Polycom ReadiVoice Manual

ReadiVoice®

Subscriber Guide

ReadiVoice Subscriber Guide

ii Proprietary & Confidential

Trademark Information

Polycom®, the Polycom logo design, ReadiVoice®, InnoVox®, and the Voyant logo are registered

trademarks of Polycom, Inc. Voyant TechnologiesTM is a trademark of Polycom, Inc. All other trademarks

are the property of their respective owners.

Patent Information

The accompanying product is protected by one or more U.S. and foreign patents and/or pending patent

applications held by Polycom, Inc.

Catalog No. 3725-70007-009C

v. 2.55.x

Polycom Inc.

1765 West 121st Avenue

Westminster, CO 80234-2301 U.S.A.

No part of this document may be reproduced or transmitted in any form or by any means, electronic or

mechanical, for any purpose, without the express written permission of Polycom, Inc. Under the law,

reproducing includes translating into another language or format.

As between the parties, Polycom, Inc. retains title to, and ownership of, all proprietary rights with respect

to the software contained within its products. The software is protected by United States copyright laws

and international treaty provision. Therefore, you must treat the software like any other copyrighted

material (e.g. a book or sound recording).

Every effort has been made to ensure that the information in this manual is accurate. Polycom, Inc. is not

responsible for printing or clerical errors. Information in this document is subject to change without notice.

Proprietary & Confidential iii

Contents

About this Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v

Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v

Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vi

Introducing the ReadiVoice System

ReadiVoice Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Users of ReadiVoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Access Numbers, Passcodes, and Security Codes . . . . . . . . . . . . . . . . . . 2

Three Basic Types of Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Conferencing Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Starting a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Participant Dial-In Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Using the Moderator

Overview of Moderator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Opening the ReadiVoice Moderator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Changing Account and Conference Options . . . . . . . . . . . . . . . . . . . . . . . . . 12

Using Your Phone Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Adding Individuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Creating Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Dialing Out from the Phone Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Working with Your Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Using the Conference Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Dialing Out to a Single Person . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Using the Waiting Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Working with Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Resolving Moderator Problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

ReadiVoice Subscriber Guide

iv Proprietary & Confidential

Using Touchtone Commands

Using Touchtone Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Conference Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Conference Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Waiting Room Processing Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Waiting Room Processing Commands . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Dial-Out Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Dial-Out Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Proprietary & Confidential v

About this Manual

This introduction provides a brief overview of the ReadiVoice Subscriber Guide

and its document conventions.

Purpose

The ReadiVoice provides on-demand conferencing. To use the system, you set

up an account that gives you access to the system. Account owners are called

subscribers. Once you’re a subscriber, you can hold a conference whenever you

wish.

This publication guides subscribers in the use of the ReadiVoice system. It tells

you how to set up and control your ReadiVoice conferences. The topics

covered include:

•Overview of the ReadiVoice system (Chapter 1)

•Setting up and starting conferences (Chapter 1)

•Using the Moderator to control a conference (Chapter 2)

•Using touchtone commands to control a conference (Chapter 3)

ReadiVoice Subscriber Guide

vi Proprietary & Confidential

Conventions

This document uses the following conventions:

•Field names, buttons, and other parts of the user interface are shown as

follows:

—Type the number into the Phone Number field and click Dial.

—Click Cancel to close the dialog box.

•Keys that you press are shown as follows:

—Move the cursor by pressing TAB or SHIFT+TAB.

—To lock the conference, press *4.

•Procedure steps and the system’s responses to them are shown as follows:

1Click the Dial button.

The Dial dialog box appears.

Proprietary & Confidential 1

Introducing the ReadiVoice System

This chapter provides an overview of the ReadiVoice conferencing system, its

features, and the ways to set up and start a conference.

ReadiVoice Overview

Your service provider’s ReadiVoice conferencing system offers you an easy to

use, full-featured conferencing solution. With it, you can easily and instantly

communicate with groups of business colleagues or friends and family.

ReadiVoice teleconferencing is a subscriber-based service. A subscriber is

someone, such as a chairperson or conference host, who has a teleconferencing

account. Your service provider determines how you get a conferencing

subscriber account and what options and features you can choose.

Once you have a subscriber account, you have access to a specified number of

conferencing ports (telephone lines), which you can use at any time. No

advance reservation is necessary (or possible). You can have only one

conference active at a time.

You can set up and start a conference by dialing into the system from any

phone or by using a Web browser. Participants join your conference by dialing

in, responding to an Outlook meeting request or email message, or being

called by the system.

