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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 update the FortiVoice phone system to give you the privilege to organize conference calls by adding your extension in Call Feature > Conferencing > User Conferencing.

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.

FortiVoice model

Attendee limit

Concurrent event limit

FVE-VM100 / FVE-100E

8

3

FVE-VM200/FVE-200F

8

3

FVE-300E

8

3

FVE-VM500 / FVE-500E / FVE-500F

20

3

FVE-VM1000 / FVE-1000E

20

5

FVE-VM2000 / FVE-2000E / FVE-2000F

20

6

FVE-VM3000 / FVE-3000E

20

8

FVE-VM5000 / FVE-VM5000F

20

8

FVE-VM10000

20

8

FVE-VM50000

20

10

Adding a conference call event

  1. Go to Conference.
  2. In the calendar, click a date.
  3. Complete the following fields:

     

    GUI field

    Description

    Title

    Add a title for the conference call event.

    This field is mandatory.

    Conference ID

    The ID associated with the conference call.

    The FortiVoice system administrator defines this ID.

    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.

    Use the suggested PIN or 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 but enable All day event below.

    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 but enable All day event below.

    All day event

    Enable if the duration of the conference call will be an entire day.

    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 on the attendee limit for user conferencing, see Specifications for conference call events.

    1. Click Add Attendee.
    2. Add an email and a display name, and click Create.
    3. Repeat for every attendee.
  4. To save the conference call event, click OK.

Example of an email received by an invited attendee

Setting the conference announcement

  1. Go to Conference.
  2. Click Conferencing Options.
  3. You can perform the following tasks:
    • To record your own conference announcement using the phone, click Call me.
    • To import a pre-existing sound file, click Upload. Uploaded sound files must be WAVE files in mono 16 bit PCM (8 kHz) compression format.
    • To play an uploaded sound file, click Play.
    • To erase an uploaded sound file, click Erase.
    • To download an uploaded sound file, click Download.

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 update the FortiVoice phone system to give you the privilege to organize conference calls by adding your extension in Call Feature > Conferencing > User Conferencing.

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.

FortiVoice model

Attendee limit

Concurrent event limit

FVE-VM100 / FVE-100E

8

3

FVE-VM200/FVE-200F

8

3

FVE-300E

8

3

FVE-VM500 / FVE-500E / FVE-500F

20

3

FVE-VM1000 / FVE-1000E

20

5

FVE-VM2000 / FVE-2000E / FVE-2000F

20

6

FVE-VM3000 / FVE-3000E

20

8

FVE-VM5000 / FVE-VM5000F

20

8

FVE-VM10000

20

8

FVE-VM50000

20

10

Adding a conference call event

  1. Go to Conference.
  2. In the calendar, click a date.
  3. Complete the following fields:

     

    GUI field

    Description

    Title

    Add a title for the conference call event.

    This field is mandatory.

    Conference ID

    The ID associated with the conference call.

    The FortiVoice system administrator defines this ID.

    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.

    Use the suggested PIN or 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 but enable All day event below.

    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 but enable All day event below.

    All day event

    Enable if the duration of the conference call will be an entire day.

    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 on the attendee limit for user conferencing, see Specifications for conference call events.

    1. Click Add Attendee.
    2. Add an email and a display name, and click Create.
    3. Repeat for every attendee.
  4. To save the conference call event, click OK.

Example of an email received by an invited attendee

Setting the conference announcement

  1. Go to Conference.
  2. Click Conferencing Options.
  3. You can perform the following tasks:
    • To record your own conference announcement using the phone, click Call me.
    • To import a pre-existing sound file, click Upload. Uploaded sound files must be WAVE files in mono 16 bit PCM (8 kHz) compression format.
    • To play an uploaded sound file, click Play.
    • To erase an uploaded sound file, click Erase.
    • To download an uploaded sound file, click Download.