Scheduling a New Order - Audio - Verizon Enterprise



|Scheduling a New Order - Audio |

After logging in to Manage My Meetings, you can create an Audio conference from the Reserved Audio Calls tab of the Manage My Meetings page.

1. Click on Add Calls from the Reserved Audio Calls tab of Manage My Meetings

2. Use the tabs at the top of the e-scheduling screen to enter the conference details: General, Schedule, Audio Participants, Audio Features, Net Conferencing and Confirmation.

3. Then click on Schedule Conference.

General Tab

1. First, complete the contact, leader and billing information in the General tab.

2. To set up a meeting for yourself, select Contact is also the Conference Leader.

3. To set up a meeting for another user, click on Search for Leader.

4. If necessary, enter or select the appropriate Billing information (CRC).

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Searching for a  Leader

1. From the General tab of the Complete Scheduler, click on Search For Leader.

2. To schedule a meeting for another user, you must have that person's full name and e-mail address.

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3. Enter the first and last name, and e-mail address.

4. Then click on Search.

5. Click on the appropriate result, and click on Select.

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Schedule Tab

1. Next, complete the details on the Schedule tab; completing the recurring section if appropriate.

2. Select the appropriate date and time.

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Recurring

1. To set up a Recurring series, first, select the Recurring Conference radio button.

2. Then click on Set Up Call Pattern. The Conference Schedule window will appear.

3. Complete the appropriate fields and click on OK.

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4. The Schedule tab will reappear with up to 10 calls listed.

5. To remove a specific date, simply select the date and click on Delete Date.

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Audio Participants

1. Next, complete the details on the Audio Participants tab.

2. Enter the number of participants.

3. Select the appropriate toll free, internal or toll numbers.

4. If appropriate, complete the Dial Out section of the screen.

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Dial Out Participants

1. To enter dial out participants, click on Add Participant.

2. Enter the information for participant including name and phone number.

3. Click on OK.

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4. Click on Add Recipient to continue adding additional participants to be called by the Coordinator.

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To enter a number outside the US, use the Country Code Help link.

1. Select the originating and destination countries.

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2. If necessary, select the city.

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3. Click on Find Country And City Calling Code.

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4. In the Dial Out window, enter the country code and the phone number in the appropriate fields.

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Audio Features

Next, complete the details on the Audio Features tab.

1. Select the Entry Method, Meeting Management Capabilities, Support Features and Administrative Features. 

2. The Administrative Features require additional information. Click on Enter Details to complete the additional screens for Conferencing Transcription, Participant List, Instant Replay Plus and Conference Recording.

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Conference Transcription

1. To add Transcription to an order, select Conferencing Transcription from the Features window.

2. Then click on the Enter Details button. The Transcription Recipients screen will appear.

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3. Click on Add Recipient.  The transcription details window will appear.

4. Select Send to mail a hardcopy of the transcription. 

5. Then enter the number of copies to be mailed. 

6. Enter the name and address of the recipient in the fields provided.  This information is only required if Send has been selected.

7. If you would like a copy e-mailed, select E-mail one copy to, and then enter the e-mail address of the preferred recipient.

8. Click on Add.

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9. The Transcription Recipients window will appear.

10. To add another recipient, click on Add Recipient again, and enter the appropriate details for the recipient.

11. When all recipient data has been added, click on Finished.

Recipient information can be modified.

1. Select the appropriate recipient and click on Edit Recipient.

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Participant List

1. From the Audio Features tab, select Participant List.

2. Click on Enter Details.  The Participant List Information window will appear.

3. Select the information that you would like the Conference Coordinator to gather as participants enter the meeting.

Notes:

o Select the criteria in the order that you would like the information gathered at the time of the call.

o If you are scheduling a conference with a Q&A session, this will be the information that is used to announce participants during your Q&A.

o For example, if you want to gather the names of participants as well as the company they work for, select Name in the first drop down menu, and select Company as the second option.

o If you select Location make a note for the coordinator indicating the specific location information you want gathered.

o For example: City and State, Building Location, etc

4. Then click on OK.

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Instant Replay Plus

1. From the Audio Features tab, select Instant Replay Plus (IR+).

2. Click on Enter Details.  The Instant Replay Plus information window will appear.

3. Determine the number of days you would like the IR+ recording to be available.  In the Instant Replay Plus Availability section of the window, enter the end date and time for the IR+ recording.

