# 65.037 Setting up a Conference

<table border="1" id="bkmrk-docs" style="border-collapse: collapse; width: 100%;"><colgroup><col style="width: 50%;"></col><col style="width: 50%;"></col></colgroup><tbody><tr><td>![](https://hub.safeharboursupport.com/media/KBImages/safeharbour-logo-colour-nobg-500x140.png)</td><td style="background-color: rgb(247, 91, 0);">### <span style="color: rgb(255, 255, 255);">**Docs**</span>

</td></tr></tbody></table>

**<span data-contrast="auto">Document Control</span>**<span data-ccp-props="{"201341983":0,"335559739":160,"335559740":259}"> </span>

<table aria-rowcount="9" data-tablelook="1696" data-tablestyle="MsoTableGrid" id="bkmrk-document-name%C2%A0-35.01" style="width: 100%;"><tbody><tr aria-rowindex="1"><td data-celllook="0" style="width: 18.5325%;">**<span data-contrast="auto">Document Name</span>**<span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td colspan="3" data-celllook="0" style="width: 81.4668%;"><span data-ccp-props="{"201341983":0,"335559740":259}">65.037 Setting up a Conference</span>

</td></tr><tr aria-rowindex="2"><td data-celllook="0" style="width: 18.5325%;">**<span data-contrast="auto">Version</span>**<span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td colspan="3" data-celllook="0" style="width: 81.4668%;"><span data-contrast="auto">v1.0 Current</span>

</td></tr><tr aria-rowindex="3"><td data-celllook="0" style="width: 18.5325%;">**<span data-contrast="auto">Author</span>**<span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td colspan="3" data-celllook="0" style="width: 81.4668%;"><span data-contrast="auto">Neil Tancock, IT Services (Safeharbour Support Ltd), <neil@safeharboursupport.com>[<span data-ccp-props="{"201341983":0,"335559740":259}"> </span>](mailto:neil@safeharboursupport.com)</span>

</td></tr><tr aria-rowindex="4"><td data-celllook="0" style="width: 18.5325%;">**<span data-contrast="auto">Approval</span>**<span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td colspan="3" data-celllook="0" style="width: 81.4668%;"><span data-contrast="auto">Safeharbour Support</span><span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td></tr><tr aria-rowindex="5"><td data-celllook="0" style="width: 18.5325%;">**<span data-contrast="auto">Approval date</span>**<span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td data-celllook="0" style="width: 22.3819%;"><span data-contrast="auto">01-JAN-2025</span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335551550":1,"335551620":1,"335559685":0,"335559737":0,"335559738":0,"335559739":0,"335559740":259}"> </span>

</td><td data-celllook="0" style="width: 29.5424%;">**<span data-contrast="auto">Review date</span>**<span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td data-celllook="0" style="width: 29.5424%;"><span data-contrast="auto">31-DEC-2027</span><span data-ccp-props="{"134233117":false,"134233118":false,"201341983":0,"335551550":1,"335551620":1,"335559685":0,"335559737":0,"335559738":0,"335559739":0,"335559740":259}"> </span>

</td></tr><tr aria-rowindex="6"><td data-celllook="0" style="width: 18.5325%;">**<span data-contrast="auto">Absract</span>**<span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td colspan="3" data-celllook="0" style="width: 81.4668%;">None

</td></tr><tr aria-rowindex="7"><td data-celllook="0" style="width: 18.5325%;">**<span data-contrast="auto">Scope</span>**<span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td colspan="3" data-celllook="0" style="width: 81.4668%;"><span data-contrast="auto">This document applies to all clients of Safeharbour Support Ltd</span>

</td></tr><tr aria-rowindex="8"><td data-celllook="0" style="width: 18.5325%;">**<span data-contrast="auto">Inputs</span>**<span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td colspan="3" data-celllook="0" style="width: 81.4668%;"><span data-contrast="auto">None</span><span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td></tr><tr aria-rowindex="9"><td data-celllook="0" style="width: 18.5325%;">**<span data-contrast="auto">Outputs</span>**<span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td colspan="3" data-celllook="0" style="width: 81.4668%;"><span data-contrast="auto">None</span>

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**<span data-contrast="auto">Change Control</span>**<span data-ccp-props="{"201341983":0,"335559739":160,"335559740":259}"> </span>

<table aria-rowcount="3" data-tablelook="1696" data-tablestyle="MsoTableGrid" id="bkmrk-date%C2%A0-author%C2%A0-versio" style="width: 98.5185%;"><tbody><tr aria-rowindex="1"><td data-celllook="0" style="width: 14.4291%;">**<span data-contrast="auto">Date</span>**<span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td data-celllook="0" style="width: 17.8168%;">**<span data-contrast="auto">Author</span>**<span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td data-celllook="0" style="width: 12.2079%;">**<span data-contrast="auto">Version</span>**<span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td data-celllook="0" style="width: 55.5459%;">**<span data-contrast="auto">Change</span>**<span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td></tr><tr aria-rowindex="2"><td data-celllook="0" style="width: 14.4291%;"><span data-contrast="auto">02-DEC-2024</span><span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td data-celllook="0" style="width: 17.8168%;"><span data-contrast="auto">Neil Tancock</span><span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td data-celllook="0" style="width: 12.2079%;"><span data-contrast="auto">0.0</span><span data-ccp-props="{"201341983":0,"335559740":259}"> </span>

</td><td data-celllook="0" style="width: 55.5459%;"><span data-contrast="auto">First version</span>

</td></tr><tr aria-rowindex="3"><td data-celllook="0" style="width: 14.4291%;"><span data-ccp-props="{"201341983":0,"335559740":259}">01-JAN-2025 </span>

