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WebCall is a web-based utility which allows anyone to participate in a conference call by simply using a Chrome or Firefox browser with a computer headset. There’s no separate software program to download or install, and no registration required. WebCall uses an emerging technology called WebRTC that enables real-time communications over the Internet. WebRTC is enabled in the current versions of Chrome, Firefox, Opera and Chrome on Android.

  • Since WebRTC is not supported in either Internet Explorer or Safari, WebCall is not available through those browsers. Also, WebRTC is not enabled in Apple iOS, so WebCall will not work on iPhones or iPads.

HD Audio Quality.  WebCall delivers HD Audio (using the Opus codec), providing a crisp high quality audio experience using your computer. Best of all, WebCall works wherever you have an Internet connection, so whether in your office or in a hotel room half-way around the world, WebCall provides easy access to your conference calls.

Accessing WebCall.  There are two methods for accessing WebCall. (These methods may not be available to all users. Contact customer support for more information.) The Host Control Panel may display a small WebCall button near the top right corner, which allows you to instantly connect as a Host. There is also a standalone version of WebCall, which allows either host or non-hosts to join conference calls, requiring the user to enter the Conference ID.

Using WebCall via the Host Control Panel

Clicking on the WebCall button will prompt for a Name and Email, and pressing the Call will automatically connect you into the conference bridge as a host, displaying a small status panel in the upper right corner, as shown below:

WebCall Login

If you see the message “Listen Only Mode”, this indicates that you are not using a secure https: connection, and no audio is being sent from your microphone into the conference. You need to re-enter the control panel web address using the https:// prefix (instead of http://).

WebCall Requirements

1.  High-Speed Internet Connection

Some mobile data connections may not deliver acceptable audio performance. In order to transmit audio from your microphone, a secure connection (https:) connection is required, and you need to allow your browser to access the microphone.

2.  Headset or Earbuds with Mic

Built-in laptop microphones and speakers may introduce disruptive noise and echo into the conference call. While WebCall incorporates noise suppression and echo cancellation technology, for best performance you should use a headset or earbuds.

3.  Chrome, Firefox or Opera Browser

WebCall uses the WebRTC technology built into newer versions of the Chrome, Firefox, and Opera web browsers. Neither Apple nor Microsoft presently support WebRTC, so WebCall will not work with Internet Explorer, Safari, or any Apple iOS device.

Browsers

Click here for a comprehensive guide

You can easily manage a question and answer session during your conference calls by using the *1 Raise Your Hand keypad command in conjunction with the Host Control Panel. Callers who “raise their hands” are entered into a queue in chronological order, allowing the host to call on each in succession, un-muting one caller at a time to ask a question. This provides an orderly process for participants to comment or ask questions. When used with the Presentation Conference Mode (where all non-Hosts are muted), this gives a Host full control over speaking privileges.

Using the Raise Your Hand Feature

To use this feature, at least one person needs to be logged into the Host Control Panel, since the effect of pressing the star-one (*1) Raise Your Hand command is to provide a visible indicator in the Host Control Panel. For maximum host control, the conference should be placed in Presentation Mode, which mutes all non-Hosts (you can have multiple Hosts if necessary).

To begin the Q&A session, tell callers to press star-one on their keypad if they want to ask a question. They can “lower” their hand by pressing *1 a second time, if their question has already been answered. When at least one hand is raised, an action panel is displayed above the caller list in the Host Control Panel, as shown below.

The action panel at the top indicates that three participants have raised hands, and the drop-down selection box lists the three callers. Since Sally is at the top of the queue, her name is displayed in the selection box. In the active callers table, you see the hand-raised icon on the right column. The number next to the icon indicates that caller’s position in the queue. At this point in the conference, you can see that all callers expect the Host are muted (checkbox in the Muted column).

There are three action buttons to the right of selection box at the top next to Sally’s name and Caller ID number:

  • Select – Clicking on this box will “select” Sally and un-mute her line. Sally will hear a private announcement “Line un-muted” when this button is pressed. The host should wait two seconds prior to soliciting her question, since Sally will be hearing the “line un-muted” announcement.
  • Skip – This will bypass Sally, and play a private announcement to hear, “your hand has been lowered”. This will also remove Sally from the queue. This doesn’t prevent Sally from re-entering the queue by pressing *1 again, though she would be placed at the bottom of the queue.
  • Skip All – This “lowers” all the remaining hands in the queue. All participants with raised hands will hear, “your hand has been lowered”.

You have the option of picking a specific caller (that is, bypass the chronological order) by selecting a different caller in the drop-down selection box at that top (click in the selection box displaying Sally’s name, then select a different person from the list). Alternatively, you can click on the Raised Hand icon on the right column of the caller list table. Clicking on the icon gives you the choice of selecting that caller (which un-mutes that caller) or skipping that caller (i.e. lowering the hand).

