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Table of Contents

Conference

You can add a conference call event in your calendar and invite attendees by email.

Note

To have access to Conference, the FortiVoice system administrator must give you the privilege to organize conference calls.

FortiVoice allows two types of conferencing:

  • User conferencing: You can set up conferences using the FortiVoice user portal.
  • Admin conferencing: The administrator can set up conferences using the FortiVoice web-based manager. For details, see the FortiVoice Phone System Administration Guide.

This section includes the following topics:

Specifications for conference call events

User conference call events include the following specifications:

  • Attendee limit: The maximum number of attendees that can join a conference call event.
  • Concurrent event limit: The maximum number of conference call events that you can simultaneously host.
  • Event duration: There is no limit as to how long a conference call event can last.

The following table lists specifications for user conference call events.

Model

Conference call event

Attendee limit

Concurrent event limit

FVE-VM-100 / FVE-100E

8

3

FVE-VM-200 / FVE-200F

8

3

FVE-300E

8

3

FVE-VM-500 / FVE-500E / FVE-500F

20

3

FVE-VM-1000 / FVE-1000E

20

5

FVE-VM-2000 / FVE-2000E / FVE-2000F

20

5

FVE-VM-3000 / FVE-3000E

20

8

FVE-VM-5000 / FVE-5000F

20

10

FVE-VM-10000

20

20

FVE-VM-20000

20

20

FVE-VM-50000

20

20

Adding a conference call event

Note

To have access to Conference, the FortiVoice system administrator must give you the privilege to organize conference calls.

  1. Access the calendar.

  2. Select conference.

  3. In the monthly calendar, double-click a date.
  4. Complete the following fields:

    GUI field

    Description

    Title

    Add a title for the conference call event.

    Conference ID

    The ID associated with the conference call.

    This field is read-only.

    Attendee PIN

    The PIN that an attendee must enter to join the conference call. You can use the one generated by the system or change it.

    Organizer PIN

    The PIN that you must enter to host a conference call.

    Select one of the following options:

    • Use voicemail PIN: This code is also used to access your voicemail messages and is stored on the FortiVoice phone system under Extension > Extension > User Setting, Phone Access.
    • Use personal code: This code is also used to access restricted calls and is stored on the FortiVoice phone system under Extension > Extension > User Setting, Phone Access.
    • Specific: You can specify your own code.

    Description

    Optionally, add details about this conference call event.

    Location

    Optionally, add information about the location of this conference call event.

    Start time

    Note

    Both start and end times use the time zone setting available in Preferences > Display Preference.

    Select the time for the conference call event to start.

    If the event will last all day, do not select a start time.

    End time

    Select the time for the conference call event to end.

    If the event will last all day, do not select an end time.

    All day event

    If the duration of the conference call will be an entire day, select the check box.

    Recurrence

    If you want the conference call event to be on a repeating schedule, click None, update the recurrence settings, and click OK.

    Attendee

    Note

    For details about the attendee limit for user conferencing, see Specifications for conference call events.

    1. Click Add Attendee.
    2. For every attendee, add an email and a display name, and click Create.
    3. Repeat for every attendee.
  5. To save the conference call event, go near the top left of the window and click OK.

    Example email received by an invited attendee

  6. To exit the calendar and return to the main page:

Adding a conference announcement

You can add a conference announcement to personalize the greeting that all attendees will hear after they enter the conference ID to join your conference call event.

To add a conference announcement

  1. Click the account icon.
  2. Click Preferences.

  3. In Conference Options, you have two options:
    • Option 1: To initiate the creation of an announcement:
      1. Click Call me.
      2. Answer your extension.
      3. Follow the prompts to record the announcement.
    • Option 2: To use an announcement that you have already recorded:
      1. Verify that the file meets the following requirements:
        • Format: WAV
        • Channel: Mono
        • Bit rate: 8000 Hz (8 kHz)
        • Sampling: 16-bit PCM
      2. Click Upload.
      3. Follow the prompts to upload the file.
  4. To save the changes, click OK.

