Requesting and Configuring a Conference Line

Information

The Information Technology department now offers a permanent conference solution for each individual person on campus.  Once you request the “conference now” feature, you will be able to use it to host conferences at any time and from anywhere.

Environment

• Cisco Phones
• Unified Communications Self Care Portal

Process

The first time you prepare to host a conference:

1. Login to https://callmanager1.grcc.edu/ccmuser using your campus network credentials
2. Click on the General Settings tab
3. Under Phone Services PIN, enter the PIN that YOU will use to identify yourself as the meeting host.  Enter the PIN again under Confirm new PIN. 
   Note: If you use the Finesse software, this also changes your PIN for logging on to a phone.  In this case, you may elect to leave your PIN unchanged. 

4. Under Conference Now, there are two items
   • The Meeting Number is the identifier for meetings you will host and others will join.  This is typically your extension and cannot be changed. 
   • The Attendee Access Code is the code others will enter when joining your meeting.  Change the code from the default value.  There code must be between 3 and 10 digits.  We recommend using at least 5 digits. 

5. Click the Save button at the bottom of the page.    

Now that you have it set up, you are all set to host a conference.

1. Send the call‐in number (234‐2400), Meeting Number, and Attendee Access code (from step 4 above) to those who will be joining the conference call.
2. Everyone in the conference calls 234‐2400 (or 2400 internally) to connect.
3. Enter the meeting number followed by the # key.
4. The host enters the host PIN followed by the # key, all other press the # key.  If the host has not yet joined, attendees press the # key to continue.
5. Attendees will be asked to enter the Attendee Access Code, followed by the # key
6. If the host has not yet joined, attendees will hear music on hold.  Otherwise, they are joined into the conference

Just a few more notes:

• You may start the conference from any phone, even if it not on campus.
• The host must join the conference within 15 minutes of the first attendee.  Attendees connected for 15 minutes without a host drop from the call.
• Once the host disconnects from the call, the attendees remain connected.
• You may use the same PIN and Attendee code for future meetings.  If at any time you wish to change these, just go to the web site again and change the settings.
• The maximum number of participants across all conferences in progress in 48.  If you plan to have a conference with 30 or more participants, please let us know so we can verify there are sufficient resources for your conference.
• The initial web page you visited to set up your conference access code also has access to other phone settings, including speed dials.  While you are welcome to set up your own speed dials, please DO NOT modify the speed dial for Campus Police or change its location so that anyone using your phone can easily find it in case of an emergency.