Once you are on the Moderator Login Screen:

Fill in the fields that appear:

• Access Phone Number field — Enter the access phone number for your conference.

Note: Enter phone numbers as digits only, with no punctuation, spaces, or leading 1.; include the area code if necessary. For example, enter8885551234.

• Access Code field — Enter the unique access code that identifies your conference’s subscriber account.

• Subscriber Password field — Enter your subscriber account’s subscriber password.

Click the Log In button.

Note: You can log into the Moderator before your conference starts. However, after several minutes with no conference active, ReadiVoice displays a warning that the Moderator will close in sixty seconds. If you do not confirm that you want to remain connected, ReadiVoice logs you out.

Using the Moderator, you can perform all the conference control actions that the subscriber can perform with touchtone commands. In addition, you have access to enhanced functions that are available only through the Moderator. For instance, you can set up a phone book and use it to dial out to people easily. You can even create preset groups of conference participants and easily dial out to all of them.

The sections that follow describe the controls and functions available to you in the Moderator application.

Working with Your Conference

The Moderator interface offers a visual, point-and-click alternative to using touchtone commands for controlling your conference and changing account options. The Moderator interface provides some capabilities not available through the touchtone interface, and it offers enhanced participant information and control

The upper section of your Moderator Control Panel contains twelve buttons and a check box that let you control the conference and access the Moderator application’s advanced functions. They are:

Mute All — Mutes all conference participants except the subscriber (and operator, if present).

Unmute All — Unmutes all conference participants except the subscriber (and operator, if present).

Lock Conf — Locks the conference so that no one else can join (not even an operator). When the conference is locked, this button becomes Unlock Conf.

End Conf — Disconnects all participants and ends the conference. A dialog box asks you to confirm.

Operator — Requests help from an operator.

Roll Call — Enables you to select one of two options to play the list of participant names recorded upon entry into the conference and may also play the participant count:

Roll Call to Chair — Click this button to play the roll call information on your line, so only you hear the information.

Roll Call to Conf — Click this button to play the roll call information to the whole conference

Note: For names to be played, Name Record must be enabled and Entry Announcement must be set to “Name.” Plays the roll call list of conferees and the count of anonymous participants to the subscriber. Available only if the account’s Roll Call Name Record option is turned on so that ReadiVoice prompts participants to record their names when they arrive.

Phone Book — Opens the phone book, where you can store names and phone numbers and create groups.

Dial All — Dials all participants in the Participant Information list who are not already in the conference. Available only if the account’s Dial Out option is turned on.

Adv. Features — Opens the Advanced Features dialog box. Available only if your service provider offers (and your subscriber account is configured for) advanced features.

Help — Opens the Moderator’s online help page.

Exit — Logs you out and closes the Moderator interface. You can exit at any time without affecting a conference in progress.

CAUTION! Do not use the browser X button instead of the Exit button. You must select the Exit button to exit properly from the Moderator.

Options — Opens the Options dialog box, where you can change the entry announcement option for this conference and, if your account permits it, some of the options for the subscriber account.

Conference Continuation — Selecting this check box enables the current conference to continue after the subscriber leaves. The conference does not end until the last participant disconnects. Available only if the account’s Conference Continuation feature is turned on.

Changing Account Options

When you click Options on the Moderator page, the Options dialog box appears. If your subscriber account enables you to change any of the account options, the dialog box has an Account Options tab, which is selected.

Here, you can change certain options affecting this subscriber account. The options that are available depend on how the account is configured. Contact your service provider if you have any questions about the options available.

The configurable options may include:

Name Record — Determines whether ReadiVoice prompts participants to record their names when they call to join a conference.

Entry Announcement — Determines how ReadiVoice announces the entry and exit of participants for your conferences: Tone, Name, or Silence. The Name option is only available if you turn on Name Record. participant dials in. Participants do not wait on hold for the subscriber to arrive.

Note: When you change the Quick Start setting, the change takes effect starting with the next conference. Be aware that Quick Start conferences offer less security than conferences which start only when the subscriber enters the correct Subscriber Password.

Auto Continuation — Turns Conference Continuation on by default for all your conferences. With Conference Continuation on, the conference does not end when the subscriber disconnects, but continues until the last participant disconnects.

