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:

  1. Dialling out their phone number
  2. Sharing the conference link via SMS
  3. Sharing the conference link via a third-party messaging app
  4. 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 conference 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 tab of your screen, tap the New Meeting icon located at the top-right corner.
  • On the Instant Meeting window that will pop up, type the Conference Topic. The default conference topic is displayed as [Your Name]'s meeting.
  • Tap Create.
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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 the Utility tab of your screen, scroll through your Recent area 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.
  • Tap the Call icon located on the top-right corner.
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  • On the Create Conference pop-up window that will appear, type the conference topic.
  • Enable or disable Invite with call view by toggling the button ON or OFF. It is enabled by default, which means that invited Staff members will be prompted with a call screen to join the conference.
  • Tap Create.
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CINNOX then launches a conference call room and notifies the members of the Space to join the conference.

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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 screen, tap the three-dot menu, then tap Invite.
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  • On the Invite participant window that will appear, tap the Dial-out icon.
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  • On the dial-out screen that will appear, type the country code and phone number (e.g, +85260578655). You may also tap the (+) icon to select a contact from your Visitor or Staff Contact List then tap Add.
  • Tap the Dial-out icon. The following message will appear: Are you sure you want to invite the participant by dialing their Phone Number?.
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  • Tap Confirm. Invited participants will then receive the conference call invitation, and those who accept will be added to the conference.
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2. Sharing the conference link through SMS

To invite a participant via SMS:

  • On the conference screen, tap the three-dot menu, then tap Invite.
  • On the Invite participant window that will appear, tap SMS icon.
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  • On the Share conference with SMS screen that will appear, type the country code and phone numbers (e.g, +85260578655). You may also tap the (+) icon to select a contact from your Visitor or Staff Contact list then tap Add.
  • On the content pane, you may change the predefined message, except for the conference link.
  • Tap the Send Message icon. A pop-up message will appear, asking you to confirm the action.
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  • Tap 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.
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3. Sharing the conference link through a third-party messaging app

To invite a participant using a conference link:

  • On the conference screen, tap the three-dot menu, then tap Invite.
  • On the Invite participant window that will appear, tap the More (...) icon.
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  • Select the third-party messaging app where you want to share the conference link.
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4. Inviting Staff members directly into the room

To invite Staff members:

  • On the conference screen, tap the three-dot menu, then tap Invite.
  • On the Invite participant window that will appear, on the Invite Staff Member section, search or browse for the Staff members you wish to invite to the conference call.
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  • Tap (+) icon located beside the Staff member's name. The CINNOX Dashboard or App will then notify the Staff member of the conference call invitation. Once they accept, the Staff member will be added to the conference as a participant.
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Conference Sharing Security Settings

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

  1. No SMS verification required

    • Anyone with the conference link can automatically join the conference.
  2. SMS verification required - default

    • Anyone with the conference 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:

  • On the conference screen, tap the three-dot menu, then tap Invite.
  • On the Invite participant window that will appear, tap the Gear icon.
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  • On the Conference Sharing window that will appear, switch the settings to no SMS verification required, if necessary.
  • You may also disable conference link sharing once all your expected participants are already present in the room by tapping Deactivate share link.
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  • On the pop-up message that will appear, tap Confirm. Anyone with a copy of the web link will no longer have access to the conference.
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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.

Talk

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

Send messages and share files

  • To send a message or share a media file to all participants, tap the Chat icon located at the top right corner of the conference call screen.
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  • On the chat room window, start sending messages with @ mention on the chat input field. All participants, except those who joined using their phone number, will receive your messages.
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Turn on camera and view participants' videos

  • To turn on your video, tap 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, tap 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, tap the three-dot menu, then tap Record. The recording will stop once the conference call ends.
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Leave or end the conference

  • To leave the conference call, tap 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, tap Leave Conference.
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  • If you are the host or co-host and you want to end the conference for all participants, tap End Conference.
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B. Host

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

1. Mute a participant:

  • On the conference screen, tap the three-dot menu, then tap Participants to view the participant list.
  • Tap the participant's name you wish to mute, then tap Mute Participant. Muted participants must then unmute themselves when they would like to speak.
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2. Mute all participants:

  • On the conference screen, tap the three-dot menu, then tap Participants to view the participant list.
  • Tap Mute All. Participants must then unmute themselves when they would like to speak.

3. Promote a participant as a co-host:

  • On the conference screen, tap the three-dot menu, then tap Participants to view the participant list.
  • Tap the participant's name you wish to promote as co-host, then tap Assign Co-Host. Participants assigned as co-hosts will then have the same privileges as the host.
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4. Remove and block a participant

  • On the conference screen, tap the three-dot menu, then tap Participants to view the participant list.
  • Tap the participant's name you wish to remove from the conference call, then tap Remove from Conference. A pop-up message will appear asking you to confirm the action.
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  • Tap Confirm.
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5. Re-invite a blocked participant

  • On the conference screen, tap the three-dot menu, then tap Participants to view the participant list. Blocked participants are listed below the active ones.
  • Tap the participant's name you wish to re-invite then tap Invite participant back. A pop-up message will appear asking you to confirm the action.
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  • Tap OK. The unblocked participant will be notified that they can rejoin the conference call.
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C. Co-hosts

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


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