Conference Rooms

A conference bridge allows multiple users to join a conference call using a dedicated phone number and PINs for secure access. This guide provides step-by-step instructions for creating, editing, and deleting conference rooms in the Omnia Admin Portal. It covers general settings, media settings, and additional settings for customizing conference room features.

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Accessing Conference Rooms

1. Navigate to Conference Rooms: Go to the Admin Portal and sign in. Click the Phone System tab to expand it, then select Conference Rooms.

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Creating a Conference Room

2. Add a Conference Room:

• Click Add New.

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General Settings

3. Configure General Settings:

• Enter Number: Provide the conference bridge number.
• Enter Name: Give a name to the conference bridge.
• Enter PIN: Set a PIN for users to join the conference.
• Enter Admin PIN: Set an admin PIN for administrative control over the conference.
• Enter Conference Report Email: Provide an email address to receive conference reports.
• Max Allowed Users: Select the maximum number of allowed users for the conference.

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Media Settings

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   Configure Media Settings:

• Click Media.

5. Add a New Media File:

• Click Add a Mediafile to record or upload a new media file if needed.
• Use the controls to record or upload the media file. This will open additional options.

6. Additional Options:

• Playback: Click to play the media file.
• Press and Hold To Record: Click and hold to record a message.
• Upload File: Click to add an existing audio file.
• Cancel Changes: Click to revert to previous settings.
• Enter a name: Type the name in the Mediafile Name field before saving.
• Save Changes: Click to save the recorded or uploaded file. This media file will now be available to choose from and select in the dropdowns.

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   Media Settings:

• Request PIN Message: Select the message to play when requesting a PIN. Click the Preview media button to listen and preview the message, or click X to remove.
• Correct PIN Message: Select the message to play when the correct PIN is entered. Click the Preview media button to listen and preview the message, or click X to remove.
• Correct Admin PIN Message: Select the message to play when the correct admin PIN is entered. Click the Preview media button to listen and preview the message, or click X to remove.

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Additional Settings

8. Configure Additional Settings:

• Click Settings.
• Place a checkmark by the following to enable:
  • Announce Users Count: Announce the number of users in the conference.
  • Announce User Join/Leave With Review: Announce when users join or leave with review.
  • Announce User Join/Leave Without Review: Announce when users join or leave without review.
  • Play MOH When Only One User: Play music on hold when only one user is in the conference.
  • *Allow Access to Menu With : Allow users to access the menu using * .
  • Do Not Play Message When First Person Enters: Disable the message when the first person enters.
  • Wait For Admin Before Starting Conference: Wait for the admin before starting the conference.
  • Join User Muted: Have users join the conference muted.
  • End The Conference When The Admin Leaves: End the conference when the admin leaves.
  • Record The Conference: Record the conference.

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Saving the Conference Room

9. Save the Conference Room:

• Click Create and then Yes to confirm and save the conference room.

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Joining a Conference Room

Once a conference room is set up, participants join as follows:

• Internal participants: Dial the extension number assigned to the conference room, then enter the PIN or admin PIN and follow the prompts. You can also dial the 10-digit number (DID) associated with the conference room.
• External participants: Call the organization’s main number and ask to be transferred to the conference room extension, then enter the PIN or admin PIN and follow the prompts.

The conference room stays open until the last internal participant hangs up, at which point it closes automatically and the conference call ends.

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Editing Existing Conference Rooms

10. Edit an Existing Conference Room:

• Click on the conference room you want to edit or click the Edit button next to it.
• Make your edits.
• Click Save.
• Click Yes to confirm and save your changes.

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Deleting a Conference Room

11. Delete a Conference Room:

• Click the Delete button next to the Conference Room.
• Click Yes to confirm the deletion.

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Search and Sort

12. Search for a Conference Room:

• Search Bar: Quickly find specific items by typing the name or a keyword in the search field. The system will filter the list based on your search input, displaying the relevant results.
• Sort: Click the sort icons next to the column headers to arrange items in ascending or descending order.

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Exporting Conference Rooms

13. Export:

• Export Button: Click the Export button next to the search field.
• The system will download a list of the items in CSV format.