Setting up a user conference room
Switchvox provides users the ability to manage and maintain their own conference rooms that are available when the user needs them.
Login to the Switchvox User Portal.
Under Features Select Conference Room
If you are on switchvox older then 6.6.x, your menu will look slightly different but you will still have a conference room option.
You will get a set of options as shown below:
Best Practice and Security
It is best practice to change your Conference room number after you have completed your conference.
This will assure that your conference room is not used by others when you are not aware.
You should also consider adding yourself as an admin.
Getting callers to your conference room.
There are 2 ways to get callers into your conference room. Be sure to contact your Switchvox Administrator or open a support ticket with VOICE1 if you do not have this information.
Your internal conference bridge requires a special configuration to be setup to allow callers to enter the conference room number you set in the above section. Internal users should use this extension provided by your Switchvox administrator to access the conference room.
You can also transfer a caller to this extension, a common task for receptionists.
The second way is allowing outside callers directly to access the conference room with out the need of internal assistance.
If your organization has a reserved a dedicated phone number just for callers to access the conference room, Your Switchvox administrator should have provided you this information if it is available. If you do not have a dedicated conference number, you should consider having one added to your system.
Callers to this outside number will be prompted to enter the conference room number that you provided them.
Sending invitation email
Sending an invitation email is a powerful way to setup a conference call and provide callers with all the information needed. Below is an example of an email you may send to inform someone to join your conference call. Be sure to include the date and time of the call as well as the Timezone of the call. If you know your contact is in a different time zone you can format your request to be in their native timezone to lesson confusion.
| You have been invited to join a conference call on Monday Feb 2 2017 @ 4:30 PM PDT Phone Number: 1.855.252.8788 Conference Room: 90654 |
If you do not have a dedicated number.
| You have been invited to join a conference call on Monday Feb 2 2017 @ 4:30 PM PDT Phone Number: 1.855.252.8788 select option 9 from the menu Conference Room: 90654 |
Or if you have dedicated internal extension and it is allowed to be dialed from the outside.
| You have been invited to join a conference call on Monday Feb 2 2017 @ 4:30 PM PDT When prompted to enter the number of the extension you want please enter: 889 Phone Number: 1.855.252.8788 Conference Room: 90654 |
If you have any questions contact your Switchvox Administrator at VOICE1.