User Guide
Table of Contents Getting Started Conference Scheduling Settings & Features Conference Details 4 Step 1: Pick a date & time 29 PIN-less Entry & SM S Notifications 47 Where to find your conference details 5 One Time Access Code & Security Code 30 Chimes & name announce 48 How to start a conference call on-demand 6 Set to repeat 31 Waiting Room 49 Join by phone 7 Timezones 32 Recording & Streaming 50 Join by web 8 Step 2: Invite Participants 33 Default Mute Mode 51 How do you want to connect audio 9 Step 3: Select Type of dial-ins 34 Change/ Add Primary Dial-In 52 Step 4: Select Dial-Ins 35 Default Invitation Style 53 Web Conferencing Step 5: Summary & Schedule 36 Change Password 54 Video Conferencing 11 Edit a Scheduled Conference 37 Change Access Code 55 Screen Sharing 12 Cancel a scheduled conference 38 Change Moderator PIN 56 File Sharing 13 Address Book 57 Document Presenting 14 After your conference Creating, Editing & Deleting Contacts 58 Audio Recording 15 Call Summaries 40 Bulk Uploading Contacts 59 Video Recording 16 Call History 41 Creating Groups 60 Live Video Streaming 17 Download & Share Recordings 42 Dial-In Numbers 61 Invite participants to the online meeting room 18 Download Transcriptions 43 Dial-In Numbers Breakdown 62 Invite participants to the online meeting room 19 Auto Tag 44 Changing Views 20 Smart Search 45 Download Mobile Apps 63 Upgrades: Starter, Plus & Pro 64 Conference Controls Technical Requirements 65 Browser Conference Controls 22 Lock the Conference 23 Connection Test 24 Audio & Video Settings 25 Phone Conference Controls 26 2
Getting Started Conference Details, How to Join by Phone, How to Join by Web, How to Start a Conference On-Demand 3
Conference Details Dial-In Number: This is the number you would dial into to access the call. You are assigned a default dial-in, which you may change to any of the other available dial-ins via account settings. Access Code: Unique code for your participants to use when joining your conference call by phone. This code can also be used by a guest to join a call from your company page or using any app. Moderator PIN: Unique code for you to manage the call, mute and unmute participants, and toggle your settings by phone. Online Meeting Room: Unique URL to host your online meetings. Simply visit your Online Meeting Room via web browser or app to start your conference. 4
At the top of your account dashboard; Under the 'Start Now' and 'Schedule' buttons; In the Menu under 'Conference Details. Click on 'Copy details' to add this information to your clipboard so you can paste this into an email or text message to your participants. Where to Find Conference Details
How to Start a Conference On-Demand Perfect for meeting with smaller groups or unplanned meetings, there is more than one way that you can initiate an ondemand call. 6
Join by Phone Copy and share your conference details. Host: Call the preferred dial-in number. Enter Moderator PIN followed by the # key. Participants: Call the preferred dial-in number. Enter access code followed by the # key.
Copy and share your conference details. Join by Web Go to the online meeting room by: 1. Entering the URL directly into the web browser address bar; 2. Logging in to your account and click Start. Before entering the online meeting room, you will be prompted to choose how to connect your audio.
'Internet' will take you to your Online Meeting Room and connect you to the computer s default microphone and speakers. 'Phone' will display your conference details and a drop-down list of all available dial-in numbers, so you can dial-in by phone while viewing the screen. 'View only' will add you to the room without connecting any audio devices. You will still be able to manage the call and share or view documents without audio. How do you want to connect audio?