You can use the Moderator application (see Chapter 2) to control your

conference over the Internet (or designate someone else to do so). You can also

use touchtone (telephone keypad) commands to control your conference (see

Chapter 3).

ReadiVoice Subscriber Guide

2Proprietary & Confidential

Users of ReadiVoice

The ReadiVoice system supports the following users:

Participants

The people who join a conference.

Subscribers

The people who own ReadiVoice accounts and can initiate conferences.

Moderators

The people who use the Moderator application (see Chapter 2) to control a

conference over the Internet. Typically, this is a subscriber, but subscribers can

designate someone else to control their conference.

Operators

The service provider employees who answer subscriber and/or participant

requests for an operator. Operators can monitor conferences, resolve

problems, and provide other assistance to subscribers or participants.

Provisioners

The service provider employees who add, edit, and delete subscriber accounts.

Provisioners are the first point of contact for subscribers of the ReadiVoice

system.

System Administrators

The service provider employees who configure and maintain the ReadiVoice

system.

Access Numbers, Passcodes, and Security Codes

The ReadiVoice system uses several different types of numbers and codes to

allow access and maintain conference security:

Access phone number

A telephone number (typically, toll-free) that you and your participants can

dial to reach the system. This number may be private (assigned to only one

subscriber) or shared (assigned to many subscribers).

If you have a shared access number, you’re also given either an access code

that everyone must enter or a participant password that ordinary participants

must enter (you enter the subscriber password instead).

Introducing the ReadiVoice System

Proprietary & Confidential 3

Access code

A code number that identifies your subscriber account. If you have a private

access phone number, this access code isn’t required, since the private access

phone number uniquely identifies your subscriber account.

Subscriber password (PIN code)

A personal identification number that identifies you as the conference host,

thereby letting you start conferences and use the interfaces, commands, and

options reserved for the subscriber.

Participant password (PIN code)

A personal identification number that identifies your participants. If you have

a shared access number, the participant password may replace the access code,

depending on your service provider.

If a conference requires a participant password, then participants who dial in

must enter it to identify themselves before they can join the conference.

Conference security code

An optional code number that you can assign to a conference to enhance

security (if your account supports this feature). If a conference requires a

security code, then participants who dial in must enter it to join the conference.

Three Basic Types of Conferences

Once you’ve set up a subscriber account with your service provider, the

conferencing service is available 24 hours per day, seven days per week. To

hold a conference, you can:

•Set up and start a dial-out conference. In this case, the ReadiVoice system

calls the participants (including you, if you want). Those that answer and

accept are added to the conference.

•Arrange for a meet-me conference and start it at the chosen time. In this

case, the participants dial into the conference.

•Arrange for a one-click conference and start it at the chosen time. In this

case, the participants go to a Web page by clicking a link that you send

them by email. On that Web page, they enter their name and phone

number, and the ReadiVoice system calls them at that number.

See “Starting a Conference” on page 7 for an overview of these three processes.

ReadiVoice Subscriber Guide

4Proprietary & Confidential

Conferencing Features

The ReadiVoice system provides many conference features designed to

enhance the audio conferencing experience for you and your participants.

Some features are available only if your account is configured for them. Not all

service providers support all features. To change the configuration of your

subscriber account, contact your service provider.

The features that may be available in your conferences are described briefly

below. They’re controlled either with touchtone (telephone keypad) commands

or through the Moderator.

For more information about configuring and using these features, see

Chapter 2, “Using the Moderator,” and Chapter 3, “Using Touchtone

Commands.”

Help

Any participant can request help for the available commands. The requesting

participant hears a message that lists the available features and their

associated touchtone commands.

Conference Lock

You can lock a conference, preventing anyone from entering, and unlock it

again.

Conference Lock with Waiting Room

The Waiting Room feature provides a “holding area” for callers attempting to

enter a locked conference. The system asks callers to wait (on music hold)

while you’re notified, and it informs you when callers are waiting.

Using either the Moderator or touchtone commands, you can speak

individually with the waiting callers and admit or disconnect each individual

caller. Or, you can unlock the conference to admit all the waiting callers at

once.

Participant Mute

All participants can mute and unmute their own line. An acknowledgment

tone confirms the mute or unmute command.

Mute All

You can simultaneously mute or unmute all lines in the conference except for

your own. However, you can’t mute an operator, if one is present, and

conference participants can unmute themselves.

Listen Only

Like Mute All, Listen Only lets you simultaneously mute or unmute all lines

in the conference except for your own. But if Listen Only is on, conference

participants can’t unmute themselves.

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