UCM630x Audio Series - Meeting Guide

The UCM630xA supports audio call conferencing which increases employee efficiency and productivity and also provides a more cost-effective way to hold business meetings. A variety of meeting call features are offered by UCM630xA including individual management of meeting call activity, multiple Meeting rooms, meeting bridge, and Meeting schedule.

The UCM630xA supports Meeting bridge allowing multiple bridges used at the same time:

• UCM6300A supports up to 3 meeting rooms and up to 50 parties
• UCM6302A supports up to 5 meeting rooms and up to 75 parties.
• UCM6304A supports up to 7 meeting rooms and up to 120 parties
• UCM6308A supports up to 9 meeting rooms and up to 150 parties

This document introduces the Meeting options, meeting bridge configurations including joining, inviting, recording during meetings.

Meeting Configuration Settings

The meeting configuration settings are available under Web GUI🡪Call Features🡪Meeting.

Create and Edit Meeting Rooms

To create, edit or delete the meeting rooms please refer to the following steps:

1. Access the UCM630xA Web GUI using the administrator username and password. (By default the username is password and password is the random password that can be found on the sticker at the back of the UCM).
2. Navigate to Call Features🡪Meetings 🡪 Room.
3. Click on “Add” to add a new Meeting room as displayed on figure 1 or click on to edit the room.

Extension	Configure the meeting room number for the users to dial into the meeting.
Privilege	Select the permission level for outgoing calls.
Allow User Invite	If enabled, participants can invite other users to the meeting. Note: Meeting Host can always Invite other participants.
Record Meeting	If enabled, the meeting call will be recorded and saved as a .WAV file, the default filename is confbridge-${Meeting Number}-${UNIQUEID}. Recordings can be downloaded from the Meeting Recordings page.

Configure Meeting Settings

Please refer to the following steps in order to configure meeting settings:

1. Access the UCM630xA Web GUI using the administrator username and password.
2. Navigate to Call Features🡪Meeting.
3. Click on “Meeting settings”.

The following table describes the meeting settings in detail:

Enable Talk Detection	Enables/disables the talk detection, when enabled the AMI will send the corresponding event when a user starts or ends talking.
DSP Talking Threshold	Configures the time of sound above that the DSP has established as baseline silence for a user before is considered to be talking. This value affects several operations and should not be changed unless the impact on call quality is fully understood. The default setting is 200. (Time in milliseconds)
DSP Silence Threshold	Configures the time of sound above that the DSP has established as baseline silence for a user before is considered to be silent. This value affects several operations and should not be changed unless the impact on call quality is fully understood. The default setting is 2500. (Time in milliseconds)
Audio Codec Preference	Configures the preferred codecs for temporary accounts such as meeting participants who joined via link.
Jitter Buffer	Select jitter buffer method for temporary accounts such as meeting participants who joined via link. Disable: Jitter buffer will not be used. Fixed: Jitter buffer with a fixed size (equal to the value of “Jitter Buffer Size”) Adaptive: Jitter buffer with an adaptive size that will not exceed the value of “Max Jitter Buffer”). NetEQ: Dynamic jitter buffer via NetEQ

Schedule a Meeting

Meeting schedule Settings can be found under UCM630xA web GUI🡪Call Features🡪Meetings🡪 Meeting Schedule.

Users can create, edit, view, and delete a Meeting Schedule.

• Click on “Schedule Meeting” to add a new Meeting Schedule and configure schedule settings.
• Or click on the scheduled meeting to edit or delete the event.

The following table describes the meeting schedule settings:

The list of meetings will be shown as below:

Schedule Options
Meeting Subject	Configure the name of the scheduled meeting. Letters, digits, _ and – are allowed.
Meeting Room	Choose which room to have this scheduled meeting. By checking Use Existing Meeting Room users can choose an exiting room for this meeting. Otherwise, a random room number will be created for this meeting.
Time	Choose which room to have this scheduled meeting.
Time Zone	Configures the Time zone of this meeting.
Password	Configures the meeting password. If configured, users will have to enter the meeting password before accessing the meeting.
Host Password	Configure the password to join the meeting as a Host.
Host	Select the meeting Host
Repeat	Choose the frequency to repeat the meeting. Users can choose Every Day, Weekly, Monthly, or No Repeat (Default) for a single event.
Allow User Invite	If enabled, participants can invite other users to the meeting. Note: The meeting Host is always allowed to invite users to the meeting.
Call Participants	If enabled, invited participants will be called when the meeting starts.
Email Reminder	Email reminders will be sent out x minutes prior to the start of the meeting. The valid range is 5-120. 60 is the default value.
Record Meeting	If enabled, the meeting call will be recorded and saved as a .WAV file, the default filename is confbridge-${Meeting Number}-${UNIQUEID}. Recordings can be downloaded from the Meeting Recordings page.
Invitees	Select the participants to invite to the meeting. Enter either extension numbers or email addresses.
Description	The description of this scheduled meeting.

The Meeting History section is showing the list of ended meetings:

From this section, Users can download the meeting report by pressing on Download icon next to the meeting entry:

The meeting reports are in PDF format and contains various meeting information and statistics such as the number of attendees and the Device type from which the attendees were accessing the meeting.