Web Conferencing Video Conferencing, Screen Sharing, File Sharing, Document Presenting, Audio Recording, Video Recording, Live Video Streaming, Invite Participants, Change Views 10
From the online meeting room toggle your video on and off by pressing the VIDEO icon in the tool bar at the top of the screen. Note: By default the video camera is set to off when any participant joins a conference Video Conferencing
Click on the SHARE button in the tool bar of the Online Meeting Room. The first time you do this a message will pop up asking you to add Screen Sharing. Click on 'Add Extension' and continue. Share your entire desktop, or choose which window or application you wish to present and click Share. Screen Sharing
File Sharing File Sharing allows you to instantly send and receive documents during a conference call. Open the Text Chat in your call window and select the icon in the bottom right corner. You can also simply drag and drop a file into the Online Meeting Room to share with all participants.
Once you share the document in the chat bar, you and/or your participants can choose present. This is a great alternative to screen sharing for PowerPoint presentations. Document Presenting
Audio Recording PREMIUM FEATURE Go to Page 64 Start, stop or pause an audio recording by clicking RECORD then RECORD AUDIO ONLY in the toolbar at the top of the screen. Call recordings are stored in the individual call history or can be accessed from the right sidebar of your dashboard. *Only available to Moderator
Video Recording PREMIUM FEATURE Go to Page 64 Start, stop or pause a recording by clicking RECORD in the toolbar at the top of the screen. Select RECORD ONLINE MEETING to record video, audio and screen sharing. Call recordings are stored in the individual call history or can be accessed from the right sidebar of your dashboard. *Only available to Moderator
YouTube Live Video Streaming PREMIUM FEATURE Go to Page 64 STEP #1: Linking your YouTube & FreeConference.com Account. From Settings > Recording & Live Streaming, connect your YouTube channel. Turn on Stream to YouTube, Enter your stream name/key and your share URL found on your YouTube channel Press save. Note: your should only need to do this once as your settings page will save your details.
YouTube Live Video Streaming PREMIUM FEATURE Go to Page 64 STEP #2: Now your reading to live stream! Start an online meeting In the top tool bar start, stop or pause your video streaming to YouTube right from your Online Meeting Room. *This feature is only available to Moderator
Invite Participants from the Online Meeting Room Instantly invite another participant into the conference by clicking the menu button at the top right of the conference window and selecting Invite Participants. An email invitation is sent to the contact on the spot, so they can hop on the call the moment they re needed. 19
Full screen is activated by clicking on the four arrows and will enlarge the video to fill the entire screen. Expand screen hides the lower tiles enlarging the main video to fit window. Pin Video is a way to select which tile to display in the main area on your screen. Hover over the tile and click Pin Video. Changing Views
Conference Controls Browser Conference Controls, Lock the Conference, Mute Modes, Phone Conference Controls 21
Browser Conference Controls & Participant List *Mute all/unmute all. *Mute/Unmute Participant: Hover over that person s name in the participant menu in the chat, select Mute or Unmute. *Remove participant: Hover over that person s name in the participant list and select Remove. *End Conference: Select Moderator Controls under the Menu tab and click End conference. Raise your Hand: Select Raise Hand under the Menu tab at the top to alert the Moderator of your request to unmute your audio. Audio and Video Settings: Choose your video camera, microphone, and default speaker from detected list of hardware. Connection Test: Test your microphone, audio playback, connection speed and video all with the click of a button. *Options with an asterisk are only available to moderators 22
Lock the Conference While a call is in progress, you can prevent additional people from joining the conference. From your phone: Press *5 from your phone's dial pad to toggle the lock off and on. From the online meeting room: Select Settings from the menu on the right, then click on the 'Lock' button. PREMIUM FEATURE Go to Page 64 23
Test your microphone, audio playback, connection speed and video all with the click of a button. Access this test from the menu in your Online Meeting Room or dashboard. Connection Test
