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Sample User Guide to

Organizing Telephone
Conference Calls
on
Calliflower.com

by Blair Bolles
User Guide: Organizing Telephone Conference Calls Page 1
Blair Bolles

Table of Contents

Symbols Used in this Guide ..............................................................................2


Scope of the Guide............................................................................................2
Joining Calliflower.com......................................................................................3
Navigating the User Homepage ........................................................................4
Create a User Profile.........................................................................................5
Get Invitation Addresses ...................................................................................7
Arrange a Conference Call..............................................................................10
Accept an Invitation .........................................................................................11
Reschedule or Cancel the Conference............................................................12
Manage a Call .................................................................................................13
Participate in a call ..........................................................................................15
Finding the User’s Homepage .........................................................................16
User Guide: Organizing Telephone Conference Calls Page 2
Blair Bolles

Symbols Used in this Guide


Text or buttons to click are indicated by Bold Italics.
Text to select and page or form names are indicated by italics.

Scope of the Guide


This guide has been developed as a sample showing how to document a system
for users. It has not been approved by Calliflower.com and used its free service
as an example simply because it is a good, sufficiently complex on-line
application.
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Blair Bolles

Joining Calliflower.com
Organizers begin arranging their conferences via Calliflower.com by joining the
system. After joining the organizer can log on to the system as often as
necessary to arrange further conferences.
Note that participants in the call are not required to join. They may, but only
organizers must join.

GO TO SIGN-UP FORM
1. Open an Internet browser.
The browser displays a page.
2. Go to http://www.califlower.com.
On the Calliflower page, ‘sign up’
displays in the upper right.
3. Click Sign Up.
An explanation of account types
appears.
COMPLETE SIGN-UP FORMS
4. Select Free and click Continue.
A Sign Up form appears.
5. Provide all requested data. Uncheck
the Receive Email box and check the
terms of agreement box. Then click
Continue.
Notes:
The Display Name is the name that
will be used to identify the caller.
The simple math line ensures that sign
up has not been automated.
A welcome to Calliflower card displays. This card is known as the user
homepage and is the user’s control site.
You are now signed up and can immediately begin to organize a
conference.
User Guide: Organizing Telephone Conference Calls Page 4
Blair Bolles

Navigating the User Homepage


The Homepage has several notable features:
1. Home: Click to return to the Homepage.
2. Create a Call: Click to arrange a conference. (See p. 10)
3. Settings: Click to create a profile or change a password. (p. 5)
4. Address Book: Click to insert the e-mail addresses for conference
invitations. (p. 7)
5. View Demo: Click to practice a conference call.
User Guide: Organizing Telephone Conference Calls Page 5
Blair Bolles

Create a User Profile


During a call, the Dashboard displays photos and names of the participants. Go
to the Profile page to
• insert or change a photo,
• change a display name,
• create a permanent pin number,
• change a password,
• change the conference notification method, or
• receive a “Tweet” about a conference.
GO TO THE USER PROFILE
1. On the Homepage, click Settings.
The Profile form opens.
UPLOAD A NEW OR DIFFERENT PHOTO
2. Click the Browse… button.
A File Upload box opens.
3. Find the photo file desired and click the
Open button.
The picture appears above the Display
Name box.
CREATE A PERMANENT PIN
4. Type your cell number in the Mobile
Phone Number box.
Note: Once entered, this number can
serve as a permanent PIN for signing
on to a conference call.
SAVE CHANGES
5. Click Save.
“Your Profile Settings Were Saved”
appears above the form, but the page
does not change.
CHANGE NOTIFICATION METHOD
6. Click Invitations and Reminders (at
top of the form).
The Invitations and Reminders form
0pens
7. Provide the text message (SMS)
number or new e-mail address and
click Save.
“Your Notification Settings Were
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Blair Bolles

Saved” appears above the form, but


the page does not change.
SET TWITTER SIGNALLING SYSTEM
8. Click Facebook and Twitter (at the top
of the form.)
The Twitter Settings form opens.
9. Provide the Twitter information, check
Auto-Tweet calls, and click Save.
Note: It is also possible to set
Calliflower to work from Facebook, but
that option is not documented here.
“Twitter credentials have been saved”
appears above the form, but the page
does not change.
User Guide: Organizing Telephone Conference Calls Page 7
Blair Bolles

