Acano Audio Conferencing System

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Kerry Horton
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1 Acano Audio Conferencing System Dial in instructions to the Acano audio conferencing bridge: On Campus dial 82222; Off Campus dial follow the system prompts and enter your Call ID and your password (if required) Overview of features/functions in the system: - Personal CoSpace (meeting room) assigned to all employees Once you are logged into the system for the first time you will need to view your CoSpace to find the Call ID that has been assigned to your individual CoSpace. The Call ID is your personal bridge number and is what you will need to enter after you dial into the Acano conference bridge (ext ). You will be able to use your personal Call ID to dial into the Acano audio conferencing bridge at any time without needing to schedule the call at the Acano website. Simply include your personal Call ID when you schedule your Outlook appointments. REMEMBER THAT YOUR PERSONAL COSPACE IS ALWAYS AVAIALABLE AND NEVER NEEDS TO BE SCHEDULED IN THE ACANO SYSTEM. - Create Ad Hoc CoSpaces for unique scheduling needs For scheduling more secure calls or for another user(pin passwords are optional) Used for ongoing project meetings or meetings with scheduling patterns that do not fall within the Acano scheduling options For scheduling appointments that occur at the same time which would require separate meeting spaces (CoSpaces-Call ID s) - Use the Acano system to schedule calls creating a temporary Call ID/password Useful for scheduling one time calls or recurring calls with a finite scheduling period. Calls will always be scheduled with a unique password for more secure calls. Recurring calls all have the same Call ID/password for that series of recurring calls - Ability to administer the calls that you have scheduled Change the date/time of the call See who is on your conference call Mute/unmute individual callers or all callers at one time Disconnect callers that do not need to be on your call Quick Links Information on your CoSpace Creating a new CoSpace Scheduling a Call Call Details Recurring Calls Administering an Active Call 1

Sign in to the Acano Website https://acano.kumc.edu Log into the system using your KUMC network ID. Example jdoe3@kumc.

CoSpaces - Viewing your CoSpace To find the Call ID (CoSpace) that was assigned to you select CoSpace List to view your CoSpace, select the Show All button

2 Sign in to the Acano Website Log into the system using your KUMC network ID. Example as the Username and your network password. (The complete is required.) Select the Sign In button at the bottom of the screen. CoSpaces - Viewing your CoSpace To find the Call ID (CoSpace) that was assigned to you select CoSpace List to view your CoSpace, select the Show All button and then Go. You will see your list of available CoSpaces. You will initially be set up with one CoSpace (meeting room) that will have a URI (name) consisting of your userid.cospace. (ex. dvillarr.cospace) 2

3 In the next section we will show you how to create a new CoSpace. Select the edit CoSpace to view the CoSpace details. button for your The Call ID will be populated with your CoSpace number (individual meeting room/bridge #) in the Acano system. Your CoSpace was created without a PIN (password). If you would like to add a PIN to your CoSpace select the Generate button next to the PIN field and the system will create one for you or input your own unique number. This PIN would then be required for all of your calls. To delete the PIN simply delete the number that was generated and select the Save button 3

4 If you d like to add a User to your CoSpace so that they can manage the calls for that CoSpace select Show/Hide in the Users section. Select Add to find the person you would like to add as a User on your CoSpace. 4

Select the Add button to pick the individual you wish to add as a

5 In the Filter box type the name of the person you would like to add and the filter will display a list of users matching that criteria. Select the Add button to pick the individual you wish to add as a User to the CoSpace and then select Done at the bottom of the screen. 5

6 The list of Users will be displayed. To delete them just select the Delete Item icon. Creating a new CoSpace To create a new CoSpace select CoSpace List, then select Add New. 6

Populate the following fields: (Note: asterisk * denotes a required field) Uri = the name of your CoSpace Description = the description of your CoSpace PIN = field is not required but if you prefer a

7 Populate the following fields: (Note: asterisk * denotes a required field) Uri = the name of your CoSpace Description = the description of your CoSpace PIN = field is not required but if you prefer a password on your CoSpace the Generate button so that the system can set a PIN for you or enter a number of your own (must be between 4-10 digits) Note: Video/Audio ports fields are not required and do not need to be changed from the default values. 7

8 In the URI (name) field type in the name of your CoSpace. In the Description field type in a description of your CoSpace. If you wold like to add a PIN (password) to your CoSpace select the Generate button next to the PIN field and the system will create one for you or you may enter a number of your own (must be between 4-10 digits). This PIN (password) would be required for all of your calls. Select the Save button to save and create your new CoSpace. 8

To find the Call ID that was assigned to the new CoSpace, Select on CoSpace List to view your CoSpace, select the Show All button and then Go. You will see the new CoSpace that you created.

9 To find the Call ID that was assigned to the new CoSpace, Select on CoSpace List to view your CoSpace, select the Show All button and then Go. You will see the new CoSpace that you created. Select the details the Call ID that was created. button to view the new CoSpace to find Scheduling a Call in Acano To create a new call select on the +Call button on the upper left side of the screen. 9

Your KUMC email address should appear in the Email address field. If it does not populate fill in your full userid@kumc.edu email address.

The Calendar icon next to the Time fields allow you to use a calendar to more easily pick your start and end dates/times.

