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Frequently Asked Questions
General
Questions
Notifications,
Invitations and Reminders
Contact
Books/Groups
Security
Additional
Features
Contacting
YAC
General
Questions
How
much does a audio conferencing cost?
Click here for pricing
options.
Do
I have to set up an account before I can book
a conference?
Yes. All conference users must register for a
user name, password and confirm the pricing option
they wish to use.
What
is a permanent conference telephone number?
With a permanent conference telephone number, the account holder is
allocated a permanent conference telephone number and PIN that enables
them to create a conference instantly from any telephone no matter
where they are rather than going to the Yac web site to book a
conference.
To
create a conference, the account holder dials their permanent
conference telephone number, enters their PIN and a conference is
immediately created. Other participants can then join the conference
call by simply dialling the permanent conference telephone number. Room
Numbers and PINs are not required as long as the participants know the
permanent conference telephone number to dial.
The
conference will be initially created for 30 minutes. Conferences
will be automatically extended if at least one person remains on the
conference. Once the last person leaves the conference, the room is
closed.
The
permanent conference telephone number feature is available through Yac 's monthly invoice payment option.
How
many conferences can I book at a time?
You can book up to six YAC Conferences
at any one time.
If
you have used up your "quota", you cannot
book another YAC Conference until
you cancel at least one of your scheduled meetings,
or until after one of your conferences is over.
However, you can contact our customer
support team to increase your "quota"
as required.
How
many people can attend my conference?
You can reserve a minimum of three and a maximum
of ten lines. However, because several people
can use the same 'speaker phone' to call into
your conference, the number of attendees can exceed
the number of connections booked. If you require
more than ten lines, please contact our customer
support team.
How
far in advance should I book my conference?
When using the pay as you go credit card payment option you can reserve
a conference seven days in advance. If you pay monthly, you can book a
conference 30 days in advance on the Yac web site or instantly by using
your permanent conference telephone number to book the conference over
the telephone.
What
is the minimum and maximum time I can book a conference
for?
The minimum time is 30 minutes. However, your
attendees can, without penalty, hang up before
this time has elapsed. Participants will only
be charged for the time they spend on the conference
call. Calls can be booked online for up to two
hours, however conferences will automatically
be extended as long as there are participants
on the conference call, subject to conference
capacity being available.
Can
I book a conference on a recurring basis?
Yes, if you pay monthly, but the option is not
available for credit card customers. Steps to
book a recurring conference are detailed below:
- In
Step 2 of booking your YAC Conference,
fill in your conference details as normal.
- Now,
scroll down to the Recurrence options
section of the booking form.
- Tick
the Recurring conference? box.
- Select
how often the conference will re-occur.
- Finally,
choose how long you would like this booking
to last.
- Click
SUBMIT.
Note - that
you can book a maximum of 6 recurring conferences.
How
can I change a conference?
On the YAC Conferencing homepage, login to your
YAC Conferencing Account by entering your YAC
Username and Password and clicking LOGIN.
In
your YAC Conferencing Account,
click Check the Status of my Conferences.
You'll see a list of all the conferences you currently
have booked. Here you can edit the start time
of a conference and invite additional people.
There is also an option to cancel the conference
or check which invited persons have accepted your
invite.
How
do I cancel a conference?
On the YAC Conferencing homepage, login to your
YAC Conferencing Account by entering your YAC
Username and Password and clicking LOGIN.
In
your YAC Conferencing Account,
click Check the Status of my Conferences.
You'll see a list of all the conferences you currently
have booked. You can then select the relevant
CANCEL Button
Alternatively,
you can call the Support Team at +44(0)870 1 99 88 88 (09:00 to 17:30 Mon-Friday)
who will cancel the conference for you.
If
I book a conference, do I have to participate?
No. If you have booked a conference, you do not
have to participate in order for it to go ahead.
The conference will start as soon as the first
person calls the conference telephone number,
and enters the correct room number and PIN.
In the
case of using a permanent conference telephone number, the conference will
start as soon as someone who has your permanent conference telephone
number and PIN dials in.
Notification,
Invitations and Reminders
Will
I be notified when I have successfully booked
a YAC Conference?
Yes if you have booked your conference over the Yac web site. You will
automatically receive an email confirming your conference booking. This
email will contain a summary of your conference details, including the
conference telephone number, room number and PIN number, the date and
time of the meeting, and whether or not invitations and reminders will
be sent to your attendees.
How
do I invite people to my conference?
In Step 3 of the booking process, enter the email
address of each person you want to invite. They
will be sent an invitation as soon as you have
finished booking the conference.
How
do I request an RSVP from my conference participants?
