BT MeetMe reference guide

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Join a meeting as the participant

1. Receive an invite to join a meeting
   
2. At the start of the meeting, dial into the conference^†  and follow the voice prompts:
   a. enter the participant passcode (provided to you by the host in the invite), followed by #
   b. record your name and press #.
3.  Click here for the VoIP systems requirements.

Host a meeting as the chairperson

Dialling in

1. Invite the people you wish to meet with and provide the meeting date, time (including time zone), participant passcode and dial-in numbers† 
2. At the start of your meeting, dial into the meeting and follow the voice prompts:
   a. enter your chairperson passcode, followed by #
   b. record your name and press #.

^†If you or your participants have difficulties connecting to an in-country dial-in number or a number is not available for the country you’re calling from – please try an alternative in-country number. These difficulties are rare, but may be due to telephone network issues which are outside of our control.

Alternatively

Using a web browser

1. Go to https://my.webjoin.com or your unique webjoin URL link in your Welcome email (bookmark this link for your future meetings)
2. Provide your name, email address, and meeting passcode appropriate to your role (chairperson or participant)
3. Click the 'Continue' button. Please wait while your passcode is verified by our security system
4. Select the appropriate option
5. Join via computer – Click ‘Start or join’
6. I’d like the meeting to call me on my phone – Click ‘Call me now’
7. I’ll dial into the meeting using my own phone – Click ‘View the meeting now’.

Troubleshooting: if you are having trouble connecting to a BT MeetMe meeting, it could be for the following reasons:

• your internet connection is not working. Please check your network connection
• you have entered an invalid passcode or email address. Please double check your information.

If you continue to experience issues connecting, please contact the help desk .

Conference Level Passcode (CLP)

Keep sensitive information safe with an additional / 2nd level security PIN, configurable per call by the chairperson.

There are two simple ways to use this feature, called 'Menu Only' and 'On entry'. All BT MeetMe users are automatically set up with the 'Menu Only' option. If you would prefer to use the 'On entry' method, please contact your helpdesk.

• with CLP: Menu Only - you enter the meeting first and then configure the passcode
• with CLP: On entry -  you set up the passcode as part of the process of joining the meeting.

1. Conference Level Passcode: Menu Only

Prior to your meeting

• Please make sure your meeting account is set to ‘Music-Awaiting-Chairperson’
• Establish the date and time of your meeting and choose a Conference Level Passcode (any numeric digits up to a maximum of 18)
• Send out your meeting invite and include the dial-in number, participant passcode and Conference Level Passcode.

During your meeting

Important: Make sure you dial into your meeting before your participants.

1. Dial into your meeting and enter your chairperson passcode followed by # at the prompt
2. When you’re ready to set the CLP, key #6 on your telephone keypad to enter the CLP menu
3. Choose your option from the available menu
4. Then enter *9 to rejoin the main meeting
5. Your CLP is now active.

Tips

• Once assigned, your CLP will be requested of any person wanting to join your audio meeting, so you’ll need to make sure that you inform all participants of the CLP as soon as soon it’s assigned
• You can access the CLP menu at any time during your meeting by pressing #6
•  If your meeting overruns into your next call, you may need to change or remove your CLP so others can join. Press #6 to update or delete your CLP.

2. Conference Level Passcode: On entry

Prior to your meeting

• Please make sure your meeting account is set to ‘Music-Awaiting-Chairperson’
• Establish the date and time of your meeting and choose a Conference Level Passcode (any numeric digits up to a maximum of 18)
• Send out your meeting invite and include the dial-in number, participant passcode and Conference Level Passcode.

Start your meeting

1. Dial into your meeting and enter your chairperson passcode followed by # when prompted
   
2. Depending on your account configuration, you will hear one of the following:

• A prompt to enter your Conference Level Passcode. Enter your chosen Conference Level Passcode followed by #
• The Conference Level Passcode menu. Choose option two (*2) and when prompted, enter your chosen Conference Level Passcode followed by #

1. Your Conference Level Passcode is now active. 
   

During your meeting

• Participants joining after the chairperson will be prompted for the CLP after entering the participant passcode
• Participants on hold, waiting for the chairperson, will be prompted for the CLP after the chairperson joins.

Tips

• You’ll need to make sure that you inform all participants of the CLP, or a change of CLP as soon as it’s assigned
• You can access the CLP menu at any time during your conference by pressing #6
• If your meeting overruns into your next meeting call, you may need to change or remove your CLP so others can join. Press #6 to update or delete your CLP.

Sub-Conferencing

Move meetings along by breaking them up

Solutions are created quicker when you can divide and conquer. Sub-conferencing helps you do that by letting you create up to nine sub-conferences from your meeting. The chairperson can activate sub conferencing whenever it's needed. There's no advance planning needed.

How to use sub-conferencing

Starting your meeting:

• all participants dial into the  meeting as normal
  
• the chairperson keys 782# to activate sub-conferencing
• the chairperson assigns participants to sub-conferences 1-9.
• the participants dial the sub-conference number, followed by # (i.e., 9# for sub-conference 9).

