Audio Conference Using Always-On

Always-On is a Self-service option for departments and schools that use conferencing services on a regular basis or want 7 x 24 access. With this option, customers are issued their own specific toll-free number and "leader" and "participant" passcodes which will not change or expire.
Upon completing the online sign-up form, the event leader will receive an email from Conference America with his or her access numbers and "leader" and "participant" passcodes, as well as basic instructions. A wallet card will be mailed subsequently with this information for future reference.
The Always-On account is automatically assigned 35 lines. For additional lines, whether it's for a one-time occurrence or on an ongoing basis, please contact Conference America directly at 800-925-8000.

Always-On provides the conference leader with online tools, which can be used to schedule and manage conference calls and to dial out to international participants. Simply log on to https://www.yourcall.com/aocontrol/ and click on one of the following menu options: Always-On Control or Schedule a Conference.
See instructions noted below.
To obtain an account, please click here.

• You will be directed to the Harvard University Pin Authentication page for validation.
• Upon validation, you’ll be re-directed to the Conference America online sign-up page.

Once you complete the sign up you, as the event leader, you will receive two emails from Conference America:

• The first is an acknowledgement of your request.
• The second will contain the access numbers and "leader" and "participant" passcodes, as well as basic instructions, which you can use immediately to conduct a conference call.
• A wallet card will be mailed subsequently with this information for future reference.

Billing and Rates

• Total cost of the call, which includes usage and regulatory charges for all of the participants, will bill to the Conference Leader's Harvard University Phone Number which was entered on the online sign-up form.
• There is no monthly fee. You are billed for usage only when you use the service.
Calling Rates:

• Cost To Record: 2.9¢/per minute per participant
• Cost to Listen to a Recorded Call: 4.9¢ per minute/per participant

Domestic (USA & Canada):

• Cost: 2.9¢ /per minute per participant

International: (two methods available for Always-On rates to apply)
1. Dial-out: The Always-On Control web tool must be used in order for Always-On International rates to apply.
International Rates: For country specific rates on these two services, please see our rate list.

• Rates do not include regulatory fees.
• Rates and services are subject to change.

Please Note:
• If (*0) is entered, an operator will come on line and can assist with dialing out to participant. Please note that Operator-Handled rates will apply rather than Always-On international rates.
• Using a Toll Number is not the same as using a Toll-Free number. With Toll-numbers, the participant pays to call from their location to the toll number. Then the conference leader is billed $.029 per minute once the participant dials in to the conf bridge. If you do not want a participant to pay for the call, you must do one of the following:
For International calls: Dial out to participant or obtain an International toll- free number if available. This service is not available in all countries. Conference leader must call Conference America @ 800-925-8000 to obtain country specific toll-free number prior to scheduled call. (Dial-out rate is usually less expensive.)
For Domestic: Always have participants dial in to the toll-free number associated with your account.
• It is the event leader's responsibility to provide the access number and participant passcode to each participant in advance of the meeting. Leaders, do not give out your leader passcode. Only give out the participant passcode since billing will generate every time a leader code is used.

Always-On Instructions

Always-On Control Instructions:

• Visit: https://www.yourcall.com to log in. Enter the leader's email address and his or her passcode.
• Click on the "Client Corner" tab.
• Click on Always-On Control.
• Click on "Leader's name" next to green arrow.
• Click on "Call Me" button. Call will commence when the leader starts the call.
• Click on "Call a Participant" button and enter each participant's phone number. They will be dialed out to and then able to join the call.
• Click on "End Conf" button to end the call.
• Log out of the "Client Corner" page.

To record a call: Only leaders can record a call.
Dial 866-890-3820, enter your leader passcode, and wait until your passcode is confirmed and you’re joined to the conference. Then enter (*2), then (*1) to begin recording. To end recording, enter (*2), then (*1) or simply hang up.
Please note: Recordings are saved by date and Central Time. Therefore, when you or your participants enter the system to retrieve the recorded call, make sure to look for the time of call to be 1 hour earlier that actual time recorded.
To listen to a recoding:
Dial 877-919-4059 (Always-On Reply System); enter the passcode of the conference you would like to have replayed (Leaders, if you offer a replay option, please tell your listeners to use their participant code to retrieve the recording. Never give out your leader passcode. As a leader, you may access the recorded call by entering your leader passcode or your participant code. Follow the prompts in the system to listen to the recorded call.)
To View Call Details:
Please Note: This feature is only available to Always-On subscribers.
To view your conference call detail for a Conference America Always On account go to the vendor's web site: http://www.yourcall.com and select the following options:
Click on the Client Corner tab, enter. Login name: “Event Leader”, enter your email address and your Leader Passcode.
Click on Conference Cost Manager under the My Reports tab
Then select the following options:
Usage Month
Service Date
Reference No. £
Check "View Call Participants" to view all participant information for a specific call, including participant dial in phone number, connect/disconnect time and access method.
For further questions, email huit-telecom@harvard.edu or call us at 5-4900.

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