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)

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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).

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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.

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Listen Only on Entry
With this feature turned on, your conferences start with Listen Only turned on.
Participant Count
Any participant can check the number of participants in conference at any
time. The system announces the participant count privately to the requesting
participant.
Name Record /Roll Call
With this feature enabled, ReadiVoice prompts all participants (including you)
to record their names before it places them into the conference. During the
conference, you can request one of two kinds of roll calls (depending on your
service provider):
Private Roll Call — The participant count and recorded names are played
privately to you. This type of roll call may also be available to ordinary
participants.
Conference Roll Call — The participant count and recorded names are
played to the whole conference. This type of roll call is only available to
subscribers.
Entry and Exit Announcement
When a participant enters or leaves a conference, the system can either sound
a tone, play a message that includes the participant’s recorded name, or do
nothing. You can change this for your account or for a specific conference.
Operator Request
Depending on account configuration, either you or anyone in the conference
can request operator assistance. These requests can be either for a private
consultation with the operator or for the operator to join the conference.
Dial Out
Enables you to place calls from the conferencing system in order to connect
new participants to a conference. You can place calls with touchtone
commands or through the Moderator.
Conference Record
Enables you to connect (dial out) to a recording device for the conference.
Conference participants are informed that the conference is being recorded.
Quick Start
Allows conferences to start as soon as the first participant dials in. Participants
don’t wait on hold for you to arrive. Be aware that Quick Start conferences are
less secure than conferences that don’t start until someone enters the
subscriber password.

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Conference Continuation
Allows the conference to continue after you hang up (conferences normally
end when the subscriber hangs up). If your account permits, you can toggle
this on or off for each conference.
Auto Continuation
If your account permits, you can decide whether all your conferences start
with continuation on or off.
Account Options Menu
If your account permits it, on your way into conference, you can access a menu
of the account options available in your account and make changes. These may
include:
•Change your Subscriber password (PIN code).
•Turn Name Record /Roll Call on or off and change your account’s Entry
and Exit Announcement setting.
•Turn Quick Start on or off.
•Change your account’s Auto Continuation setting.
•Turn Listen Only on Entry on or off.
•Change your Waiting Room options.
Touchtone Conference Termination
You can end the conference and disconnect everyone with a touchtone
command.
Auto Conference Termination
Automatically terminates a conference that has the minimum number of
conference participants (one to three, as set by your service provider) after a
specified period of time. May help prevent wasted conferencing minutes.
Multiple Moderator Sessions
Allows more than one person to monitor and control a conference, provided
he or she knows the subscriber password (PIN code).

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Starting a Conference
Depending on your subscriber account configuration and the options
supported by your service provider, you can set up and start a conference in
several ways. To hold a conference, you can:
•Set up and start a dial-out conference. You can start your conference either
by dialing in or by using the Moderator. Then, you call the participants by
doing one or more of the following:
—In the Moderator’s phone book, choose a group (list of participants)
you previously created or set up a new group, and then have the
ReadiVoice system call them all at once.
—In the Moderator, call the participants one at a time. Use this method
to dial numbers that aren’t in your phone book without adding them
to your phone book.
—Using touchtone commands on your telephone, call the participants
one at a time.
Chapter 2 describes how to dial out from the Moderator. Chapter 3
describes the touchtone commands you can use to call participants.
•Arrange for a meet-me conference and start it at the chosen time. In this
case, you contact the participants in advance and give them the
information they need in order to dial into the conference:
—The date and time of the conference.
—The access phone number.
—The access code that identifies your account or the participant
password, if your account uses one of these.
—Optionally, the conference security code you’ll assign to this
conference (if this feature is available to you and you choose to use it).
•Send an email message to the participants containing a One-Click
Conference link (if your service provider supports this feature and
provides you with such a link) and telling them the date and time of the
conference.
Click the link yourself to start the conference. On the Web page to which
it takes you, enter your name and phone number, click the check box to
indicate that you’re the subscriber, and enter your subscriber password.
The ReadiVoice system then calls you and starts the conference.
Participants click the link and, on the same Web page, enter their name
and phone number. The ReadiVoice system then calls them and places
them into the conference.
The participant dial-in process is described in the next section.

