Online Call Manager for XO Quick Conference user guide

Manage your call settings with Online Call Manager

Activating and using Online Call Manager

Begin your XO Quick Conference

Before you activate Online Call Manager, you must first start the audio (telephone) portion of your XO Quick Conference. For more information, see the XO Quick Conference getting started user guide.

Set up Online Call Manager

  • Simply click on Online Call Manager within the Quick links box to the right
  • Enter your first and last name in the Your Details field
  • Click on the Join button
  • A 7 digit token number (starting with #) will appear on your computer screen. Enter this number on your telephone key pad and then you will be entered into Online Call Manager

Meet

The audio portion of your XO Quick Conference conference is now linked with Online Call Manager. A new window containing your virtual meeting room will appear on your screen.

Viewing and controlling your conference from the virtual meeting room

You are now able to view icons representing all participants who have joined your call. As chairperson, you can click on a participant icon to change a participant's name, mute/unmute a participant, and eject a participant from the conference.

Note: If you provide the Online Call Manager URL to your participants when you organize your XO Quick Conference conference and encourage them to sign in, you will see each participant's name and status next to their icon. Otherwise, participant icons will remain anonymous.

Online Call Manager icons
Gavel: Indicates the conference chairperson
Speaker: Allows you to mute the conference
Microphone: Allows you to mute yourself
Group icon: Indicates that more than one person is in a room
Anonymous user icon: The participant is on the audio portion of the conference only

The Online Call Manager virtual meeting room also gives you access to chair controls that allow you to control your conference.

Online Call Manager chair controls
Play roll call Plays a roll call of all conference participants (#1 on your telephone keypad)
Stop message Stops the playing of a roll call (*2 on your telephone keypad)
Lock/unlock conference Prevents new participants from joining the conference (*7 on your telephone keypad)
Mute/unmute All Enables chairperson to mute the lines of all participants (*5 on your telephone keypad)
End conference Ends the conference and disconnects all participants (## on your telephone keypad)

Customizing your conference from the virtual meeting room

Online Call Manager allows you to customize the standard features associated with your XO Quick Conference conference by clicking on Customize... on the left-side menu. Any changes you make will be saved for your next conference. All of your customized settings will take effect immediately.

Online Call Manager customization controls
Conference start
Set how your conferences will begin:
  • Music awaiting chair holds all participants until the chairperson joins the conference
  • Interactive allows anyone who dials-in and enters the participant passcode to conference immediately
Entry announcements
Determine how new participants will be announced when entering a conference:
  • Personal uses each individual recorded name to announce people into a conference and is unavailable if name recording is set to "OFF"
  • System alerts the conference that a new participant has joined by playing two short tones
  • Tone alerts the conference that a new participant has joined by playing a short tone
  • None disables the new participant alert within the conference
Exit announcements
Determine how remaining participants will be alerted that another participant has left the conference:
  • Personal uses each individual name recording to announce a participant's exit from a conference and is unavailable if name recording is set to "OFF"
  • System signals a participant's departure by playing two short tones
  • Tone signals a participant's departure by playing a short tone
  • None disables the participant exit alert within the conference
Name recording
As part of the joining process, all participants can be prompted to record their names.
Chair hang-up
Determines when the conference will end. If set to "ON", the conference will end when the chairperson disconnects. If set to "OFF", the conferences ends when the last person disconnects.
Allow chair dial-out
When this feature is set to "ON", the chairperson has the ability to dial-out and invite other participants once he or she is in the conference.
Allow mute all
When this feature is set to "ON", any participant has the ability to mute all other participants through the virtual meeting room.
Current customer reference
Type in a customer reference to be used for all conferences until this entry is changed.
Customer reference
If an alpha-numeric client billing code is required then it can be entered via the Customization page within Online Call Manager. This will appear in the Conference Summary email and billing invoices.
Conference summary email/send to email address
When this feature is set to "ON", the chairperson will receive an email summary of the conference call. Email summaries will continue to be sent for every call until the feature is turned off. The summary provides information on the number of participants, the date and time of the meeting, and whether dial-out was used. The summary email is NOT a billing record.
Send to email address
This field specifies the email address the summary email will be sent to.