4. If you want an extra level of security for your replay, select Require a numeric password to hear replay.

5. Then enter a four-digit number in the following field.

Notes:

o This password is not required to schedule an IR+ recording.

o IR+ passcodes cannot start with 0.

o IR+ passcodes cannot be in consecutive order. eg. 1234 would be an invalid passcode.

6. Then select the appropriate phone number that people will dial to access your IR+ recording: Toll and/or Toll Free

7. If you want to gather additional information from participants as they call in to listen to your recording, select Voice Response Information.

o Then, select the information you would like gathered.

o Note: Voice Response is not required to schedule an IR+ recording.

o Then enter an e-mail address  in the Comments for Coordinator field. This e-mail address will be used to send you, or your preferred recipient, a Detail Report for your IR+.

8. Click on OK.

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Conference Recording

1. From the Audio Features tab, select Conference Recording.

2. Click on Enter Details.  The Conference Recording Recipients window will appear.

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3. Click on Add Recipient.  The Conference Cording Recipient Information screen will appear.

4. Select the appropriate Media Choice.

o Download File (.wav or .mp3) - an e-mail will be sent to the conference leader when the file is available for download.

o Cassette and CD - Enter the name and address of the preferred recipient. 

5. Then select the number of copies (1 or 2) to send to that individual, and the appropriate shipping method.

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6. Click on Add.

7. To request additional recipients, or additional formats, click on Add Recipient again.

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Notes:

• Download can only be selected once per order, and the file can only be downloaded one time.

• You can request both a downloadable copy and a CD or Tape.  However you cannot do both from the same window. One format must be requested and added, then the second format can be added by clicking on Add Recipient.

Net Conferencing

If you would like to add a Microsoft Office Live Meeting net conference to your meeting, complete the Net Conferencing tab.

1. If you did not already select Net Conference on the Audio Features tab, select Add Visuals Over the Internet on the Net Conferencing tab.

2. Then enter the number of participants who will be joining the net conference.

o Generally, this will be the same as the number of audio participants.

o However, you can enter a different number if you expect significantly fewer participants to be able to join the net portion of the meeting.

3. If you would like a list of the participants who joined the net conference, select Participant List and enter the e-mail address of the person you would like to receive that list.

4. If you would like the Conference Coordinator to join the net conference and change the slides for you, select Operator Hosted.

5. You may want to have your net conference recorded. 

o Net Replay - this provides a recording of your net conference that participants can access from the conferencing website.  A net replay can be made available for up to 360 days.

o FTP Download - this provides a downloadable copy of your net conference.  You may choose FTP Download if you want to post the replay on your company's internal website, or if you want to have the recording available for more than 360 days.

o Note: It is not necessary to select Conference Recording in the Audio Features tab in order for participants to be able to hear the audio in a net recording.  You only need to select the appropriate net recording option (Net Replay or FTP Download). The voice and data portions of the conference will be recorded together.

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Confirmation

It is always a good idea to receive an e-mail confirmation of your meeting details.

1. From the Confirmation tab, select Send e-mail confirmation to and enter the appropriate e-mail address.

2. If you are setting up a conference for a different person, you may want to enter that person's e-mail address in this field.

3. Separate multiple e-mail addresses by a semi-colon.

4. Click on Schedule Conference to complete the order.

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5. A screen will appear with the text of the confirmation.  Click on Finished.

6. The Complete e-Scheduling (Audio) window will reappear.

7. To return to Manage My Meetings click on the link at the top of the page.

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