Polycom ReadiVoice Manual

ReadiVoice®
Subscriber Guide

ReadiVoice Subscriber Guide
ii Proprietary & Confidential
Trademark Information
Polycom®, the Polycom logo design, ReadiVoice®, InnoVox®, and the Voyant logo are registered
trademarks of Polycom, Inc. Voyant TechnologiesTM is a trademark of Polycom, Inc. All other trademarks
are the property of their respective owners.
Patent Information
The accompanying product is protected by one or more U.S. and foreign patents and/or pending patent
applications held by Polycom, Inc.
Catalog No. 3725-70007-009C
v. 2.55.x
© 2005 Polycom, Inc. All rights reserved.
Polycom Inc.
1765 West 121st Avenue
Westminster, CO 80234-2301 U.S.A.
No part of this document may be reproduced or transmitted in any form or by any means, electronic or
mechanical, for any purpose, without the express written permission of Polycom, Inc. Under the law,
reproducing includes translating into another language or format.
As between the parties, Polycom, Inc. retains title to, and ownership of, all proprietary rights with respect
to the software contained within its products. The software is protected by United States copyright laws
and international treaty provision. Therefore, you must treat the software like any other copyrighted
material (e.g. a book or sound recording).
Every effort has been made to ensure that the information in this manual is accurate. Polycom, Inc. is not
responsible for printing or clerical errors. Information in this document is subject to change without notice.

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Contents
About this Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
Purpose . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v
Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vi
Introducing the ReadiVoice System
ReadiVoice Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Users of ReadiVoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Access Numbers, Passcodes, and Security Codes . . . . . . . . . . . . . . . . . . 2
Three Basic Types of Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Conferencing Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Starting a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Participant Dial-In Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Using the Moderator
Overview of Moderator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Opening the ReadiVoice Moderator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Changing Account and Conference Options . . . . . . . . . . . . . . . . . . . . . . . . . 12
Using Your Phone Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Adding Individuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Creating Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Dialing Out from the Phone Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Working with Your Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Using the Conference Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Dialing Out to a Single Person . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Using the Waiting Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Working with Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Resolving Moderator Problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

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Using Touchtone Commands
Using Touchtone Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Conference Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Conference Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Waiting Room Processing Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Waiting Room Processing Commands . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Dial-Out Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Dial-Out Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

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About this Manual
This introduction provides a brief overview of the ReadiVoice Subscriber Guide
and its document conventions.
Purpose
The ReadiVoice provides on-demand conferencing. To use the system, you set
up an account that gives you access to the system. Account owners are called
subscribers. Once you’re a subscriber, you can hold a conference whenever you
wish.
This publication guides subscribers in the use of the ReadiVoice system. It tells
you how to set up and control your ReadiVoice conferences. The topics
covered include:
•Overview of the ReadiVoice system (Chapter 1)
•Setting up and starting conferences (Chapter 1)
•Using the Moderator to control a conference (Chapter 2)
•Using touchtone commands to control a conference (Chapter 3)

ReadiVoice Subscriber Guide
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Conventions
This document uses the following conventions:
•Field names, buttons, and other parts of the user interface are shown as
follows:
—Type the number into the Phone Number field and click Dial.
—Click Cancel to close the dialog box.
•Keys that you press are shown as follows:
—Move the cursor by pressing TAB or SHIFT+TAB.
—To lock the conference, press *4.
•Procedure steps and the system’s responses to them are shown as follows:
1Click the Dial button.
The Dial dialog box appears.

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1
Introducing the ReadiVoice System
This chapter provides an overview of the ReadiVoice conferencing system, its
features, and the ways to set up and start a conference.
ReadiVoice Overview
Your service provider’s ReadiVoice conferencing system offers you an easy to
use, full-featured conferencing solution. With it, you can easily and instantly
communicate with groups of business colleagues or friends and family.
ReadiVoice teleconferencing is a subscriber-based service. A subscriber is
someone, such as a chairperson or conference host, who has a teleconferencing
account. Your service provider determines how you get a conferencing
subscriber account and what options and features you can choose.
Once you have a subscriber account, you have access to a specified number of
conferencing ports (telephone lines), which you can use at any time. No
advance reservation is necessary (or possible). You can have only one
conference active at a time.
You can set up and start a conference by dialing into the system from any
phone or by using a Web browser. Participants join your conference by dialing
in, responding to an Outlook meeting request or email message, or being
called by the system.
You can use the Moderator application (see Chapter 2) to control your
conference over the Internet (or designate someone else to do so). You can also
use touchtone (telephone keypad) commands to control your conference (see
Chapter 3).

