Instant Conference Call

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

There are two ways to set up an instant 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 instant conference call by:

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

If you are the conference host, you can also ensure that only the right people attend the conference call by removing participants, turning off the conference link sharing, and enabling phone verification.

Create an Instant Conference Call

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:

Select Instant Conference.

On the Instant Conference window that will pop up, type the Conference Topic. The default conference topic is [Your Name]'s meeting.
Tap Create.

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

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

Start 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 with 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 in the top-right corner.

On the Create Conference pop-up window that will appear, type the conference topic.
Turn on or off Invite with call view by toggling the button ON or OFF. It is enabled by default, meaning invited Staff members will be prompted with a call screen to join the conference.
Tap Create.

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

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

Invite Participants

1. Dial out a phone number

To invite a participant using their phone number:

On the conference screen, tap More(...).

Tap Invite.

On the Invite participant window that will appear, tap the Dial-out icon.

On the pop-up window, type the country code and phone number (e.g. +85294667777). You may also select a contact from your Staff Contact List.

Tap the Dial-out icon.
Tap Confirm. Invited participants will receive the conference call invitation, and those accepting the invitation will be added.

2. Share the conference link through SMS

To invite a participant via SMS:

On the conference screen, tap More(...).

Tap Invite.

On the Invite participant window that will appear, tap the SMS icon.

Type the country code and phone numbers (e.g. +85294667777) on the Share conference with the SMS screen that will appear. You may tap the (+) icon to select a contact from your Visitor or Staff Contact list, and then tap Add.
You cannot change the predefined message on the content pane, including the conference link.
Tap the Send Message icon. A pop-up message will appear, asking you to confirm the action.

Tap Send.

A toast message indicates SMS sent. Invited participants will then receive an SMS with the conference call invitation.

3. Share the conference link through a third-party messaging app

To invite a participant using a conference link:

On the conference screen, tap More(...)

Tap Invite.

On the Invite participant window that will appear, tap More(...).

Select the third-party messaging app where you want to share the conference link.

4. Invite Staff members directly into the room

To invite Staff members:

On the conference screen, tap More(...)

Tap Invite.

On the Invite participant window that will appear, on the Invite Staff Member section, search for or browse the Staff members you wish to invite to the conference call.

Tap the + icon located beside the Staff member's name. The CINNOX Dashboard or App will notify the Staff member of the invitation for the conference call. Once they accept the invitation, the Staff member will be added as a participant in the conference.

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 conference link can automatically join the conference.
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 More(...)

Tap Invite.

On the Invite participant window that will appear, tap the Gear icon.

On the Conference Sharing window that will appear, switch the settings to No SMS verification required, if necessary. When you change the security setting of the link sharing, the toast message indicates {Host name} changed share link settings.
You may also turn off the sharing of the current link by tapping Disable Sharing once all your expected participants are in the room.

On the pop-up message that will appear, tap Confirm. Anyone with a copy of the web link can no longer access the conference.

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.
- Ensure you are not on mute and your microphone is working correctly.

Send messages and share files

Tap the Chat icon at the top right corner of the conference call screen to send a message or share a media file with all participants.

On the chat room window, start sending messages with @mention on the chat input field. All participants will receive your messages except those joining the conference using their phone numbers.

Turn on the camera and view the participants' videos

To turn on your video, tap the Video button at the bottom of the screen. You will see your video on the conference screen unless someone else shares their screens.
- Make sure that your video camera is working correctly.
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 More(...).

Tap Record Voice. The recording will stop once the conference call ends.

Enable and Disable Noise Reduction

Noise Reduction can reduce background noise to ensure a better experience during the conference call. It applies to Video Calls, Audio Calls, 1-to-1 Calls, and Conference Calls.

Noise Reduction is enabled by default. You can tap it to turn off the noise reduction. After turning off the noise reduction, you can tap it to enable the noise reduction if necessary.

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.

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

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:

To mute a participant, tap More(...).

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.

2. Mute all participants:

To mute all participants, tap More(...).

Tap Participants to view the participant list.

Tap Mute All. The toast message indicates All participants muted. Participants must then unmute themselves when they would like to speak.

3. Promote a participant as a co-host:

To promote a participant as a co-host, tap More(...).

Tap Participants to view the participant list.

Tap the participant's name you wish to promote as a co-host, then tap Assign Co-Host. Participants assigned as co-hosts will then have the same privileges as the host.

4. Remove and block a participant:

Tap More(...)to remove and block a participant.

Tap Participants to view the participant list.

Tap the participant's name you wish to remove from the conference call, and then tap Remove from Conference.

Tap Confirm to confirm the removal of the participant.

5. Re-invite a blocked participant:

To re-invite a blocked participant, tap More(...).

Tap Participants to view the participant list.

Select the Blocked tab and tap the participant's name you wish to re-invite.

Tap the participant's name you wish to re-invite, then tap Invite participant back.

Tap OK. 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.