Monthly Archives: July 2013

Audioconference 101 – access codes

By | Conference call, my Global Conference, Uncategorized | No Comments

Why are audioconferences  so difficult to understand? I still remember the first time I received my own pair of conference codes at work… that was many years ago, before myglobalconference was launched.

The concept was easy, “many people talk together at the same time on the phone”… what could be so difficult? but why do I need codes? why 2 codes?

Well, it is simple, it just gets trickier as you become more aware on the subtleties of the technology.

Think of the codes as identifying the cyber meeting room you wish to access

An audioconference is like having a private meeting room somewhere in cyberspace, everyone meets there at a given date and time. As for any meeting, you need to know the “meeting room location and number”. In cyberspace the meeting room location is represented by the phone number you dial, the meeting room number is represented by the access code.
In other words: since everyone will dial the same phone number, you need to enter a code to uniquely identify the cyber meeting room you want to access.

The participant code is the code everyone wanting to join the call should know

The code that identifies the cyber meeting room, is the participant code .
If you are the one organizing the call, inform the participants the “participant code”. Anyone with this code can then “access the meeting”. Conversely, if you are a participant, request to the organizer this code for you to access the meeting.

The administrator code is used for extra security – if one wishes

Lets continue our parallel between bricks and mortar meeting rooms and cyber meeting rooms. Sometimes meeting rooms are locked  or need to be locked, only the owner of the key can unlock the meeting room. Locking a room could be a desired option if – for instance – you don’t want others to access the room without permission, or when you are not there… likewise, cyber meeting rooms can be locked too and unlocked using a key. This key is the administrator code.
To lock the cyber meeting room you need to activate an option in the webtool (tick the box in the web tool when creating a new conference as shown below)

This means that participants can get to the room using the participant code, but can only start talking to each other when the room is unlocked by someone who, instead of using the participant code to access, uses the administrator code (the key). Usually the one who has the administrator code is the one who has initiated the meeting or the owner of the conference call account. What this avoids is that participants use the cyber meeting room without the owner of the room knowing. in fact someone could just re-use the codes at another time and date if the room is “unlocked”….
In conclusion, its very simple, it just get a little more complicated when you start looking a little more into the details, hopefully the parallel with bricks and mortar rooms helps to clarify!.
Have great conferences!