Get Invitation Addresses


There are two basic procedures in preparing for a conference call:
• setting a date and time for the conference, and
• inviting the participants.
It is more efficient to prepare the invitation addresses before setting up a
conference. Of course if need be, more people can be invited after the
conference is arranged.
PREPARE ADDRESSES (OFF-LINE)
1. Make sure your e-mail contact list (e.g.,
Outlook, G-Mail, Hotmail, etc.) has all
the addresses needed to send out
invitations.
Note: You cannot type the addresses
directly into Calliflower.
IMPORT THE ADDRESSES
2. From the User Homepage click
Address Book.
The My Address Book form opens.
Notes:
Users who do not know how to reach
the Homepage will find instruction on
page 16.
This form’s design and text is not
helpful. Do not assume that intuition is
enough to use it.
3. Click Import contacts in upper right.
A pop-up box asks “Where do you
keep your contacts?”
4. Select the source holding your contact
list and click Next.
The next display depends on the
contact source selected.
• American Online: Steps 5 to x
• Outlook: Steps 6 to x
• Yahoo: Steps 7 to x
• Gmail: Steps 8 to 9.
• Other: Steps 10 to x
• Plaxo: Steps 11 to x
Note: This guide only documents
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Blair Bolles

downloading Gmail contacts, but the


above technique demonstrates how to
handle a procedure in which different
users will follow different paths before
reuniting.
AMERICA ONLINE USERS FOLLOW THIS
PROCEDURE
The AOL access form appears
5. xxx
OUTLOOK USERS FOLLOW THIS PROCEDURE
The Outlook access form appears
6. xxx
YAHOO USERS FOLLOW THIS PROCEDURE
The Yahoo access form appears.
7. xxx
GMAIL USERS FOLLOW THIS PROCEDURE
The Gmail access form appears.
8. Type your User name (not your full
Gmail address) and password. Then
click Sign In.
The Select contacts box opens.
9. Go to step 12.

OTHER USERS FOLLOW THIS PROCEDURE


A form for identifying “other” appears
10. xxx
PLAXO USERS FOLLOW THIS PROCEDURE
The Plaxo access form appears
11. xxx
User Guide: Organizing Telephone Conference Calls Page 9
Blair Bolles

RESUME UNIFIED PROCEDURE HERE


12. Scroll through the list of contacts,
checking the names to be included on
the invitation lists. When completed,
click Next.
The system reports, “Your contacts
have been added” and lists the names
that have been inserted.
13. Click Done.
The address book reappears, with all
the new names displayed in the form’s
right-hand column.
User Guide: Organizing Telephone Conference Calls Page 10
Blair Bolles

Arrange a Conference Call


Once the list of potential invitees is prepared, setting up the call is a simple
procedure.
PROVIDE BASIC INFORMATION
1. From the User Homepage, click Create
A Call.
The Enter Call Information form
appears.
Note: Users who do not know how to
reach the Homepage will find
instruction on page 16.
2. Complete the top part of the form by
providing a subject and agenda
description. Then, lower down in the
calendar, select the call date.
The form shows the date selected in
the Time: line.
3. Click the starting time of the
conference and drag the mouse down
to the end time.
The form shows the date and time
selected in the Time: line.
4. In most cases the call will be private,
but if it is open to all select This
conference is public. Then click Create
The Call. (Most users can ignore the
Advanced Options.)
The Address Book opens.
INVITE PARTICIPANTS
5. Click the names of the people (shown
in the right column) to invite to the
conference call.
The names appear in the left column.
6. Click Save.
A Send Invitation Email form appears.
7. Click Send.
A Call Summary form appears.
User Guide: Organizing Telephone Conference Calls Page 11
Blair Bolles

Accept an Invitation
Organizers and invitees need to accept their invitations to participate in the
conference. The invitation carries all the critical information, including the PIN
number needed to join the call.
1. In the e-mail invitation, click Yes.
The Yes option appears in bold and can no longer be clicked.
User Guide: Organizing Telephone Conference Calls Page 12
Blair Bolles