Choose your preferred video camera, microphone, and speaker from detected list of hardware. Access audio and video settings from the online meeting room menu to select your default devices. Audio & Video Settings
Conference Controls from a Touchtone Phone * 6 EVERYONE Mute or Unmute Mute or unmute your own phone line as needed. * 9 MODERATOR ONLY Start/Stop Audio Recording NOTE: This feature is NOT available with FREE accounts. If you would like to record your calls, upgrade to any paid plan for unlimited recording. https://hello.freeconference.com/conf/apps/store * 7 MODERATOR ONLY Toggle mute modes Allows the moderator to switch between three different group muting modes: 1. Conversation Mode (everyone can speak) 2. Q&A Mode (everyone can unmute themselves as needed) 3. Presentation Mode (everyone remains muted) * 8 MODERATOR ONLY Entry/Exit Chimes When someone enters or leaves a call a musical chime is played. To turn the chimes on/off during a call, press *8. * 2 EVERYONE Raise/Lower Your Hand Let the moderator know that you would like to speak by placing a hand next to your tile and/or name in the online meeting room. When activated you ll hear a prompt, Hand Raised. * 0 MODERATOR ONLY End Conference Disconnects everyone from the current conference and ends the meeting. 26
Conference Scheduling How to Schedule a call, Recurring Call, Timezone Helper, Security Codes, Adding Contacts, Selecting Dial-Ins, Edit & Delete Scheduled Calls 27
Click on Schedule from your account dashboard. 28
Optional Settings Give the conference a Subject and Agenda. These will appear on your invitations. Add an additional layer of security to your call by clicking on Security Settings (Premium Feature). Automatically record audio. Set up a recurring meeting by clicking on Set to repeat. Get help finding an appropriate time to schedule the conference and click Timezones. Step 1: Pick a Date & Time
Optional One Time Access Code PREMIUM FEATURE Go to Page 64 One Time Access Code: Randomly generate a one time access code to be used just for that particular scheduled call. 30
Optional Set to Repeat Set to repeat allow you set up a series of meetings in just a few clicks, it also ensures that everyone will receive proper notice of each approaching conference. Choose the frequency of recurrence for your series of conferences from the drop down menu, select the number of times it should repeat and click save. Reminder emails are sent to those invited to the call fifteen minutes prior to the meeting. 31
Optional Timezones Get help finding an appropriate time to schedule conference calls when you re dealing with multiple time zones. While selecting the start time in your own time zone, you ll see what time it is in other cities around the world, with color coding, allowing you to easily choose the best option for all invited parties. To add additional locations, click the gray plus sign. 32
Type or paste an email address in the field at the top. If the address already exists in your address book it will appear in the results. If not, it will be added. Click the 'Add' button next to those you wish to send invitations to. Click 'Remove' next to any participants you d like to remove. Click 'Next'. Step 2: Invite Participants
Select which types of dial-ins you want to select: Premium 800 international dial-in numbers (Premium). Standard free dial-in numbers Here you can also choose if you want to automatically record your audio or online meeting. Step 3: Select Type of Dial-ins
Add additional dial-in numbers to your invitation to make it easy for your callers to find the right number to use. No matter what dial-in people use to connect, everyone will join the same conference call as long as they are using the access code from your account. Step 4: Select Dial-ins
Once you are happy with everything, simply click on 'Schedule' to confirm the reservation. A confirmation email will then be sent to you, and your participants will receive email invitations with conference details. Step 5: Summary & Schedule
Edit a Scheduled Conference Once logged into your account online, click on Conference and then Upcoming on the center right of the page. Find the conference you d like to modify and click Edit. Follow through the steps to make the desired changes and click 'Schedule.' on the final page to ensure that your changes are saved. If you make changes to the time/date, subject or agenda, then new invitations will be sent to all invitees. If you did not modify any of the above details, updated invitations will only be sent to new invitees. 37
Once logged into your account online, click Upcoming on the right hand side. Find the conference you d like to modify and click Cancel. In the pop up box that appears to confirm your choice, Click on Cancel Conference. If this is a recurring conference, you will be asked if you want to cancel just that one call or the entire series. You and any participants will then be sent an email confirmation that your conference has been cancelled. Canceling a Scheduled Conference
