Scheduled Conference

Schedule Conference lets CINNOX staff arrange a conference in advance by setting the conference topic, start date and time, end date and time, adding the conference description, inviting staff to the conference and the access URL to the conference. After scheduling the conference, you can edit the conference details, immediately start the scheduled conference ahead of schedule and cancel the conference for your need.

When the scheduled conference starts, the host and participants can invite anyone from across the world to join your conference call by:

  1. Dialling out their phone numbers
  2. Sharing the link via SMS
  3. Sharing the 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 link sharing, and enabling phone verification.

 

Schedule a Conference

To schedule a conference:

  • Login to your CINNOX account. Navigate to the Utility tab on your screen.
  • Tap the + icon.
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  • Select Schedule Conference.
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Alternatively,

  • Tap the Schedule Conference icon.
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  • Tap Add and select Schedule Conference.
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  • Enter the Conference Topic.
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  • Set the Start Date & Time and the End Date & Time to schedule your conference.
    The pre-set Start Date & Time is the next o'clock of your current time.
    E.g. When you set the Start Time at 3:15, the pre-set Start Time should be 4:00. And the End Date & Time is pre-set 1 hour after the Start Date & Time.

  • You can add the description of this conference to the description box if required.

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  • Tap Invite participant to invite participants to your conference.
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  • Press the drop-down menu or enter the keyword to search for the staff participant to join the conference.
  • After selecting your staff participants, tap Invite.
  • Tap Next.
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  • After selecting your staff participants, tap Create.
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  • The maximum number of participants to join your scheduled conference depends on your service plan. Please contact your account manager if you need to increase your participant numbers.

  • The order of the scheduled conference details is based on the created date and time of the scheduled conference.

 

  • The toast message appears to the host to indicate a New conference created. The scheduled conference details are shown on the screen.
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  • The scheduled conference participants will receive a system message that they are invited to the scheduled conference once the conference is successfully scheduled.
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  • When the conference starts at the scheduled time, the host and the participants can tap Join in the Workspace.
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Manage the Conference

Edit the Conference

The host can edit the scheduled conference.

  • Login to your CINNOX account. Navigate to the Utility tab on your screen.
  • Tap the Scheduled Conference icon.
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  • Tap More(...) on the right top corner of the screen.
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  • Tap Edit Conference for the scheduled conference you are required to edit.
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  • Tap More(...) on the right top corner of the screen.

 

  • You can edit the schedule conference details, including the Conference Topic, Start Date, Start Time, End Date and End Time, Description and Participants.
  • Tap Save after editing the details.
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  • The toast message appears to the host to indicate Conference details updated.
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After editing the scheduled conference, the system message will show the edited details of the schduled conference.

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Start the Conference ahead of schedule

  • Login to your CINNOX account. Navigate to the Utility tab on your screen.
  • Tap the Scheduled Conference icon.
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  • Tap the scheduled conference you are going to start now.
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  • Tap More (...).
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  • Select Start Conference.
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  • The scheduled conference will immediately start after the participant join the conference.
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Cancel the Conference

The host can cancel the scheduled conference, and no one can access this cancelled conference.

  • Login to your CINNOX account. Navigate to the Utility tab on your screen.
  • Tap the Scheduled Conference icon.
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  • Tap the scheduled conference you are going to cancel now.
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  • Tap More (...).
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  • Tap Cancel Conference.
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  • Tap Confirm to confirm the conference cancellation.
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  • After the scheduled conference is cancelled, it will not be listed on both the host's and participant's side.
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Invite staff to the Conference

The host and the participant are allowed to invite other staff to the scheduled conference.

  • Login to your CINNOX account. Navigate to the Utility tab on your screen.
  • Tap the Scheduled Conference icon.
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  • Select the scheduled conference you are going to invite other staff to.
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  • Tap Copy Invitation.
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  • Tap Copy to copy the invitation. You can select other app where you also like to paste the invitation.
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  • Paste the invitation to the text input bar of the staff member you are going to invite to the scheduled conference and tap Enter.
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  • The invitation is successfully pasted in the participant's chat room.
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If the participants are in Mainland China, tap the conference link with .cn to join the scheduled conference for a better experience.

 

  • When the scheduled conference starts, the participants can enter their names and click Join to join the scheduled conference.
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Decline and Revoke the declined conference invitation

Decline the invitation to the Scheduled Conference:
Being the participant of the scheduled conference, you are allowed to decline the scheduled conference.