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Participant Dial-In Process
When someone calls your access phone number, what happens depends on
your subscriber account configuration and the settings you made for this
conference. Here is the basic sequence of events:
1The ReadiVoice system answers the call and, if required, prompts the
caller for the access code or password (PIN code).
2If the conference hasn’t started yet (and Quick Start isn’t on), the system
places the caller on music hold until you arrive.
3Once you start the conference, the waiting participants are prompted to
enter the conference security code, if required, and then placed into the
conference with you.
4If a participant arrives after you’ve started the conference, the system
prompts for the conference security code (if used) and then places the
participant into the conference.
If the Roll Call feature is turned on, callers are prompted to record their names
before entering the conference. If the Lock with Waiting Room feature is
turned on, callers are put on music hold even if you’ve arrived, and remain
there until you process them. The system has a maximum hold time, set by
your service provider. If a caller stays on hold for the maximum time, the
system plays a message and disconnects the line.
Callers who enter the access code, password, or conference security code
incorrectly three times are played the appropriate message and then either
sent to an operator (if available) or disconnected.

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2
Using the Moderator
This chapter describes how to use the ReadiVoice Moderator to monitor and
control your conferences over the Internet.
Overview of Moderator
The ReadiVoice Moderator lets you control your conferences using a browser
with Internet access. It requires no plug-ins or applets.
The Moderator interface offers a visual, point-and-click alternative to using
touchtone commands for controlling your conference and changing account
options. It provides many capabilities not available through the touchtone
interface, and it offers enhanced participant information and control.
For instance, the Moderator provides you with a personal phone book that you
can use to set up conferencing groups. Then, you can easily start a conference
by dialing out to the entire group at once.
The Moderator interface is typically used by you, as the subscriber; however,
you can delegate this function to someone else.
To use the ReadiVoice Moderator, you need:
•Microsoft Internet Explorer (IE), version 5.5 or newer.
•The Internet address (URL) for the Moderator. Get this from your service
provider.
•The access phone number and access code (if needed) for your conferences
and the subscriber password for your account.
The sections that follow describe how to access the Moderator and use the
controls and features that may be available to you in the Moderator
application.
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.

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Opening the ReadiVoice Moderator
You can open the ReadiVoice Moderator at any time, either before starting
your conference or during the conference.
To open the ReadiVoice Moderator:
1Launch your browser and point it to the Internet address that your
service provider gave you for the Moderator.
The Moderator login page appears (Figure 2-1).
Because ReadiVoice Web pages can be customized, the pages you see may
not look exactly like the ones shown in this manual. However, they have
the same functions.
Figure 2-1 Logging into the Moderator

Using the Moderator
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2Fill in the fields that appear:
— Access Number — Enter the ten-digit access phone number (for IP
systems this may be a SIP address) your service provider gave you.
— Access Code — Enter the unique access code that identifies your
conferences. If your access number is private, not shared, you won’t
see this field. If your account has separate subscriber and participant
passwords, you don’t have an access code; leave it blank.
— Subscriber Password — Enter the subscriber password for your
account.
3Click Login.
The Moderator page appears (Figure 2-2). Initially, the Conference tab is
selected (on the left). If you have a conference under way, the participants
are listed on the right and the participant control buttons (above the list)
and conference control buttons (on the Conference tab) are available. If
not, these buttons are disabled (gray).
Figure 2-2 Moderator page

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Changing Account and Conference Options
Click the Options tab (Figure 2-3) to change your account and conference
options. Under Account Options, you can set:
Entry Announcement
Determines how the system announces the entry and exit of participants.
The Name option is available only if you turn on Name Record.
Quick Start
Allows future conferences to start as soon as the first participant dials in.
Participants don’t wait on hold for you to arrive.
Quick Start conferences are less secure than conferences that start only
when you enter the subscriber password.
Name Record
Determines whether participants (including you) are prompted to record
their names before being placed into conference.
Auto Continuation
Starts your conferences with Conference Continuation on, letting the
conference continue after you hang up. If your account permits, you can
toggle continuation for the current conference on the Conference tab (see
“Working with Your Conference” on page 17).
Listen Only Entry
Starts your conferences in listen only mode. All participants’ lines are
muted and they can’t unmute themselves.
Waiting Room
The waiting room is a “holding area” for callers trying to enter a locked
conference. Select Off to reject callers when a conference is locked. Select
On to put callers in the waiting room when a conference is locked. Select
On Entry to start your conferences locked with all callers going to the
waiting room.
Under Conference Options, you can change Entry Announcement for just the
current conference.

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Figure 2-3 Options tab

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Using Your Phone Book
Click the Phone Book tab (Figure 2-4) to use your personal phone book.
Figure 2-4 Phone Book tab before and after clicking New Contact
Adding Individuals
To add someone to your phone book:
1On the Phone Book tab, click New Contact.
2Enter the person’s name and at least one phone number.
3Click Done.
The system adds the person to your list of individuals.
Repeat to add more people. To modify an entry, select it (click the check box)
and click Edit. Your phone book can contain up to 115 entries.