Avaya T3 Comfort User manual

Avaya T3 Telephones
connected to Integral 5
Setting up and using conference bridge
Appendix to user’s guide
Issue 1
Integral 5 Software Release 2.6
September 2009

Use conference room
2 Avaya T3 Telephones - Appendix to User‘s Guide
Use confere nce room
Your system provides you with a virtual conference room. All conference participants
you have dialled into the room are connected to one another.
• Depending on the structure of your system, up to 9 internal and external subscri-
bers can be dialled into the conference room.
• There are access PINs to secure dialling into the conference room, or the "Stan-
dard PIN" can also be used (during non-reserved times).
InhaltContents
Using conference room ( → p. 2)
Dialling into the conference room ( → p. 3)
Moderating conferences (new with Integral 5 R 2.6) ( → p. 3)
Activating lecture mode ( → p. 3)
Stopping lecture mode ( → p. 3)
Muting one conference participant specifically ( → p. 4)
Disconnecting one conference participant specifically ( → p. 5)
Reserve conference room one one-off basis ( → p. 6)
Reserve conference room on recurring basis ( → p. 7)
Reserve conference room for others ( → p. 8)
Delete reservation ( → p. 9)
Set up conference room* ( → p. 10)
Conference room - change standard PIN* ( → p. 11)
Conference room - Release standard access* ( → p. 12)
Conference room - change standard PIN* ( → p. 13)
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Hinweis
• You can set and moderate the conference bridge very comfortable by using Avaya
Integral Customer Tool ICT.

Avaya T3 Telephones - Appendix to User‘s Guide 3
Dialling into the conference room
Dialling into the confe rence room
You can dial into the conference room from any internal or external telephone. The
conference room must normally be reserved in advance for the duration of the confe-
rence.
Dial the phone number of the conference room, e.g. 4712, from an
internal or external telephone.
Wait for a dial tone.
Enter your access PIN number, e.g. 1234. All conference subscribers
hear a brief alert tone. You are now part of the conference.
i
Note
• Leave the conference: Replace the handset.
• End of conference: If the conference room is reserved again immediately after
your conference (15 minutes later), an alert tone sounds to warn you that the con-
ference is approaching its end. 10 minutes before the beginning of the next confe-
rence, the connection is ended.
• You can use a non-reserved conference room at any time using the "Standard
PIN" (
→ p. 12) if this has been enabled by your system administrator.
• If a subscriber is alone in the conference room, he will hear on-hold music.

Moderating conferences (new with Integral 5 R 2.6)
4 Avaya T3 Telephones - Appendix to User‘s Guide
Moderating conferences (new with Integral 5 R 2.6)
The inviting person has specific moderation rights during a conference. The modera-
tor is permitted
• to let only one participant speak and mute all other (lecture mode),
• to mute or unmute a specific participant,
• to disconnect one participant from the conference.
In a conference bridge which has not been reserved before everybody has moderati-
ion rights.
The display of all moderators is showing names or extensions of all participants cur-
rently in the conference. Each participant is marked with
•(M), when the person is muted,
•(S), when the person is the designated speaker in lecture mode.
Activating lecture mode
Select the designated speaker.
Press the OK button.
Select Speaker.
Press the OK button. The new speaker appears on the top of the conference
participants list, marked with a (S). All other participants are muted and marked with
(M).
Stopping lecture mode
Select the current speaker.
Press the OK button.
Select End lecture mode.
Press the OK button. All conference participants can talk to each other again.
Muting one conference participant specifically
Select the desired participant.
Press the OK button.
Select mute.
Press the OK button. The selected participant is muted.

Avaya T3 Telephones - Appendix to User‘s Guide 5
Moderating conferences (new with Integral 5 R 2.6)
Disconnecting one conference participant specifically
Select the desired participant.
Press the OK button.
Select Clear connection.
Press the OK button. The selected participant is dropped from the conference.

Reserve conference room (one-off appointment)
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Reserve conferen ce room (one-off appoi ntment)
You can reserve the conference room for the period of time you want.
Press the "Menu" function key.
Scroll to the Conference room menu item.
Confirm your selection.
If applicable, scroll to the Own Conference menu item.
Confirm selection if required.
Scroll to the New entry menu item.
Confirm your selection.
A list of the next 90 days appears.
Scroll to the desired date, e.g. 17/02.
Confirm your selection.
Scroll to the desired start time e.g. 9:00.
Confirm your selection. A line appears next to the start time to show it is
selected.
Scroll to the desired end time e.g. 09:45. The scheduled duration is marked with
a vertical line.
Confirm your selection.
Accept the settings. The conference appointment is reserved.
Now let all the conference subscribers know the date, the number of the conference
room and your access PIN.
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Note
• Appointments which are already reserved are marked with a cross. They cannot
be reserved.
• Reservations can only be made in the pre-set 15-minute pattern.
• There must be a gap of at least 15 minutes between two reservations.
• You must have permission to reserve a conference room. The default Access PIN
(
→ p. 11) must be activated or amended.

Avaya T3 Telephones - Appendix to User‘s Guide 7
Reserve conference room (recurring appointment)
Reserve conferenc e room (recurring appoi ntment)
You can reserve the conference room for recurring appointments. This could be, for
example, a weekly group meeting on Friday at 9:00.
Press the "Menu" function key.
Scroll to the Conference room menu item.
Confirm your selection.
If applicable, scroll to the Own Conference menu item.
Confirm selection if required.
Scroll to the New entry menu item.
Confirm your selection.
Scroll to the Recurring appointment menu item.
Confirm your selection.
Scroll to the desired week day, e.g. Friday.
Confirm your selection.
Scroll to the desired start time e.g. 9:00.
Confirm your selection. A line appears next to the start time to show it is
selected.
Scroll to the desired end time e.g. 09:45. The scheduled duration is marked with
a vertical line.
Confirm your selection.
Accept the settings. The conference appointment is reserved for every Friday.
Now let all the conference subscribers know the date, the number of the conference
room and your access PIN.
i
Note
• Appointments which are already reserved are marked with a cross. They cannot
be reserved.
• Reservations can only be made in the pre-set 15-minute pattern.
• There must be a gap of at least 15 minutes between two reservations.
• You must have permission to reserve a conference room. The default Access PIN
( → p. 11) must be activated or amended.

