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Frequently Asked Questions

Instructions: We've organized the questions into easy to understand categories on BT MeetMe Global Access and its features: General questions, Global Access Numbers, BT MeetMe Add-in for Outlook, Web Portal, BT MeetMe Mobile Controller, BT MeetMe Recording, and Troubleshooting.

To view an answer, click on the question to expand it.

General

How do I sign up for a BT MeetMe Global Access account?

You can sign up here.

When can I begin to use my account?

As soon as you receive your welcome email. There is no need to activate your account.

How do I start a BT MeetMe Global Access conference?

Starting your meeting is easy as 1-2-3! You dial in to the call, provide your passcode followed by Keypad #, and then record your name. Please read our guide on how to start a call

What information should I give to someone invited to my conference?

You will need to provide

  • Date, time, and time zone
  • Dial-in telephone number. For participants from other countries, include their BT MeetMe Global Access numbers.
  • Participant passcode
Can I record my BT MeetMe Global Access conferences?

Yes - while in the call, the chairperson can press Keypad * Keypad 8 and the recording will begin. Press Keypad * Keypad 8 again to stop the recording. When your meeting ends, the chairperson receives an email notifying them of the recording's file location on the web.

For more information on recording a BT MeetMe Global Access call, please read our guide on how to record a call

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Global Access Numbers

What is a BT MeetMe Global Access dial-in number?

A BT MeetMe Global Access dial-in number allows international participants to dial into the conference calls using a local dial-in number.

Local numbers are easier to dial and more cost-effective than using international numbers.

Where can I find a list of BT MeetMe Global Access dial-in numbers?

To view your complete list of BT MeetMe Global Access numbers, visit the Find Your BT MeetMe Global Access numbers page.

In which countries are BT MeetMe Global Access numbers available?

BT MeetMe Global Access numbers are available from over 70 countries. To view your complete list of BT MeetMe Global Access numbers, visit the Find Your BT MeetMe Global Access numbers page.

What is a local toll-free number?

A local toll-free phone number is a freefone number participants can use to dial-in.

What is an international dial-in number?

An international dial-in number allows participants from over 70 countries to join the call with a local dial-in number, saving them the cost of an international call.

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BT MeetMe Add-in for Outlook

What is the BT MeetMe Add-in for Microsoft® Outlook?

The BT MeetMe Add-in is a tool that makes it easier to schedule, join, and monitor your BT MeetMe Global Access conference calls.

How do I install it on my PC?

Individual users - If you are permitted to install software on your PC, you can download and install the Add-in from our downloads page.

What are the system requirements?

An active BT MeetMe Global Access account. Microsoft Office: 2010 or 2013. Microsoft Windows: Microsoft Windows 7, 8, 10.

How do I activate the Add-in after I have installed it?

You can activate the Add-in by logging in with the chairperson and participant passcodes that belong to your BT MeetMe Global Access account.

I am having difficulty downloading the Add-in application, what am I doing wrong?

Please verify that your Internet connection is active and that you have clicked on one of the links off of the downloads page. If you are still encountering difficulty downloading, please contact your IT administrator.

The Add-in for Outlook application will not install.

If you can successfully download the application but it fails to install, please contact your IT administrator and verify that your PC is permitted to install software without an administrator login.

I am trying to login with my passcodes, but I cannot seem to login.

If you are having trouble logging in, it could be for the following reasons:

  • Your Internet connection is not working. Please check your network connection.
  • You have entered invalid passcodes.
  • Please double check that you are entering your passcodes correctly.
  • You have entered valid passcodes, but your account is restricted from using the Add-in. Please contact the administrator who manages conferencing in your organization.

Please note that logging in may take several minutes to complete as your account is provisioned and your account profile is downloaded.

The Add-in was installed in Outlook but now it has disappeared.

This can occur for two known reasons.

  • You have software installed that recognises applications not approved by your IT organisation and it has automatically been removed.
  • Alternatively if you're using Outlook 2007 it could have been disabled by Outlook.

Check Tools > Trust Centre > Add-ins you should see BTC Add-in- listed under Active Applications. If it is listed under Disabled or Inactive Add-ins it needs moving to Active Applications.

If you are still experiencing difficulties please contact your organisation's IT help desk for support.

How do I join a conference using the Add-in?

To join your conference from the Add-in, click on the "Join Conference" button on the Outlook toolbar or on the Call Start Alert which pops up on your computer when the first Participant joins your call. Choose a phone number and click on the join button. Wait for your phone to ring. When you answer it, you will be connected to your conference. In addition, your web browser will open and connect you to the Web Portal.

How do I add, edit, or remove a callback number?

You can add, edit or remove a callback number by clicking on the "Join Conference" button on the Outlook toolbar and using the "Add new", "Edit", and "Delete" buttons at the bottom of the screen.

