Conference bridges allow you to hold large conference calls with employees or customers, concurrently, through your Intermedia Unite account.  There are currently two forms, "Always-On" (unreserved) and "Scheduled" (reserved) conferences.

Callers who dial the Conference are asked to enter their "conference code" to join the conference. Each conference (Always-On and Scheduled) can have a Host code and a Guest Speaker code. In addition, Scheduled conferences can have an optional Guest Listener code. Callers who enter the Host code are able to access the Host Conference Controls during the conference. Callers who enter the Guest Speaker code are allowed to speak during the conference. Callers who enter the Guest Listener code are able to listen but not speak during the conference. Both Guest Speakers and Guest Listeners are able to access Guest Conference Controls.

This article will guide you through the process of setting up and configuring your new Conference.

We will cover the following topics:

Create a new conference bridge

To create a new Conference Bridge:

  1. Navigate to Voice ServicesResources & Utilities > click Create.
  2. Choose Conference Bridge and click Proceed.
  3. Assign a Name, Extension, and Phone number.
  4. Choose your payment Plan.
  5. Set a Location where this Resource will be used.
  6. Click Create conference bridge.
  7. Confirm charges for this operation on the next pop-up.

  

   

Edit settings / delete conference bridge

To access your Conference Bridge general settings:

  1. Navigate to Voice Services > Resources & Utilities > click on the Conference Bridge name.
  2. You can change the following settings on the General tab
    1. Update the Name.
    2. Change the Extension.
    3. Update the payment Plan.
    4. Change the conference portal log in PIN.
    5. Log in to the Conference Bridge portal.
    6. Change the Location.

     
To delete a Resource:

  1. Navigate to Voice Services > Resources & Utilities.
  2. Check the Conference Bridge you wish to delete.
  3. Click Delete.


    

Log in to your conference bridge

Accessing your conference bridge from HostPilot

If you are already logged in as an admin to HostPilot:

  1. Navigate to Voice ServicesResources & Utilities 
  2. Click on name of your conference
  3. Click Setup Schedule, Recordings and Settings

 

Logging in directly to a Conference Bridge

You or your employees can also log into your Conference directly, without needing to access the admin HostPilot first:

  1. Go to https://exchange.intermedia.net/ControlPanel/Login?ClientType=ControlPanel.
  2. Enter your Conference number and PIN (or temporary PIN if it is your first time logging in).

Once logged in, you may review and modify existing conference configurations.

  

 

Managing conference bridges

Scheduled Conferences

A Scheduled Conference has a defined start time and duration. You set the start and end time and configure the number of participants. Up to 25 talkers and a total of 100 people may participate in a Scheduled conference, and if desired all may be 2-way speaking participants. You can define how many Guest Speakers and Guest Listeners are allowed using the web interface.

To create a Scheduled Conference:

  1. Once you're logged into the bridge, click 'Reserve New Scheduled Conference'
  2. Enter all your meeting information including:
    • Type a Description to label your conference.
    • Date & Start time, as well as define Conference Length.
    • Configure the 'Time Zone'
    • Host and Guest codes for callers to log in with.
    • Type in the number of Guest Speakers needed (max 24 + 1 host = 25)
    • Type in the number of Guest Listeners needed (max 75)
    • Under Guest Communication, you can allow participants to speak prior to the host joining, or play hold music.  You are also able to select what happens when the host leaves the call; allowing the conference to continue, or placing all attendees back on hold.
  3. Click Save Changes to complete and create the conference.

You will be returned to the Conference Calling tab where you can see the Scheduled conference in the list below; the line detail will display the host and guest codes for quick reference.
You can also click on the description name to enter the conference configuration to edit any of the information you create the conference with.

 

Joining a Scheduled Conference

  1. Dial your Conference on which the conference is scheduled.
  2. Enter the Host, Guest Speaker or Guest Listener code to join the call.

 

Scheduled Conference Early Arrival

Your guests may arrive up to 10 minutes (the Early Arrival time) in advance of the designated start time for your conference call. Guests who arrive before the start of a scheduled conference call may join the conference call but depending on how the host has configured the reservation, may or may not be allowed to talk until the host arrives. Guests who arrive too early (before the Early Arrival time) will be notified that the conference is not accepting guests yet, and that they should call back closer to the scheduled time.

