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ShoreTel Sky On Demand Conferencing

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ShoreTel is now part of Mitel! Powering Connections ® that are Brilliantly Simple ®.

ShoreTel Sky's "On Demand" conferencing solution enables users of the ShoreTel Sky phone system to utilize a dedicated conference bridge number that all participants can dial to access a conference call. Note that this conferencing service requires activation prior to use.

Please note that On Demand Conferencing is different than Ad Hoc Conferencing which requires participants to be manually added by the person who initiates the conference call.

Table of Contents

Features
Requirements
Use
FAQ
Activate Service
Manage Settings
View Usage Report
Related Topics

Features

Requirements

Use

Use the instructions in the Starting the Conference, Participant Access, Adding Participants, Managing Participants, and Delegating Floor Controls sections below:

Starting the Conference
Participant Access
Adding Participants
Managing Participants
Delegating Floor Controls

Starting the Conference

A moderator PIN and a phone in the ShoreTel Sky phone system is required to begin a conference call. To learn about granting moderator status, see the Delegating Floor Controls section. After a conference call begins, you will be able to see the number of participants on the phone's screen. When the last moderator leaves the conference bridge, the conference call ends for all participants.

Note: If you manually dial the conference bridge number, only dial the last four digits (internal extension) of the number because the soft key controls that display on the phone will not appear if the full 10-digit conference number is dialed.

For conference moderators, use the instructions below for the brand of phone used in your phone system:

Using IP 400 Series Phones

While not on an active call, do the following:

  1. Press the Conference function key, which dials the conference bridge number.
    • If you are calling from outside the ShoreTel Sky phone system, dial the full 10-digit conference bridge "Dial in number," but you will not have access to the soft keys needed to add or manage participants.
  2. Enter the "Conference ID" number when prompted, then press the # key. The "Conference ID" should match the four-digit extension of your ShoreTel Sky phone number.
  3. Enter your "Moderator PIN" when prompted, then press the # key.
  4. To leave the conference, hang up the phone (or use a soft key to end the call).

The following is a one-minute video showing how to access On Demand conferencing functionality using an IP 400 series phone:

Using Cisco 7900 Series Phones

  1. Dial the four-digit extension of your dedicated conference bridge number.
    • If you are calling from outside of the ShoreTel Sky phone system, dial the full 10-digit conference bridge "Dial in number," but you will not have access to the soft keys needed to add or manage participants.
  2. Enter the "Conference ID" number when prompted, then press the pound key. The "Conference ID" should match the four-digit extension of your ShoreTel Sky phone number.
  3. Enter your "Moderator PIN" when prompted, then press the pound key.
  4. To leave the conference, hang up the phone (or use a soft key to end the call).

Participant Access

  1. Dial the four-digit extension of your dedicated conference bridge number. If you are calling from outside the company's phone system, use the full ten-digit conference bridge "Dial in number."
  2. Enter the "Conference ID" number when prompted, then press the pound key.
  3. If prompted to enter a "Participant PIN," enter the PIN provided to you and then press the pound key.
    • If you enter the "Moderator PIN," you will become another moderator on the conference call.
  4. To leave the conference, hang up the phone (or use a soft key to end the call).

Adding Participants

Up to 25 participants can join your conference either by calling the conference bridge number or by manually adding them to the bridge. To add participants during an active conference call, use the instructions below for the brand of phone used in your phone system:

Using IP 400 Series Phones

  1. During an active conference call, press the Conference function key.
  2. Dial the phone number of the party you want to add to the conference.

If another party calls you while you are connected to an active conference call, answer the call and press the Join soft key to add the calling party to the conference call.

Using Cisco 7900 Series Phones

  1. During an active conference call, press the Add soft key to create a dial tone.
  2. Dial the party you want to add to the conference.
  3. Press the Join soft key to add the called party to the conference.