• Recording — Dials out to a recording device. The Record tab of the Advanced Features dialog box. The details of conference recording depend on your service provider’s system configuration, but using the feature is simple: Open the Advanced Features dialog box and click the Record tab to select it.

 On the Record tab, click the Start button to start recording. If you want, you can then close the dialog box and reopen it later. Click the Stop button to stop recording.

• Voting — Lets you poll conference participants on one or more questions. They vote by pressing a touchtone key on their telephone keypads. ReadiVoice tallies and displays the results.

For example if you are using the Voting tab, with voting under way on Question 3. To conduct a vote:

 Open the Advanced Features dialog box and click the Voting tab to select it.

 Pose the question to the conference, specifying which touchtone keys mean what. For instance, you might say “Press one for yes or two for no.”

 On the Voting tab, click the Start button. ReadiVoice prompts each participant to vote. Participants who do not respond are prompted two more times before being counted as abstaining.

 Vote counts and percentages appear on a voting tab labeled

Question 1. Voting ends when all participants’ votes have been recorded or you click the Stop button.

 To vote on another question, click the Start button again. ReadiVoice creates a new tab labeled Question 2 and repeats the voting process.

Voting results remain available throughout your Moderator login session, so you can go back to review the votes later.

Working with Participants

The Moderator interface offers far more capabilities for working with participants than is possible with the touchtone interface. The additional capabilities derive mostly from two Moderator features, the Phone Book function and the Participant Information area.

Using the Phone Book

ReadiVoice provides a private phone book for each subscriber account. It lets you store the names and phone numbers of conferees and organize them into lists. Click Phone Book onthe Moderator main page to open the Phone Book.

Lists help you manage recurring conferences involving the same participants. For instance, if you have a weekly marketing conference call with the same eight participants, you can create a list called Marketing that contains the participants’ phone book entries. If your subscription includes dial-out capability, you can use the list to call everyone from the Moderator.

Your lists appear in the pane on the left. If you select a list, its members appear in the pane on the right.

The first time you open your Phone Book, the left pane contains a single item, Personal. This is your master list. You do not have to add people directly to this list (although you can). Instead, you create new lists under it and add members to them. Everyone you add to another list automatically appears in your Personal master list as well.

Creating a New Phone List

To create a new phone list:

Step 1 In the left pane of the Phone Book, make sure Personal is selected. Then click the New List button (or select New List from the File menu).

A dialog box asks you to name the new list.

Step 2 Enter a name for the list and click OK.

ReadiVoice puts the new list under your Personal master list in the pane on the left.

Step 3 With the list selected, start adding members to it. To create a new member entry manually, click the New Member button (or use the File menu).

A dialog box asks you for the member’s name and phone number.

Step 4 Enter the new member’s first name, last name, and phone number, which for ReadiVoice-IP may be a SIP address or URI instead. Then click OK.

Note: Enter phone numbers as digits only, with no punctuation, spaces, or leading 1.; include the area code if necessary. For example, enter 8885551234. This does not apply to SIP addresses and URIs, which may include characters, numbers, and punctuation marks. ReadiVoice adds the entry you created to the list.

Step 5 To move or copy a member from another list to the new list: • Select the source list and then select the entry you want to move or copy.

• On the Edit menu, select Cut (to remove the member from the source list) or Copy (to leave the member in the source list). • Select the destination list. Then, on the Edit menu, select Paste. ReadiVoice adds the member to the destination list.

Step 6 To add the participants in the current conference to the list, click the Import button (or use the File menu). ReadiVoice adds all the entries in the Participant Information area of the main Moderator window to the list.

Step 7 Continue adding members to the list until it is complete.Repeat this procedure to create additional lists.

Note: Lists can be nested in hierarchical fashion. To create a new list under your Personal master list, select Personal before you select New List. To create a new list that is subsidiary to some other list, select that other list before you select New List.

After creating multiple lists, select your Personal master list and notice that the members of all lists appear in it. List members are initially sorted alphabetically by first name. To sort the entries by last name or phone number, click that column heading. To change the order of the columns, drag the headings left or right.

Copying Multiple List Members

If you need to copy all (or most) of the members from one list to another, there is a shortcut to doing so one at a time:

Step 1 Select the source list and click the Export button (or select Export from the File menu). ReadiVoice puts all the list members into the Participant Information list in the main Moderator window.

