participant List. When it is activated, both the Moderator and the Participant will be able to control the applications.

Click the Participant's name and select REMOTE CONTROL. The Participant will receive a window listing the applications that are currently running. The Participant selects the desired applications and clicks SHARE SELECTED, or simply clicks SHARE ALL. If you intend to share your desktop, make sure to download the small applet from our site.

To stop Remote Control, select the Participant's name from the Participant List and click STOP REMOTE CONTROL.