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:

  • Log in to your CINNOX Dashboard, then navigate to the Workspace > Chats.
  • Click the + icon.
  • Select Schedule Conference.
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Alternatively,

  • Click on the Schedule Conference icon on top of the Dashboard.
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  • Click on the Schedule button.
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  • Enter the topic of the Schedule Conference on the right-side panel. The word limit is 50 characters.
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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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  • Click the drop-down menu or enter the keyword to search for the staff participants required to join the conference.
  • After selecting your staff participants, click Create.
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  • The toast message appears to the host to indicate the conference has been successfully scheduled. The scheduled conference details are shown on the right-side panel.
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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 scheduled conference participants will receive a system message mentioning that they are invited to the scheduled conference once the conference is successfully scheduled.
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  • When the scheduled conference starts at the scheduled time, the host and the participants can click Join in the Workspace or on the right-side panel to join the scheduled conference.
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Manage the Conference

Edit the Conference

The host can edit the details of the scheduled conference.

  • Log in to your CINNOX dashboard.
  • Click the Scheduled Conference icon.
  • Click Edit for the scheduled conference you are required to edit.
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  • You can edit the scheduled conference details, including the Conference Topic, Start Date & Time, End Date & Time, Participants and Description.
  • Click Save after editing the details.
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Start the Conference ahead of schedule

  • Log in to your CINNOX Dashboard.
  • Click on the Scheduled Conference icon located on the top of the Dashboard.
  • Find the scheduled conference you want to start
  • Click Start to begin the scheduled conference.
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  • When the host clicks Confirm and the participant click Accept, the scheduled conference starts ahead of schedule.
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Cancel the Conference

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

  • Log in to your CINNOX dashboard.
  • Click the Scheduled Conference icon.
  • Click Cancel on the scheduled conference panel you are going to cancel.
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  • Click OK to confirm the scheduled conference cancellation.
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  • After the scheduled conference is cancelled, the toast message indicates the scheduled conference cancellation is successful. The scheduled conference will not be listed on the host's and participant's right-side panel.
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Invite Staff to the Conference

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

  • Log in to your CINNOX Dashboard.
  • Click the Scheduled Conference icon.
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  • Select the scheduled conference you are going to invite other staff to.
  • Click the Copy icon to copy the invitation.
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  • When you successfully copy the invitation, the toast message indicates Invitation copied.
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  • If required, you can toggle on the link to change it with .cn. It is best for participants inside Mainland China to join the scheduled conference using the link with .cn.
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  • Paste the copied invitation to the text input bar of the staff you are going to invite to join the scheduled conference.
  • Click the Send icon.
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  • The chatroom of the staff participant will display the invitation. The participants can click the link to join the CINNOX Conference.
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  • 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

To decline a conference invitation:

  • Log in to your CINNOX dashboard.
  • Click the Scheduled Conference icon.
  • Click Decline for the scheduled conference whose conference you may need to decline due to schedule conflict or other reasons.
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  • The toast message shows Successful, meaning that you successfully decline the scheduled conference invitation.
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  • After you declined the scheduled conference invitation, its details show your name as the Declined Participants.
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  • Declining the scheduled conference invitation, you can still click Join on the Schedule Conference panel to join the scheduled conference if necessary.
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To revoke the declined invitation to join the conference:

  • Log in to your CINNOX dashboard.
  • Click the Scheduled Conference icon.
  • Click Revoke.
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  • The toast message shows Successful, meaning that you successfully joined the scheduled conference again.
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  • Declining the scheduled conference invitation, you will not receive its notification on the Workspace.

 

Create an Instant Conference

For your convenience, you can have a New Instant Conference on the right-side Schedule Conference panel.

To start a New Instant Conference

  • Log in to your CINNOX dashboard.
  • Click the Scheduled Conference icon.
  • Click Instant.
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  • After clicking New Instant Conference, you can refer to the procedure mentioned in the section Instant Conference Call to create an instant conference.

 

  • When the scheduled conference starts, CINNOX launches a conference call room and notifies the members of the Space to join the conference.
  • Staff members can click Join to join the conference call from their CINNOX Dashboard.

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  • Participants will receive the notification when
    • they are invited to a scheduled conference
    • the conference time changed.
    • they were removed from the scheduled conference.

 

Invite Participants when Conference started

1. Dial out a phone

To invite a participant using their phone numbers:

  • On the Invite participant pane that will appear on the right, click the Dial-out icon.
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  • On the pop-up window that will appear, select the DIAL PAD tab and type the country code, phone number (e.g. +85294667777), and then click Select. You may also select a contact from your Staff Contact List, SALESFORCE Contact List or External Contacts.
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  • Click Call in the pop-up window.
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  • Click Confirm. Invited participants will receive the conference call invitation, and those accepting the invitation will be added to the conference.
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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.
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  • On the Share Conference pop-up window that will appear, type the country code and phone number (e.g., +85260578655), then click Select. 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 conference 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.
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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 link through a third-party messaging app

To invite a participant using 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.
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For invited participants who accepted and opened the link:

  • On the Join Conference page displayed on your device browser, type your name and phone number, then click Verify.
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  • 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.
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  • Click Join and redirect your browser window to the conference room to the conference room and will add you as a participant to 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 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.
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  • Click the (+) icon located 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.
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  • On the Conference Sharing pop-up window that will appear, switch the settings to no SMS verification required, if necessary.
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  • You may also disable link sharing once all your expected participants are already present in the room.
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Device Settings

Select Microphone, Speaker and Camera

During the conference, you can select your microphone, speaker and camera if you use multiple microphones, speakers or cameras.

  • Click on the Gear icon.
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  • 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.
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Enable and Disable Call Noise Reduction

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

  • On the conference call room, Click on the Gear icon.
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  • You can toggle on or off to enable or disable the Call Noise Reduction.
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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.

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

Talk

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

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  • 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.
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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.
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  • On the Chat room pane that will expand, you can start to send messages on the chat input field or send files, using @mention. 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, click the Video button at the bottom of the screen. Unless someone else is sharing their screen, you will see your video on the conference 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.
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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.
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  • The conference call still continues.
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  • 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.
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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:

Mute a participant

  • On the conference call room, click the Participant icon 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.
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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.
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Promote a participant as a co-host

  • Click on 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.
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Remove and block a participant

  • In the conference call room, click on the Participant icon to view the participant list. 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.
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  • 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.

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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 on the Lock icon beside the blocked participant you wish to re-invite.
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  • 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.

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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