Teleconferencing - Getting Started

It is easier to set up a conference call than ever before. In the following, we will walk you through setting up an account and using the service. It's really easy.

How do I set up a conference call account?

You will need to provide your contact details and billing information. You can set up an account online or call us on 1800 157 313.

Setting up and account is free and there is no contract to lock you in so you can use the service as much or little as you choose.

How am I charged?

HotAir conference calls are billed by adding the connection time of all of the lines together. Unlike most service providers, we don't round up to the nearest minute.

When am I charged?

Bills are issued at the beginning of the following month, just like a normal telephone bill. You may pay by electronic transfer, credit card or cheque.

How does the conference call work?

Participants dial a telephone number
Enter a security code
Start talking

Do I need to book or reserve a meeting?

No, once your account is set up, you can hold conference calls at any time without needing to notify us.

Why do I need two security codes?

The moderator has a different security code to the participants to prevent unauthorised use of your account.

How do I hold a conference call?

Give a telephone number and security code to your participants and ask them to call in at the agreed time (remember time zone differences).

Participants will hear music until the moderator joins (using the moderator security code).

When new people join or leave the conference, everyone will hear a rising tone and when people leave, a falling tone.

How do I control the conference?

The moderator can:

Mute the lines of participants - this is useful in reducing background noise when delivering presentations or other one way communications
Bring additional participants into the meeting by dialling out to them
Request assistance from HotAir

What if I need help during a meeting?

Dial *0 to summon operator assistance

Recording the meeting

The moderator can start/stop a recording of the meeting at any time by pressing *21.

The recording can be downloaded to your PC as an MP3 file shortly after the meeting ends. Recording is free.

Most teleconferencing services will charge $50- $100 for this service and can make you wait days to receive the recording.

Which telephone numbers should participants dial?

Your teleconference account has a range of telephone numbers that can be used to join a meeting. All are connected to the same place, so you cam mix and match.

1800/toll free: is the most common way to join a conference. The telephone call to join the meeting is free to participants (unless they are calling from a mobile phone).

Your account also has international 1800 / toll free numbers so that your overseas participants can join your meetings without incurring international call costs.

Capital city numbers. The meeting attendees may also join the meeting by dialling a telephone number in one of the capital cities.

If you don't want to pay for your participant's phone call costs they may dial a Melbourne telephone number.

Your participants can join using any combination of numbers. You may also dial out to participants.

How can I have the best sound quality?

Ask participants to mute their lines when they are not talking by pressing *6 or, as a moderator put the conference into "listen only" mode.

Can I use Skype to join a teleconference?

Yes. Participants can join a HotAir teleconference using Skype. This may reduce the overall sound quality of the meeting so we recommend that if the Skype user cannot get a good connection, they use a regular phone. For instructions on how to join a teleconference call with Skype click here.

If you would like to discuss your requirements in more detail please call us on 1800 157 313