Conference

You can add a conference call event in your calendar and invite attendees by email.

Note

To have access to Conference, the FortiVoice system administrator must give you the privilege to organize conference calls.

FortiVoice allows two types of conferencing:

  • User conferencing: You can set up conferences using the FortiVoice user portal.
  • Admin conferencing: The administrator can set up conferences using the FortiVoice web-based manager. For details, see the FortiVoice Phone System Administration Guide.

This section includes the following topics:

Specifications for conference call events

User conference call events include the following specifications:

  • Attendee limit: The maximum number of attendees that can join a conference call event.
  • Concurrent event limit: The maximum number of conference call events that you can simultaneously host.
  • Event duration: There is no limit as to how long a conference call event can last.

The following table lists specifications for user conference call events.

Model

Conference call event

Attendee limit

Concurrent event limit

FVE-VM-100 / FVE-100E

8

3

FVE-VM-200 / FVE-200F

8

3

FVE-300E

8

3

FVE-VM-500 / FVE-500E / FVE-500F

20

3

FVE-VM-1000 / FVE-1000E

20

5

FVE-VM-2000 / FVE-2000E / FVE-2000F

20

5

FVE-VM-3000 / FVE-3000E

20

8

FVE-VM-5000 / FVE-5000F

20

10

FVE-VM-10000

20

20

FVE-VM-20000

20

20

FVE-VM-50000

20

20

Adding a conference call event

Note

To have access to Conference, the FortiVoice system administrator must give you the privilege to organize conference calls.

  1. Access the calendar.

  2. Select conference.

  3. In the monthly calendar, double-click a date.
  4. Complete the following fields:

    GUI field

    Description

    Title

    Add a title for the conference call event.

    Conference ID

    The ID associated with the conference call.

    This field is read-only.

    Attendee PIN

    The PIN that an attendee must enter to join the conference call. You can use the one generated by the system or change it.

    Organizer PIN

    The PIN that you must enter to host a conference call.

    Select one of the following options:

    • Use voicemail PIN: This code is also used to access your voicemail messages and is stored on the FortiVoice phone system under Extension > Extension > User Setting, Phone Access.
    • Use personal code: This code is also used to access restricted calls and is stored on the FortiVoice phone system under Extension > Extension > User Setting, Phone Access.
    • Specific: You can specify your own code.

    Description

    Optionally, add details about this conference call event.

    Location

    Optionally, add information about the location of this conference call event.

    Start time

    Note

    Both start and end times use the time zone setting available in Preferences > Display Preference.

    Select the time for the conference call event to start.

    If the event will last all day, do not select a start time.

    End time

    Select the time for the conference call event to end.

    If the event will last all day, do not select an end time.

    All day event

    If the duration of the conference call will be an entire day, select the check box.

    Recurrence

    If you want the conference call event to be on a repeating schedule, click None, update the recurrence settings, and click OK.

    Attendee

    Note

    For details about the attendee limit for user conferencing, see Specifications for conference call events.

    1. Click Add Attendee.
    2. For every attendee, add an email and a display name, and click Create.
    3. Repeat for every attendee.
  5. To save the conference call event, go near the top left of the window and click OK.

    Example email received by an invited attendee

  6. To exit the calendar and return to the main page:

Adding a conference announcement

You can add a conference announcement to personalize the greeting that all attendees will hear after they enter the conference ID to join your conference call event.

To add a conference announcement

  1. Click the account icon.
  2. Click Preferences.

  3. In Conference Options, you have two options:
    • Option 1: To initiate the creation of an announcement:
      1. Click Call me.
      2. Answer your extension.
      3. Follow the prompts to record the announcement.
    • Option 2: To use an announcement that you have already recorded:
      1. Verify that the file meets the following requirements:
        • Format: WAV
        • Channel: Mono
        • Bit rate: 8000 Hz (8 kHz)
        • Sampling: 16-bit PCM
      2. Click Upload.
      3. Follow the prompts to upload the file.
  4. To save the changes, click OK.