Step 2 Select the destination list and click the Import button (or select Import from the File menu). ReadiVoice imports all the entries from the Participant Information list into the selected Phone Book list.

Step 3 If there are any members who do not belong in the new list, delete them using the Delete button.

Using Participant Information

From the Participant information screen, you can view and manage the participants in the current conference or dial out to participants and organize the conference. The participant list appears on the left. It contains:

• ID — The participant’s identification number. Participants are numbered sequentially in order of arrival.

• Status — The participant’s status:

• Conf — Participant is in conference.

• Dial Out — Subscriber is dialing out to a participant.

• OpConf — Participant is in private conference with an operator.

• Menu — Participant is interacting with the call flow or on hold, waiting to joining the conference.

• Menu OpR — Participant is interacting with the call flow or on hold, waiting for operator assistance.

• Conf OpR — Participant is in the conference, waiting for operator assistance.

• Discnt — Participant has disconnected from conference.

• Phone — The participant’s telephone number.

If the participant dialed into the ReadiVoice system, and if the telephone network provided the information, this includes the number from which the participant called. If you added the participant to the list from the Phone Book and/or dialed out to the participant, this is the number at which the participant can be or has been reached.

• Name — The participant’s name. If you added the participant to the list from the Phone Book, the name comes from there. For participants who dial into the conference, you can assign names to their entries by clicking the Name field and typing the name into it.

Note: If your service provider supports (and your account includes) the ACM PINs feature, callers are prompted to enter their PINs (personal identification numbers). In this case, the PINs they enter appear in their Name fields, identifying the participant on each line.

The controls to the right of the participant list are:

• Dial — Dials out to someone.

• Disconnect — Disconnects the selected (highlighted) participant from the conference.

• Mute — Places the selected participant into listen-only status. This does not remove the participant from the conference.

• Remove — Removes the selected participant from the participant list. Available only if the participant is not in the conference.

• Play Name — Plays the selected participant’s name to the subscriber. Available only if the participant is in the conference and the Name Record option is turned on.

Dialing Out from the Moderator

If the account’s Dial Out option is turned on, you can dial out from the Moderator interface. The Moderator interface supports the same simple dial-out process that is available using touchtones, which is most often used to add another participant to an existing conference. When combined with the Phone Book function, the Moderator’s dial-out capabilities let you do far more. You can completely organize and start a conference from the Moderator interface, dialing out to all participants including the subscriber.

Adding a Participant

To add a participant to a conference that is under way and to which the subscriber is connected:

Step 1 If the person you want to add is in your phone book, open it, select the person, and click Export. ReadiVoice adds the person you selected to the list of participants in the Participant Information area of the Moderator page.

Step 2 On the Moderator page, select the new participant and click Dial. Or, to manually dial someone (not using a phone book entry), just click Dial. The Dial Out dialog box appears. If you selected a phone book entry, the dialog box already contains the participant’s name and number.

Step 3 If you are manually dialing someone, enter the name and phone number. Then click Dial.

ReadiVoice connects the subscriber to an outbound line and dials theparticipant. The Dial and Cancel buttons become Connect and Disconnect. When the call is answered, the Connect button becomes available. The subscriber can speak to the called party, leave amessage, and so forth.

Step 4 To add the called participant to the conference, click Connect. To disconnect the line, click Disconnect.

Note: Alternatively, the subscriber can connect or disconnect the line using touchtone commands. In any case, the subscriber rejoins the conference.

Dialing All Participants

Most ReadiVoice users conduct meet-me conferences. The subscriber distributes the time, date, and access information to the participants, who dial into the conference. However, using the Moderator interface, you can easily conduct dial-out conferences if the account permits dialing out. Phone Book lists make the process especially quick and easy.

Note: You can set up a dial-out conference entirely manually, using the procedure described in the previous section for each participant. Except for a small, one-time conference, however, using a Phone Book list is more convenient. If you are the subscriber, you can dial into the ReadiVoice system, log into the Moderator interface, and then dial out to all the other participants. If you are performing the moderator function on behalf of the subscriber, you can log into the Moderator and dial out to everyone, starting with the subscriber.

ReadiVoice supports two modes of dialing all:

• Progressive — ReadiVoice dials each person on the list in turn, starting with the subscriber if not already in conference. Each participant called is connected to the subscriber. Each call can be handled individually in this mode, either connecting the line into conference or disconnecting it. You can stop the dialing process at any point by clicking a check box in the Dial Out dialog box.

