Conference Calling

Whenever you need to, you can host a conference call using your Polycom VVX400 series phone's conferencing features.

Initiate a Conference Call

A Polycom VVX400 series phone can host a conference with up to 3 participants.

To start a conference, you can do so by either…

• Invite participants.
• Merge multiple calls together.

Invite Participants

If preferred, a conference call can be started by merging other calls into an already active call.

To do so…

1. Call a contact by either dialing them or using your Directory.
2. While on the active call, press More → Confrnc.
   

   Note: Pressing the Confrnc soft key on an active call will place the first caller on hold until the conference call is started.

    
3. Do any of the following:
   • Dial the participant.
   • Select a contact from your Directory.
   • Press the Home button to view the Lines screen so that you can press a Speed Dial or BLF key to contact another participant.
4. Press the Send soft key.
5. When the second person answers, press More → Confrnc again to merge the calls.

Merge a Held Call into a Conference

While you have multiple calls active and held on your phone, you can merge the calls together. To merge your calls into one conference call, press the Join soft key on the Calls screen.

Manage Conference Participants

After a conference call has been initiated, you can manage all participants or a certain participant. This “management” can range from viewing a participant's information to placing all participants on hold and more.

Manage All Participants

If you need to pause a conference call, you can place every participant on hold. While the conference is on hold, other participants will not hear each other until the held conference call is resumed. They will instead hear your organization's music on hold.

On the Conference Call screen, do any of the following when needed:

• Press the Hold soft key or the Hold button to put all participants on hold.
• Press the Resume soft key or the Hold button again to take the participants off hold.
• Press the Mute soft key or the Mute button to mute all participants. Press the Mute soft key again to allow participants to speak.

Manage Individual Participants

Individual participants can also be managed in a conference call. 

1. Highlight a participant using the directional keys and press Manage.
2. Do any of the following:
   • Press the Far Mute soft key to mute this participant.
   • Press the Hold soft key to place only this participant on hold.
   • Press the Remove soft key to start a separate call with this individual.
   • Press the Information soft key to view the participant's call information, such as their name and contact number.

End a Conference Call

Once you are finished with a conference call, you have the option to either…

• End the conference call for everyone.
• Split the conference call into separate calls.

End the Whole Conference Call

At any time, you can end a conference call by pressing the End Call soft key. This will terminate the conference your every participant.

Split a Conference Call

As an alternative to ending the conference call for every participant, you can press the Split soft key to place each participant on hold in their own call. 

From there, you can highlight a call and press Resume or press the Hold button to resume a call, talk with the caller, and end the call when you are ready.