User guide

Avaya Meeting Exchange Web Portal 5.1 User Guide November 2008 17
Chapter 3: Reserving Conferences
This chapter describes how to reserve a conference. It outlines how to reserve a conference,
configure recurrence patterns, set up recording and notify Participants. It also describes how to
associate properties such as rollcall and security with the conference booking. It contains the
following sections:
● Reserving Conferences
● Microsoft Outlook Integration
● Inviting Conferees to the Conference
● Attaching Files to Conference Invitations
● Deleting Reservations
● Notifying Participants
● Setting up Repeating Options
● Managing Live Conferences
Reserving Conferences
The Avaya Web Portal enables you to create customized conferences to meet your exact
requirements. For example, you can create repeating conferences, notify Participants by e-mail
and configure various levels of security.
Your Web Portal System Administrator may also allocate you an on-demand conference. You
can use your on-demand conference at any time, without booking it. It is always available. To
use it, simply notify any potential Participants of the start time and conference access codes. If
you never use your on-demand conference, the conferencing system may suspend it and it will
no longer be available to you.
There are two points to remember when using your on-demand conference:
● It is likely that there is a limit on the number of Participants that can attend your on-demand
conference.
● The conferencing system cannot guarantee telephone line availability for your on-demand
conference.