</td><td data-celllook="0" style="width: 17.8168%;"><span data-ccp-props="{"201341983":0,"335559740":259}">Neil Tancock </span>

</td><td data-celllook="0" style="width: 12.2079%;"><span data-ccp-props="{"201341983":0,"335559740":259}">1.0 </span>

</td><td data-celllook="0" style="width: 55.5459%;"><span data-ccp-props="{"201341983":0,"335559685":0,"335559740":259}">Approved </span>

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### <span style="color: #000000;">Create a conference room</span>

<span style="color: #000000;"><span style="font-weight: 400;">When you are ready to set up a conference, log in to Collaboration on the web and click the Conference button to manage your conferences  
</span></span>

[![image-1654330130303.png](https://docs.safeharboursupport.com/uploads/images/gallery/2022-06/scaled-1680-/JZrd2oj8g9d1VfMy-image-1654330130303.png)](https://docs.safeharboursupport.com/uploads/images/gallery/2022-06/JZrd2oj8g9d1VfMy-image-1654330130303.png)

This will list the conferences you have created to date:

[![image-1654330257732.png](https://docs.safeharboursupport.com/uploads/images/gallery/2022-06/scaled-1680-/pKrRkjEBv0qYGA1e-image-1654330257732.png)](https://docs.safeharboursupport.com/uploads/images/gallery/2022-06/pKrRkjEBv0qYGA1e-image-1654330257732.png)

<span style="color: #000000;"><span style="font-weight: 400;">  
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<span style="color: #000000;"><span style="font-weight: 400;">In this case we have no conferences, so we click on "+ New conference" to create a new one. This presents the Create video conference tool:</span></span>

[![image-1654330420012.png](https://docs.safeharboursupport.com/uploads/images/gallery/2022-06/scaled-1680-/8ABcNyk63j5Yp1Sa-image-1654330420012.png)](https://docs.safeharboursupport.com/uploads/images/gallery/2022-06/8ABcNyk63j5Yp1Sa-image-1654330420012.png)

Use the following fields to set up the conference:

- The **Title** is the name of the video conference that will be sent out on the email invite
- Use the **Enter contact name or email to add** field to select people from your Colleagues list or phonebook by name. You can also enter multiple email addresses
- Use the **Description** field to let participants know the conference purpose and any things they need to do to prepare for the conference
- Use the **Date, Time &amp; Duration** fields to set when the conference should start and how long it will last. The time zone will be set to your own time zone but, if you are booking it for folks in another part of the world, you can also change the time zone to theirs to ensure you get the right time. If the conference will be a regular one you can set options to repeat the conference every Day/Week/Month or Year.
- Wildix will include a set of dial-in numbers for folks who can join by phone. You can opt to remove the dial-in numbers by clicking the cross next to them and you can add numbers from other countries should you want to.
- Optionally, you may **Set** a **conference password** to ensure only folks with the password can join. It will also helpfully create and share a numbers-only PIN code for anyone joining by phone.

When you are happy with the information you have entered, click on the Tick in the bottom-right of the screen. The conference will be created and invites with joining instructions sent out to all participants. Your colleagues will also receive an invite via chat. Your conference will then be listed in your conferences:

[![image-1654331354539.png](https://docs.safeharboursupport.com/uploads/images/gallery/2022-06/scaled-1680-/dKMsGARKLA7DAqKS-image-1654331354539.png)](https://docs.safeharboursupport.com/uploads/images/gallery/2022-06/dKMsGARKLA7DAqKS-image-1654331354539.png)

If you need to review the conference, hover your mouse over it and then click on the edit button to the right. You will be able to modify the time of the conference, add and remove participants and re-send invites to individuals. There will also be a unique conference link displayed that you can select and then copy using by clicking on the chain icon next to it. This can be used to share the conference link in other ways.

<table border="1" id="bkmrk-useful-tip-if-you-ar" style="border-collapse: collapse; width: 100%; background-color: #c2e0f4;"><tbody><tr><td class="align-center" style="width: 99.8773%;">**Useful tip**

If you are going to share the conference link be aware that anyone with the link will be able to join. If you wish to keep participants to only authorised people we suggest you enable the conference password feature.

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To delete the conference, simple click on the delete button next to the conference; the participants will be notified about the cancellation automatically.



<table border="1" id="bkmrk-this-video-by-wildix" style="border-collapse: collapse; width: 100%;"><tbody><tr><td class="align-center" style="width: 99.8773%;"><iframe allowfullscreen="allowfullscreen" height="314" src="https://www.youtube.com/embed/fiRYGt3yCV4" width="560"></iframe>

</td></tr><tr><td class="align-center" style="width: 99.8773%;">This video by Wildix Product Marketing Manager Elena Kornilova explains setting up and running a conference very well.</td></tr></tbody></table>

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<table border="1" id="bkmrk-need-help%3F%C2%A0-get-in-t" style="margin-left: auto; margin-right: auto; width: 71.4432%; height: 153.563px;"><tbody><tr style="height: 22.3906px;"><td style="width: 97.8756%; height: 22.3906px; text-align: center;"><span style="color: rgb(4,121,181);">**Need help? G**</span><span style="color: rgb(4,121,181);">**et in touch!**</span>

</td></tr><tr style="height: 131.172px;"><td style="width: 97.8756%; height: 131.172px;">You can call us on [01752 373000](tel:01752373000), option 2 or, if you are on Number Club, just call extension 3001

You can email us at <hub@safeharboursupport.com>  
  
You can chat &amp; Collaborate with us at [https://kite.wildix.com/nc-a12/3001](https://kite.wildix.com/nc-a12/3001)

You can Whatsapp us right here: [https://wa.me/441752373000](https://wa.me/441752373000)

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