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InterCall Web Meeting

Frequently Asked Questions

How to Host Web Meetings

Important Info
InterCall Web Meeting gives you access to simple, reliable and affordable web conferencing.  Below are frequently asked questions about how to use this web meeting software.
 
  1. How do I access Management Pages?
  2. How do I invite people to an Instant meeting?
  3. How do I create a Scheduled meeting?
  4. How do I invite people to an event?
  5. What are billing codes?
  6. What are passcodes?
  7. Can I encrypt my web meeting or event for additional security?
  8. How do I start an Instant meeting?
  9. How do I start a Scheduled meeting?
  10. How do I start a meeting using Reservationless-Plus?
  11. What equipment do I need to use video?
  12. What if I do not have a web camera?
  13. What options do I have for presenting or sharing content?
  14. What is sharing an application or browser?
  15. Why do I need to convert my documents before presenting?
  16. What types of documents can be converted?
  17. What recording capabilities does InterCall Web Meeting have?
  18. What is Chat?
  19. Can I annotate a presentation or shared application?
  20. What is Meeting History?
  21. How do I join participants into the phone portion of a meeting using Reservationless-Plus?
  22. How do participants connect to the phone portion of a web meeting after they have joined online?
  23. How do I generate a report?
  24. How do I make my recorded meeting available to others?
  25. How do I send out a playback link from my Management Pages?
  26. How do I download a recorded meeting from my Management Pages?
  27. How do I play back a recorded meeting from my Management Pages?
  28. How do participants join my meeting?
  29. How do participants register for a scheduled event from an email invitation?
  30. How can a participant ask a question using Question & Answer?
  31. What are the system requirements?

Frequently Asked Questions

  • How do I access Management Pages?

    To access your Management Pages, refer to your welcome email containing your account information or click the URL located on your home screen in InterCall Web Meeting.
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  • How do I invite people to an Instant meeting?

    There are two ways to invite participants:
    1. Before the meeting — If Outlook integration is enabled, click New Meeting in Outlook. An Outlook meeting* invitation displays.
    2. Before or during the meeting — On the File menu, click Send Email Invitation. Your default email program displays. Your email invitation is pre-populated with the meeting login information, and participants join your meeting by clicking the link.
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  • How do I create a Scheduled meeting?

    To create a new event using the Event Creation Wizard:
    1. Click My Events.
    2. Click Create New Event.
    3. Enter the event information. To navigate through the screens, click Back and Next.
    4. Click Finish to review your event details.
    5. Click Save to save the event without scheduling or click Schedule & Save to schedule your event. Emails will be sent to your invitees if you schedule and save your event.
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  • How do I invite people to an event?

    You can invite people to an event by entering individual information for each invitee, choosing invitees who were invited to a past event, importing invitee information from a .csv file or choosing invitees from an established contact list.
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  • What are billing codes?

    Billing codes are numbers you assign to meetings that enable you to track expenses in order to charge a conferencing fee back to a client or an internal group. Once this feature is active, you are prompted when starting a meeting to enter a billing code or choose a previously used billing code from the menu in the billing code dialog box. If there is not a billing code associated with your meeting, click Cancel when the billing code dialog appears.
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  • What are passcodes?

    Passcodes are four- to nine-digit codes that provide an additional layer of security for your meeting. In your profile, from the Security tab, select Prompt me to set a new passcode for every meeting. Participants joining a meeting secured by a passcode must enter the passcode before they can join.
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  • Can I encrypt my web meeting or event for additional security?

    Yes, InterCall Web Meeting lets you encrypt specific features for each meeting.
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  • How do I start an Instant meeting?

    To start your meeting, double-click the InterCall Web Meeting desktop icon. From your InterCall Web Meeting home screen, click Start a Meeting. You are prompted to select or enter a phone number. You will be called at this phone number to start the phone portion of the meeting.
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  • How do I start a Scheduled meeting?

    To start a Scheduled meeting:
    1. Click View Schedule from your Management Pages.
    2. Click Start Now next to the event you want to start.
    3. Click Start Event or Start Event in Practice Mode. Practice mode enables you to start your event without allowing participants to enter.

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  • How do I start a meeting using Reservationless-Plus?

    If integration with Reservationless-Plus is enabled, when you start the web portion of the meeting, you will be prompted to enter your number and select your country of origin and select the audio option for participants (Phone Only, Audio Broadcast Only or Phone and Audio Broadcast).
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  • What equipment do I need to use video?

    To be seen by other participants, install a web camera before starting InterCall Web Meeting. Your web camera transmits live video of you to other participants.
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  • What if I do not have a web camera?

    If you do not have a web camera, you can participate in a meeting and see other participants' video, but you are not able to send live video.
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  • What options do I have for presenting or sharing content?

    You can convert a document using Document Viewing, share an application using Application Sharing or share a browser using Browser Sharing.
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  • What is sharing an application or browser?

    You can present an application or web browser from your computer during a meeting. You can share a specific file, a selected region of your desktop or your entire desktop for other participants to view and annotate. If given permission, a participant can do the same.
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  • Why do I need to convert my documents before presenting?

    Before you can present a file with Document Viewing, you must convert it. When a document is converted, it is saved as an InterCall document (*.rdi) on your hard drive. Conversion does not change your original document; it simply saves it in a format that enables easier presentation during the meeting. You can convert documents before or during a meeting. A converted document can only be viewed while using InterCall Web Meeting.
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  • What types of documents can be converted?

    The following file types can be converted and presented in InterCall Web Meeting: *.doc, *.ppt, *.vsd, *.xls, *.txt, *.pdf, *.prz, *.jpg, *.jpeg and *.bmp.
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  • What recording capabilities does InterCall Web Meeting have?