Managing Participants

Moderators can manage participants during an active conference call. Use the instructions below for the brand of phone used in your phone system:

Using IP 400 Series Phones

  1. Press the Show soft key to list the conference participants
  2. To drop a party from the conference call, use the navigation key to scroll to and highlight the desired person's name in the list.
  3. Press the Drop soft key.
  4. Press the Back soft key to return to the conference screen.

Using Cisco 7900 Series Phones

  1. Press the More soft key
  2. Press the List soft key
  3. Use the phone's keypad or scroll button to highlight the desired conference participant.
  4. Press the Select soft key, then perform one of the following actions:
    • Press the HangUp soft key to end the conference call for that participant
    • Press the Mute soft key to mute that participant.
      • When you mute participants, they can still hear the conference call, but nobody on the conference call can hear them.
  5. Use the Back soft key to exit these screens and return to the call.

Delegating Floor Controls

To delegate floor controls, use the instructions below for the brand of phone used in your phone system:

Using IP 400 Series Phones

When using IP 400 series phones, the Moderator does not have the ability to delegate floor controls.

Using Cisco 7900 Series Phones

If you need to leave the conference bridge and want to delegate floor controls to keep the conference active, during an active conference call, do the following:

  1. Press the More soft key
  2. Press the List soft key
  3. Use the phone's keypad or scroll button to highlight the desired conference participant.
  4. Press the Select soft key, then perform one of the following actions:
    • Press the RoleUp soft key to grant moderator status
    • Press the RoleDn soft key to revoke moderator status for a participant not using a phone in the ShoreTel Sky phone system.

FAQ

Q: What happens when my company's conference usage exceeds the number of package minutes for our plan in a given month?
A: When your account's monthly conference package minutes threshold has been reached, an email notification will be sent to the Authorized Contacts for your account. This is done so you can adjust your monthly plan minutes or adjust billing expectations accordingly. To change the Plan Package minutes for your account, see the Edit Account Settings section of this article.

Q: How much does this service cost for conference moderators and participants?
A: Each member (Moderator and Participant alike) of any given On Demand Conference Call is charged on a per minute basis. Charges begin when the first person dials in to a Conference Call, and end when the last person disconnects. For detailed pricing information ask your ShoreTel Sky Account Manager or contact ShoreTel Sky Support.

Q: Can I customize the greeting announcement on the conference bridge, such as to announce my company name?
A: This feature is currently not available.

Q: Can I mute callers on the conference bridge?
A: Yes, when using a Cisco phone, but not when using an IP 400 series phone. See the Managing Participants section of this article.

Q: Can each employee have their own conference bridge (virtual conference room)?
A: Yes, each employee has their own bridge. There is no charge, you simply pay for usage.

Q: Can conference calls be recorded?
A: Yes, conference calls can be recorded, but only when using ShoreTel Sky Replay to record calls. These calls are available online for 90 days and can be downloaded for permanent storage on your computing device. For more information, see the ShoreTel Sky Replay article.

Activate Service

Authorized Contacts (Decision Makers and Phone Managers) can do the following to activate the ShoreTel Sky On Demand Conferencing service in the ShoreTel Sky Portal.

  1. Log into https://portal.shoretelsky.com with business email address (username) and user password
  2. Navigate to Phone System > Add-on Features
  3. In the Add-on Features screen that appears, click the Activate button next to On Demand Conferencing.
  4. In the On Demand Conferencing Settings dialog box that opens, select the desired options that are described below:
    • Plan Package - Choose from the following monthly minutes plan, where k=1000 (e.g., 5k Min = 5,000 minutes per month):
      • Alacarte, 2k Min, 4k Min, 5k Min, 6k Min, 10k Min, 15k Min, 20k Min, 25k Min, 30k Min, 35k Min, 40k Min, 50k Min, 75k Min
    • Billing Location - Select the desired location that will be billed for this user's On Demand Conferencing
    • Dial-in number (view-only)
    • Conference ID (view-only)
    • Maximum participants
    • Start conference when
      • Moderator enters
      • Any participant enters
    • End conference when
      • Moderator leaves
      • Last participant leaves
      • Last internal participant leaves
    • Moderator PIN - "System generated" is the default account-level setting. Specifying this PIN is done at the user-level. (See the Edit User Settings section of this article.)
    • Participant PIN - The option of requiring all participants to enter a PIN, which is system generated, is set at the account-level by selecting the Participant PIN check box. Specifying this PIN is done at the user-level. (See the Edit User Settings section of this article.)
    • Email notification of changes - The option to send an email notification to the conference bridge owner whenever a change is made to the account-level settings is done by selecting the "Notify of changes" check box.
  5. Click OK to save the settings.
  6. Click OK again when asked to confirm the purchase of the license.