After Your Conference Call Summaries, Call History, Call Recordings 39
CALL SUMMARIES Call summaries are sent to the host with the following details, as soon as the call is complete: ü Length of Call ü Rating ü Recordings ü Attendees ü Chat Log 40
Call History Complete conference details from previous calls can be accessed at any time from your account dashboard. Click on Past in the center left of your dashboard to view your call history. 41
Download & Share Recordings PREMIUM FEATURE Go to Page 64 Share your recordings with a URL, download or telephone playback for audio. Recordings can be accessed from the Menu at the right sidebar of your dashboard. 42
Download Transcriptions PREMIUM FEATURE Go to Page 64 Cue creates an automatic transcript of your meeting. Its complex algorithms discern when different speakers are speaking, and can also calculate dates and dollar values. Transcriptions are stored in the individual call history under the Transcription tab. Click on Past in the center left of your dashboard to view your call history. 43
Auto Tag PREMIUM FEATURE Go to Page 64 While Cue automatically transcribes your recordings, it also distinguishes common topics frequently addressed in conversation and tags your meeting summaries for easy search. Smart Search can be found on your account dashboard in the top left hand corner. Search you meetings with a keyword, sentence, contact s name etc. to find the meeting you re looking for. 44
Smart Search Smart Search can be found on your account dashboard in the top left hand corner. Search you meetings with a keyword, sentence, contact s name etc. to find the meeting you re looking for. 45
Settings & Features PIN-less Entry & SMS Notifications, Chime & Name Announce, Waiting Room, Recording & Streaming, Mute Mode, Primary Dial- In Number, Default Invitation Style, Password, Access Code, Moderator PIN, Address Book, Upload Contacts, Create Groups, Dial-In Numbers 46
PIN-less Entry & SMS Notifications PIN-less Entry: Automatically connect to your next Conference without having to enter your Moderator PIN or Access Code. From Settings > PIN-less Entry & SMS, enter your phone number and click save. SMS Notification: Receive reminder text messages 15 minutes before your call. Also receive text messages if someone has joined the call before your arrival.
Toggle the default settings off and on. Entry/Exit Chimes When a person enters or exits a call, chimes will play to indicate the change. Name Announce When a person enters a call, their recorded name will be announced. You can also turn off the hold music from this page. Disabling the Waiting Room Music means the first caller will hear short beeps until the second party arrives. Chime & Name Announce
Waiting Room When Waiting Room is on, the call can not begin until a moderator joins the call. A moderator can join via phone, using the moderator PIN or also via internet while logged into their account. All participants that join the conference are muted and held in a 'Waiting Room hearing hold music. When the moderator joins, the hold music stops and the conference call begins. Toggle this feature off and on from Settings > Waiting Room. 49
Setting Up YouTube Streaming in Settings PREMIUM FEATURE Go to Page 64 From Settings > Recording & Live Streaming, connect your YouTube channel. Turn on Stream to YouTube, enter your stream name/key and your share URL found on your YouTube channel, press save.
Default Mute Mode From Settings > Moderator Controls, click on your preferred mute mode for all future calls. When your next conference starts, it will automatically begin with your chosen mute mode. Note: changing the setting here will not impact calls that have already been scheduled. This setting will only impact newly scheduled or On- Demand calls. 51
Change/Add Primary Dial-In Number Primary Dial-in Numbers are displayed at the top of all invitations for scheduled calls. Change and add Primary Dial-in Number/s from Settings > Primary Dialin Numbers. Search different countries and cities in the provided field and click on your preferred location. Click Save when you're done to lock in your selection. You can add as many Primary Dial-In Numbers as you like. 52
Default Invitation Style From Settings > Invitations, set your default invitation style. Email Invitations: Detailed invitations which include the conference date/time, agenda, and dial-in information. Calendar Requests: Invitations are sent as calendar appointment requests.
