AltiGen comm MAXCS 88 MaxAgent Manual

							MaxAgent Manual 35 After the dialed party answers, click Yes in the dialog box. If 
the dialed party does not answer, click the No button.
•Selecting from Menu — When a call is on hold, you can add 
it to the conference by right-clicking the call and selecting Join 
to Conference:
Canceling Conference Calls
You can cancel the conference using any of the following methods: 
•Click the No button in the conference confirmation dialog box.
•Close the conference confirmation dialog box.
•Click the FLASH button. 
						

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•Right-click the appropriate call and select Drop From 
Conference.
Normally, after canceling you will be reconnected automatically to 
the initial call. If you are not automatically reconnected and want 
to reconnect to the first call, click the call’s Hold Pending state cell.
Note:The conference host is the user who initiates the 
conference call, and only the conference host can drop a 
call from conference. If the conference host hangs up, no 
one else in the conference call can drop a call from the 
conference. 
When Conference Participants Are Reduced to Two
The station conference bridge is released when the number of 
conference participants is reduced to two. The displayed state 
changes from “Conference” to “Connected” in MaxAgent. The call 
can then be transferred, parked, or tagged with an account code, 
and another party with privilege can monitor, barge in, listen to, 
or coach the call.
Note:With Polycom phones, if the conference initiator hangs up 
and there are only two parties left on the conference call, 
then the call reverts to a direct call. 
However, if the conference initiator is one of the two 
remaining callers, the call will remain a conference call. 
In this scenario, neither party can transfer the call to 
another party. If the conference initiator wants to transfer 
the call, the initiator must conference in the other party 
and then drop off.
MeetMe Conference
If your company has this feature available, you can schedule a 
phone meeting to take place at a specified time in the future and 
invite people to the meeting. Invited people call the MeetMe 
conference extension number to join the meeting at the 
designated meeting time.
Note:If a conference has more than 30 participants, the system 
will automatically mute all participants to maintain voice 
quality. The conference host can then un-mute up to 30 
participants concurrently.
To schedule a phone meeting, click the Schedule Meeting 
button. The MeetMe Conference window opens: 
						

							MaxAgent Manual 37 Using this window, you can:
•Create a one-time or recurring meeting and set its parameters
•Open Microsoft Outlook to send an e-mail invitation to 
participate in the meeting
•Start and stop a meeting
•Modify or delete a meeting 
•See meeting ID, subject, scheduler, time, frequency, start 
time, end time, the last time the meeting started, its status, 
and the resource being used.
•Display or hide outdated meetings
•Modify column display
Working in the MeetMe Conference Window
•Click a button to perform a function (for example, create a 
meeting). The buttons at the bottom of the window are labeled 
with their function; the buttons at the top of the window 
perform the same functions. In addition, at the top of the 
window, you can choose to display outdated meetings by 
checking the Display Outdated Meetings check box. 
Deselect the check box to hide outdated meetings.
•Select an existing meeting to perform a function on it (for 
example, to start or stop the meeting). You can select one 
meeting at a time.
•Functions can also be performed on an existing meeting by 
right-clicking the meeting and selecting from the context 
menu.
•Click a column heading to sort by that column. An arrow is 
displayed that indicates the sort order, ascending or 
descending. Click again to reverse the sort order. 
						

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•Use the scroll bar at the bottom of the window to display 
additional columns, if necessary.
•Change column size by clicking and dragging a column border.
•Change column order in the current window by dragging a 
column heading to where you want it. 
•You can open more than one MeetMe Conference window and 
work with different meetings and displays in each one. 
Modifications you make to the display in a MeetMe Conference 
window are not retained after you close the window.
•You can double-click a meeting to open the Modify Meeting 
dialog box.
Using the Calendar Button
The Create Meeting and Modify Meeting dialog boxes use Calendar 
buttons for date selection. To select a date, click the Calendar 
button. When the calendar is open, use the Up/Down arrows to 
select the year, or you can type in a year and then press Enter. 
Click the Calendar button again to close the calendar.
Creating a Meeting
To create a meeting, click one of the Create buttons. The Create 
Meeting dialog box opens.
Arrow indicates sort order 
						

							MaxAgent Manual 39 The following parameters apply to all meetings:
ParameterDescription
ID The conference ID is created by the system.
Scheduler The name of the person scheduling the meeting. 
Schedule 
TimeThe time the Create Meeting dialog box was opened to 
create this meeting.
Subject Identifies the subject or type of meeting. What you enter 
here should be easily identifiable in the meeting list.
Reserved 
SeatsUse the Up/Down arrows or type in a number, up to 30, 
to indicate the number of expected participants. If your 
company’s phone system allows it, you can invite up to 
120 participants. 
When a conference reaches more than 30 participants, 
all participants will automatically be muted. The 
conference host can un-mute up to 30 participants 
concurrently.
The options in 
the middle 
panel change, 
depending on 
the frequency 
you select 
						

