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Conference Management (Administrator)

Administrators can provide organizers with privileges to manage their conference. Organizers in return can extend these privileges to their participants. You can choose 1 of the following options per feature setting that can later be set by the organizer on the OpenVoice website.

Topics in this article:

Conference Management

Search for Conference Room Numbers

View Conference Room PINs

Conference Management

  • On – By default, this feature is turned on (enabled), but the organizer can turn off (disable) this feature.
  • Off - By default, this feature is turned off (disabled), but the organizer can turn on (enable) this feature.
  • Disabled – The organizer cannot use this feature. The option is locked in the organizer web app.
  • Required – The organizer must use this feature. The option is locked in the organizer web app.

The extended privileges are described below in detail.

a. Participants enter conference muted

The administrator can choose to allow the organizer to have all participants who join the conference to enter muted.

b. Conference can continue after organizer leaves

Organizers can allow their attendees to continue with the conference after their departure.

Note: When the organizer sets this value as Yes on the OpenVoice website, they can specify a custom value from 1 - 60 minutes to allow the conference to continue after he/she has left. This custom value is saved in the organizer’s account.

c. Record conference

Organizers can record up to 4 hours of any conference. OpenVoice generates a single recording file even if the organizer stops and restarts the recording multiple times during a conference. These recordings are stored in an .mp3 format for up to 12 months. Organizers can listen to the recording by clicking the recording date on the Recordings page list from their OpenVoice account on the web.

For this feature, administrators can only provide organizers with the following options:

  • On – Organizer can change this feature.
  • Disabled – Organizer cannot use this feature.

d. Security code for each conference

Organizers can secure the conference by setting a security code in the OpenVoice account on the web that the organizer and their attendees must provide to enter a conference.

Every time an organizer begins a conference, they are asked to confirm the security code. Similarly, participants are also asked to enter the same security code to join the conference.

e. Client charge code

Organizers can set the Client Charge Code feature to apply an internal billing code to each conference call. This charge code must be set to between 2-20 numeric digits and can be set in OpenVoice account on the web using the organizer’s login credentials.

Every time an organizer begins a conference, they are asked to enter a charge code for that particular conference. The system will ask the organizer before every conference call if they want to use the default charge code or enter a new charge code.

f. Manage participants who call in early

Organizers can set up an “open conference” by allowing participants who dial in early to begin the conference. Here, participants (a minimum of 2 are required) can begin the conference without the organizer joining in.

For this feature, administrators can only provide organizers with the following options:

  • On – Organizer can change this feature.
  • Required – Organizer must use this feature.

Also, under the Details column, you can choose 1 of the following options to set conditions to either wait for the organizer or enter the conference immediately. Click Save to apply the changes.

  • Conference starts when the organizer and 2 participants call in
  • Conference starts when organizer is the first participant
  • Conference starts when 2 participants call in early

Based on the option selected above, the organizer will be able to implement the feature setting on the OpenVoice website.

Note: Please use this feature carefully since the conference will only end when the last participant disconnects from the conference.

g. Attendee limit

Administrators can configure your conference room to support between 25-500 individual callers or lines to joining the conference while creating an organizer’s account.

Click the Attendees link under the Details column to view the Attendee limit window. Enter a number from 25-500 and click Save to apply the attendee/participant/ caller limit to the organizer’s account.

Search for Conference Room Numbers

As an administrator, you have the ability to search for conference room numbers that organizers are using.

1. Go to the Manage Users page.

2. Type the conference room number (or part of the conference room number) that you are searching for and hit Enter on the keyboard.

3. A list of any users with that conference room number (or part of that number in the full conference room number) on their account.You can click the user and view their Conference Room number under the Product Usage section.

View Conference Room PINs

As an administrator, you have the ability to view organizer's PINs by doing 1 of the following

1. Click Manage Users in the left navigation

2. Select the organizer whose PIN you would like to view.

3. View the organizer PIN in the Product Usage section.

–OR–

1. Click Create Reports in the left navigation.

2. Select Conference Room Report in the drop-down menu.

3. Click Create. You will see a column in the report listing organizers' PINs.

Related

Administrator Guide (PDF)