Spaces - Space management and blast dial configuration

Meeting Management supports creating spaces and configuring blast dial, to quickly hold a meeting with a group of users.

You can add a predetermined list of participants to a space where you configure blast dial. When any participant dials in to the space, all the other participants are dialed out simultaneously.

Participants can press the DTMF digit 1 to enter the meeting and * to reject the call. When the participants press * and reject the call Meeting Management stops re-dailing the participants. Participants can also reject a call by pressing Decline or Reject buttons.

Note: Any other DTMF digits will be ignored and Meeting Management will continue to re-dial the participant until they press 1 or *.

Space management

Meeting Management allows administrators to create and manage spaces. You can create, view, edit, and delete spaces on Meeting Server cluster and configure blast dial.

Video operators can also create and edit spaces using Meeting Management and assign tags to those spaces. These tags can be assigned to video operators, giving them access to specific spaces and the meetings associated with those spaces only.

Creating spaces

Follow these steps to create a space in Meeting Management:

1. On the Spaces page, click Create space button to launch Create a Space pop-up window.

2. Select the Meeting Server cluster from the drop-down menu.

3. Enter a unique name for the space in Space name, with a maximum character limit of 200.

4. Select the space tag from the Space tag drop-down. The drop-down lists all the tags that are assigned to the video operator.

   Note: The Space tag drop-down is only available for video operators and administrators cannot see it.

5. Select appropriate space template from Templates. If the templates are not available, it has to be created from the Meeting Server.

6. Click the Create button.

The created space will be listed in the Spaces page. Spaces with ongoing or active meetings will be displayed with icon. Here, the number on the icon represents the total participants attending the meeting. Hovering over the icon displays a message, in this case, Active meeting with 4 participants.

Viewing spaces

You can view all the spaces in your cluster. Use the search bar to filter out the space you are looking for. Clicking on the space name takes you to the Join Information page for that space.

Note:

• Spaces created in Meeting Management will not be visible in web app.

• Spaces created in web app will be in view only mode and cannot be edited or deleted in Meeting Management

• After a space is renamed, Meeting Management prevents the creation of a new space using the old name, even though the original space no longer uses the old name.

Editing spaces

Only those spaces created by the administrator or video operators using Meeting Management can be edited. Space name can be modified using the edit icon.

Video operators can edit the space created by them or those they are tagged with; however, administrators can edit spaces created by the video operators.

The following table explains all the access enabled for tagged and untagged video operators for the spaces created in Meeting Management:

Table 20: Access enabled for tagged and untagged video operators for the spaces created in Meeting Management

Users	Tagged spaces	Untagged spaces
Tagged video operator	Access to view, edit, delete	No access
Untagged video operator	No access	Access to view, edit, delete

To modify the join information used by the members to access the space:

1. Click edit icon to launch Edit access role pop-up window.

2. Make necessary changes to Passcode, Visibility and Video address.

   Note:

   • The new passcode entered should be an integer value and must contain a minimum length as defined in the dial-in security profile in space templates.

   • In case the entered video address is already available in Meeting Server, administrator will be prompted to enter a different video address.

3. Click the Save button.

Deleting spaces

Administrators can delete only the spaces created in Meeting Management. Video operators can delete only the spaces created by them or those they are tagged to in Meeting Management. Delete icon available against the space name can be used to delete space.

Join information

The Join information tab displays the meeting details: Visibility, Meeting ID, Passcode, and Video address. You can obtain join information as email template and share it with the participants by copying the join information using icon available against each role.

Note:

• The administrators can view, edit and delete the spaces created by the video operators.

• Meeting Management will display the join link only if the port is configured in the Meeting Server.

Edit access role

You can edit this information and set preferences for visibility of the space by selecting one the following options from the Visibility drop down:

• In public directory, visible to all space members and call participants

• All call participants and space members

• All space members

• Space owner only

Blast dial configuration

Blast dial can only be configured for clusters where Meeting Management is setup to manage meetings on that cluster.

• If the cluster is not managed by Meeting Management, you will see the following message:

  Blast dial cannot be configured on this space because this Meeting Management does not manage meetings on this cluster. To change this, visit Servers and edit this cluster.

  Go to Server settings and under Edit Cluster, check the Use Meeting Management to manage meetings on this cluster check box.

• If Blast dial monitoring is turned off, you will see the following message:

  Blast dial cannot be configured on this space because this Meeting Management has blast dial monitoring turned off. To change this, visit Settings > Blast dial monitoring.

  Go to Settings and under Blast dial monitoring, change the settings.

Configurations

You can set the following configurations in the landing page:

• On / Off: You can turn on or turn off the blast dial feature at the Blast dial configuration landing page. When you turn it On, the other configuration options appear.

• Retries: This setting allows you to configure retry attempts if the contact does not connect to the call the first time.

  • Number of retries: The maximum number of times the system will attempt to dial out a contact if they fail to connect to the call.

  • Time after a failed retry: The minimum time amount of time the system waits before retrying to dial out a contact. The default is 180 seconds.

• Automatic join for blast dial participants: You can on or off the audio prompt both at the global level and at the participant level. If the audio prompt is disabled, the audio prompt Press 1 to enter the meeting or * to hang up will not be played and the participant need not press the DTMF digits and enter the meeting when they accept the call. Administrators can also disable the audio prompt for specific participants in the meeting using theicon available for each participant.

  Note: Enabling or disabling the audio prompt at global level overrides the setting at the participant level.

Adding dial-out contacts

There are two ways to add participants to the list of blast dial contacts. You can either manually add them one at a time using the Add contact button or you can use the CSV option to upload a CSV file containing details of the contacts, such as name and video address.

Add contact

To add a contact:

1. Click on Add Contact. The Add dial-out contact window opens.

2. Enter the name and address of the contact.

3. Enable or disable the audio prompt option using Require prompt to connect participant.

4. Click Done. The contact details get added to the list of contacts. You can edit or delete the contacts from the list using the associated buttons.

Upload CSV

To upload a CSV file:

1. Click on the CSV drop down to upload a .csv file containing name, address and audio prompt options of contacts.

   Tip: You can download a blank CSV template and use that file to add the contacts and corresponding audio prompt options.

2. Upload the CSV file using the Upload CSV option.

   Note: If you have already added contacts using either of the options, the added contacts will be overwritten and only the newly uploaded CSV contacts will be added.

3. When the file is uploaded, the Download CSV option is enabled. In the CSV drop down, you can select Download CSV to download the existing CSV, edit the content, and upload it again.

Note:
• If the CSV file contains invalid characters, is in the wrong file format, exceeds the maximum file size, or contains more than the allowed number of contacts, an error message with the suggested resolution is displayed. Follow the instructions in the message to correct the errors and upload the file.
• The audio prompt value provided in the .csv file is case sensitive and will be disabled by default if an invalid value is entered or left blank.