Epik Networks Knowledge Base

Scheduling a Meet-Me Conference

If the Meet-Me Conferencing feature has been provided on your system, you can create a new conference.

To create a new conference:

1. Click on the Conferencing tab.
2. On the Meet-Me page, click Add.
NOTE: The Meet-Me tab will only be present in your Web Portal if your system administrator has
configured your phone to allow you to schedule a Meet-Me Conference.
3. Enter a brief description of the topic of the conference in the Subject field. The description helps members of the conference find it in the future if they need to be reminded of the time or number to call to join the conference.
4. Optionally click the Hide Subject checkbox to hide the subject of the conference from anyone except the Moderator. You may use this if the conference subject is so sensitive that you do not want the participants to know what it is about until they dial in.
5. Set the dates and times for the conference using the pull-down lists.

• Date: Selects the month, day, year
• Time: Selects the conference start time in hours and minutes
• Length: Selects the conference duration in hours and minutes. The length must be at least 15 minutes.
• Times can only be specified in 5-minute increments
• Time fields use a 24-hour clock.

6. Enter the number of expected participants in the Participants field. The maximum number of participants allowed depends on the number of available ports on your conference bridge and any limits set by your system administrator.
7. Click the Recurring checkbox if the conference will occur on a regular basis.

a. Under Recurrence Type, select one of the radio buttons and use the pull-down lists to
choose the frequency that the meetings will occur.
b. Under Recurrence End Date, select one of the radio buttons to specify how long the
meeting will recur.

• The After # occurrences field must be a value between 1 and 365.
• The By date must be greater than or equal to the Date field, and cannot go beyond a year past the Date.

8. Click Check Availability.
a. If there are enough ports on the conference bridge to support your conference at the chosen time, you will see the Check Availability screen and it will show the conference as Available. Click Save.

b. If there are not enough ports, you will see a screen that allows you to select another time. Click on the clock icon to change the Date/Time on the left.

• The time will increment based on the pull-down menus next to the clock icon.
• The time pull-down menu can set the increment up to 120 minutes.
• The “later” pull-down can be changed to “earlier”.
• When an available time is reached, the screen will change to the Available screen shown in Step a.

c. Click Save when you have found an available conference time.
9. The Meet-Me tab will be displayed showing the new conference listing.

• The Moderator ID is the password that allows you to access the conference settings through the MeetMe Setup telephone number.
• The Guest ID is the password that allows callers to access the conference through the MeetMe Join telephone number. You should provide the Guest ID and MeetMe Join telephone number to those persons who are supposed to attend the Meet-Me Conference.