User Guide

Conference Rooms

Up to 16 conference rooms may be configured with up to 256 participants allowed per conference room.

To create a conference room:

1. From the Main Menu click on VoIP, then click on "Add Conference Room." This will open a new page.
• If you exit this page without submitting any information, no voicemail slot would be created.
2. In the Name field enter a descriptive name of your choice for the voicemail slot. This name is for reference only and has no bearing on functionality.
3. Enter the desired schedule for the conference room to be available. If no schedule is set, the conference room will always be available.
• Use the "Date From / To" fields to set a specific date and time on which the conference room will be available to callers. Use the format MM:DD:YYYY HH:MM:SS when entering the date and time into these fields.
• Use the Day of Week and Time of Day schedule if you wish the conference room to be available at regular days of the week and times of the day. For more information on programming time of day and day of week schedules, see "Scheduling."
• You may also manually activate and deactivate the conference room by checkmarking and uncheckmarking "Active."
4. Checkmark "Active" and "In Use."
5. Click on "Save Changes."

To disable the conference room, i.e., make it unavailable, but keep the conference room and its settings saved, uncheckmark "Active" but ensure that "In Use" is checkmarked. If "In Use" is uncheckmarked, it indicates to the system that the conference room and its settings are available for discard and recycling.

Conference Room Audio Files

Conference rooms use four types of audio in the course of their operation: a prompt that plays when the conference room is active and callers first reach it, a message that plays when callers attempt to reach the conference room when it is not active, a message that plays when an incorrect password is entered, and a chime that sounds when new participants enter the conference room. When a conference room is newly created, by default it has only one audio file available, named "CHIME 00:00:02," which is a short recording of a chime sound. You may use this audio file or you may record or upload your own audio files.

To record new audio files through a telephone or other SIP device connected to LAD:

1. Click on the "Record New" button next to the type of file you wish to record.
2. Call the four-digit number that appears through a SIP device connected to LAD and record your audio. This number is a temporary extension for recording audio and will expire after one minute.
3. When done recording your audio, terminate the call.
4. Refresh the conference room page. The newly recorded audio should appear in the dropdown menu associated with the type of file for which you requested the recording number.
5. Select the new audio file in the dropdown menu.
6. Save changes.

To upload an audio file:

1. In the upload audio files section click on "Choose File."
2. Navigate to and select your audio file.
3. The name of the selected file will appear next to the "Choose File" button. If you need to choose a different file, click on "Choose File" again to select a different file.
4. Click on "Upload Audio File."
5. Select the audio file from the dropdown menu associated with the type of audio you wish to use it for.
6. Save changes.

For information on accepted audio file formats see "Audio Files."

Using Passwords with a Conference Room

Conference rooms may be used either with no password, in which case any caller may enter the conference room when they reach it, one password or multiple passwords.

To create a conference room password:

1. On the conference room page go to the Conference Room Passwords section and click on "Add Conference Room Password." This will open a new page.
• If you exit this page without submitting any information, no voicemail slot would be created.
2. In the Name field enter a descriptive name of your choice for the voicemail slot. This name is for reference only and has no bearing on functionality.
3. Enter the desired numerical string in the "Password" field.
4. Enter the desired schedule for the conference room password to be valid. If no schedule is set, the conference room password will always be active.
• Use the "Date From / To" fields to set a specific date and time on which the conference room password will be valid. Use the format MM:DD:YYYY HH:MM:SS when entering the date and time into these fields.
• Use the Day of Week and Time of Day schedule if you wish the conference room password to be valid at regular days of the week and times of the day. For more information on programming time of day and day of week schedules, see "Scheduling."
• You may also manually activate and deactivate the conference room password by checkmarking and uncheckmarking "Active."
5. Checkmark "Active" and "In Use."
6. Click on "Save Changes."

Other conference room password settings include:

• Match CallerID: With this optional feature you may forgo passwords and instead allow participants entry to the conference room if their caller ID matches the caller ID specified.
• Email, Subject and Message: If you have an email server installed and activated on your LAD, you may use these fields to send automatic email messages to conference room participants.
• Max Call Length (min): This specifies the maximum amount of time that someone using this password to enter the conference room may remain in the conference room. After the time has elapsed, the call will terminate.

Conference Room Participants

Conference room participants would be listed in the Conference Room Participants section of the conference room page. Here will be listed some details about the caller, including the duration of their participation in the conference call, their caller ID and the number they dialed.

To remove a participant from the conference room, click on "Remove."

Other conference room participant options:

• Private: Checkmarking this option puts the conference room participant in a private room within the conference room with any other participant who also has it checkmarked. These participants will still be able to hear the audio from the conference room, but only the participants with "Private" checkmarked would be able to hear each other's audio (until "Private" is uncheckmarked).
• Monitor: If this option is checkmarked, it allows the participant to listen in on the conference call, but not participante (i.e., the other participants would not be able to hear a participant with Monitor checkmarked).

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