							40MaxAgent Manual Fill in the fields of the Create Meeting dialog box, and click OK. See 
the following sections for directions on filling in the fields in the 
middle panel of this dialog box.
Note:If other scheduled meetings have already reserved 
resources for the time period, and sufficient resources are 
not available for the meeting you are attempting to 
schedule, a message pops up telling you that there is a 
resource conflict.
One Time Only Meeting
If you select One Time Only from the Frequency drop-down list, 
these are your options in the middle panel:Host Select the extension number of the host of this meeting. 
The host can start and stop the meeting and can mute 
and drop meeting members.
Frequency Select the frequency of this meeting from the drop-
down list. A “weekly” or “monthly” meeting can actually 
be specified as every 2nd week/month or every 3rd 
week/month, and so on.
Middle panel:
Options in the middle panel vary according to the frequency of the 
meeting. See the sections below this table.
Require 
Conference 
PasscodeIf you check this, no one can participate who does not 
enter the conference passcode that you supply.
Passcode If you are requiring a passcode, enter it here. 
Announce 
Participant 
NameIf you want participant names announced when they 
enter the meeting, check this check box.
ParameterDescription 
						

							MaxAgent Manual 41 1. Specify the duration of the meeting, using the Up/Down 
arrows.
2. If the meeting is to begin as soon as it is scheduled, select 
Now. 
3. If the meeting is to begin at another time, select On Date, and 
enter a date and start time. To select a date, click the 
Calendar button. To select a start time, click the Down arrow 
and use the slide bar.
Weekly Meeting
If you select Weekly from the Frequency drop-down list, these 
are your options in the middle panel: 
						

							42MaxAgent Manual 1. In the Duration field, specify the duration of the meeting, 
using the Up/Down arrows.
2. In the Start field, specify the start of the meeting by clicking 
the Down arrow and using the slide bar.
3. In the Every field, specify how often this meeting is to occur: 
every week, every other week, every three weeks, and so on.
4. Check the day of the week on which this meeting will occur.
5. In the Range of Recurrence panel, use the Calendar button to 
select a date for the first meeting.
6. Select End after x occurrences and choose the number of 
times the meeting is to occur or select End by and click the 
Calendar button to specify a date at which the meetings will 
cease.
Monthly Meeting
If you select Monthly from the Frequency drop-down list, these 
are your options in the middle panel:
1. In the Every field, specify how often this meeting is to occur: 
every month, every other month, every three months, and so 
on. 
2. In the Duration field, specify the duration of the meeting, 
using the Up/Down arrows.
3. In the Start field, specify the start of the meeting by clicking 
the Down arrow and using the slide bar. 
						

							MaxAgent Manual 43 4. Select either On Date to specify a day of the month by 
number ( f o r  e x a m p l e ,  t h e  1 0 t h  d a y  o f  t h e  m o n t h )  o r  s e l e c t  On 
to specify a day of the month by name (for example, the first 
Monday of the month). 
5. If you use On Date, the specified date (for example, the 10th 
day of the month) may sometimes fall on a weekend day. 
Check the box Hold during weekend, if the meeting will be 
held even on a weekend day.
6. In the Range of Recurrence panel, use the Calendar button to 
select a date for the first meeting.
7. Select End after x occurrences and choose the number of 
times the meeting is to occur or select End by and click the 
Calendar button to specify a date by which the meetings will 
cease.
E-mailing a Meeting Invitation
In the MeetMe Conference window, click the Email button to see 
an automatically generated meeting invitation. It will look 
something like this:
In the Invitation window, you can then click the Send By Outlook 
button to open Microsoft Outlook. The meeting invitation is pasted 
into a new message in Outlook, and the Outlook Subject field is 
filled in with “Conference Call Invitation”. Choose the people to 
whom you want to send the invitation, make any edits you may 
want to make, and click Send.  
						

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Starting and Stopping a Meeting
The meeting host and the MaxAdministrator (“Admin”) can start 
and stop a meeting.
To start a meeting if you are the host, select the meeting in the 
MeetMe Conference window and choose Start. Once the meeting 
is “started,” the host can log into it (see “Joining a MeetMe 
Conference” on page 45).
To stop a meeting before its scheduled duration is over, select the 
meeting and choose Stop. Manually stopping a meeting frees up 
resources. Otherwise, the resources will not be freed until the 
scheduled meeting duration is over. 
What the MeetMe Conference Host Can Do
If you are the host of a MeetMe conference, in addition to starting 
and stopping a meeting, you can:
•Mute other participants
Note:If the conference has more than 30 members, by 
default all the members are muted. The conference 
host can un-mute up to 30 members concurrently.
•Drop participants from the conference
•Make someone else the host
To do any of these, either right-click the person’s name in the 
MeetMe window and choose a command from the context menu, 
or use the buttons at the bottom of the MeetMe tab:
Note:Changing the host does not affect the Mute setting for the 
original host or the new host. If the new host was muted 
before the transfer of hosting duties, that host will have to 
UnMute himself in order to be heard. Similarly, the 
original host will still be unmuted if he was unmuted before 
transferring hosting duties.
MuteUnMute
Drop from Change Host