  • Login to your CINNOX account. Navigate to the Utility tab on your screen.
  • Tap the Scheduled Conference icon.
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  • Select the scheduled conference you declined to.
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  • Tap Decline.
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  • The toast message indicates Conference invitation declined.
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  • After you declined the scheduled conference, when you click the Participants,
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  • The scheduled conference details shows you declined the scheduled conference.
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  • After you declined the scheduled conference, when the scheduled conference starts, the corresponding scheduled conference details indicate the scheduled conference is Ongoing.
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  • Declining the scheduled conference, you can still click Join on the Conference Details page to join the scheduled conference if necessary.
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Join the Scheduled Conference after declining its invitation:
Declining the scheduled conference, you are allowed to join it again.

  • Login to your CINNOX account. Navigate to the Utility tab on your screen.
  • Tap the Scheduled Conference icon.
  • Tap Revoke. The participant joins the scheduled conference again.
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Create an Instant Conference

You can initiate a New Instant Conference on the Schedule Conference screen for your convenience.

To initiate a New Instant Conference

  • Login to your CINNOX dashboard. Navigate to the Workspace
  • Tap the Scheduled Conference icon.
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  • Tap Add and select Instant Conference. An instant conference will start.
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  • After clicking Instant Conference, you can refer to the procedure mentioned in the section Create an Instant Conference Call in the Instant Conference Call to create an instant conference.

 

Invite Participants when the Conference started

1. Dial out a phone number

To invite a participant using their phone number:

  • On the conference screen, tap More(...)
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  • 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 pop-up window that will appear, type the country code and phone number (e.g.+85294667777). You may also select a contact from your Staff Contact List.
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  • Tap the Dial-out icon.
  • Tap Confirm. Invited participants will then receive the conference call invitation, and those accepting the invitation will be added to the conference.
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2. Share the conference link through SMS

To invite a participant via SMS:

  • On the conference screen, tap More(...).
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  • Tap Invite.
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  • On the Invite participant window that will appear, tap the 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. +85294667777). You may tap the (+) icon to select a contact from your contact list, and then tap Add.
  • You cannot change the predefined message including the conference link on the content pane.
  • Tap the Send Message icon. A pop-up message will appear, asking you to confirm the action.
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  • Tap Send.
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  • A toast message indicates SMS sent. Invited participants will then receive an SMS with the conference call invitation.
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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(...)
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  • Tap Invite.
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  • On the Invite participant window that will appear, tap More(...).
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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 More(...)
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  • Tap Invite.
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  • 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.
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  • 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 to the conference.
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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 More(...)
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  • Tap Invite.
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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. When you change the security setting of the link sharing, the toast message indicates {Host name} changed share link settings.
  • You may also disable the sharing of the current link by tapping Disable Sharing once all your expected participants are already present in the room.
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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 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 with all participants, tap the Chat icon at the right top 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 will receive your messages except those joining the conference using their phone numbers.
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Turn on the 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 screens, you will see your 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 More(...).
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  • Tap Record Voice. The recording will stop once the conference call ends.
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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.

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  • Noise Reduction is enabled by default. You can tap it to disable the noise reduction. After disabling the noise reduction, you can tap it to enable the noise reduction if necessary.
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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:

  • To mute a participant, tap More(...).
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  • Tap Participants to view the participant list.
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  • Tap the participant's name you wish to mute, and then tap Mute Participant. Muted participants must then unmute themselves when they would like to speak.
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2. Mute all participants:

  • To mute all participants, tap More(...).
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  • Tap Participants to view the participant list.
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  • Tap Mute All. The toast message indicates All participants muted. Participants must then unmute themselves when they would like to speak.
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3. Promote a participant as a co-host:

  • To promote a participant as a co-host, tap More(...).
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  • Tap Participants to view the participant list.
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  • Tap the participant's name you wish to promote as co-host, and 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:

  • To remove and block a participant, tap More(...).
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  • Tap Participants to view the participant list.
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  • Tap the participant's name you wish to remove from the conference call, and then tap Remove from Conference.
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  • Tap Confirm to confirm the removal of the participant.
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5. Re-invite a blocked participant

  • To re-invite a blocked participant, tap More(...).
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  • Tap Participants to view the participant list.
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  • Select the Blocked tab and tap the participant's name you wish to re-invite.
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  • Tap the participant's name you wish to re-invit, and then tap Invite participant back.
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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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The conference call will automatically end when only one or no participant was in the room for 10 minutes.

 

Notifications

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As participants, you will receive a notification when:

  • You were invited to a scheduled conference.
  • The conference schedule date or time has changed.
  • You were removed from the scheduled conference.

 

Out of Scope

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The following still need to be covered in the scheduled conference.

  • Calendar View
  • Search and filter scheduled conference
  • Recurring scheduled conference
  • Waiting room and pre-configuration settings for participants
  • Creating scheduled conferences from other entry points (such as in the group space)
  • Options to display conference more information, such as location and attachment.
  • Allowing visitors to book a demo and generate scheduled conference
  • More invitation & integration methods, such as via SMS, 3rd party calendars such as email - Outlook and others) and Open API