 

Scheduled Conference End of Call warning

Before the designated end time of your Scheduled Conference call, you will receive a warning prompt. If desired you can use your host controls to extend the duration of the call (see Host Controls).

Scheduled (Reserved) conferencing Up to 25 talkers & 100 total participants
Max. Scheduled conferences per number 50 scheduled conferences
Scheduled conferencing start date Up to 1 year in advance
Scheduled conferencing maximum duration 8 hours
Entry/Exit notification beeps On as a default

  

  

Always On Conferences

An Always-On Conference does not have a pre-reserved start time, so you may initiate a conference call at any time, whenever needed.

A Scheduled Conference is created inside of the conference bridge:

  1. Click the Conference Bridge name from the Resources & Utilities tab.
  2. Once logged into the bridge, click Reserve New Always-on Conference
  3. Enter all your meeting information including:
    • Type a Description
    • Host and Guest codes for callers to log in with.
    • Under Guest Communication, you can allow participants to speak prior to the host joining, or play hold music.  You are also able to select what happens when the host leaves the call; allowing the conference to continue, or placing all attendees back on hold.
  4. Click Save Changes to complete and create the conference.

You will be returned to the Conference Calling tab where you can see the Always-onconference in the list below; the line detail will display the host and guest codes for quick reference.
You can also click on the description name to enter the conference configuration to edit any of the information you create the conference with.

Joining an Always-On Conference

An Always-On Conference may be accessed at any time:

  1. Dial your Conference on which the conference is scheduled.
  2. Enter the Host Code or Guest Code to join the call.
  3. Always-On Conference Early Arrival
  4. Guests who arrive early to an Always-On Conference are placed on hold and will not be allowed to talk until the host arrives.
Always-On conferencing Up to 25 participants
Max. Always-On Conferences per number 50 Always-On Conferences
Always-On conferencing maximum duration 4 hours
Entry/Exit notification beeps

On as a default

 

Changing Your Pin

Admins can change the PIN from the Resources & Utilities tab; simply click the name of the conference bridge resource and look for 'PIN' in the configuration window.  Select Reset to prompt for a PIN reset window.

Alternatively, anyone who logs directly into the Conference Bridge service can also change the PIN within it's own configuration

  1. Go to https://exchange.intermedia.net/ControlPanel/Login?ClientType=ControlPanel.
  2. Enter your Conference number and PIN.
  3. Click on the Settings
  4. Click on the Change PIN button.
  5. Enter your current PIN.
  6. Enter your new PIN.
  7. Reenter your new PIN.
  8. Click Ok.

Please note: The new PIN must be between 7 and 10 digits and cannot start with 0. Also, the system will not allow a PIN that uses repeating numbers such as 222222 or an easily recognized pattern such as 123456.

  

Viewing Call History

  1. Go to https://exchange.intermedia.net/ControlPanel/Login?ClientType=ControlPanel
  2. Enter your Conference and PIN.
  3. Click the Call History tab.
  4. Select the timeframe of the Call History you wish to view

   

Conference bridge controls (Host/Guest)

The following options are available to the Host at anytime during a conference call:

0 - Access recorded help, participant count, time remaining in conference
#   - Return to the conference, once in help mode
#1 - Extend conference by 15 minutes during conference (Scheduled conferences only)
#2 - Reserve an additional inbound line during the conf. (Scheduled conferences only)
#3 - Start and Stop conference recording
#4 - Mute/Unmute all lines except the host
#5 - Lock/Unlock the conference (controls whether additional participants can join the conference)
#6 - Perform an automated Roll Call of all participants
#73 - Terminate conference immediately
*1  - Mute/Unmute my line only (applies to host and guest speakers only)
*2  - Enable/Disable entry/exit tones on my line only

Extending The Length of a Scheduled Conference

(Applicable to Scheduled Conferences Only) The Host may touch #1 during a scheduled conference call to extend the length of the scheduled conference by 15 minutes. The host can use this feature multiple times as necessary to increase the length of the conference.