During your meeting

Anyone can dial:

 - for help

 - to mute / unmute

The chairperson can dial:

 - to stop audio messages

 - to toggle presentation mode on / off

 - for roll call

 - for participant count.

Tips

• The chairperson can move between sub-conferences by keying the sub-conference number followed by #
• Return to the main meeting by keying 0#
• The chairperson can bring everyone back to the main conference at any time by dialing 782# to disable sub-conferencing.
• If you’re archiving the meeting with Record All, recording will only be active in the main meeting.

Record All Conferences

Capture every word. So you don’t miss the most important bits.

Record All Conferences takes the need for note-taking off the table because it automatically records every meeting. It also makes it easier to share ideas from the call with those who couldn't attend. And since the chairperson can stop and restart the recording at will, they can easily skip anything they don't want documented.

How to use Record All Conferences

Before your meeting

• You don't need to do anything to arrange the recording. It's already pre-programmed.

Starting your meeting

• Dial into your conference as normal
• Enter your chairperson passcode and press #
• Your recording starts automatically.

During your meeting

• To make sure everyone knows the call is being recorded, a message is played to all participants.

Tips

•  To start / stop the recording at any time, press *8 and follow the prompts
•  Access information for your recording will be emailed when your call is over.

Using touchtone commands

Control your BT MeetMe meeting from your phone

Chairperson and participant commands

 - operator assistance - connects you with a meeting operator.

Note: In-call *0 support for Cisco audio customers includes basic ‘how to’ and general access troubleshooting only. Due to lack of access to the Cisco audio bridges, the service desk agents will not be able to make any direct adjustments or take control of the call.

 - meeting help menu - lists all of the touchtone commands available to you.

 - mute your line - reduces background noise on the call if you’re in a noisy environment. To unmute your line, press *6 again.

Chairperson-only commands

  - play roll call - plays back the recorded names of the participants on your call

  - participant count - counts the number of participants on your call

 - stop message - interrupts any audio prompt or recorded announcement

  - initiate dial-out facility* - allows the chairperson to dial out to a new participant

  - mute / unmute all - (presentation mode) allows you to mute the lines of all participants when making a presentation. To unmute all lines, press *5 again

  - mute your line - reduces background noise on the call if you’re in a noisy environment. To unmute your line, press *6 again

 - lock / unlock your conference - to control your meeting and makes sure no one else can enter you can lock your conference call. To unlock your line, press *7 again

  - instantly records your meeting - so it is available afterwards for sharing or future use. 

 - meeting continuation - allows participants to remain in a meeting  once the chairperson hangs up

  - end meeting - at the end of your meeting, press ## and then hang up. This makes sure all participant lines are disconnected, preventing unexpected charges and improving the security of your account.

* Additional charges are subject to your terms and conditions.

Sub-conferencing touchtone commands

Chairperson and participant commands

1# to 9# - move to a sub-conference - a user moves from the main meeting to a sub-conference by dialing the sub-conference number followed by #.

E.g. to attend 'sub-conference seven' the user would dial 7#.

Note to chairperson: dialing a sub-conferencing number followed by # allows you to move freely between sub-conferences

0# return to main meeting - if you’re in a sub-conference, leave that sub-conference and return to the main meeting.

Chairperson-only commands

782# - activate / deactivate sub conferencing - you can activate up to nine sub-conferences. Dialling 782# a second time deactivates sub-conferencing and brings everyone back to the main meeting.

Conference Level Passcode (CLP) touchtone commands

Chairperson-only commands

 - enter the CLP menu - where you can set, update, or delete your CLP.

Note: if you’re using 'CLP: Upon Entry' then you’ll automatically be entered into the CLP menu upon dialling into your meeting and entering your chairperson passcode. You can then press #6 at any time during the call to re-enter the CLP menu.

 - repeat the CLP entered

 - enter a new CLP

 - delete the current CLP

 - return to the main meeting.

BT MeetMe Best Practices

So you can make the most of your BT MeetMe service, we’ve provided you with a series of best practices.

Conference call etiquette

• Treat a meeting call like any other meeting
• Agree on an agenda before or at the start of your call
• State the time zone in meeting invites to avoid meeting delays or confusion
• Include the Global dial-in URL link for your account
• As the chairperson, agree who will host the call
• At the beginning of your call, do a roll call by pressing #1 so you know who’s on the call
• Ask the host to introduce meeting participants at the start of the call
• Introduce yourself when speaking and encourage participants to do the same
• Ask your participants to mute their line by pressing *6 to cut out any background noise when someone else is presenting. They can unmute their line by pressing *6
• Keep your mobile phone a few feet away from your telephone so as to avoid  a hum when active
• Unless you’re on mute, noises like rustling paper or tapping on a keyboard can be easily picked up. Press *6 to mute and then *6 again to un-mute
• Press *0 if you need help from a meeting coordinator.

How to conduct a BT MeetMe meeting

Contact the people you wish to invite, giving them the dial-in number, the participants' passcode and the date and time of the meeting.

Note: please let your participants know that if they enter the meeting before you, they’ll be placed on hold in the meeting listening to music until you join. 