• Blast — ReadiVoice dials everyone on the list simultaneously, including the subscriber if not already in conference. Participants are placed into conference without any intervention on your part.

Progressive Dialing

To dial all participants one after another:

Step 1 Add all the participants to your phone book and create a list that contains them.

Step 2 In the Phone Book window, select the list and click the Export button.

ReadiVoice adds the members of the list to the participant list on the Moderator page.

Note: The subscriber should not be in the list. If the subscriber needs to be called, ReadiVoice prompts you for the subscriber’s number. See the next two steps.

Step 3 On the Moderator page, click Dial All.

If the subscriber has not already dialed in, the Dial Out dialog boxvprompts you to dial out to the subscriber first.

Step 4 To dial out to the subscriber, enter the phone number. Then click Dial.

ReadiVoice dials the subscriber. The buttons in the dialog box become Connect and Disconnect. When the call is answered, the Connect button becomes available.

Step 5 To connect the person you reached to the conference as the subscriber, click Connect. To disconnect the line, click Disconnect.

A dialog box asks you if you want a passcode.

Note: If the subscriber dials in, ReadiVoice prompts the subscriber to set up the optional passcode, but if you dial out to the subscriber, the Moderator application prompts you instead. If you are not the subscriber, be sure you know whether the subscriber wants to require a passcode and what it is. The passcode, if chosen, affects only participants who dial in; they must know it to join the conference. Participants to whom you dial out are not prompted for the passcode.

Step 6 To use a passcode to control dial-in access to the conference, enter the passcode and click OK. Otherwise, click None.

ReadiVoice sets up the conference. Then, it dials the first participant in the list and connects the subscriber to the outbound line. The Dial Out dialog box shows you the call’s progress. When the call is answered, the Connect button becomes available.

Step 7 To add the called participant to the conference, click Connect. To disconnect the line, click Disconnect.

Note: For ReadiVoice-TSP, when you use the Moderator’s Dial All function, the subscriber cannot use touchtones to disconnect the line or join it to the conference. You must use the Moderator for these functions. If you are not the subscriber, it is helpful if you can communicate with the subscriber during this process.

ReadiVoice either adds the participant to the conference or disconnects the line. Then it dials the next participant in the list.

Step 8 Repeat the previous step for each participant in the list. If the dialing all process fails to reach some participants and you have alternate numbers to try, dial them individually.

Blast Dialing

Note: This procedure assumes the subscriber is already in conference. If not, you are prompted for the subscriber’s phone number and then for a passcode, as in progressive dialing. Although everyone is dialed simultaneously, other participants may wait on hold for a time until the subscriber enters the subscriber password and is placed into conference. To blast dial all participants:

Step 1 Add all the participants to your phone book and create a list that contains them.

Step 2 In the Phone Book window, select the list and click the Export button. ReadiVoice adds the members of the list to the participant list on the Moderator page.

Step 3 On the Moderator page, click Dial All. The Dial Out dialog box appears. It contains the name and phone number of the first person in the participant list.

Step 4 Click Blast Dial.

The dialog box closes, and ReadiVoice dials everyone in the participant list simultaneously. Each participant who answers hears a message explaining that the call is for a teleconference and prompting the participant to press 1 to join the conference. Participants who press 1 are placed into conference.

Note: The passcode, if any, affects only participants who dial in; they must know it to join the conference. Participants to whom you dial out are not prompted for the passcode.

Resolving Java Moderator Problems

Most problems are resolved by verifying the requirements listed here. If, however, you see a “Failure to connect to conferencing server” warning, you need to contact your system administrator.

Proxy servers and some network firewalls may block users from downloading certain applications, which can only be resolved by a network system administrator.

If you have trouble logging into the Java Moderator interface, verify that:

1 Your computer has access to the Internet.

2 You are using the correct Web address (URL) as directed by your service provider.

3 You are using a supported Web browser

4 You entered the correct access phone number, access code, and subscriber password in the login dialog box.

5 Your browser has the required version of Java Runtime Environment (JRE) Plug-in installed.

If this does not resolve the problem, contact your conferencing service provider or your system administrator for help.

Copyright ©2004 Vantage Conferencing 2005. All rights  reserved.