FreeConference.com’s Call Scheduling feature gives you the ability to schedule calls in advance, so you can clear a time that works for everyone on the team. Once you’ve settled on and booked a time, FreeConference.com sends out automated invitations to everyone you want to be included in the meeting. As the call time approaches - 15 minutes before your call is due to start - FreeConference.com sends out a round of reminders to you and your participants, so no one will miss a beat.
Call Scheduling is easy to use. Once you sign into your account, simply click the “Schedule” button.
Pick a Date & Time:
This will guide you to the screen below, where you can select the date and time you would like the call to occur and the duration. Note that your call will extend beyond the scheduled end time if the meeting runs over.
From here you also have the option to give the conference a Subject and Agenda, or set up a Recurring Call by clicking on 'Set to repeat'. Here you will have the option to set to call to occur daily, weekly or monthly on a specific day or days of the week.
You’ll also see the Time Zone Scheduling feature, which allows users to view other time zones while scheduling the call. With this feature, you can easily find the perfect time to meet with callers around the world!
Premium Feature: Add an additional layer of security to your call by clicking on Security Settings. You can read more about this option in the 'Features' section of our support site.
While selecting the start time in your own time zone, you'll see what time it is in other cities aroung the world, with color coding, allowing you to easily choose the best option for all invited parties. To add additional locations, click the gray plus sign.
The next page will allow you to select the Contacts you would like to send invitations to. Note that it is not necessary for someone to receive an email invite in order for them to take part in your call, (you can have up to 400 participants call in using your Dial-In Number).
You can type or paste an email address in the field at the top or if you already have contacts in your address book, click the 'Add' button next to those you wish to send invitations to. You can also remove participants by clicking on 'Remove' next to the relevant contact.
Click “Next” and you will see the Conference Options page. Here you can select if you would like to set up a 'Premium' (with toll-free and/or premium international numbers) or a 'Free' call using your regular toll dial-in number and any other free international numbers. You can also choose to have your call automatically recorded at this point by checking the relevant box.
*Note that recording and premium dial-ins are only included in our paid plans. You can find out more and see how to sign up here: https://www.freeconference.com/pricing/
Choose Dial-In Numbers:
Clicking on "Next" will bring you to a page where you can choose to add additional dial-in numbers to your invitation. This is useful if you have callers in other countries or if you want to add a toll-free number to your call. Just scroll through the list to find the number you need or type a location or 'toll-free' in the search field at the top. If you don't need to add more numbers, just click on "next".
Summary & Schedule:
The final page will show a summary of your call details and preferences. If you want to change anything, just click on "Back". Once you are happy that everything is correct, simply click on "Schedule".
A confirmation page will appear with links to add the call to your calendar. You can close this window and then return to your account homepage where you will see a green message at up of the screen stating that your call has been successfully scheduled. A confirmation mail will be sent to you, and your participants will receive their invitation emails with the call details and dial in numbers.
When it comes to getting the most from your team, respecting their time is an excellent way to build trust as well as loyalty. Call Scheduling ensures the participants you wish to include receive enough warning and know what to expect from the call. This useful feature ensures everyone can stick to his or her all-important schedule without those nasty last minute surprises.