At the start of your meeting, dial your BT MeetMe dial-in number and follow the prompts. Enter your chairperson's passcode. Participants follow the same instructions and enter their participants' passcode. Keep your chairperson's passcode safe to prevent fraudulent use.

That's it! You’ll be joined together on the call and your meeting can begin.

How to keep your audio meeting secure

Press *0 - operator assistance – if there’s a discrepancy between the number of lines in the meeting and the roll call, use this function and ask for the meeting coordinator to disconnect any line not responding.

Press #1 - participant roll call – at the beginning of each call, you can use this function to listen to the names of the participants who’ve joined. This way you know who’s on the call and you can decide if there are any unwanted participants or whether to wait for somebody to join before you start.

Press #2 - monitor the number of lines – use this function to know the number of lines active in the meeting. This is a quick way to establish how many participants are on the call without having to do a roll call.

Press *7 - meeting lock and unlock – use this function to lock or unlock participants entering the call. This feature is useful when you don’t want additional parties to join your call after it’s begun. Participants trying to join a locked call will be directed to the meeting coordinator.

Press ## - end the meeting – use this function to disconnect all participants at the end of your call. This makes sure your meeting ends when you hang up.

Security Code

How to secure your BT MeetMe meeting

• Don’t share your chairperson passcode
• Press #1 to carry out a participant roll call so you know exactly who’s on the call
• Press *7 to lock / unlock the call and keep uninvited people from entering your meeting
• Press ## to end your meeting and confirm the call’s been terminated
• Set a unique passcode for each call using the security code feature.

How to use the security code feature

Prior to your meeting

• Establish the date and time of your meeting and choose a security code
• Send out your meeting invite and include the dial-in number, participant passcode and security code.

Start your meeting

•  At the time of your meeting, dial into your meeting
•  Enter your chairperson passcode and press #
•  Enter #6 to access the meeting menu
•  The system will prompt you with the following options:

  - to hear current security code

  - to change the security code

  - to cancel

  - to delete your security code

  - to rejoin meeting.

• Press *2 and enter the security code (any numbers up to 18) followed by # to save the security code
• Then enter *9 to rejoin the main meeting
• Your security code is now active.

During your meeting

• You can access the security code menu at any time by pressing #6
• If your meeting overruns into your next meeting call, you may need to change or remove your security code so others can join. Press #6 to update or delete the security code.

Secure Dial-out

Prompt the meeting to call out to a participant^†

1. Start the meeting with your chairperson passcode
2. Press #3 on your telephone keypad
3. Press *1 to confirm the dial-out
4. Enter your participant passcode followed by #
5. Enter the phone number to call (if the participant is On-Net, enter their On-Net shortcode).

The participant's phone will ring. To enter the meeting, they need to:

1. answer the phone
2. press *1
3. record their name then press #.

^†Billing note: additional charges may be billed for each dial-out participant joining your meeting. Charges are subject to your terms and conditions. On-Net dial-out avoids the higher per minute call charges associated with traditional public phone networks (using normal toll and toll-free dial-in numbers).

Inviting Mobile users

You can make it very easy for mobile users to join your BT MeetMe meeting

The invite

• Should include the usual information in your invitation: date, time, topic, etc.

Then format your BT MeetMe dial-in number and your participant passcode this way:

[dial-in number], [participant passcode]#

•  8885557777,12345678#
•  +442074448888,12345678#
•  00442074448888,12345678#

Please note:

• your BT MeetMe dial-in number should have no punctuation or spaces. You may need to add prefixes or country codes if you have participants calling from abroad
• your participant passcode also should have no punctuation or spaces.

To join

• Click anywhere on the BT MeetMe dial-in number
• your mobile will call, then you will see a screen that says 'Dial Extension...'
• You may be prompted to click again to dial the passcode. Automatic dial may not work for all devices
• Your mobile will input your passcode and you’ll join your meeting.

Add yourself to your mobile contact list

•   Enter yourself to your contacts
•   Enter your BT MeetMe dial-in number and your chairperson passcode to your work number in this format 0123456789,12345678#
•   Save it and assign yourself a speed dial number or letter.

Please note:  your mobile interface and software may differ from what is described here, so your dialing experience may not exactly match these steps. However, the basic principles of formatting the dial-in number and passcode remain the same.

How to use BT MeetMe Recording

Follow the simple steps below to record your BT MeetMe meeting

Step 1

As the chairperson, once you have dialed into your BT MeetMe meeting call and entered your chairperson passcode, press *8 on your telephone keypad and follow the voice prompts to start recording your conference call.

You will hear a prompt saying:

• enter *1 to start the recording or *2 to return to the meeting
• press *1 to confirm that you want to start recording your meeting
• press *2 to return to the meeting without enabling recording.

Step 2

To stop recording your meeting, press *8 and follow the voice prompts to stop recording at any time.

You will hear a prompt saying:

• enter *1 to stop the recording or *2 to return to the meeting
• when you press *1 the prompt will inform you that the meeting is no longer being recorded
• when you press *2 the prompt will inform you that you are now rejoining the main meeting.

Participants who join after the recording has started will be informed that the call is being recorded.

Help desk phone numbers

If you need further help, please contact one of our global helpdesk advisers.