Once a conference has been confirmed, some of the conference’s parameters (e.g. dial-in number, access code) are “locked in” and cannot be changed.
Below is a reference guide for changing conference details and rescheduling conferences.
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Add one or more lines to the conference
Log in, go to the “Manage” page, click “view/change”, then click “change” next to the heading labeled “Number of participants”.
Add one or more e-mail invitations to the conference
Log in, go to the “Manage” page, click “view/change”, then click “edit” next to the heading labeled “e-mail invitations”. Make certain to click “Next” in order to lock in your changes.
Cancel the conference
Log in, go to the “Manage” page, click “Cancel”. Note that you must cancel a reservation at least 5 minutes before it is scheduled to begin. Once the conference reservation is in progress, you cannot cancel it.
Start Date
Log in, go to the “Manage” page, click “view/change”, then click “change” next to the heading labeled “Scheduled Start Date”.
Start Time
Log in, go to the “Manage” End Time
End Time
Log in, go to the “Manage” page, click “view/change”, then click “change” next to the heading labeled “Scheduled End Time”.
Participant’s E-mail Address
The steps to change a participant’s e-mail address are as follows:
1. Go to the Contacts page and click the “Edit” link next to the contact for whom you wish to correct the e-mail address and (optionally) re-send conference invitations.
2. Make whatever corrections are necessary.
3. If this contact is a participant in any upcoming conference, you will see a checkbox with an option to re-send the conference invitation(s) to this participant.
4. Click “Save” to save your changes and re-send the invitation(s).
Primary Dial-in Number
Dial-in Numbers are assigned based on system load and availability at the time a conference is scheduled. You cannot choose the Dial-in Number when using our conference services..
Organizer Access Code
You must use the Organizer Access Code that was active when your conference was scheduled. If you have since changed your Organizer Access Code, you can find your old Organizer Access Code on the conference confirmation email, or on the conference details page by clicking the “MANAGE” button on the top toolbar, then clicking on the conference’s “view/change” link.
If you wish to use your new Organizer Access Code for a previously scheduled conference, you must cancel the previously scheduled conference and reschedule. A conference can be cancelled by clicking its “Cancel Conference” link on the “Manage” page. When a conference is cancelled, all Participants who received email invitations will be sent email cancellations.
Participant Access Code
You must use the Participant Access Code that you selected or were assigned when your conference was scheduled. If it is necessary to change the Participant Access Code, you must cancel the previously scheduled conference and reschedule. A conference can be cancelled by clicking its “Cancel Conference” link on the “Manage” page. When a conference is cancelled, all Participants who received email invitations will be sent email cancellations.
Conference Controls
Conference Controls are set upon the confirmation of the conference, but most of them can be changed by a conference Organizer who enters the Organizer Access Code when joining the conference. See also the Touch-tone Quick Reference.
Conference Recording and Extensions
Log in, go to the “Manage” page, click “view/change”, then click “change” next to the heading labeled “Conference Recording”. This feature is only available with our Web-Scheduled Premium 800 service. Note that Conference Recording can only be changed before the conference is scheduled to begin. Once the conference has begun you cannot cancel a recording or request a new recording.
Conference Transcription
Log in, go to the “Manage” page, click “view/change”, then click “change” next to the heading labeled “Conference Transcription”. This feature is only available with our Web-Scheduled Premium 800 service.
Email Invitation Subject, Comments and Agenda
Once email invitations have been sent, they cannot be retrieved or changed. If you have made changes to your subject, comments or agenda, you may wish to notify your participants of the changes by other means. Another option is to cancel and reschedule the conference, including the current subject, comments or agenda on the new e-mail invitations. A conference can be cancelled by clicking its “Cancel Conference” link on the “Manage” page. When a conference is cancelled, all Participants who received email invitations will be sent email cancellations.
RSVP Status
Once a participant replies to an RSVP, his/her status is automatically updated on the conference details page. You can also manually update the RSVP Status of a participant by doing the following:
1. Go to the “Manage” page and click the “view/change” link next to the conference you want to change.
2. Click the “Edit Status” link next to the participant.”
3. Select the desired RSVP Status, then click “Save.”
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