Manage Settings

Your organization's ShoreTel Sky On Demand Conferencing service is built with default settings that are applied to every new user. Authorized Contacts (Decision Makers and Phone Managers) can manage settings for On Demand Conferencing by using the instructions in the following Edit Account Settings, Add Users, Edit User Settings, and Remove Users sections.

To learn how to customize your view of data in the On Demand Conferencing screen, which appears when you click the Manage button in the Add-on Features screen, see the Tabular Formatted Screens article.

Edit Account Settings

Authorized Contacts - Use the following instructions to edit the account settings for new ShoreTel Sky On Demand Conferencing users. (Note that changing account-wide settings only affects newly added users, not existing users.)

  1. Log into https://portal.shoretelsky.com with business email address (username) and user password
  2. Navigate to Phone System > Add-on Features
  3. In the Add-on Features screen that appears, click the Settings button next to On Demand Conferencing.
  4. In the On Demand Conferencing Settings dialog box that opens, select the desired options that are described below:
    • Plan Package - To change your account's monthly minutes plan, you need to create a Support Case to communicate your request to ShoreTel Sky Support. Indicate the desired monthly minutes plan for your account. You can choose from the following minute packages, where k=1000 (e.g., 5k Min = 5,000 minutes):
      • Alacarte, 2k Min, 4k Min, 5k Min, 6k Min, 10k Min, 15k Min, 20k Min, 25k Min, 30k Min, 35k Min, 40k Min, 50k Min, 75k Min
    • Billing Location - Select the desired location that will be billed for this user's On Demand Conferencing
    • Dial-in number (view-only)
    • Conference ID (view-only)
    • Maximum participants
    • Start conference when
      • Moderator enters
      • Any participant enters
    • End conference when
      • Moderator leaves
      • Last participant leaves
      • Last internal participant leaves
    • Moderator PIN - "System generated" is the default account-level setting. Specifying this PIN is done at the user-level. (See the Edit User Settings section of this article.)
    • Participant PIN - The option of requiring all participants to enter a PIN, which is system generated, is set at the account-level by selecting the Participant PIN check box. Specifying this PIN is done at the user-level. (See the Edit User Settings section of this article.)
    • Email notification of changes - The option to send an email notification to the conference bridge owner whenever a change is made to the account-level settings is done by selecting the "Notify of changes" check box.
  5. Click OK to save the settings.

Add Users

Authorized Contacts - Use the following instructions to add users to your ShoreTel Sky On Demand Conferencing service:

  1. Log into https://portal.shoretelsky.com with business email address (username) and user password
  2. Navigate to Organization and select On Demand Conferencing below Add-on Features
    • Alternatively, you can navigate to the Phone System menu, select Add-on Features, and in the Add-on Features screen that appears, click the Manage button next to On Demand Conferencing.
  3. In the On-demand Conferencing screen, click the Add button, which opens the Add Conference dialog box displaying a list of all inactive users.
  4. Search for the desired user(s) and select the check box next to the desired user name(s) you want to activate.
  5. Click OK, then click OK again when asked to confirm the purchase of an On Demand Conferencing license.

