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 Call:

• 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:

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 ensure that only the right people can attend the conference call by removing participants, disabling the 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 instant 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 Instant Conference.
• On the Instant Conference window that will pop up, type the Conference Topic. The default conference topic is [Your Name]'s meeting.
• Click on Create.

• 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 your Workspace, go to the Recent Connections area of your Utility panel and find an existing Space with the staff members you would like to invite to 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 the call view checkbox. This is ticked by default, meaning 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 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 call room, click the Invite button at the bottom of the screen.
• On the Invite participant pane that will appear on the right, click the Dial-out icon.

• Select the DIAL PAD tab on the pop-up window, type the country code phone number (e.g. +85294667777). You may also select a contact from your Staff Contact List, SALESFORCE Contact List or External Contacts.

• Click on Call in the pop-up window.

• Click Confirm. Invited participants will receive the conference call invitation, and those who accept the invitation will be added to the conference.

2. Share the link through SMS

To invite a participant via SMS:

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

• On the Share Conference pop-up window that will appear, type the country code and phone number (e.g., +85260578655). You may also select a contact from your Staff Contact List, SALESFORCE Contact List or External Contacts.
• You cannot change the predefined message, including the link, on the content pane.
• Click 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. Share the link through a third-party messaging app

To invite a participant, use the link:

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

For invited participants who accepted and opened the link:

• Type your name and phone number on the Join Conference page displayed on your device browser, then click Verify.

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

• Click Join and redirect your browser window to the conference room, and it will add you as a participant in the conference.

4. Invite staff members directly into the room

To invite staff members:

• On the conference call room, click the Invite button at the bottom of the screen.
• On the Invite participant pane 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 the (+) icon beside the staff member's name. The CINNOX Dashboard and App will notify the staff member of the invitation for the conference call. Once they accept, CINNOX will add them as a participant in the conference.

 

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 link can automatically join the conference.

2. 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 the Gear icon located in the Invite participant section of the conference call room.

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

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

 

Device Setting

Select Microphone, Speaker and Camera

You can select your microphone, speaker and camera during the conference using multiple microphones, speakers or cameras.

• Click on the Gear icon.

• Click the drop-down menu and select your microphone, speaker and camera for your use during the conference if required.
• If you have any queries about setting up your microphone, speaker and camera, please refer to Web Browsers Microphone and Camera Permissions for more details.

 

Enable and Disable Call Noise Reduction

Call 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.

• On the conference call room, Click on the Gear icon.

• You can toggle on or off to enable or disable the Call Noise Reduction.

 

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, enabling theirs individually.

Talk

• To talk, speak using your device's microphone.
  • Please ensure you are not on mute and that your microphone works properly.

Share screen

• To share your screen, click the Share Screen button at the bottom of the conference call window. You can select an Entire Screen, a Window tab or a Chrome Tab to share.

• After your selection, click Share. All participants will then see your desktop screen.

• To stop sharing your screen, click 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 with all participants, click the Chat icon at the top right corner of the conference call window.

• You can start sending messages on the chat input field or sending files using @mention on the expanded Chat room pane. 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, click the Video button at the bottom of the screen. You will see your video on the conference screen unless someone else shares your screen.
  • Make sure that your video camera is working properly.
• To view other participants' videos, click 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 the Record button 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 the Decline button.
• Being the participant clicking Decline, you will leave the conference call.

 

• The conference call continues.

 

• If you are the host or co-host, when you click Decline, the Conference pop-up window will appear, click End Conference to end the conference, and the conference will not run anymore.

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

• Click the Participant icon on the conference call room to view the participant list.
• Select the Online tab and select the participant you wish to mute.
• Click the More(...) beside the participant's name, and click Mute. Muted participants must then unmute themselves when they would like to speak.

Mute all participants

• On the conference call room, select the Online tab.
• Click the Mute All button. Participants must then unmute themselves when they would like to speak.

Promote a participant as a co-host

• Click the Participant icon in the conference call room to view the participant list.
• Select the Online tab and select the participant you wish to promote as a co-host.
• Click More(...) beside the participant's name, then click Assign Co-Host. Participants assigned as co-hosts will then have the same privileges as the host.

Remove and block a participant

• Click the Participant icon to view the participant list in the conference call room. Select the Online tab and select the participant you wish to remove from the conference call.
• Click More(...) beside the participant's name, then click Remove.

• A pop-up message will appear with the following text: Are you sure you want to remove and block (Participant name)?

• Click Confirm. The participant is removed from the conference call.

Re-invite a blocked participant

• In the conference call room, click the Participant icon to view the participant list. Select the Blocked tab, and the blocked participants are listed.
• Click 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.

C. Co-hosts

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