Inviting Participants to a Conference Bridge via the Web Portal

Customers who have Aptela Conferencing can host a conference bridge in several ways via the phone or web portal.  Calling in to the bridge is the most common way participants access the conference bridge. Department users in the Active and Inactive User boxes can organize a conference bridge by “inviting” participants to the bridge via the web portal.   Conference organizers can invite participants by dialing: A 10-digit phone number.  Use this to invite someone using their phone number. Another user or department.  Use this to invite other users on your Aptela account. Contacts from their personal or company Address Book.  Use this to invite a contact in your address book. A list of contacts via a phone list.  Use this to invite a list of contacts from one of your phone lists.  Up to 5 contacts will be blasted at once.  If you have more than 5 contacts in your list, the first 5 will ring, and then the next 5 will ring after that...and so on. Notes: Organizers can invite participants using any or all of the above invitation methods. Organizers can only invite participants one at a time.  To invite multiple participants, complete all of the steps below then repeat. Step 1: Select the conference you wish to host 1.   Log in to www.aptela.com/my-account as the User. 2.   Click on People. 3.   From the Directory tab, scroll to Directory Commands (lower right). 4.  Click on “Conference Calling” to view a list of conferences (departments) you belong to.   If no “Conferences” are listed, either you are not part of a department or your account does not have any departments.  If you are not part of a department, a Department Manager or the Account Operator will need to add you to one.  If your account does not have any departments, the Account Operator will need to add one. 5.  Below is the default view users will see after clicking on "Conference Calling."  Click “invite” next to the “conference” you wish to invite participants to.  Users may also "join" a bridge via the web portal.  Click here for more information. Note:  To view the names of the other conference (department) members, click on the “conference” name Step 2: Choose the participants you wish to invite After clicking invite, an "Invite to Conference" pop-up window will appear.  Select the method you wish to use to invite participants and click "Next."  The screen shot below is an example of the different invitation methods. A phone number.  Use this to invite someone using their phone number. Click the radio icon next to "A phone number" Enter the 10-digit number in the field provided Click "Next" Proceed to Step 3 below Another user.  Use this to invite other users on your Aptela account. Click the radio icon next to "Another user" Click "Next."  You will be presented will additional options. Select the user or department you wish to invite from the “Another User” pick list.  By selecting a department, you will invite users in both the “Inactive” and “Active” boxes. Click "Next" Proceed to Step 3 below Contacts from their personal or company Address Book.  Use this to invite a contact in your address book. Click the radio icon next to "One of your contacts" Click "Next."  You will be presented will additional options. Select the contact From the “Groups” pick list, choose whether to invite contacts from: Your “personal” address book Your company’s address book A department’s address book (organizers will only see departments they belong to) From the “Contacts” pick list, choose the contact you wish to invite Click “Next” Proceed to Step 3 below A list of contacts via a phone list.  Use this to invite a list of contacts from one of your phone lists.  Up to 5 contacts will be blasted at once.  If you have more than 5 contacts in your list, the first 5 will ring, and then the next 5 will ring after that...and so on. Click the radio icon next to "One of your phone lists" Click "Next."  You will be presented will additional options. Select the list from the “A phone list” pick list Click “Next” Proceed to Step 3 below Step 3: Choose to upload a custom audio.  This is optional. When participants answer their phone, they will be prompted with menu options to accept the call or not.  To make that announcement more custom, conference organizers may upload an audio to add the conference name to that announcement.  Organizers may “browse” for a file or choose one from their “media” library.  After adding the audio click “Next”.  If you do not wish to add the audio, click “Next” without adding a custom audio. EXAMPLE of what participants will hear: Participants will hear “Aptela invites you to this conference call: <custom audio plays here>. Press 1 to accept the call otherwise press 2.  Press 3 to replay the announcement.”  If no audio is uploaded the caller will immediately hear “. . .Press 1 to accept the call. . .” after the initial greeting. Press 1: the participant will be connected to the bridge Press 2: the participant will be disconnected from the call Press 3: the menu will replay If no option is selected, the caller will be disconnected Step 4: Connect with the participant Immediately after completing Step 3 above, the participant will be called.  Once the call is accepted, he/she will be connected to the bridge.  If the participant doesn't answer the phone or rejects the call, he/she will not be connected to the bridge. To invite additional participants using the same or a different invitation method, repeat these steps.

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