  

Increase The Size of a Scheduled Conference

(Applicable to Scheduled Conferences Only) The Host may touch #2 to reserve an additional inbound line during a scheduled conference. For example if the conference in progress has 10 lines reserved but the Host would like to allow another person to be able to call in and join the conference, then the host can touch #2 during the conference to increase the number of reserved lines to 11. This feature can be used multiple times as necessary during the conference, up to the maximum allowed scheduled conference size.

 

Mute/Unmute All Guest Lines

The Host can Mute or Unmute all Guest lines in a conference by touching #4. This will not mute the host's line. This allows the host to regain control of a conference, effectively becoming the only speaker. This is sometimes referred to as "Lecture Mode". The Host can use this feature as often as desired during the conference.

 

Conference Lock

At any time during a conference call, the Host may lock the conference by touching #5. This feature can be used to increase the security on a conference, ensuring that no additional participants can enter a conference when it is locked. Once a conference is locked, any new participants who try to enter the conference will not be allowed to join, and will hear the following announcement:

"I'm sorry, the host has locked the conference. You may want to try calling back later."
If desired, the host can unlock the conference by touching #5 again. The Host can lock and unlock the conference as many times as desired during the conference.

 

Terminate Conference

The Host may immediately terminate a conference by touching #73. When the host terminates the conference, all parties hear an announcement indicating that the conference is ending now, and then all lines in the conference are dropped. This feature can be used by the host as desired to ensure that participants will not continue to speak after the host leaves, eliminating any additional costs on the conference.

Mute/Unmute My Line

This control is available to both Hosts and Guests. This feature allows the participant to mute or unmute their individual lines. The Host or Guests may mute or unmute their own lines by touching *1. When muted, the participant cannot be heard by the other participants in the conference.

Disable Entry/Exit Notification Tones

This control is available to both Hosts and Guests. This feature allows the participant to disable or enable the notification "beeps" that are normally heard when new guests join or leave the conference. The Host or Guests may disable or enable the notifications by touching *2. The disabling of these "beeps" applies only to the participant line that used the command, not to all participant lines.

   

  

Guest Controls

The following options are available to the guests at anytime during the conference call.

0 - Recorded help
*1 - Mute/Unmute my line only (applies to host and guest speakers only)
*2 - Enable/Disable entry/exit tones on my line only

 

 

Recorded Help

The Host can request Recorded Help at any time during the conference by touching #0. The Host will hear a participant count indicating the number of participants currently in the conference. The host then hears how much time is remaining in the conference, followed by a list of all Host Controls available to the host. The host can press # at any time during the recorded help to return to the conference.
 

  

Conference Recording

At any time during the conference call, the host may record the conference call. The recording will record all participants. Once recorded, you may listen to, save/download and forward conference call recording.

To Record a Conference Bridge:

  1. The host touches #3
  2. A voice prompt confirms that the conference is being recorded.
  3. To End a Conference Call Recording:
  4. The host touches #3
  5. A voice prompt confirms that the conference recording has stopped


To view Conference Bridge recordings:

While logged into your conference bridge, you can click the Conference Recordings tab.  You will see all conference bridge recordings in the list, and have a few additional options to manage them.

To listen to a conference call recording:

  1. Click the Play button associated with the conference call you wish to listen to.
  2. The conference recording will play through your computer speakers

To Download a Recorded Conference Call:

  1. Click the either the WAV or zip WAV to download the conference recording to your PC
  2. By clicking the zip WAV button, the file will be zipped and compressed before it is downloaded
     

To Forward a Recorded Conference Call:

You may forward a conference recording via email. The recipient receives your email with a link to the recording. You can secure the recording by requiring the listener to enter a code as well as track who has and who has not listened to the conference recording.

  1. Click the Forward button associated with the conference call you wish to forward
  2. Enter the email address or address you wish to forward the conference recording to
  3. On the next page enter your email address, a subject line and any text.
  4. Select if the recipient should enter a playback code
  5. Select if the recipient should enter any personal information to allow you to track who has and has not listened to the recording
  6. Click the Send button
      

To Track a Conference Recording:

  1. Click the Track button associated with the conference call you wish to track
  2. You will be presented with a table that shows who has listened to the conference recording and when they listened.