Help for Customers

International Dial In

1. What do I do if I am calling from outside the UK?
2. I have people who want to dial in from outside of the UK – how do I get numbers for them to dial?
3. Which countries do MeetingZone cover?

1. What do I do if I am calling from outside the UK?

   There are many international dial-in numbers available to use on your account depending on your location. Please log into the customer area and select “International/full number” list from the Self Managed Call tab where you will see a full list. You can also email/copy them to participants from here.

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2. I have people who want to dial in from outside of the UK – how do I get numbers for them to dial?

   Please log into the customer area and select “International/full number” list from the Self Managed Call tab where you will be able to select relevant dial in numbers as well as email/copy them to participants.

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3. Which countries do MeetingZone cover?

   We can offer local dial in numbers for various countries around the world. Our Global Network is expanding all the time. Please log into the customer area and select “International/full number” list from the Self Managed Call tab where you will be able to select relevant dial in numbers from all the countries that we cover as well as email/copy them to participants.

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Making a Conference Call

1. How do I make a conference call?
2. How does a conference call work?
3. How do I invite people to my conference?
4. How can a participant join a conference call??
5. What is a MeetingZone dial in number?
6. What is a PIN number?

1. How do I make a conference call?

   As a MeetingZone account holder, you are issued with a MeetingZone dial in telephone number, and a Host and a Participant PIN. To make a conference call you dial your MeetingZone dial in number and then when prompted enter the Host PIN. This begins your conference call. Your participants will enter your Participant PIN to join you.

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2. How does a conference call work?

   You do not need any other equipment than your standard phone, either fixed line or mobile phone. Some people use specially designed loudspeaker conference phones if there is more than one person at each location, but the common practice is for each individual to dial in using their own phone.

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3. How do I invite people to my conference?

   From the MeetingZone website you can send emails invitations, calendar invites and SMS messages which can be automatically pre-populated with your conference details. You just need to add the date and time of your call.

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4. How can a participant join a conference call??

   If you are a participant, to join a conference call you will need to dial the MeetingZone dial in number and then when prompted enter the Participant PIN on your telephone keypad. If you are early for the meeting you will hear hold music until the Host arrives to start the meeting.

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5. What is a MeetingZone dial in number?

   This is the telephone number you dial to participate in your conference. Within the UK, it is usually an 0845 number. For callers from overseas, we have a number of options. Please contact us for details.

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6. What is a PIN number?

   There are two types of PIN you need to be aware of:

   Host PIN:
   If you are the account holder, to start a conference call you need to dial your MeetingZone dial in number and then when prompted enter the Host PIN. This begins your conference call.

   Participant PIN:
   If you are a participant, to join a conference call you will need to dial the MeetingZone dial in number and then when prompted enter the Participant PIN into the keypad. If a participant dials in before the host joins, they will hear music until the host enters the call.

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Booking a Conference Call

1. Do I have to call you to book a call every time I want to use your service?
2. Why would I ever need to schedule a Conference Call?

1. Do I have to call you to book a call every time I want to use your service?

   If you are using your usual MeetingZone account then there is no need to advise us when you want to have a conference call as the service is completely reservationless.

   If, however, you would like us to manage an event call for you or you have any special call requirements, then please call us on 0845 310 5050 (international callers +44 1844 265 519 ). Customer Service support is available weekdays from 08.00 until 17.30.

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2. Why would I ever need to schedule a Conference Call?

   With a MeetingZone account you can use the service without reservation or scheduling at any time. However you can schedule one-off or regular repeating conferences as an additional facility on your account. You would schedule a call, if you wanted to create a set of one off codes valid only for that meeting, or you wanted to record a specific cost centre or meeting title to be associated with the one off call. Please log into the customer area and select “Secure Tracker” from the Advanced Features area.

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Costs and Payment

1. Are there any monthly subscription fees to pay?
2. Can I share the cost of the conference call with the other participants?

1. Are there any monthly subscription fees to pay?

   For our audio services, everything is pay as you go – there are no monthly subscription fees. You only pay for the services you use which is billed by the second.

   For our web conferencing services, you can choose pay as you go or a monthly subscription with unlimited usage.

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2. Can I share the cost of the conference call with the other participants?

   Standard MeetingZone accounts generate an invoice to the Conference Host on a monthly basis which details charges for the time spent by each participant in conference. Administrators can access these details by logging onto the customer area and selecting the Statement tab.

   We do, however, offer a ‘shared cost’ option for our customers. Please Contact Us for details.

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Contacting Us

1. How do I contact MeetingZone?

   Please see the Contact Us section.

Recording Your Conference

1. How do I record a conference? How can I listen to the recording?

   As a conference host you can initiate a recording yourself by pressing #7 during your call. When the recording is finished you can log into the Customer area of our website to access your recording which will be displayed on your Customer Home Page. Here you can choose to download onto a PC, request a CD or tape from us, arrange streaming or use our replay service so that your recording can be accessed by you or others by dialling in at any time to hear it.

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Participants on the Conference Call

1. How can I find out who was on my conference?

   During the conference, the host can press #1 to listen to a roll call of attendees or use the Conference Control feature.

   Whilst we do not capture attendees’ names on a normal automated conference call, callers’ telephone numbers are captured (as long as their number is not withheld). Account administrators can access these details by logging into the customer area of our website and selecting the “Activity” tab. If you require a participant list for your call, please contact us prior to the call so that we can discuss the best way to deal with this for you.

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Large calls and Operator Managed Calls

1. I am running a big conference call - can you help me manage the call?

   Yes, we can manage your entire event for you. Please log onto the customer area of our website and select “Managed Event Call from the Advanced Features tab.

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Paying your Bill

1. How do I pay my account?

   All accounts are billed monthly in arrears by MeetingZone using your chosen method of payment. Accounts are billed in £GBP sterling, $USD, or €Euros. Please contact us if you would like to discuss billing in other currencies. Accounts are due for settlement 14 days after bill presentation.

   Company account holders may pay with debit or credit card using our online payment options direct debit, company cheque or BACS transfer to MeetingZone (details shown on the MeetingZone invoice). A £3+VAT cheque handling fee will be levied on all cheque payments for invoices of less than £1000.

   Personal account holders must use a debit or credit card.

   All payment types are fully guaranteed by MeetingZone.

   Notification of Bill:
   You will receive an email each month notifying you that your latest statement is available for viewing online and is now due for payment. Please make sure that the email address you gave us on registration is kept up to date. If you would like us to send you a paper bill each month, a £10 charge will be levied.

   To see the bill, please go to the MeetingZone website and login to access your account.. If you have administrator rights, you will see any outstanding bills in your statement from where you can click on “pay now”. You can download or print the invoice from the site.

   If you have registered with us using a debit or credit card or have set up a direct debit mandate, you need do nothing as payment will be taken automatically within 14 days.

   If you wish to pay your bill by BACS transfer, our account details are shown below.

   Lloyds Bank PLC, Milton Keynes Branch
   Account MeetingZone Ltd.
   Sort Code 30-15-53
   Account number 03321490
   

   If you are paying by cheque, please send the cheque with your account number on the back to:

   MeetingZone Ltd
   Oxford House
   Oxford Road
   Thame
   Oxon
   OX9 2AH
   

   If you wish to query your account or bill, please contact us immediately by email at customerservice@meetingzone.com or call 0845 310 5050 (international callers +44 1844 265 519 ). Customer Service support is available weekdays from 08.00 until 17.30.

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