How to Conference Call - 3 Easy Steps
Customizable Options and Keypad Command Descriptions
Operator Assistance ( *0 ) - Immediate operator support is available by pressing *0 on your telephone keypad (During AT Conference business hours - Monday-Thursday: 8:00 a.m to 7:00 p.m. ET; Friday 8:00 a.m. to 6:30 p.m. ET.).
Bill Code / Reference Number Capture - To make it easy for clients to track the billing of individual calls, employees or departments, our service gives the ability to assign a billing or reference number to a call. There are two ways to capture this information. Either way is available and can be customized to suit your needs.
Note: The Bill Code / Reference Number Capture feature must be enabled before it can be used. To have this enabled, please contact us and include your host code with your request.
Lock / Unlock Conference ( *5 ) - Once all of the invited participants have joined the conference call, the host can lock the call using a simple touch-tone command. This feature prevents others callers from being able to dial into the conference. To lock or unlock your conference, press *5.
Presentation Mode ( *7 ) - This listen only function allows the host to mute all participants except for themselves. This is done by placing the conference call in a presentation mode. In this mode, the host is the only line that can be heard. To mute or un-mute all of the members of the conference except for the host, press *7.
The presentation mode function allows for multiple presenters or speakers. This is useful when it is necessary to have several people speaking while all others in the conference are muted.
To allow several presenters to speak while the rest of the conference is muted, have all of the speakers dial into the same conference as hosts, using the host entry code. Have all other conference attendees dial into the conference using the participant entry code.
When *7 is pressed by any of the hosts, all participants (other than the hosts) will be muted and the conference will be in presentation mode. In this mode, only the hosts will be heard.
Self-Mute / Un-Mute ( *6 ) - Any participant may mute or un-mute their line - to avoid having any background noise heard - by pressing *6.
Roll Call ( #1 OR #2 ) - This feature provides the host with a count of how many people are on the call or depending on the configuration of your individual account, the recorded names of each participant may be heard. To hear a roll call of present conference member's press #1. To obtain a head count of present conference members, press #2.
Dialing-Out ( #3, #4, & #5 ) - The host can easily dial-out to as many participants as is necessary. Once that host has dialed out and made contact with another user, they may bring the new participant into the conference where all of the other participants are waiting. If the host reaches voice mail when dialing out, they may leave a message and easily disconnect from that line which, in turn, brings them back to the main conference.
Note: The Dial-Out feature must be enabled before it can be used. To do this, please contact us and include your host code with your request. Once this is done, this feature will be enabled for all subsequent calls.
Ending a Conference ( 99 ) - The host may end a conference call at any time by pressing 99. This ensures all conference members are properly disconnected.
Conference Room Configuration Options and Default Settings
Default Settings: Current default settings are shown with an in bold italics. If you wish to change any of these options, please contact us with your host code indicating your preferences. To change any of these settings while a conference is active, press *0 to contact a live operator. Changes made while a conference is in use are not permanent.
Interactive - Everyone on call will hear and talk to each other as soon as they enter the conference - regardless of a Host presence or not.
Music Awaiting Host - Participants are on Music Hold until the Host enters and the conference is then Interactive.
Music to Presentation - Participants are on Music Hold. Once the Host enters, the conference will automatically be placed into presentation mode which mutes all participants. If the Host enters early he/she will want to periodically announce to the participants so they know they are in the right place.
X On - Callers are prompted to record their name.
Off - No prompt for name.
Personal Message - Used in conjunction with name recording - will announce for each participant "Fred Smith has entered the conference."
Tone - Each participant entrance is noted with a short 'beep' tone.
System Message - Each participant entrance is noted by the announcement "Someone has joined the conference."
None - there is no indication that the participants have entered the conference.
Personal Message - Used in conjunction with name recording - will announce for each participant "Fred Smith has left the conference."
Tone - Each participant departure is noted with a short 'beep' tone.
System Message - Each participant departure is noted by the announcement "Someone has left the conference."
None - There is no indication that the participants have departed the conference.
System Message - Will announce, "The conference is now being recorded."
None - There is no indication that the conference is being recorded.
System Message - When any touch-tone commands are used an announcement will be made. Example: Host presses *7 to place conference in presentation mode you will hear, "Presentation mode is now enabled."
Tone - When any touch-tone commands are used it is noted with a short 'beep' tone.
None - There is no indication when any touch-tone commands are used.
Phone Conference Usage Reports
A Phone Conference Usage Report can be emailed to the host after each conference. This is a valuable tool that gives comprehensive detail of how a conference was used and keeps a complete record of each call.
For the call summary, this report tracks:
For details on individual conference members, this report tracks:
Note: This feature must be activated before it can be used. To activate, submit the form on the Activate Phone Conference Usage Reports page. Once your submission is confirmed, this feature will be enabled for all subsequent calls.
Conference Call Recording
Our system automatically archives and remotely stores recorded conference calls, however you must allow up to 30 minutes between recordings. If a new recording is initiated prior to the allotted time, any prior recording is deleted and cannot be retrieved.
Operator Initiated Recording - As a Host you may contact a live operator via the *0 command and request the operator initiate the process to ensure proper recording.
Host Initiated Recording ( #7 ) - A Host may record a conference call. To enable this feature:
<<< Recording Begins >>> You will hear, "The conference is now being recorded." This is your confirmation that the recording initiated successfully.
Schedule a Recording - To ensure that there are no issues with your recording you may also schedule a recording in advance. An AT Conference operator will initiate your recording. Go to the Schedule Conference Call Recording page to schedule your recording.
Retrieving a Recorded Call - There are three ways to retrieve/listen to your recorded conference calls (additional charges apply).
Please note the following:
This access information will be valid for all subsequent recordings. It is not necessary to make this request more than once. You may store only one recording at a time, regardless of length. When a new recording is initiated, any prior recording is deleted and is not available for playback.
Your playback can be controlled with the following key pad controls:
* During AT Conference business hours: Monday-Thursday 24 hours; Friday 12am to 10pm ET.