Note that you can click on the Hands column header to sort the active caller table by the Raised Hand order.

Clicking on the Select button next to Sally’s name would display the following screen:

Sally’s line is now un-muted, as indicated in the caller list – the Muted box is now unchecked. Sally has been alerted by our system that she has been called upon, because she heard a private “line un-muted” announcement.

Note that the Caller ID name is not necessarily accurate. For instance, it may display the name of another member in the caller’s household.

Sally’s line will be un-muted and you can now solicit Sally’s question. Once she has asked the question, you have the following options for Sally’s line:

  • Mute – This mutes Sally’s line, without un-muting the next caller in the Raised Hand queue. She will hear a “line muted” announcement. She remains “selected” and the Mute label will switch to un-mute.
  • Done – This mutes Sally’s line and “lowers” her hand, without un-muting the next caller in the Raised Hand queue.
  • Return – This mutes Sally’s line and returns her to the Raised Hand queue in the same position, without un-muting the next caller in the Raised Hand queue. In this particular case, clicking the Return button would put Sally back to the front of the queue.

The most common action would be to be click on the “Select” button to the right of Robert’s name in the selection box. This would mute Sally’s line, and “lower” her hand (i.e. remove Sally from the Raised Hand queue) and un-mute Robert. The screen will then change as follows:

After finishing with Robert and selecting Larry (the last caller in the queue), the following screen will be displayed. Note that the selection box disappears (there are no other callers remaining the queue). When finishing with Larry, you would press the “Done” button, which would mute his line and remove the final hand icon from the caller list table.

After clicking the “Done” button for the Larry, the Raised Hand action box will disappear, returning the screen to its original state.

Additional Information

  • Using the Raised Hand Icons – Instead of managing the session via the action panel near the top, you can click on the individual icons displayed in the caller table in the right-most column. When you click on an icon, you will get a pop-up box allowing you to Select or Skip that caller. You can click on the Hands column heading to sort the callers by the Raised Hand queue order, bringing the raised hands to the top of the caller list.
  • Other Conference Modes – The Raised Hand features are designed to work best in Presentation Mode. If the conference is in Conversation Mode, callers are already un-muted, and “selecting” a raised hand doesn’t change the mute status of any participant. It is recommended that you switch the conference into Presentation Mode before initiating a Q&A session using the Raise Hand feature.

The Teleconferencing Control Portal
The TCP system is a program that brings your teleconference onto the web. This allows you to control a large group of attendees at an individual level.

1. Dial into your teleconference.

2. Log into your Account Management Portal (AMP) and click “TCP List” on the left hand menu.

3. Find your conference call listing then click the “TCP Link” just underneath. Your browser will automatically log you into the TCP in a new window.

Tab 1: Live Conference Functionality

  • Mode – Defines speaking privileges during conference.
    • Conversation Mode: All callers can speak freely.
    • Presentation Mode: Hosts can speak. All other callers are muted.
    • Question & Answer: Hosts can speak. All other callers begin muted, but can un-mute themselves by pressing star six (*6). More information can be found here: Managing a Question and Answer Session
    • Hosts Only Mode: Hosts engage in a private conversation. All other callers are placed on hold.
  • Security – Allows the moderator to secure the conference, blocking anybody trying to access the teleconference once activated.
  • Entry Alert – Allows the conference to have the option of an audible alert turned on indicating when a new participant joins.
  • Exit Alert – Allows the conference have the option of an audible alert turned on when a participant leaves.
  • Recording– Provides the option to record the conference.
  • Start Conference – Allows the teleconference to start.
  • Mute All – Allows the moderator to mute all attendees. The moderator will still be audible.
  • Un-Mute All – Allows the moderator to un-mute all attendees. The participants will then be audible.
  • More – By selecting calls via the first column and marking it with a ‘tick’ this will give the ability to see ‘more’ actions. They are detailed below:
    • Add Star (favourite)
    • Remove Star
    • Send to sub-conference
    • Promote To Host
    • Take Off Hold
    • Place On Hold
    • Drop Caller(s)
    • Lower Hands
  • Callers – The number of attendees on your teleconference (including moderator).
  • Started – The time the first caller connected.
  • Duration – The total time of the call from the first connection to the last connection.
  • End Conference – Disconnects all lines from the teleconference.
  • Edit Reference – You can specify any alphanumeric label associated with the active conference call. This label is contained in the post-conference report, the conference listing in the History & Recordings tab, and downloadable conference records. It could be a description or purpose of the call, project code, etc. This label can be subsequently edited via the History & Recordings tab.
  • Dial Out – If enabled on your account, this icon will be displayed. Clicking on this icon will prompt you to enter the phone number of the invited participant. The Dial-Out feature is NOT enabled on your account unless you contact customer support with a request to enable the feature and have your business sign off on incurring charges at a premium rate.
  • Filter (Search Bar) – You can place a value in the Filter box near the top right corner of the Live Conference display, which will remove all callers from the display that do not match the filter criteria.
  • Caller ID – Displays the phone number of the caller.
  • Caller Name – Displays the name information provided by the caller’s phone company. You may assign or edit the name, which is stored in the Caller List. Stored names are linked to the Caller ID number.
  • Location – Where the caller is located.
  • Arrived – The time the host or participant joined the call.
  • Duration – The duration of the host or participant since they joined call.
  • Activity – Will show the active talker or if the participant is on hold.
  • Host – Shows the caller(s) designated as a host.
  • Muted – Shows if the caller’s line is muted.