Change Password Change the password for your account by logging in and clicking the Settings tab, then choosing Your Password in the left-side menu. Enter a new password and click Save. If you have forgotten your password, you can easily reset it by going to your login page and clicking the forgot password link and entering your email. 54
Change Access Code You can change the Access Code for your account from Settings > Access Code. Click on the 'Get New Code' button and then in the pop-up window, confirm the change by again clicking on Get New Code. *Note that it is not possible have your previous access code reinstated once it has been changed
Change Moderator PIN You can change the Moderator PIN for your account from Settings > Moderator PIN. Click on the 'Get New PIN' button and then in the pop-up window, confirm the change by again clicking on Get New PIN. *Note that it is not possible to have your previous moderator PIN reinstated once it has been changed. As the PINs are randomly generated by our system, it is not possible to choose what the PIN will be.
Access the address book via the 'Menu' at the top right of your account, and then select 'Address Book'. Add contacts individually or bulk upload by CSV. Import contacts using Google or vcard Edit and delete contacts Create groups Address Book
Creating, Editing & Deleting Contacts To add a single contact to your Address Book select Add Contact and fill in the relevant fields, the click save To edit or delete a contact, simply select the contact from the list and click on either the edit or delete button. 58
Bulk Uploading Contacts Bulk import your contacts from a Google account, or CSV* file or also upload a vcard by clicking on Import. *Note: the CSV file must contain the headings: 'First Name', 'Last Name', and 'Email Address'
Creating Groups From your address book click on the 'Add Group' button. Enter the name you want to call your group. In the box under Members' type the name of one of your contacts and then select it as it appears. Or click on the arrow on the right of the box to view a list of all your contacts and you will be able to scroll through and select any of them to add to your group. Once you have added all the members of your group, be sure to click on 'Save' at the bottom right of the screen. 60
Dial-In Numbers The most up to date list of all the Dial-In Numbers can be found in your online portal. To View dial-in numbers displayed within your account, click on Dial-In Information on your account home page (under Start and Schedule ), then select the Dial-In Numbers tab. Note that any of these dial-in numbers can be used at any time with your account. You do not only have to use your Primary number to call into your conference line.
Dial-In Numbers: A Breakdown Free Premium Free Dial-Ins Premium Toll-Free (800) Pay As You Go Free dial-ins are available in 15+ countries around the world. United States Canada United Kingdom South Africa and more! Want more? We have premium dial-ins in 40+ countries. Japan France Israel Singapore...and more! Pick up the tab with toll-free (800) numbers. United States Canada United Kingdom Australia Singapore Germany Some of our numbers will be charged per minute of usage on top of the amount paid for the plan. India China Ghana 62
Mobile Apps FreeConference.com mobile app turns any phone or tablet into your mobile conference call meeting hub. Start or schedule free conference calls on the go instantly. Easily manage your meetings and connect with anyone, anywhere, for free. 63
Upgrade to Starter, Plus or Pro! Free Starter Plus Pro Unlimited Conferences Max # of Phone Participants 400 400 400 400 Max # of Online Meeting Participants 5 15 50 100 Free Dial-Ins (15+ Countries) Premium International (40+ Countries) Toll-Free (6 countries) Premium Minutes 100 500 750 Overage Rate (Premium Minutes) $0.10 $0.08 $0.06 Audio Recording Video Recording Cue Transcription YouTube Streaming Meeting Lock One Time Access Code 64 FREE $9.99 $24.99 $34.99 Start Now Buy Now Buy Now Buy Now
Technical Requirements Feature Hardware Software Connection Phone Conference Landline or Mobile N/A Any Phone Plan Web Conference Microphone Chrome 55+ or Desktop App 2 megabit upload speed for broadcasting video 2 download speed per video feed Video Conferencing Microphone and Webcam Chrome 55+ or Desktop App 2 megabit upload speed for broadcasting video 2 megabit download speed per video feed Screen Share N/A Chrome 55+ or Desktop App 2 megabit upload speed for broadcasting video 2 megabit download speed per video feed 65