Audio Conferencing - VoIP.ms Wiki

Audio Conferencing

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How to Set Up a Call Conference

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What is the Audio Conferencing

The Audio Conferencing feature allows several people to dial into your DID number to be bridged together in the same conversation.
Audio Conferencing provides the host with a dashboard monitor that allows organizers to monitor and control different aspects of the conference call in real time.

Press the “Start Recording” button to get a recording of your conference call that you can listen and download after for any purposes.
Start using the Audio Conferencing feature by clicking the “Add Conference” button to create an entry.

Once your conference entry is ready, you can route your DID number to it from the navigation menu DID Numbers > Manage DIDs > Edit the number you want to route, to start receiving calls into your conference.

⚠ Note: Conference feature is only available to DID Numbers in Per Minute plan.
Calls entering the Audio Conferencing are billed each one independently according to the regular per minute rate of the DID number 
for the whole duration that participant remained in the conference.
The Call recording service has a rate of $0.0025 per minute, for the final duration of the recording. 
The per minute charges can be consulted at the Call Detail Records.


Contents


Add a New Conference

AudioConference1.png

Click on the "Add Conference" button to start creating your Audio Conferencing entry.

Information

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Name: This is the unique name of your conference. (e.g. Sales Meeting)
Description: This can be used as a note or description to easily identify your conference.
Maximum Participants: Specifies the maximum numberof callers that can participate in this conference. Leave empty for no limit. Once the limit is reached, the conference will be locked until a person leaves. Admin-level users are exempt from this limit and will still be able to access to join a locked conference.
Language: Language for system messages, such as “Invalid Option”.

For your new conference, you need to create a member profile, click on the other TAB "Participants and conference settings"

Participants and conference settings

This is the list of all member profiles for all conferences. To add a member profile to this conference, simply check the box next to his/her name.

AudioConference3.png


Add Member Profile

For your conference, you need to link a profile to your new conferences. In this way, you will apply some settings.

What you need to know before creating a profile.

 IMPORTANT: We highly suggest you to use a PIN # to connect the user into your conferences in order to prevent undesirable caller
 NOTE: You can have more than one profile per conference, but ONLY 1, can have a unlocked profile (Profile without PIN #). a PIN number can only be used by ONE profile.

 When the caller gets into your conference, if a PIN number is asked, the PIN entered will be reflected by the profile created.

 If you have created a pinless profile and profiles with a PIN are existent, at the prompt, if the user does not enter his PIN, he will automatically join the pinless profile.
Basic Options

AudioConference4.png

Name: This is the unique name of your Member Profile.
Description: This can be used as a note or description to easily identify your Member Profile.
PIN: Sets if the user must enter a PIN before joining the conference. The user will be prompted for the PIN. This also serves for selecting the member profile when the user joins the conference.

Note: The usage of the pound key after the PIN number to join the conference can be included
or excluded depending on your configuration, for instance, if all the members to the conference
are granted with a PIN code with the same amount of digits, they won't be requested to dial pound
key, however, if one of the members does have a larger PIN code, other members will require to dial 
the pound key to access the conference.

Admin: Sets if the user is an Admin or not.
Start Muted: Sets if the user should start out muted after entering the conference.
Announce Join Leave: When enabled, this option prompts the user for his name while entering the conference. After the name is recorded, it will be played as the user enters and exits the conference.
Announce User Count: Sets if the number of users in the conference should be announced to the caller as he joins.
Announce Only User: Sets if the “only user” announcement should be played when a caller enters an empty conference.

Advanced Options

AudioConference5.png

MoH When Empty: Sets whether music on hold (MoH) should be played when only one person is in the conference.
Quiet: When set to "YES", enter/leave prompts and user introductions are not played.
Announcement: If set, this recording will be heard only by the user as he joins the conference.
Drop Silence: The system will drop what is detected as silence from entering into the conference. Enabling this option will drastically improve performance and help remove the buildup of background noise from the call. This option is highly recommended for large conferences, due to its performance improvements.
Talking Threshold: The time, in milliseconds, that a users needs to be sending sound or voice before the system can consider them to be talking. Recommended value is 160 MS.

Silence Threshold: The time, in milliseconds, that silence needs to be present in the user’s sound stream before the system can consider it to be in fact silent and close the audio. The best way to use this option is to set it slightly above the maximum amount of milliseconds of silence a user may generate during natural speech, i.e. the regular pauses while speaking. Recommended value is 2500 MS.

