Setup and guides

How to set up and use SmartVoice Meet-Me Conference

Learn how to manage and moderate your Meet-Me Conference service from Shaw Business. The Meet-Me Conference business phone option can be used to create a conference and add conference hosts.

About Meet-Me Conference

ComplexityMedium

With your Meet-Me Conference service you can create multiple bridges (conferences); however, the number of people that can join conferences is limited by the number of ports (members) that have been purchased. For example, 10 members purchased - 2 conferences created = 5 members in each conference at the same time.

Only the group administrator of your business/organization can designate who can host the conference. This is performed via the group administrator portal at http://smartvoice.shawbusiness.ca. Follow the steps below to create conferences and add conference hosts.

With your Meet-Me Conference service you can create multiple bridges (conferences); however, the number of people that can join conferences is limited by the number of ports (members) that have been purchased. For example, 10 members purchased - 2 conferences created = 5 members in each conference at the same time.

Only the group administrator of your business/organization can designate who can host the conference. This is performed via the group administrator portal at http://smartvoice.shawbusiness.ca. Follow the steps below to create conferences and add conference hosts.

  1. From the main menu, choose Group Services > Site Services' > Meet-Me Conferencing.

    Site services under Group Admin Portal
    Site services under Group Admin Portal

  2. The profile screen allows you, as the group administrator, to manage the configuration settings for the service and the members added as hosts to the Meet-Me Conference. You can also manage the call policies, such as language and time zone, for the Meet-Me Conference from this screen.

    Add conference hosts
    Add conference hosts

  3. Add the members that you wish to add as conference hosts by using the Add and Remove options to move users between Available Users to Conference Hosts.

  4. Once the hosts are created, they will be able to create personal Meet-Me Conference bridges and, if they have the desktop or mobile application, will have a MyRoom Conference bridge created automatically after they log in on the desktop/mobile app.


Conference hosts can now schedule, manage, and delete conferences as desired, as well as listen to recorded conferences. This is performed in the conference host’s individual user portal.

  1. Go to Calling Features > Meet-Me Conferencing > Meet-Me Conferencing.
    Go to calling features in your individual dashboard
    Go to calling features in your individual dashboard
  2. Scroll down to the Meet-Me Conferencing section
    Meet-me-conference overview
    Meet-me-conference overview
  3. As the conference host, you can add a new conference by selecting Add to access the screen as seen below. If multiple bridges are available, you can select the bridge and enter a title for the new conference.
  4. As the host, you can also configure the conference restrictions, such as the number of participants and entry behaviour. Finally, you can select one of three types of conferences and provide the time and date for the conference type selected. The conference types are:
    • One time - Enter a start date and time, and duration for the conference.
    • Recurring - Enter a start date and time, duration, and recurring details for the conference.
    • Reservation less - Enter a start date and, if desired, an end date for the conference.
  5. To manage the conference, select View and edit the desired conference.
  6. From the Modify screen, you can adjust any of the initial settings that were defined when the conference was added and view the conference access information, including opening the conference's Moderator Console for that particular conference session. We will discuss more about the console in another section.

Add a Meet-Me Conference
Add a Meet-Me Conference

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How to assign delegates to conferences

ComplexityMedium

Delegates can modify and moderate the conference, but cannot delete or delegate the conference to anyone else. As the host, you can assign delegates to conferences that you have created. To do this, log in to your individual user portal and navigate to Calling Features > Meet Me Conference (located at the bottom).

Delegates can modify and moderate the conference, but cannot delete or delegate the conference to anyone else. As the host, you can assign delegates to conferences that you have created. To do this, log in to your individual user portal and navigate to Calling Features > Meet Me Conference (located at the bottom).

  1. Click Edit.
  2. Scroll down to the Delegates section.
  3. To find all available users, click Search. Alternatively, to find specific users, enter your search criteria and click Search.
  4. In the Available Users column, select users to assign as conference delegates and click Add. The selected users will be moved to the Conference Delegates column.
  5. Click Save.
    Edit Meet-Me Conference
    Edit Meet-Me Conference

Members will need to be added by the group administrator to the Meet-Me Conference bridge under Group Services > Site Services > Meet-Me Conferencing > Conference Hosts before they are searchable in the individual user settings.

The Group admin can add members to the conference bridge
The Group admin can add members to the conference bridge

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How to moderate a conference

ComplexityMedium

When the Meet-Me Conferencing Moderator Console is launched, it shows all of the conference details. As moderators and participants join the conference, the console is updated with this new information. The moderator controls are visible once a moderator or participant has joined the conference.

The Moderator Console can be launched by either the host or a delegate and you must be logged in to your own user profile.

The Launch Moderator Client button will not be available if you are logged in as the group administrator.

Follow these steps to launch the Conference Moderator Client (console):

When the Meet-Me Conferencing Moderator Console is launched, it shows all of the conference details. As moderators and participants join the conference, the console is updated with this new information. The moderator controls are visible once a moderator or participant has joined the conference.

The Moderator Console can be launched by either the host or a delegate and you must be logged in to your own user profile.

The Launch Moderator Client button will not be available if you are logged in as the group administrator.

Follow these steps to launch the Conference Moderator Client (console):

  1. Select Calling Features.
    Select calling features
    Select calling features
  2. Click Edit on the conference you wish to launch.
    Edit Conference
    Edit Conference
  3. A new window will pop open with options to manage your conference.
    Moderator Bridge
    Moderator Bridge
  4. Select your conference options.
  5. To start the conference, select Start Moderator Client.
    Start the conference
    Start the conference
  6. The Moderator Client will load in a new window. You may need to allow pop-ups for this site on your web browser.
    Allow pop ups
    Allow pop ups
  7. If prompted, or if you are calling the conference number from a phone, enter the required 'Moderator Pin'.
    Enter moderator pin
    Enter moderator pin
  8. Add a participant
    • You can add participants by calling them from the dialler in the console by entering the participant's phone number.
    • If participants are invited from the console, the conference will dial their number and when they pick up, they will automatically be placed into the conference (without having to enter the Conference ID). This feature is only available if 'Individual Outdial' is enabled for the bridge by the group administrator ('Group Services' > 'Site Services' > 'Meet-Me Conferencing').
      Individual Outdial
      Individual Outdial
    • Alternatively, the participant can join the conference by dialing the conference number and entering the 'Conference ID' given to them by the moderator.
      Enter Conference ID
      Enter Conference ID
  • Once the call is in progress, the participants can be managed through this console.

    Bridge Console
    Bridge Console


Some of the functions available through the console are:

  • Conference Header Bar – Displays the moderator information, conference information (such as name, ID, number, and security PINs), and contains general controls.
  • Help and Sign Out links – Links for help and for the user to sign out.
  • Global Message Area – Displays any information, warning, or error message that needs to be communicated to the user for 10 seconds.
  • General controls – Allows you to perform actions on the conference. They include: Lock/Unlock Conference, Start/Pause/Resume/Stop Recording, Lecture Mode, End Conference, and Call History.
  • Dialer – Allows you to add participants to the conference.
  • Message History window – Lists the last 15 messages that were displayed in the Global Message Area, ordered from the most recent to the oldest.

To control conference features through your handset, you can use the * codes shown below.

Feature DescriptionFeature Access Code
Transfer to Operator *0
Mute/Unmute Line *1
Participant Count / Roll Call *2
Lecture Mode On/Off (moderator only) *3
Lock/Unlock Conference (moderator only) *4
Recording Options (moderator only) *5
Invite New Participant (moderator only) *6
Enter Self Identification Code *7
End Conference (moderator only) *8
Log in as Moderator *9
Return to Conference *#
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