Edit User Settings

Authorized Contacts - Use the following instructions to edit individual user settings for your ShoreTel Sky On Demand Conferencing service:

  1. Log into https://portal.shoretelsky.com with business email address (username) and user password
  2. Navigate to Organization and select On Demand Conferencing below Add-on Features
    • Alternatively, you can navigate to the Phone System menu, select Add-on Features, and in the Add-on Features screen that appears, click the Manage button next to On Demand Conferencing.
  3. In the On Demand Conferencing screen screen that opens, which displays a list of active users, to find the desired user, you can filter your view of data displayed on the screen by doing the following:
    • Users - To find a specific user, type search criteria in the Name and Number columns, filter by selecting the desired setting in the Start When and End When columns, and sort users by clicking any of the column headings.
    • Locations - To view users from a particular location, select the desired address from the "All locations" drop-down menu (located above the toolbar).
  4. When you find the desired user, click the user's Name to open the Edit Conference Settings dialog box.
    • Alternatively, you can right-click anywhere in the row of the desired user and select the Update On Demand Conferencing option.
  5. Edit any of the following settings for the user as desired:
    • Description - Enter a brief description for this user's conference number
    • Dial-in number (view-only)
    • Conference ID (view-only)
    • Maximum participants - Choose from 5, 10, 15, 20 or 25
    • Start conference when - Choose one of the following:
      • Moderator enters
      • Any participant enters
    • End conference when - Choose one of the following:
      • Moderator leaves
      • Last participant leaves
      • Last internal participant leaves
    • Moderator PIN - Enter the desired PIN that will be used by the conference moderator to start a conference call.
    • Participant PIN - If you want to require all participants to enter a PIN, select the "Yes, all participants must enter a PIN" check box and enter a PIN in the field to the right. Do not select this option if you want conference participants to be able to dial-in, enter a Conference ID, and join the conference without also entering a PIN.
    • Notify of changes - The option to send an email notification to this user (the conference bridge owner) whenever a change is made to the account or user-level settings is done by selecting the "Notify of changes" check box. Add additional email addresses (separated by commas) as desired.
  6. Click OK to save the changes

Remove Users

Authorized Contacts - Use the following instructions to remove users from your ShoreTel Sky On Demand Conferencing service:

  1. Log into https://portal.shoretelsky.com with business email address (username) and user password
  2. Navigate to Organization and select On Demand Conferencing below Add-on Features
    • Alternatively, you can navigate to the Phone System menu, select Add-on Features, and in the Add-on Features screen that appears, click the Manage button next to On Demand Conferencing.
  3. In the On Demand Conferencing screen, which displays a list of active users, search for the desired user.
    • You can also sort users by clicking any of the column headings.
  4. When you find the desired user, right-click anywhere in the row of the user.
  5. Select the Delete On-demand Conferencing option to remove the user from the service.
  6. Click OK to confirm the delete.

View Conference Usage Report

Authorized Contacts - Use the following instructions to view a monthly Usage Report for all of the users of your ShoreTel Sky On Demand Conferencing service:

  1. Log into https://portal.shoretelsky.com with business email address (username) and user password
  2. Do any of the following:
    • Navigate to Organization > Usage > Conference Usage
    • Navigate to Organization, select On Demand Conferencing below Add-on Features, and click the Usage Report button.
    • Navigate to Phone System > Add-on Features, click the Manage button next to On Demand Conferencing, and click the Usage Report button.
  3. The Conference Usage report opens.

To learn more about using this report, see the Conference Usage article.

Related Topics

Resolve Issues via Support Cases
Conference Usage
Ad-hoc Conferencing
Conferencing Solutions
ShoreTel Sky Replay
ShoreTel Sky Scribe
ShoreTel Sky Fax
ShoreTel Sky Mobility
ShoreTel Application Integration Solutions
ShoreTel Sky Portal
Supported Phones and Devices
ShoreTel Sky Support

ShoreTel Dates

Created Date 2013-04-11 - Modified Date 2017-10-02


Article: 000004401