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Users of ReadiVoice
The ReadiVoice system supports the following users:
Participants
The people who join a conference.
Subscribers
The people who own ReadiVoice accounts and can initiate conferences.
Moderators
The people who use the Moderator application (see Chapter 2) to control a
conference over the Internet. Typically, this is a subscriber, but subscribers can
designate someone else to control their conference.
Operators
The service provider employees who answer subscriber and/or participant
requests for an operator. Operators can monitor conferences, resolve
problems, and provide other assistance to subscribers or participants.
Provisioners
The service provider employees who add, edit, and delete subscriber accounts.
Provisioners are the first point of contact for subscribers of the ReadiVoice
system.
System Administrators
The service provider employees who configure and maintain the ReadiVoice
system.
Access Numbers, Passcodes, and Security Codes
The ReadiVoice system uses several different types of numbers and codes to
allow access and maintain conference security:
Access phone number
A telephone number (typically, toll-free) that you and your participants can
dial to reach the system. This number may be private (assigned to only one
subscriber) or shared (assigned to many subscribers).
If you have a shared access number, you’re also given either an access code
that everyone must enter or a participant password that ordinary participants
must enter (you enter the subscriber password instead).

Introducing the ReadiVoice System
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Access code
A code number that identifies your subscriber account. If you have a private
access phone number, this access code isn’t required, since the private access
phone number uniquely identifies your subscriber account.
Subscriber password (PIN code)
A personal identification number that identifies you as the conference host,
thereby letting you start conferences and use the interfaces, commands, and
options reserved for the subscriber.
Participant password (PIN code)
A personal identification number that identifies your participants. If you have
a shared access number, the participant password may replace the access code,
depending on your service provider.
If a conference requires a participant password, then participants who dial in
must enter it to identify themselves before they can join the conference.
Conference security code
An optional code number that you can assign to a conference to enhance
security (if your account supports this feature). If a conference requires a
security code, then participants who dial in must enter it to join the conference.
Three Basic Types of Conferences
Once you’ve set up a subscriber account with your service provider, the
conferencing service is available 24 hours per day, seven days per week. To
hold a conference, you can:
•Set up and start a dial-out conference. In this case, the ReadiVoice system
calls the participants (including you, if you want). Those that answer and
accept are added to the conference.
•Arrange for a meet-me conference and start it at the chosen time. In this
case, the participants dial into the conference.
•Arrange for a one-click conference and start it at the chosen time. In this
case, the participants go to a Web page by clicking a link that you send
them by email. On that Web page, they enter their name and phone
number, and the ReadiVoice system calls them at that number.
See “Starting a Conference” on page 7 for an overview of these three processes.

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Conferencing Features
The ReadiVoice system provides many conference features designed to
enhance the audio conferencing experience for you and your participants.
Some features are available only if your account is configured for them. Not all
service providers support all features. To change the configuration of your
subscriber account, contact your service provider.
The features that may be available in your conferences are described briefly
below. They’re controlled either with touchtone (telephone keypad) commands
or through the Moderator.
For more information about configuring and using these features, see
Chapter 2, “Using the Moderator,” and Chapter 3, “Using Touchtone
Commands.”
Help
Any participant can request help for the available commands. The requesting
participant hears a message that lists the available features and their
associated touchtone commands.
Conference Lock
You can lock a conference, preventing anyone from entering, and unlock it
again.
Conference Lock with Waiting Room
The Waiting Room feature provides a “holding area” for callers attempting to
enter a locked conference. The system asks callers to wait (on music hold)
while you’re notified, and it informs you when callers are waiting.
Using either the Moderator or touchtone commands, you can speak
individually with the waiting callers and admit or disconnect each individual
caller. Or, you can unlock the conference to admit all the waiting callers at
once.
Participant Mute
All participants can mute and unmute their own line. An acknowledgment
tone confirms the mute or unmute command.
Mute All
You can simultaneously mute or unmute all lines in the conference except for
your own. However, you can’t mute an operator, if one is present, and
conference participants can unmute themselves.
Listen Only
Like Mute All, Listen Only lets you simultaneously mute or unmute all lines
in the conference except for your own. But if Listen Only is on, conference
participants can’t unmute themselves.