Tab 2: History and Recordings

The History & Recordings tab allows you to view past activity on your conference line and download details and recordings. You can view activity for a particular date range by selecting the dates and clicking the Show button. Select the checkbox labelled Recorded Conferences Only to hide the listings for conferences that were not recorded.

Click on the spyglass icon to view the details for a particular conference, as shown below.

Details

Tab 3: Settings

  • Conference Mode – Defines speaking privileges during conference.
    • Conversation Mode: All callers can speak freely.
    • Presentation Mode: Hosts can speak. All other callers are muted.
    • Question & Answer: Hosts can speak. All other callers begin muted, but can un-mute themselves by pressing star six (*6).
    • Hosts Only Mode: Hosts engage in a private conversation. All other callers are placed on hold.
  • Conference Start – When participants are placed into an active conference.
  • Conference End – When an active conference ends.
  • Entry Notice – Audible alert indicating when a new participant joins.
  • Exit Notice – Audible alert indicating when a participant leaves.
  • Record Conferences – Records the conference (downloadable .mp3 file).
  • Prompt Callers for Name – Activating this prompt will record the caller’s name. To play the recorded name when the caller joins and/or leaves the conference call, select Name for the Entry/Exit Notice.
  • Announce Caller Count – Tells new entrants how many callers are in the conference.
  • Music on Hold – Plays music prior to conference start.
  • Participant Access – If the participant’s Caller ID phone number is not listed in the Caller List, the caller will not be allowed into the conference call. Note that all callers with blocked Caller ID’s will be prevented from joining.
  • Require User ID’s – The User ID’s entered by the callers are validated against the list specified in the User IDs tab. Callers who do not enter a valid User ID will not be allowed into the conference call.
  • Time Zone – Local time zone of where the teleconferencing bridge is located.

Tab 4: Caller List

In addition to editing caller information for entries that were saved to the Caller List through the Live Conference panel, you can add caller entries in advance of your conference calls via this tab. You can also initiate an immediate dial-out call to a listed participant (if enabled on your conference bridge), which will place them directly into your conference call if they accept the invitation.

You may also populate the Caller List using the History & Recordings tab.

Click on the spyglass icon to view the details for a particular conference, then click on the Name associated with a particular caller to save that entry to the Caller List.

Details

 

Tab 5: User ID’s

Optional User ID’s can be used to limit conference participation to specific individuals, to better identify participants, or to collect a numeric code from your participants. The most common use is to pre-assign a unique User ID to each invited participant, which the caller will need to enter to join your conference calls. This approach allows you to limit attendance to only those participants with a valid User ID code, such as paid members or authorised personnel.

With User ID’s enabled, all participants are prompted to enter a User ID after they have entered the Conference ID. (Note that User ID’s may also be used in conjunction with the code-less entry feature associated with a custom dial-in number, which bypasses the requirement to enter the Conference ID code. In this scenario, participants would only need to enter the User ID code. Contact customer support for information on provisioning a custom dial-in number).

User ID’s may have any number of numeric digits (including a single digit), and may vary in length. It is generally best to avoid using zeroes with User ID’s.

There are four options for validating User ID’s, which can be specified via the “Require User ID’s” drop-down selection box in the Settings tab in the Host Control Panel:

1. No: Participants will not be prompted to enter a User ID. (This is the system default setting).

2. Valid User ID Required: Participants must enter a valid pre-assigned User ID to join your conferences. The list of valid User ID’s is specified via the User ID’s tab in the Host Control Panel. If a caller fails to enter a valid User ID after five attempts, the caller will be automatically terminated. Note that multiple participants may enter the same User ID and join the same conference call.

