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How To Set Up A Conference Call

Jamie Davidson June 4, 2019

Setting up a conference call is simple. Learn how by following these easy steps and start your conference call today.

Setting Up a Conference Call

  1. Create a conference call account if you don’t have one.
  2. Select appropriate dial-in numbers for your callers.
  3. Pick a date and time for your conference.
  4. Send a conference call invite.
  5. Dial into your conference at the appointed time.
  6. Start your conference!

setting up your conference call

Creating a Conference Calling Account

Start with a 14-day free trial. Once your trial ends, choose the right calling plan for your needs. We offer affordable plans for individuals, small to medium size businesses and enterprise-level corporations.

Select Dial-in Numbers for Your Callers

Are you hosting a toll or toll-free call? If it’s a toll-free conference call, you can give your toll-free number to all your callers and they will be able to connect from wherever they are at no cost to them.

If hosting a toll conference call, you can either select a local number near your business to give to everyone or distribute local numbers for each area your callers are joining from. Many calling plans now include unlimited long-distance calling, so most of our customers choose to use one dial-in number for each caller in the U.S.

Pick a Date and Time for your Conference Call

Decide when to host your conference. Our service is reservationless, which means that you don’t need to schedule a call with us. You can call into your conference line anytime.

Send the Conference Call Invite

Invite conference call attendees via email, calendar invite or instant message. Include the dial-in number, conference code, date & time. You can copy and paste your dial-in information from your admin console and send it manually via email or instant message. You can also send pre-populated calendar invitations directly from these calendar integrations: Outlook, Google Calendar and Microsoft Office 365.

Dial Into Your Conference at the Appointed Time

Dial into your conference on the date and time you chose. Enter your conference code and host code to open the conference. Your callers will be placed in a waiting room if they dial in before you do.

Start Your Conference Call

After you’ve entered your host code, your conference will begin. For presentation tips and conference scripts, visit How to Run a Conference Call Like a Seasoned Pro.

Conference Call Setup Q&As

How do I set up a conference calling account?

Start with a 14-day free trial. Once your trial ends, choose the right calling plan for your needs. We offer affordable plans for individuals to enterprise-level corporations.

How do I locate my conference call numbers?

Log in to your conference calling account with your email and password. The dashboard shows your dedicated dial-in, conference code and host code.

Does my conference call number stay the same?

Your conference call dial-in number, conference code and host code are dedicated to you for use any time you want to host a conference call.

How do I select the right dial-in numbers for my participants?

Are you hosting a toll or toll-free call? (Learn the difference) If it’s a toll-free call, you can give your toll-free number to all your callers and they will be able to connect from wherever they are at no cost to them.

If hosting a toll conference call, you can either select a local number near your business to give to everyone or distribute local numbers for each area your callers are joining from. Many calling plans now include unlimited long-distance calling, so most of our customers choose to use one dial-in number for each caller in the U.S.

Check out tips on hosting international conference calls.

How do I schedule a conference call?

Run a conference call now or schedule calls for the future. Give attendees the date and time you’ve planned, along with the dial-in number and conference code. Copy and paste your dial-in information from your admin dashboard and send it manually via email or instant message.

Can I schedule a conference call from my calendar?

Create email invites instantly! Schedule and send out conference call and online meeting invites from your Outlook or Google Calendar using the Outlook Plugin, Google Chrome Extension or Microsoft 365 Calendar Add-in. The invite includes one-click meeting access for easy mobile participation.

Hosting Your Conference Call

How do I host a conference call?

After you are logged in, enter your dedicated dial-in number, conference code and host code to open the conference. Your callers will be placed in a waiting room if they dial in before you do. Once you join you can start your call!

How do I manage my conference call?

Click MANAGE located under your host code to link to the Call Manager Web Interface.

Now you can:

  • Access all host features
  • See who is on the call, can and is talking in real time
  • Mute and unmute callers
  • Add names
  • Set Call Continuation so calls won’t disconnect if you drop off
  • Manage Q&A sessions

Visit our blog for presentation tips and conference call scripts.

Managing Your Conference Calling Account

What kind of conference call reports are available?

Via the Reports link on the dashboard, you can review reports on calls, meetings, and recordings. Click on a specific call to review call duration (minutes used), participants and their entry and leave times and telephone numbers.

What is the difference between a User and an Account Admin?

Users can:

  • Manage their own calls and recordings
  • Adjust their profile and conference settings

Account Admins can:

  • Add, edit and delete users and conference codes
  • Enable service plans and account features
  • Manage billing

Now you are ready to set up, host and manage your conference calls! Reach out to our Customer Support Team or check out the Getting Started page for any additional questions. We’re here to help!