Conference Call

Conference calling helps facilitate collaborative discussions between you, your colleagues, and your visitors and customers without any time limit.

There are two ways to set up a conference meeting:

By creating an instant conference meeting
By starting a conference meeting from within a Space (internal group chat)

You can invite anyone from across the world to join your conference call by:

Dialling out their phone number
Sharing the link via SMS
Sharing the link via a third-party messaging app
Inviting fellow staff members directly into the room

If you are the conference host, you can also make sure that only the right people are in the conference call by removing participants, disabling the link sharing, and enabling phone verification.

Creating an Instant Conference Meeting

You can host instant conference calls whenever you need to, without prior scheduling. The CINNOX conference calling service is always active and ready for use.

To start an instant conference meeting:

On the Utility panel of your Workspace, click on the (+) button, then click on New Meeting.
On the Instant Meeting window that will pop up, type the Conference Topic. The default conference topic is displayed as [Your Name]'s meeting.
Click on Create.

2186 — Create Instant Conference Meeting

Once CINNOX launches the conference call room, you can proceed to invite other participants to join. Refer to the Inviting Participants section for more details.

Starting a Conference Call from a Space

To create a conference meeting from within a Space (internal group chat):

On your Workspace, go to the Recent Connections area of your Utility panel and find an existing Space that has the staff members you would like to invite for a conference call. You may also create a new group Space for you and the conference participants.
Click on the Call icon on the top-right corner of Space's chat room panel.

On the Create Conference pop-up window that will appear, type the conference topic.
Tick or untick the Invite with call view checkbox. This is ticked by default, which means that invited staff members will be prompted with a call screen to join the conference.
Click on Create.

CINNOX then launches a conference call room and notifies the members of the Space to join the conference.

staff members can join the conference call from their CINNOX Dashboard or App.

Inviting Participants

1. Dialling out a phone number

To invite a participant using their phone number:

On the conference call room, click on the Invite button at the bottom of the screen.

On the Invite participant pane that will appear on the right, click on the Dial-out icon
On the pop-up window that will appear, type the country code and phone number (e.g, +85260578655) then click on Select. You may also select a contact from your Visitor or Staff Contact List.

Click on Call. The following pop-up message will appear: Are you sure you want to invite the participant by dialling their phone number?
Click on Confirm. Invited participants will then receive the conference call invitation, and those who accept will be added to the conference.

2. Sharing the link through SMS

To invite a participant via SMS:

On the conference call room, click on the Invite button at the bottom of the screen.
On the Invite participant pane that will appear on the right, click on the SMS icon.

On the Share Conference window that will appear, type the country code and phone number (e.g., +85260578655), then click on Select. You may also select a contact from your Visitor or Staff Contact List.
On the content pane, you may change the predefined message, except for the link.
Click on Send. A message will notify you that the SMS has been sent successfully. Invited participants will then receive an SMS with the conference call invitation.

3. Sharing the link through a third-party messaging app

To invite a participant using a link:

On the conference call room, click on the Invite button at the bottom of the screen.
On the Invite participant pane that will appear on the right, click on the URL link, or click on the Copy icon to copy the link.
Paste and share the copied link using any of the messaging apps available on your device.

For invited participants who accepted and opened the link:

On the Join Conference page that will be displayed on your device browser, type your name and phone number, then click on Verify.

If the conference host has enabled phone verification, type the SMS verification code sent to your phone number, click on Verify. A pop-up confirmation window will then appear if the verification was successful.

Click on Join, which will then redirect your browser window to the conference room to the conference room and will add you to the conference as a participant.

4. Inviting staff members directly into the room

To invite staff members:

On the conference call room, click on the Invite button at the bottom of the screen.
On the Invite participant pane that will appear on the right, on the Invite Staff Member section, search or browse for the staff members you wish to invite to the conference call.

Click on the (+) icon located beside the staff member's name. The CINNOX Dashboard and App will then notify the staff member of the conference call invitation. Once they accept, will add them to the conference as a participant.

Conference Sharing Security Settings

CINNOX comes with the following security settings before anyone can join a conference call:

No SMS verification required
- Anyone with the link can automatically join the conference.
SMS verification required - default
- Anyone with the link needs to verify their phone number first before they can join the conference.

As a host/co-host of the conference call, you can configure the conference sharing security settings:

Click on the Gear icon located at the Invite participant section of the conference call room.

On the Conference Sharing pop-up window that will appear, switch the settings to no SMS verification required, if necessary.

You may also disable link sharing once all your expected participants are already present in the room.

Conference Call Capabilities

A. Participants

All participants, including the host and co-hosts, can talk during the conference call, put themselves on mute, share their screens, send messages and emojis, and share media files in the conference chat room.

Participants may also turn on their video cameras and view each of those who also enabled theirs one by one.

Talk

To talk, speak using your device's microphone.
- Make sure that you are not on mute and that your microphone is working properly.

Share screen

To share your screen, click on the Share Screen button at the bottom of the conference call window. All participants will then see your desktop screen.

To stop sharing your screen, click on the Share Screen button again. CINNOX will also automatically stop sharing your screen if another participant clicks on the Share Screen button from their end.

Send messages and share files

To send a message or share a media file to all participants, click on the Chat icon located at the top right corner of the conference call window.

On the Chat room pane that will expand, start sending messages with @ mention on the chat input field. All participants, except those who joined using their phone number, will receive your messages.

Turn on camera and view participants' videos

To turn on your video, click on the Video button at the bottom of the screen. Unless someone else is sharing their screen, you will see your own video on the conference screen.
- Make sure that your video camera is working properly.

To view other participants' videos, click on a participant's avatar that will appear at the bottom of the conference screen. Note that you can only view one participant video at a time.

Record the conference

To record your conference call, click on the Record button located at the bottom of the conference call window. The recording will stop once the conference call ends

Leave or end the conference

To leave the conference call, click on the End Call button.
- If you are the host or co-host and you want to leave but want the other participants to continue to call without you, click on Leave Conference.

If you are the host or co-host and want to end the conference for all participants, click on *End Conference.

B. Host

As a staff member who created the conference call, you will be granted the host role with the following privileges:

Mute a participant

On the conference call room, click on the Participant icon to view the participant list.
Select the participant you wish to mute.
Click on the three-dot menu beside the participant's name, then click on Mute. Muted participants must then unmute themselves when they would like to speak.

Mute all participants

On the conference call room, click on the Participant icon to view the participant list.
Click on the Mute All button. Participants must then unmute themselves when they would like to speak.

Promote a participant as a co-host

On the conference call room, click on the Participant icon to view the participant list.
Select the participant you wish to promote as co-host.
Click on the three-dot menu beside the participant's name, then click on Assign Co-Host. Participants assigned as co-hosts will then have the same privileges as the host.

Remove and block a participant

On the conference call room, click on the Participant icon to view the participant list.
Select the participant you wish to remove from the conference call.

Click on the three-dot menu beside the participant's name, then click on Remove. A pop-up message will appear with the following text: Are you sure you want to remove and block (Participant name)?
Click Confirm.

Re-invite a blocked participant

On the conference call room, click on the Participant icon to view the participant list. Blocked participants are listed below the active ones.
Click on the Lock icon beside the blocked participant you wish to re-invite. A pop-up message will appear with the following text: Are you sure you want to re-invite (Participant name)?

Click Confirm. The unblocked participant will be notified that they can rejoin the conference call.

C. Co-hosts

As a participant with a co-host role in a conference call, you have the same privileges as the host.