Reservationless FAQ
Frequent Questions & Answers
-
What is Reservationless conferencing?
"Reservationless" is voice conferencing available on demand. Using this service, you may initiate a conference call 24 hours a day, 7 days a week – without making a reservation.
With Reservationless, your conference has no time limits, and a total of up to 125 leaders and guests may participate per conference. The Leader controls all conference commands. Pass code security is available on a per call basis, and an Operator is always available if needed.
-
What’s an owner number?
The "Owner Number" is your private account number, and it can be used for all services. Please keep your Owner Number private.
-
What’s a conference code?
The "Conference Code" is a number that is specific to all of your conferences. When entered either via the Web or using a telephone key pad, the Conference Code alerts our system that you are having a conference. The Conference Code also references your pre-selected conference options, making them all available to you during the call.
Your Conference Code is the number you distribute to your conference participants. When your guests enter the Conference Code to join a meeting, our system recognizes the Code and can automatically route your participant to your conference.
-
What’s a Leader PIN?
The Leader PIN is your secret Personal Identification Number.Your Leader PIN allows you to initiate a conference, and it also gives you secure access to the Reservationless Moderator website.
Remember: your Leader PIN is a private number, and you should not distribute it to anyone.
-
Can I speak to an Operator if I need one?
Certainly.During your conference press "*" and "
" (the "star" key, followed by the zero key) on your telephone touch pad. -
What’s the maximum number of participants I can have on a conference?
The conference can accommodate up to a total of 125 participants (including the Leader).
-
Can anyone outside of Florida join my conference?
Yes.Anyone within the Continental US or Canada can dial the toll-free number.There is, however, an additional $0.25/minute surcharge for participants that call in from Alaska or Hawaii.
-
Can International callers join my conference?
Yes.International callers should be instructed to dial 770-659-9299 and then enter your conference code to join the conference.The caller will be responsible for paying their own long distance charges to join your conference.
You can also provide an International Toll-free number for conference participants outside the continental US.Please contact the CITS Services Desk for rates and availability.
-
What if I forget my Conference Code and Leader PIN?
Call the CITS Services Desk at 850-487-1746 to request this information.
-
How do I sign up?
Contact the telecommunications representative from your agency.Tell your rep that you need to be setup with Reservationless Voice Conference service.They will submit a Communication Service Authorization (CSA) to the Department of Management Services to set you up with the service.
If you do not know your telecommunications contact, please contact the CITS Services Desk at 850.487.1746.
-
Can more than one person be setup on a CSA?
Yes.You can setup as many people as you need on one Communication Services Authorization (CSA) form.All of these people will be billed under the same account.
-
What information is required on a CSA?
Please review the CSA sample (pdf 21.18 kB) .
-
When does the contract with Embarq (provider of Reservationless VCS) expire?
CITS signed a three year contract with Embarq on December 9, 2005.The contract has three one-year renewal options.
-
How long will it take to setup my Reservationless account?
After the CSA is submitted to DMS, your account will be setup within five days.A welcome email with your account information will be sent after your account is setup.The email will come from conferencing@governmentconferencing.com.The email includes your Owner number, Conference Code, and Leader PIN.
If do not receive the welcome email within 5 days, please contact the CITS Services Desk to check on the status of your order.
-
How do I setup a Reservationless conference call?
Follow these steps to setup a Reservationless conference:
- Dial 888-808-6959;
- Enter the conference code;
- Enter # when prompted;
- Enter the leader pin followed by the #;
- Select 1 to start the conference; select 2 to change conference options.
-
Can I require that participants enter a Security PIN before joining my conference?
Yes.The Security PIN is setup by logging into the Reservationless Moderator website (http://www.myfloridasuncom.com/reservationless) with your Conference Code and Leader PIN.Select conference options and change the radio button for Security Passcode to one of the following:
- Security Passcode off
- Security Passcode optional
- Security Passcode mandatory
-
When will I receive my wallet card?
Your wallet card will be shipped 4-6 weeks after the account is setup.You do not have to wait for the wallet card to begin using the service. You may begin using the service as soon as you receive your welcome email containing the necessary account information.
-
Can I monitor the participants that have joined my conference?
Yes. There are several ways to monitor the participants that have joined your conference.Conference participants are required to state their name when they enter the conference.Entering *4 on your telephone will playback this recording for each participant.Entering *# will provide the number of participants on the conference.
You can also log into the moderator website to monitor the numbers that have dialed into your conference.Click “Start Your Meeting ” at the left of webpage and then click “Start an Unscheduled Conference”.Click “Who’s on the Phone” and you will be shown the phone numbers for each of your participants.
-
What is the Reservationless Moderator website?
The Reservationless Moderator website can be used to manage and control conferences and to manage your account.The following commands are available using the moderator website:
Manage default conference options
- Conference entry/exit method for participants
- Conference continuation after the Leader exits
- The use of a Security PIN to join the conference
- Subconferencing
- Waiting Room
- Quick Start (not recommended)
Account Management
- Change the leader email address
- Change the Leader PIN
- Change the conference code
- Turn on email notification.There is a $25 per month charge to use this feature.
Conference control
- Dial out to participant
- Mute and unmute any or all participants
- Monitor all of the numbers that have dialed into the conference
- Disconnect any participant
- Lock the conference
- Initiate conference recording
-
May I change my Leader PIN?
Yes.Login to the Web Moderator website and select “Edit Leader Profile”.
-
What is conference Quick Start?
Conference Quick Start is an optional feature that allows the conference to begin without the leader’s intervention.It is not recommended that this feature be used since unauthorized use may occur.
-
May I change my Conference Code?
Yes.Login to the Web Moderator website and select “Edit Leader Profile”.Conference Code changes may be completed from the selections offered.
-
I would like to pay using MyFloridaMarketPlace (MFMP). Which vendor do I select when using MFMP?
Select Embarq_180 Audioconferencing
-
How will I be billed?
The billing contact that you designate on the ordering CSA will receive a monthly electronic invoice from Embarq.The invoice is an Excel spreadsheet and will come from the mailbox conferencing@governmentconferencing.com.
-
Can I pay with a P-card?
Yes.
-
Are there any additional charges that can be incurred when using the Reservationless service?
Yes, there are additional charges to use the following Reservationless features:
- Recording a conferencing
- Ordering a CD of a conference recording
- Archiving a recording
- Streaming a conference
- Uploading a presentation
- Ordering post conference email notification
- Ordering a conference transcription
-
How much does it cost to record a conference?
The conference recorder is another participant to the call and the rate is $0.035/minute.After the conference has ended, you will be sent an email providing instructions on how to listen to the recording via streaming to your desktop or calling a toll-free number.The cost is $0.035/min to listen to the recording using either method.
-
How much does a CD recording cost?
The cost is $40 plus $15 for shipping.
-
How much does it cost to archive a recording?
Conference recordings are archived for 30 days at no charge.The cost is $10/day to store the recording longer than 30 days.
-
How much does it cost to stream my conference?
The cost is $0.035 per minute per stream.
-
How much does it cost to upload a presentation?
The cost is $15 per presentation that is uploaded.
-
How much does Post Conference Email Notification cost?
The cost is $25 per month.If no conferences are used during the month, you will not be billed for this feature.
-
What is the cost to order a transcription of the conference?
The Reservationless conference must be recorded to order a transcript.The transcript cost is $50 for every 15 minutes that is transcribed.