Reschedule or Cancel the Conference


Once the conference has been created, conference organizers can change any
of the details or cancel it outright.
RESCHEDULING THE CONFERENCE
1. On the Homepage, scroll down to the
call title (located under the My
Upcoming Calls heading), and click
Edit.
Note: If you do not know how to find
the Homepage, see page 16.
The Edit Call form opens. It looks
exactly like the form used to create the
call.
2. Change the date and/or time of the call.
The form displays the new date and
time.
3. Click Save.
A dialog box asks if the participants
should be notified of the change.
4. Click Yes.
The dialog box disappears.
5. Click Finish.
The User Homepage appears.
CANCEL A CALL
1. On the Homepage, scroll down to the
call title (located under the My
Upcoming Calls heading), and click
Cancel.
Note: If you do not know how to find
the Homepage, see page 16.
A dialog box asks for a confirmation.
2. Make sure the Send notification box is
checked and click Cancel Call.
The dialog box closes.
User Guide: Organizing Telephone Conference Calls Page 13
Blair Bolles

Manage a Call
Participants can call in 10 minutes early to join a call. Most will call close to the
scheduled time.
TELEPHONE IN TO THE CONFERENCE
1. Using a telephone, dial in to the
number provided on the invitation.
A voice says to enter the PIN.
2. Key in the PIN provided in the invitation
and then the # key.
Note: The caller can also key in their
mobile cell number, if it has been
provided in the caller profile.
A voice announces how many people
have called in so far. The first caller
then hears music. The line is open
once a second person has called in.
STUDY THE CALL DASHBOARD
3. In the Dashboard is not already
showing, click the Call name from the
Homepage. Under the Call Summary
heading is a display showing who has
called in.
The white phone icon on the left
means that the phone has not been
muted.
The orange phone icon means the
caller is connected.

A red X over the white phone means


the caller’s phone has been muted by
the organizer.
A white hand icon means the caller
has a comment or question.

A series of buttons on the right side


enable the user to manage the call.
MANAGE THE CALL
4. Begin the call by clicking the Start
Recording button. (Or press *7 on the
phone.)
Note: The recording is free so users
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Blair Bolles

may as well take advantage of it.


The button says Stop Recording.
MUTE PARTICIPANTS’ PHONES
5. To mute all phones, click Mute All.
A red X appears over the white phone
icon of each participant. Now
background noises from the phones
will not disturb the call.
6. To unmute a speaker, click the red X
icon.
The red X disappears.
7. To mute a single speaker, click the
white phone icon.
A red X appears over the phone.
FINISH THE CALL
8. Click Stop Recording to end recording
the session.
The button changes to Start
Recording.
9. Disconnect the telephone.
The orange phone icon shows the
disconnect.
10. Under the Recordings heading click the
recording name to download it.
User Guide: Organizing Telephone Conference Calls Page 15
Blair Bolles

Participate in a call
For ordinary participants the experience is much like taking part in any
conference call.
JOIN THE CALL
1. Dial in the number on the invitation.
A voice asks for the caller’s PIN number.
2. Key in the PIN and the # key.
A voice reports how many callers are already on-line.
3. Participate in the normal way. If the call organizer has muted the phones,
callers can speak up in two ways:
• Key in *2 to “raise your hand,” i.e., signal the call organizer that you
wish to speak. (Keying *2 again lowers the hand.)
• Key in *6 to unmute your phone and start speaking. (Keying *6
again mutes the phone)
Participants who have created their own Calliflower profiles can view the
call’s progress from their own Dashboards (without access to the
organizer’s controls), but it is not required.
4. When the conference is complete, disconnect.
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Blair Bolles

Finding the User’s Homepage


Many procedures begin from the user’s homepage. There are two ways to find it.
FROM OUTSIDE THE CALLIFLOWER W EB SITE
1. Go to http://calliflower.com
The site’s homepage appears.
2. Click Login, in the upper right.
A login form appears, or if the system remembers the user, the
homepage opens straight away.
3. If a login form appears, provide e-mail address and password used to
create the user profile, and click Submit.
The user’s homepage opens.
FROM INSIDE THE CALLIFLOWER W EB SITE.
1. Click the Home tab in the upper left, which should be visible on every
page of the site.
The user’s homepage opens.

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