10 Your KUMC address should appear in the address field. If it does not populate fill in your full address. Enter your KUMC 5 digit Extension and a Call Name (meeting name), select the Next button. Set your Start and Stop times. The Calendar icon next to the Time fields allow you to use a calendar to more easily pick your start and end dates/times. If the calendar icon does not appear you may change the Start amd Stop times manually. The call will be available 10 minutes ahead of your scheduled start time. The Acano system will end the call at the scheduled stop time. You may want to schedule your call to end 15 minutes after the appointment so that you are not disconnected from the call. Select Next 10

Your personal CoSpace is always available for use and does not need to be scheduled.

11 Select the Now button to have the call time set to the current time, select Done. If it is not a recurring call select the Next button. Your personal CoSpace is always available for use and does not need to be scheduled. To schedule a meeting not using your CoSpace select the Create temporary one for my call (system default) button and select Save. 11

mark in the CoSpace field to bring up a list of your available CoSpaces.

12 If you wish to use an existing CoSpace for the call select the Use existing, predefined meeting room button. If you have more than one CoSpace and need to pick the correct one type a? mark in the CoSpace field to bring up a list of your available CoSpaces. Once you have selected the CoSpace you wish to use select the Save button. You will see a comment at the top of the screen in the Acano info banner confirming that the call was saved 12

You will receive an email confirming your scheduled call in your Outlook inbox with the confirmation of the call and the call in details.

13 You will receive an confirming your scheduled call in your Outlook inbox with the confirmation of the call and the call in details. In this confirmation you will be given the Call ID and password for the call. To review/administer your scheduled calls select on the Calls List link on the left side of the screen. To find all of your scheduled calls open the Filter criteria screen by selecting on the filter box button on the right of the screen. Input a CoSpace, Date range or Call Name and select the Refresh button. 13

14 Your list of scheduled calls will appear in the Call List at the bottom of the screen. Select the call to see the details of the call. Call Details Administer your call in the Call Details page. 14

15 For calls not in progress you may change the phone number or call name tied to the call. You may also change the call date and time or even change the single call into a recurring call by selecting the Recurring call button and going through the prompts to create the recurring call. (See the instructions below for creating a recurring call) If you cancel a call you may also reinstate it by selecting on the Reinstate button 15

16 Scheduling Recurring Calls in Acano Recurring calls can be scheduled based on a Daily, Weekly, or Monthly pattern. You can choose a specific day or set a Range based on the number of occurrences or the end date of the recurring calls. To create a series of calls for a recurring meeting, select the +Call button to add a new call (meeting name) and enter your extension and a name of the call, select Next. Select Yes to create recurring call, select Next. 16

Weekly pattern pick the day(s) of the week and set

17 Daily pattern enter how many days, the number of occurrences or the maximum value (date) of the calls. Weekly pattern pick the day(s) of the week and set the number of weeks, occurrences, or maximum value (date). 17

Once the recurring call has been scheduled you will receive

18 Monthly pattern pick how many months you want the call to last or the number of occurrences or the End by date. Once the recurring call has been scheduled you will receive the confirmation note with each call in the top of the screen. 18

You will receive an email with the confirmation of the call and the call ID/password for the series of calls.

19 You will receive an with the confirmation of the call and the call ID/password for the series of calls. To review/administer your recurring calls select on the Recurring Calls List link on the left side of the screen. To find all of your recurring calls open the Filter criteria screen by selecting on the filter box button on the right of the screen. Select a date range or call name and select the Refresh button. 19

Administering a Live Call Select on Call List under the Calls menu to open the Filter criteria screen for scheduled calls.

20 You will see your scheduled recurring calls. Select any of the calls listed to bring up a screen with the details of that call. You can change the date/time of an individual call from this screen. Administering a Live Call Select on Call List under the Calls menu to open the Filter criteria screen for scheduled calls. Input a CoSpace, Date Range, or Call Name and select the Refresh button. Your Call List will appear at the bottom of the screen. Active calls will have a Manage button that you can select to bring up the Manage Call screen. If you need to administer a call select the Manage button next to the active call. 20

This may be needed if one of the callers has put their phone line on hold and you are hearing their on-hold music. You can also mute just their line.

21 Once you have the Manage Call screen up you can view all of the participants on the call. You can mute/unmute all participants in the call, or mute/unmute them one at a time by selecting on only their entry on the Manage call screen. You may also remove participants from the call. This may be needed if one of the callers has put their phone line on hold and you are hearing their on-hold music. You can also mute just their line. Mute Receive Audio (Presentation mode) the callers can hear you, you cannot hear the callers Mute Transmit Audio the callers cannot hear you, you can hear the callers. If you wish to disconnect all participants select the disconnect icon for the call. You will receive a confirmation pop up to confirm that you wish to remove all the participants from the call. Select OK. 21

You will receive a confirmation pop up to confirm that you wish

22 If you wish to disconnect a single caller select the remove participant icon for that caller. You will receive a confirmation pop up to confirm that you wish to remove the participant. Select OK. The call details tab shows some basic information about the call. 22

23 The information box at the top of the screen shows you detail for the call and lists the users as they enter and leave the call. Acano Dial in number Website: Questions regarding the system; call one of our Telecom Specialists at Problems accessing the system; should be directed to the IR Help Desk at

Create and Manage Conferences

Create and Manage Conferences You have access to Conferencing features if you have been authorized to administer an Meet-Me Conferencing bridge. 1. Log in to the Web Portal at voice.dscicorp.com. 2. On