Users can also Reschedule the meeting by pressing on Reschedule icon and then enter the new meeting details:

Users can also Delete the meeting from Meeting history by pressing on , and view the meeting details by pressing on button, as shown in the below figure:

Join a Meeting

The UCM630xA allows users to dial the meeting number to join the meeting. If the password is required, users need to enter the password to join the meeting as a normal user or enter the Host password to join the meeting as administrator.

Meeting Recordings

The UCM630xA allows users to record the meeting call and retrieve the recording from web GUI🡪Call Features🡪Meeting🡪Meeting Recordings.

To record the Meeting call, Users need to enable the Record Meeting option While creating a new meeting room or when scheduling the meeting.

When the Meeting starts, the call will be automatically recorded in .wav format. The recording files will be listed under Meeting Recording as below once available. Users could click on to download the recording or click on to delete the recording. Users could also delete all recording files by clicking on “Delete All Recording Files”, or delete multiple recording files at once by clicking on “Delete Selected Recording Files” after selecting the recording files.

Manage The Meeting Room

The following steps allow managing meeting rooms using the web GUI or IVR during a meeting call.

Manage The Meeting room from Web GUI

Access the UCM630xA web GUI during the meeting call 🡪 Call Features 🡪 Meeting and choose your Meeting room. The following operation can be done

1. Click on to kick a participant from the meeting.
2. Click on to mute the participant.

Manage Meeting Call from IVR

During the meeting, meeting participants can input * to enter the IVR menu for the meeting. Please see the options listed in the table below.

Table 4: Meeting Caller IVR Menu

Meeting Administrator IVR Menu
0	Change your role. Press 1 to change your role to participant.
1	Mute/unmute yourself.
2	Lock/unlock the Meeting.
3	Kick the last joined user from the Meeting.
4	Decrease the volume of the Meeting.
6	Increase the volume of the Meeting
7	Decrease your volume.
9	Increase your volume.
8	More options. 1: List all users currently in the meeting call. 2: Kick all non-Administrator participants from the meeting call. 3: Mute/Unmute all non-Administrator participants from the meeting call. 4: Record the meeting call. 8: Exit the caller menu and return to the meeting.
Meeting Participant IVR Menu
0	Change your role. Press 1 followed by the host password to become meeting host.
1	Mute/unmute yourself.
4	Decrease the volume of the Meeting.
6	Increase the volume of the meeting call.
7	Decrease your volume.
9	Increase your volume
8	Exit the caller menu and return to the meeting.

Invite Other Parties to Join The meeting

The meeting host and participants can invite other participants to the meeting from the meeting menu and choose to Invite other participants. After Inputting the participant number, the UCM will send a call to this number to join the meeting. Using the Wave app, for example, users can press on the Meeting symbol then on and choose to Invite Participants Users can choose the participant from their contacts or dial a new number and the UCM will send the meeting invitation to the chosen destination.

Multiple Meeting Bridges

The UCM630xA supports multiple Meeting bridges between different meeting (remote or local) rooms to essentially bridge two meeting rooms together reducing bandwidth usage as displayed on the following diagram illustrates a meeting bridge between two UCMs in a peered scenario.

In the following scenario, we are using the UCM6308A and the GXP21xx as an example

During a meeting, please follow the steps below in order to bridge a meeting from your GXP21xx:

1. Press on ConfRoom Softkey.
2. Press on ConfMenu Softkey to access to the meeting menu.
3. Choose Bridge Meeting under option.

4. Enter the remote meeting’s number that you would like to invite and its appropriated password.

5. Click on “OK” to bridge meeting rooms.

Users can press on ConfMenu softkey afterward and choose Unbridge All to unbridge the meeting.

Meeting Schedule Example Application

This chapter illustrates an example of configuring the meeting schedule feature.

The sales director of the company “ABC” needs to organize a meeting and invite different sales managers to discuss different topics. We will assume the following:

1. Sales director needs to have a meeting room available on the extension number 6300 which will allow him to invite manually Sales Team members to discuss different topics.
2. Every Monday at 9 AM, the sales director will organize with sales team a meeting to discuss different topics and assign new tasks, the meeting room used to host this weekly meeting is 6301.

• Configuring Meeting room 6300

Please refer to the following steps in order to configure the meeting room 6300:

1. Access the Web GUI of the UCM630xA using the administrator username and password
2. Navigate to Call Feature 🡪 Meeting 🡪 Room.
3. Click on “Add“.
4. Set the extension number to 6300.
5. Press Save button to save the new meeting room.

Once creating Meeting room 6300, the sales director can initiate the Meeting by dialing 6300 and inviting other participants. Please check the Invite Other Parties to Join The meeting section in order to invite participants.

• Configuring Meeting room 6301

The Meeting room 6301 is programmed to host the weekly meeting, on the following steps we will create a new meeting schedule:

1. Access the Web GUI of the UCM630xA using the administrator username and password.
2. Navigate to Call Feature 🡪 Meeting.
3. Click on “Add “.
4. Set the extension number to “6301”.
5. Press Save button to save the new Meeting room.
6. Access to Call Feature 🡪 Meeting schedule.
7. Click on “Schedule “.
8. Set the “Meeting subject”, choose Use Existing Meeting Room under “Meeting room option and select room 6301.
9. Configure the “Time” of the meeting, the Host number and the Invitees.
10. Since this meeting is planned for each week, configure “Repeat” to weekly.
11. Press Apply Changes button to save and apply the new settings on the UCM630xA.