Sample User Guide to

Organizing Telephone

Conference Calls

on

Calliflower.com

by Blair Bolles

User Guide: Organizing Telephone Conference Calls Page 1

Blair Bolles

Table of Contents

Symbols Used in this Guide ..............................................................................2

Scope of the Guide............................................................................................2

Joining Calliflower.com......................................................................................3

Navigating the User Homepage ........................................................................4

Create a User Profile.........................................................................................5

Get Invitation Addresses ...................................................................................7

Arrange a Conference Call ..............................................................................10

Accept an Invitation .........................................................................................11

Reschedule or Cancel the Conference............................................................12

Manage a Call .................................................................................................13

Participate in a call ..........................................................................................15

Finding the User’s Homepage.........................................................................16

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Blair Bolles

Symbols Used in this Guide

Text or buttons to click are indicated by Bold Italics.

Text to select and page or form names are indicated by italics.

Scope of the Guide

This guide has been developed as a sample showing how to document a system for users. It has not been approved by Calliflower.com and used its free service as an example simply because it is a good, sufficiently complex on-line application.

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Joining Calliflower.com

Organizers begin arranging their conferences via Calliflower.com by joining the system. After joining the organizer can log on to the system as often as necessary to arrange further conferences.

Note that participants in the call are not required to join. They may, but only organizers must join.

GO TO SIGN-UP FORM

1. Open an Internet browser.

The browser displays a page.

2. Go to http://www.califlower.com.

On the Calliflower page, ‘sign up’ displays in the upper right.

3. Click Sign Up.

An explanation of account types appears.

COMPLETE SIGN-UP FORMS

4. Select Free and click Continue.

A Sign Up form appears.

5. Provide all requested data. Uncheck the Receive Email box and check the terms of agreement box. Then click Continue.

Notes:

The Display Name is the name that will be used to identify the caller.

The simple math line ensures that sign up has not been automated.

A welcome to Calliflower card displays. This card is known as the user homepage and is the user’s control site.

You are now signed up and can immediately begin to organize a conference.

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Blair Bolles

Navigating the User Homepage

The Homepage has several notable features:

1. Home: Click to return to the Homepage.

2. Create a Call: Click to arrange a conference. (See p. 10)

3. Settings: Click to create a profile or change a password. (p. 5)

4. Address Book: Click to insert the e-mail addresses for conference invitations. (p. 7)

5. View Demo: Click to practice a conference call.

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Create a User Profile

During a call, the Dashboard displays photos and names of the participants. Go to the Profile page to

• insert or change a photo,

• change a display name,

• create a permanent pin number,

• change a password,

• change the conference notification method, or

• receive a “Tweet” about a conference.

GO TO THE USER PROFILE

1. On the Homepage, click Settings.

The Profile form opens.

UPLOAD A NEW OR DIFFERENT PHOTO

2. Click the Browse… button.

A File Upload box opens.

3. Find the photo file desired and click the Open button.

The picture appears above the Display Name box.

CREATE A PERMANENT PIN

4. Type your cell number in the Mobile Phone Number box.

Note: Once entered, this number can serve as a permanent PIN for signing on to a conference call.

SAVE CHANGES

5. Click Save.

“Your Profile Settings Were Saved” appears above the form, but the page does not change.

CHANGE NOTIFICATION METHOD

6. Click Invitations and Reminders (at top of the form).

The Invitations and Reminders form 0pens

7. Provide the text message (SMS) number or new e-mail address and click Save.

“Your Notification Settings Were

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Saved” appears above the form, but the page does not change.

SET TWITTER SIGNALLING SYSTEM

8. Click Facebook and Twitter (at the top of the form.)

The Twitter Settings form opens.

9. Provide the Twitter information, check Auto-Tweet calls, and click Save.

Note: It is also possible to set Calliflower to work from Facebook, but that option is not documented here.

“Twitter credentials have been saved” appears above the form, but the page does not change.

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Get Invitation Addresses

There are two basic procedures in preparing for a conference call:

• setting a date and time for the conference, and

• inviting the participants.

It is more efficient to prepare the invitation addresses before setting up a conference. Of course if need be, more people can be invited after the conference is arranged.

PREPARE ADDRESSES (OFF-LINE)

1. Make sure your e-mail contact list (e.g., Outlook, G-Mail, Hotmail, etc.) has all the addresses needed to send out invitations.

Note: You cannot type the addresses directly into Calliflower.

IMPORT THE ADDRESSES

2. From the User Homepage click Address Book.

The My Address Book form opens.

Notes:

Users who do not know how to reach the Homepage will find instruction on page 16.

This form’s design and text is not helpful. Do not assume that intuition is enough to use it.

3. Click Import contacts in upper right.

A pop-up box asks “Where do you keep your contacts?”

4. Select the source holding your contact list and click Next.

The next display depends on the contact source selected.

• American Online: Steps 5 to x

• Outlook: Steps 6 to x

• Yahoo: Steps 7 to x

• Gmail: Steps 8 to 9.

• Other: Steps 10 to x

• Plaxo: Steps 11 to x

Note: This guide only documents

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downloading Gmail contacts, but the above technique demonstrates how to handle a procedure in which different users will follow different paths before reuniting.

AMERICA ONLINE USERS FOLLOW THIS

PROCEDURE

The AOL access form appears

5. xxx

OUTLOOK USERS FOLLOW THIS PROCEDURE

The Outlook access form appears

6. xxx

YAHOO USERS FOLLOW THIS PROCEDURE

The Yahoo access form appears.

7. xxx

GMAIL USERS FOLLOW THIS PROCEDURE

The Gmail access form appears.

8. Type your User name (not your full Gmail address) and password. Then click Sign In.

The Select contacts box opens.