    You can capture a synchronized audio, web and video playback of your meeting. After the meeting, make the recording available to others for later playback. Note: To utilize the built-in recording feature, you must use Reservationless-Plus conferencing integrated with InterCall Web Meeting.
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  • What is Chat?

    Chat enables you to exchange text messages with all participants, moderators, co-moderators or specific participants.
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  • Can I annotate a presentation or shared application?

    Yes. You can select an annotation tool to draw or write notes while whiteboarding, presenting a document or when application sharing or browser sharing is paused.
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  • What is Meeting History?

    Meeting History displays presented whiteboards, presentation slides or any other converted document that has been presented in your meeting.
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  • How do I join participants into the phone portion of a meeting using Reservationless-Plus?

    When you start the phone portion of the meeting, participants are prompted to enter a phone number where they will be called and select their country of origin. You do not need to manually call participants.
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  • How do participants connect to the phone portion of a web meeting after they have joined online?

    To join the phone portion of a meeting using Reservationless-Plus:
    • If you have already started the phone portion, participants are prompted to select or enter a phone number where they will be called. Alternatively, participants can dial into the meeting. In the Meeting Bar, click Meeting Information then click Dial-In Instructions. Follow the instructions to join by phone.
    • If you have not started the phone portion when participants join online, participants can later request the meeting to call them when you arrive. In the Meeting Bar, click Phone Controls. The Phone Controls appear. Click Join Phone Conference.
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  • How do I generate a report?

    To generate a report:
    1. Click Reports in your Management Pages.
    2. Select a date range.
    3. Choose a report type.
    4. Apply a filter.
    5. Click Run Report.
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  • How do I make my recorded meeting available to others?

    There are two ways to make your recorded meeting available to others:
    1. Send an email containing a playback link.
    2. Download the recorded meeting and Meeting Player.
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  • How do I send out a playback link from my Management Pages?

    To send a playback link:
    1. Click Recorded Meetings in your Management Pages.
    2. Click the envelope icon next to the meeting for which you want a link. You will receive a link via email and can then forward it to recipients.
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  • How do I download a recorded meeting from my Management Pages?

    To download a recorded meeting:
    1. Click Recorded Meetings in your Management Pages.
    2. Click the orange arrow icon next to the meeting you want to download.
    3. View confirming information on the following page and click Download Recording.
    4. Click Save in the file download dialog box.
    5. Select a location to save the recording and click Save.

    The Meeting Player is needed to playback a downloaded meeting.

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  • How do I play back a recorded meeting from my Management Pages?

    To play back a recorded meeting:
    1. Click Recorded Meetings in your Management Pages.
    2. Click the green arrow icon next to the recording you want to play back.
    3. If the recording is password-protected, enter the password.
    4. Choose your network connection speed by clicking Low, Medium or High.
    5. Click Play Recorded Meeting. The Meeting Player displays and the recording begins to play.
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  • How do participants join my meeting?

    There are two ways participants can join an InterCall Web Meeting:
    1. Once InterCall Web Meeting is installed, double-click the InterCall desktop icon.
      • Click Join a Meeting.
      • Enter the conference ID you provided or select a previously entered conference ID from the drop-down menu.
      • Click Join Meeting. Participants are either placed directly into the meeting or are instructed to wait for you.
    2. An email invitation:
      • Click the meeting link in the email invitation. If participants accepted an Outlook meeting request, they must open the appointment in their calendars and click the link.
      • Enter the required information and the conference ID you provided.
      • Select either the full version or light version depending on individual operating system and/or bandwidth.
      • Click Join Meeting.

    In any of the above cases, when you arrive, participants are prompted to select or enter a phone number to join the phone portion of the meeting. Participants are called at this phone number and joined into the phone portion of meeting.

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  • How do participants register for a scheduled event from an email invitation?

    To register for a scheduled meeting:
    1. Click the link in the email you provide.
    2. Enter information into the appropriate fields, including a unique username and password that can be used for future logins.
    3. Click Register.

    The status of registration is now pending your approval. When approved, the participant can join the scheduled meeting.

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  • How can a participant ask a question using Question & Answer?

    For participants to ask a question using Question & Answer:
    1. Click Question & Answer in the Meeting Bar. The Question & Answer interface appears in the participant's Private Workspace.
    2. Enter the question.
    3. Click Submit.
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  • What are the system requirements?

    Implementing and managing InterCall Web Meeting requires little to no internal resources and the following minimum system requirements:
    Component Requirement - Full Version Requirement - Light Version
    Operating system

    Microsoft Windows XP and Vista

     

    Microsoft Windows XP and Vista

     

    Apple® Mac system 10.3 and 10.4

    Browser Microsoft Internet Explorer 6.0 or higher (must be Java enabled)

    Windows: Microsoft Internet Explorer 6.0 or higher (must be Java enabled)

    Mac: Safari 1.3 and 2.0 (must be Java enabled)

    Processor Pentium III, 500 MHz or faster

    Windows: Pentium III, 500 MHz or faster

    Mac: G3 processor

    Free hard disk space 14 MB of free disk space is required 1 MB of free disk space is required
    Memory At least 256 MB RAM is required

    Windows: At least 256 MB RAM is strongly required

    Mac: At least 256 MB RAM (512 MB RAM is strongly recommended)

    Connection

    Dial-up connection is the minimal requirement

    High-speed (DSL, T1, cable modem) is recommended

    Wireless connections are supported

    Dial-up connection is the minimal requirement

    High-speed (DSL, T1, cable modem) is recommended

    Wireless connections are supported

    Optional hardware

    USB web camera

    Sound card and speakers

    USB web camera

    Sound card and speakers

    Audio requirements Users only need a phone to begin or join a meeting Users only need a phone to join a meeting

     
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