Talk Detection: If set to YES, the conference dashboard will display a notification when a participant starts and stops talking. Jitter Buffer: When set to YES, the system will place a jitter buffer on the caller's audio stream before any audio mixing is performed. This option is highly recommended for maximum voice quality, but will add a slight delay to the audio and slightly impact system’s performance.

Select your profiles

After creating your profile.

🛈 Note: Depending on your needs, you can create more than one profile, with different settings on each one of them.

AudioConference6.png

Customize recordings prompt

In this section, you can customize each recording prompt used in the conference. Beforehand, you must have uploaded a recording file.
For further information on proceeding, please visit Recordings.

AudioConference7.png

Join: The recording played when a user joins, typically some kind of beep sound
Leave: The recording played when a user leaves, typically some kind of beep sound
Has joined: The recording played as a user intro, e.g. "xxxx has joined the conference."
Has left: The recording played as a user parts the conference, e.g. "xxxx has left the conference."
Kicked: The recording played to a user who has been kicked from the conference.
Muted: The recording played to a user when the mute option is toggled on.
Unmuted: The recording played to a user when the mute option is toggled off.
Only person: The recording played when a user is the only person in the conference.
Only one: The recording played to a user when there is only one other person in the conference.
There are: The recording played when announcing how many users there are in a conference.
Participants muted: The recording played when all non-admin participants are muted.
Other in party: The recording used in conjunction with the "There are" option, used like "There are" (number of participants) "Other in party”
Place into conference: The recording played when someone is placed into a conference, after waiting for a marked user.
Get PIN: The recording played when prompting for a conference PIN.
Invalid PIN: The recording played when an invalid PIN is entered too many (3) times.
Locked: The recording played to a user trying to join a locked conference.
Locked now: The recording played to an Admin-level user after toggling the conference to locked mode
Unlocked now: The recording played to an Admin-level user after toggling the conference to unlocked mode.
Error menu: The recording played when an invalid menu option is entered.
Participants unmuted: The recording played when all non-admin participants are unmuted.

Link a DID number to your conference

You need to link a DID to your new conference to use this feature. You need to navigate through the navigation bar and select "DID Numbers" > "Manage DID(s)".

Then, in the column "Actions" click on the button edit Edit icon.png, for the row of the DID you need to use with this conference.


AudioConference8.png


After you chose the DID you want to link to your conference. You need to route it to a conference. Then, save your choice at the bottom of the page, by clicking on the button "Click here to apply changes".

AudioConference9.png


Conference Dashboard

The dashboard will allow the user to have a graphical interface of the participants in the conference call, providing additional options for the admins.

AudioConference10.png


The Dashboard will also offer the "Start Recording" option, making it possible to record the call by the whole duration of the call recording service was active.

Call recording service has a rate of $0.0025 per minute, for the duration of the recording. The per minute charges will appear in the CDR.

You also have the "Lock conference" option, which allows you to block access to this conference. Otherwise, no new members can join the conference.

View statistics will allow you to see the conference statistics such as numbers or parties if the conference is locked and the maximum of members allowed.

On each participant, you will be able to see his caller ID name and number if it is available. Also, you have the possibility to mute the participant or kick-out the participant of the conference.

AudioConference11.png



Record your conference

During a conference, if you have activated the Start recording option, you will be able to listen to it in this section by clicking on the option "Downloads"

AudioConference12.png

The "Downloads" button opens a screen that allows the user to download, listen and send the recordings directly from the user interface.

AudioConference13.png

The option AudioConference-play.png allows you to listen to the recording directly from your navigator.

The option AudioConference-cloud.png allows you to download the recording directly to your device.

The option AudioConference-email.png if you want to send the recording over email. Simply input the target email address and click "Send Email" button.

AudioConference14.png

AudioConference15.png

AudioConference16.png

Direct Phone Key options In The Conference

The following option can be done directly in the conference, by the phone directly. This will depend if setting of the user profile, has been set as admin or not.

For a Regular user

 * to hear options
 [1] Mute or Unmute yourself
 [4] Decrease the conference volume
 [6] Increase the conference volume 
 [7] Decrease your volume
 [9] Increase your volume
 [8] Exit

For an Admin user

 * to hear options
 [1] Mute or Unmute yourself  
 [2] Lock or Unlock the conference
 [3] Eject the last user
 [4] Decrease the conference volume
 [6] Increase the conference volume
 [7] Decrease your volume
 [9] Increase your volume
 [8] Exit
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