Reserve conference room for others
8 Avaya T3 Telephones - Appendix to User‘s Guide
Reserve conference room for others
If you have permission, you can also reserve a conference room for others. Dialling
into the conference room is then secured with the access PIN for the subscribers you
have set up the conference for.
Press the "Menu" function key.
Scroll to the Conference room menu item.
Confirm your selection.
Scroll to the Conference for others menu item.
Confirm your selection.
Scroll to the New entry menu item.
Confirm your selection.
A list of the next 90 days appears.
Scroll to the desired date, e.g. 17/02.
Confirm your selection.
Scroll to the desired start time e.g. 9:00.
Confirm your selection. A line appears next to the start time to show it is
selected.
Scroll to the desired end time e.g. 09:45. The scheduled duration is marked with
a vertical line.
Confirm your selection.
Accept the settings. The conference appointment is reserved.
Now let all the conference subscribers know the date, the number of the conference
room and their access PIN.
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Note
• Appointments which are already reserved are marked with a cross. They cannot
be reserved.
• Recurring appointment: Once you have selected Conference for others, the
reservation is exactly the same as if you reserve a recurring appointment for your-
self.
• All the reservations for the conference room are displayed with the relevant access
PINs.

Avaya T3 Telephones - Appendix to User‘s Guide 9
Check and delete reservations
Check and delete reservations
Reservations can be checked and deleted at any time.
Press the "Menu" function key.
Scroll to the Conference room menu item.
Confirm your selection.
If applicable, confirm the Own Conference menu item.
A list of all reservations calls is shown. Each entry shows the time period reserved,
who the reservation was made for and, if necessary, the access PIN.
if applicable, scroll to the reservation you wish to delete, e.g. Fri 9:00-9:45 11
4712.
Delete reservation
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Note
• You can only delete your own reservations.
• Reservations which have expired are automatically deleted from the list the next
day.
• The access PIN (number on the far right of the display) is only displayed to those
who have the permission to reserve the conference room for others.

Set up conference room*
10 Avaya T3 Telephones - Appendix to User‘s Guide
Set up conference room*
The conference room can only be reserved by authorised subscribers. Each of these
subscribers can change the access PIN themselves.
A standard PIN can also be set up for a conference room. This means that anyone
can dial into the conference room providing it is not reserved.
Conference room - Release reservation permission*
You can give individual subscribers the option of reserving the conference room.
Press the "Menu" function key.
Scroll to the Settings menu item.
Confirm your selection.
Scroll to the Applications menu item.
Confirm your selection.
Scroll to the Conference room menu item.
Confirm your selection.
In the line Permission for ..., enter the number of the subscri-
ber for whom you wish to enable reservation permissions.
You are shown the access PIN and whether the subscriber can reserve the confe-
rence room, e.g. PIN: 0000 inactive.
Scroll to the activate menu item.
Confirm your selection.
The subscriber can now reserve the conference room using the access PIN set.
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Note
• You must have the right to set up reservation permissions.

Avaya T3 Telephones - Appendix to User‘s Guide 11
Conference room - change access PIN
Conference room - change access PIN
You can change your access PIN for the conference room at any time. The changed
access PIN applies immediately, even for conferences which have already been
reserved and which are still open.
Press the "Menu" function key.
Scroll to the Settings menu item.
Confirm your selection.
Scroll to the Applications menu item.
Confirm your selection.
Scroll to the Conference room menu item.
Confirm your selection.
Scroll to the PIN: 0000 menu item.
Confirm your selection.
Enter the new access 4-digit PIN, e.g. 4712.
You have changed the access PIN.
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Note
• Different conferences can have the same access PIN.
• If you have permission, you can also change the access PIN for other subscribers.

Conference room - Release standard access*
12 Avaya T3 Telephones - Appendix to User‘s Guide
Conferenc e room - Release st andard access *
With a standard PIN, the conference room can be used at times at which it is not
reserved.
Press the "Menu" function key.
Scroll to the Settings menu item.
Confirm your selection.
Scroll to the Applications menu item.
Confirm your selection.
Scroll to the Conference room menu item.
Confirm your selection.
Confirm Standard PIN. You are shown that the standard PIN cannot be used,
e.g. PIN: 0000 inactive.
Scroll to the activate menu item.
Confirm your selection.
You can now access the conference room using the standard PIN.
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Note
• Block access the conference room using the standard PIN: In the "Permission for"
menu, select deactivate and confirm by pressing OK.

Avaya T3 Telephones - Appendix to User‘s Guide 13
Conference room - change standard PIN*
Conference room - cha nge standard PIN*
You can change the standard PIN for access to the conference room.
Press the "Menu" function key.
Scroll to the Settings menu item.
Confirm your selection.
Scroll to the Applications menu item.
Confirm your selection.
Scroll to the Conference room menu item.
Confirm your selection.
Confirm Standard PIN.
Scroll to the PIN: 0000 inactive menu item.
Confirm your selection.
Enter the new standard 4-digit PIN, e.g. 4713.
The default PIN has been changed and can be used.