In Step 3 of the booking process, tick the check
box provided to request an RSVP from the conference
participants. Each invitation email will contain
a link, where the participant can accept or decline
the conference invitation.
How
do I check my RSVPs?
On the YAC Conferencing homepage,
login to your YAC Conferencing
Account by entering your YAC Username
and Password and clicking LOGIN.
In
your YAC Conferencing Account,
click Check the Status of my Conferences.
You'll see a list of all the conferences you currently
have booked. Select Check RSVPs.
Can
I use my email address book to invite attendees
to my conference?
Sure! Here's a handy tip if you find yourself
booking a lot of conferences and inviting the
same people. When booking your conference, don't
send your attendees any invitations or reminders.
Instead, when you receive your conference confirmation
email, just edit it and forward it to all the
people in your address book that you want to invite.
In
fact, why not create an email list for all your
regular invitees? That way, you'll be able to
let them know about your meeting with just a few
clicks!
Contact
Books/Groups
What
is a Contact Book?
The Contact Book allows you to create a list of
regular conference contacts so you don't have
to re-enter their details each time.
What
is a Group?
You may assign members of the Contact Book to
Groups, which will allow you to invite all members
of the Group to a conference in one action. This
is useful, for example, if you have different
teams you want to book conferences for on different
occasions.
How
do I remind my attendees of the conference?
When you are booking a conference, you can decide
whether or not to send your attendees a reminder
of the conference. You can even choose when the
reminder will be sent.
In
Step 2 of the booking process, make sure that
the Send reminder? box is set to YES.
Choose when you would like the reminder to be
sent (if you don't choose a time, we will send
your reminder 1 hour before the conference begins).
On
the next page, Step 3, enter the email address
of each person who needs a reminder. They will
receive the reminder at the appropriate time.
If
you want your attendees to receive an SMS reminder
to their mobile phone at the same time as their
reminder email, do the following:
-
Before booking the conference, click on Contact
book and select Edit Contact book.
-
Add the name, email address and phone number to
which you wish to send an SMS reminder and Click
Add.
UK
mobile numbers should be entered as follows: prefix
code+number (eg, 07860 5551231). International
mobile numbers should be entered as follows: 00+country
code+prefix code+number.
In
Step 3 of the booking process, you will see a
list of your contacts under the Contact Section.
Click on the contact you wish to invite and on
the drop-down menu beside their name, select the
type of reminder you wish to send them: Email
Message, SMS or both Email and SMS.
Security
Is
the YAC website secure?
Sessions on the conferencing site are encrypted
using SSL technology to ensure your transactions
are protected. We've done our best to ensure the
privacy and security of your transactions. Your
credit card number and other personal information
will be handled with total safety, security and
confidentiality.
What
does security on the Internet mean?
Security on the Internet means that transmissions
sent from one source to another maintain their
confidentiality. Confidentiality means that unauthorised
users cannot read any transmissions sent from
one party to another. Integrity means that messages
are not altered during transmission.
We at YAC are
aware of the complexity and challenges of Internet
security, and will only offer services that are
safe for our customers and their financial records.
Where
can I get a secure browser?
When shopping or viewing confidential information
on the Internet, we recommend that you use a browser
that is SSL-capable (Secure Sockets Layer). Using
this type of browser ensures that your payment
details and information are encrypted. Netscape
Navigator and Microsoft Internet Explorer (versions
3.0 or higher) are examples of SSL-capable browsers,
and can be downloaded from the Internet.
What
is SSL?
SSL stands for Secure Sockets Layer. It simply
adds security to all the data between the consumer's
Internet browser and your system, therefore, ensuring
that credit and debit card details are kept secure.
Additional
Features
How
do I mute my phone during a conference?
You
can mute your phone during a conference by pressing
* 1. No other conference attendees will be able
to hear you
when this feature is activated, however you will
still be able to listen to
the conference. You can unmute your phone by pressing
* 1 again.
How
do I lock my conference to the current amount
of attendees?
If
there are two or more attendees in the conference,
you can
prevent others from joining by pressing * 2. You
can then allow
more users to join by pressing * 2 again.
Can
I get help during a conference call?
If
you are experiencing problems or wish to talk
to a member of
our support team during a conference, you can
do so by pressing
* 3. Please note that it may take a few minutes
for a support
team member to join in.
Can
I find out how many users are currently in my
conference?
By
pressing * 4 during a conference you can check
how many
users are currently in the conference.
YAC Conferencing
Support
Who
should I contact if there's a problem with my
conference call?
The
YAC Support Team. You can email
them at help@yac.com
or call them on +44(0)870 1 99 88 88 (09:00 to 17:30 Mon-Friday).
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Introduction