3. Valid User ID Optional: In this scenario, all callers are prompted to enter a User ID. If the caller presses the pound key without entering a code, the caller will be placed into the conference without a User ID. However, if the caller enters a code, it must be a valid User ID in order to join the conference. This option allows you to positively identify particular callers, without preventing others from joining the conference. Since one of the User ID parameters is to automatically designate specific User IDs as Hosts, this approach allows you to extend host privileges without sharing the secret Host PIN with those participants. (Hint: You may wish to establish 0 as a valid User ID, since callers who do not have a User ID may press 0, followed by the pound key.)

4. User ID Required, Not Validated: All callers are prompted to enter a User ID, but the code is not validated against the User ID list. However, callers must enter a code (0 is a valid code) to join the conference. This approach allows you to collect numeric input from participants when they arrive (could be a member code or call-back telephone number), but you need to instruct your invited participants in advance. The prompt will ask for a “User ID”, so your invitees will need to know how they should respond.

If User ID’s are enabled, the entered User ID value will be displayed in a column in the Live Conference tab in the Host Control Panel. The displayed Name will be the name associated with the User ID listing, not the Caller ID name, normally associated with the caller’s phone number.

Creating and Editing User ID’s.   The User ID’s tab in the Host Control Panel allows you to create, edit, or delete User ID’s associated with your bridge. (The User ID list is associated with a specific Conference ID).

Click on the edit icon to change the name, automatically designate the caller as a Host, block the caller from participation, or add reference notes.

Edit

Creating and Editing User ID’s. The User ID’s tab in the Host Control Panel allows you to create, edit, or delete User ID’s associated with your bridge. (The User ID list is associated with a specific Conference ID).
Click on the edit icon to change the name, automatically designate the caller as a Host, block the caller from participation, or add reference notes.
Edit

 

Keynotes

1. A teleconference must be underway for the TCP system to activate.
2. There can be multiple moderators of the TCP system, the moderators will join via the URL supplied, conference ID and the “Host PIN’.
3. If you have muted all and another attendee drops in, their line will not be muted. Select “Mute” next to their details to mute their line.

System Requirements: As a Moderator

Before the Conference:
Invite your Participants and provide them with the date and time of your teleconference, your teleconference dial-in phone number and the Participant Code. Never provide your Moderator Code to anyone.


To Join the Conference:
At the correct time and day, dial the teleconference dial-in number and enter your Moderator Code followed by the # key. You will then be entered into your teleconference and will be able to communicate with all Participants.


During the Conference: 

## Automatic Disconnect
Enter this command to immediately disconnect all attendees currently on your Teleconference.

*0 Operator Assist
Enter this command to speak with an operator. (This is “toggle” command, so the first time you enter it you should hear “Operator help requested” (and your call appears in the operator panel help queue), the second time you press it you should hear “Operator help cancelled” (and your call is removed from the operator panel help queue).

*1 Raise Hand
Enter this command to raise your hand.

*4 Teleconference Record
Enter this command to begin recording your Teleconference. Press 1 to confirm.

An announcement will then advise all attendees that your conference is being recorded. To end the recording press *4 again or simply hang up. Your recording will automatically be posted in your Account Management Portal by the next business day.

*5 Presentation Mode
Enter this command to mute all Participant lines. They can hear your voice but will not be able to speak. Enter this command again to place your conference on Conversation Mode and open all lines.

*6 Individual Line Mute
Enter this command to mute your individual line so that you may listen but not speak. Enter this command again to re-open your line.

*7 Conference Security
Enter this command to lock your Teleconference and prevent anyone else from joining. Enter this command again to unlock your conference.

*8 Automated Roll Call & Count
Enter this command to hear the current number of participants currently on your Teleconference. If your conference settings are set to “Name on Entry”, you will hear a list of everyone’s name.

*91 Add Reference # or Billing Code
Enter this command to assign any numerical reference code relevant to your call. Your Call Detail Record will then record all expenditures associated with that code. This command also allows you to confirm, change or delete your current reference code.


System Requirements: As a Participant

To Join the Conference:
At the correct time and day, dial the teleconference dial-in number and enter the Participant Code followed by the # key. You will then join the Teleconference.


During the Conference: 

*0 Operator Assist
Enter this command to speak with an operator. (This is “toggle” command, so the first time you enter it you should hear “Operator help requested” (and your call appears in the operator panel help queue), the second time you press it you should hear “Operator help cancelled” (and your call is removed from the operator panel help queue).

*1 Raise Hand
Enter this command to raise your hand during Question and Answer or Presentation mode.

*6 Individual Line Mute
Enter this command to mute your individual line so that you may listen but not speak. Enter this command again to re-open your line.

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