9. Go to step 12.

OTHER USERS FOLLOW THIS PROCEDURE

A form for identifying “other” appears

10. xxx

PLAXO USERS FOLLOW THIS PROCEDURE

The Plaxo access form appears

11. xxx

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RESUME UNIFIED PROCEDURE HERE

12. Scroll through the list of contacts, checking the names to be included on the invitation lists. When completed, click Next.

The system reports, “Your contacts have been added” and lists the names that have been inserted.

13. Click Done.

The address book reappears, with all the new names displayed in the form’s right-hand column.

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Arrange a Conference Call

Once the list of potential invitees is prepared, setting up the call is a simple procedure.

PROVIDE BASIC INFORMATION

1. From the User Homepage, click Create A Call.

The Enter Call Information form appears.

Note: Users who do not know how to reach the Homepage will find instruction on page 16.

2. Complete the top part of the form by providing a subject and agenda description. Then, lower down in the calendar, select the call date.

The form shows the date selected in the Time: line.

3. Click the starting time of the conference and drag the mouse down to the end time.

The form shows the date and time selected in the Time: line.

4. In most cases the call will be private, but if it is open to all select This conference is public. Then click Create The Call. (Most users can ignore the Advanced Options.)

The Address Book opens.

INVITE PARTICIPANTS

5. Click the names of the people (shown in the right column) to invite to the conference call.

The names appear in the left column.

6. Click Save.

A Send Invitation Email form appears.

7. Click Send.

A Call Summary form appears.

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Accept an Invitation

Organizers and invitees need to accept their invitations to participate in the conference. The invitation carries all the critical information, including the PIN number needed to join the call.

1. In the e-mail invitation, click Yes.

The Yes option appears in bold and can no longer be clicked.

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Reschedule or Cancel the Conference

Once the conference has been created, conference organizers can change any of the details or cancel it outright.

RESCHEDULING THE CONFERENCE

1. On the Homepage, scroll down to the call title (located under the My Upcoming Calls heading), and click Edit.

Note: If you do not know how to find the Homepage, see page 16.

The Edit Call form opens. It looks exactly like the form used to create the call.

2. Change the date and/or time of the call.

The form displays the new date and time.

3. Click Save.

A dialog box asks if the participants should be notified of the change.

4. Click Yes.

The dialog box disappears.

5. Click Finish.

The User Homepage appears.

CANCEL A CALL

1. On the Homepage, scroll down to the call title (located under the My Upcoming Calls heading), and click Cancel.

Note: If you do not know how to find the Homepage, see page 16.

A dialog box asks for a confirmation.

2. Make sure the Send notification box is checked and click Cancel Call.

The dialog box closes.

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Manage a Call

Participants can call in 10 minutes early to join a call. Most will call close to the scheduled time.

TELEPHONE IN TO THE CONFERENCE

1. Using a telephone, dial in to the number provided on the invitation.

A voice says to enter the PIN.

2. Key in the PIN provided in the invitation and then the # key.

Note: The caller can also key in their mobile cell number, if it has been provided in the caller profile.

A voice announces how many people have called in so far. The first caller then hears music. The line is open once a second person has called in.

STUDY THE CALL DASHBOARD

3. In the Dashboard is not already showing, click the Call name from the Homepage. Under the Call Summary heading is a display showing who has called in.

The white phone icon on the left means that the phone has not been muted.

The orange phone icon means the caller is connected.

A red X over the white phone means the caller’s phone has been muted by the organizer.

A white hand icon means the caller has a comment or question.

A series of buttons on the right side enable the user to manage the call.

MANAGE THE CALL

4. Begin the call by clicking the Start Recording button. (Or press *7 on the phone.)

Note: The recording is free so users

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may as well take advantage of it.

The button says Stop Recording.

MUTE PARTICIPANTS’ PHONES

5. To mute all phones, click Mute All.

A red X appears over the white phone icon of each participant. Now background noises from the phones will not disturb the call.

6. To unmute a speaker, click the red X icon.

The red X disappears.

7. To mute a single speaker, click the white phone icon.

A red X appears over the phone.

FINISH THE CALL

8. Click Stop Recording to end recording the session.

The button changes to Start Recording.

9. Disconnect the telephone.

The orange phone icon shows the disconnect.

10. Under the Recordings heading click the recording name to download it.

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Participate in a call

For ordinary participants the experience is much like taking part in any conference call.

JOIN THE CALL

1. Dial in the number on the invitation.

A voice asks for the caller’s PIN number.

2. Key in the PIN and the # key.

A voice reports how many callers are already on-line.

3. Participate in the normal way. If the call organizer has muted the phones, callers can speak up in two ways:

• Key in *2 to “raise your hand,” i.e., signal the call organizer that you wish to speak. (Keying *2 again lowers the hand.)

• Key in *6 to unmute your phone and start speaking. (Keying *6 again mutes the phone)

Participants who have created their own Calliflower profiles can view the call’s progress from their own Dashboards (without access to the organizer’s controls), but it is not required.

4. When the conference is complete, disconnect.

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Finding the User’s Homepage

Many procedures begin from the user’s homepage. There are two ways to find it.

FROM OUTSIDE THE CALLIFLOWER WEB SITE

1. Go to http://calliflower.com

The site’s homepage appears.

2. Click Login, in the upper right.

A login form appears, or if the system remembers the user, the homepage opens straight away.

3. If a login form appears, provide e-mail address and password used to create the user profile, and click Submit.

The user’s homepage opens.

FROM INSIDE THE CALLIFLOWER WEB SITE.

1. Click the Home tab in the upper left, which should be visible on every page of the site.

The user’s homepage opens.