Frequently Asked Questions
General
Do I need a reservation to begin a conference call?
No. Once your account is set up you can use conference calls on demand whenever you like without booking.
Are there any set up charges?
No. You pay only for what you use.
Do I need a new telephone number and security code every time I start a new conference?
No. When you have received your moderator and participant security codes, they remain the same for every meeting you host unless you choose to change them.
How many people can participate in a HotAir conference call?
You may have up to 30 lines in every meeting. If you think you may need more, please contact us.
What kind of telephone can I use?
Any touch tone telephone can be used to join a conference call.
You will need a speakerphone if you have people with you. For the best sound quality you will need a proper conferencing speakerphone, Polycom for example. An ordinary speakerphone will make the meeting less interactive and hence less effective. See our conferencing tips for further information.
How can I add or deactivate moderators on my company account?
Email the information to us or call on 1800 157 313 during office hours.
Joining a conference call
How do I join my conference call?
Dial the telephone number provided in your welcome email and then enter your security code when prompted.
How do participants join my conference call?
After your participants have dialled in they will enter their security code which is different to yours. This is to ensure that you are the only person who can use your account and hence incur charges. If the moderator is yet to call in to the conference call, the participants will hear music until you arrive.
What if I don't want my participants to pay for the phone call ?
HotAir has made it very easy:
- By using a toll free number, participants do not incur phone charges as they are paid for by the moderator. This is great for participants joining from home, for your clients who may need to be on line and for projects where the client will be re-billed for any costs.
- Dialling international toll free numbers allows overseas participants to join your conferences without incurring a high phone bill. When overseas colleagues or clients need to join the conference call from home (due to time differences) these numbers can be used. Please refer to our price list to see which countries have international toll free access to HotAir conferences. If the country you want is not on the list, please let us know.
- The moderator can also dial-out to participants from within the conference call which is a great way of having somebody join the conference call for a specific part or to round up any participants who may have forgotten to call in.
How do I dial out to my participants?
When your conference is underway press *1 and follow the prompts or refer to the user guide.
Where can I find the telephone numbers to join a meeting?
These numbers were e-mailed to you or the person who created your account. If we have your e-mail address on file we will re-send these to you.
What happens if I lose my HotAir Conferencing dial in number or security code?
Please contact us. We will only re-issue this information when we are sure it is being given to the correct person.
During the conference call
How do I start the meeting?
Dial the number provided in your welcome email and enter your moderator security code when prompted, you will hear two tones as other participants join you.
How can I achieve the best sound quality?
At the start of the meeting remind your participants to mute their line if they are in a noisy location. This can be done by pressing * then 6 on their telephone.
What can you tell me about security?
Your unique conference call security code allows you and your participants to gain access to conference calls hosted by you. It is important that you protect your moderator security code in the same way you would any other kind of PIN.
For additional security, you may wish to lock your conference call. This prevents your colleagues from joining should their presence not be required on certain conference calls. If anybody disconnects from your meeting you will need to unlock it so that they can rejoin. For further information read this article on conference call security.
Can I record my meeting?
Yes, press *21 to begin or end recording. After the meeting we will automatically send you details on how to download or stream the recording.
How do I listen to my recording?
HotAir will send you a URL (internet address) which allows your recording to be downloaded or streamed to a computer.
Will the conference continue if the moderator disconnects?
Yes but if you want the meeting to end, press ##.
How can I end my conference call?
Press##
After the conference
How am I billed?
Let's start with what we don't bill:
- Account set up
- Monthly standing charges
- Minimum duration
- Cancellations
- Overbooking
You are billed for the actual number of seconds each line is connected to the conference call. HotAir does not round up to the nearest minute. To see the cost of the different types of lines used please refer to our HotAir Rates.
If I am unhappy about anything what should I do?
Contact us! HotAir Conferencing believes that service issues should be resolved as quickly as possible. We look forward to a long and happy working relationship as your conference call provider.
If you need further assistance please call us on 1800 157 313.