How do I use the Add-in to monitor my conference?

You can launch the Web Portal by clicking on the "Meet Now" button on the Add-in or on the Call Start Alert which pops up on your computer when the first Participant joins your call. Your web browser will open and connect you to the Web Portal.

Will I be notified when someone joins my conference?

Within a minute after someone joins your conference, a Call Start Alert window will appear on your Microsoft Outlook desktop with buttons to join and monitor your conference. These buttons behave similarly to the join and monitor buttons on the Add-in toolbar.

I am a PA and want to manage multiple accounts, can I?

Yes you can! See details here.

What if I have more than one BT MeetMe Global Access conference assigned to my account?

If you have more than one BT MeetMe Global Access conference, you can login using any valid pair of passcodes assigned to your account. The Add-in will download conference details for all of the BT MeetMe Global Access conferences that are assigned to your account.

Can I choose which Global Access numbers to include in my invitations?

Yes, when you use the Add-in to schedule a conference, you have the option to select which Global Access numbers to include in your invitation. Your settings will be remembered for the next time you schedule a conference.

The set of Global Access telephone numbers displayed on the Add-in appear to be incorrect.
Please call the BT Conferencing support desk who can verify them for you.
If my passcodes or dial-in numbers change, will the Add-in automatically refresh?

Yes, the Add-in refreshes your conferencing details every day. If you are assigned a new conference or your Global Access dial-in numbers change, you will see the new information on your Add-in within 12 hours or less.

Can I still continue to use my Microsoft Outlook in the normal way?

Absolutely, the Add-in is a supplemental feature that does not interfere with other functions of Microsoft Outlook.

How do I remove a BT MeetMe Global Access conference from displaying on the Add-in?

If you want to remove a BT MeetMe Global Access conference that is displaying on the Add-in, please call customer support and ask them to deactivate the conference from your account.

Is the Add-in free?

Yes, BT Conferencing is offering this productivity enhancing feature for free to all BT MeetMe and BT Global Access customers.

What if I encounter any problems and require help?

If you require help with the Add-in, please contact your BT Conferencing service helpdesk by telephone or email. Please make a note of what version of Microsoft Outlook and Microsoft Windows you are using.

What if I change my PC?

If you change your PC, you will need to re-install the Add-in and login again.

If I'm not a BT MeetMe Global Access customer, can I use the Add-in anyway?

The Add-in is a value-added feature for BT MeetMe Global Access customers only. To open a BT MeetMe Global Access account, please visit the sign-up page

How do I uninstall the Add-in?

To uninstall the Add-in, please go to your Microsoft Windows Start menu, select Control Panel, and click on "Add or Remove Programs". Find the application named "Conferencing Add-in for Microsoft Outlook" and click on the "Remove" button.

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Web Portal

What is the BT MeetMe Web Portal?

The BT MeetMe Web Portal is a new value-added feature for BT MeetMe. Accessible from your web browser, the web portal allows you to manage and control BT MeetMe calls and enjoy an extra smooth conference calling experience with enhanced visibility, security and control.

How does the web portal help me as chairperson during the call?

During the call, the web portal will always show you a real-time list of who's on your call. If someone is missing, you can use the web portal to add them to the call.

At a conference-wide level you can mute and unmute all participants (lecture mode), start a recording, lock the conference, play roll call, enable conference continuation, and end the conference. At a participant level, you can mute and unmute a line, announce their roll call name, edit their display name, and disconnect the line.

*(Please note that if you mute a participant from the web portal, they will not be able to use *6 to un-mute themselves)

How much does the web portal cost?

The web portal is free to use* and there are no monthly fees for the software. The only charges are for actual usage of the BT MeetMe service.
(*Subject to standard pricing for Recording and Dial Out services.)

I'm not a BT MeetMe Global Access customer, but can I use the web portal anyway on my non-BT conferencing service?

No - the web portal is a value-added feature for BT MeetMe Global Access customers only. You must have a BT MeetMe Global Access account to benefit from the web portal.

Do I need to have internet access for the web portal to work?

Yes, you will need internet access.

Getting started

How do I launch the web portal?

The web portal can be launched directly from Microsoft Outlook if you have the BTMeetMe Add-in for Microsoft Outlook installed - just click on the Monitor or Join buttons on the toolbar.

Alternatively, if you are an existing BT MeetMe customer, you can access the web portal right now at https://my.webjoin.com/

As Chairperson with the web portal, can I still dial into the call in the normal way?

Yes - you can still dial into the call in the normal way from any phone. If you are also monitoring the call using the web portal, your name will appear on the real-time listing of call participants as soon as you've dialled in.

Instead of dialling in and punching access codes, can I use the web portal to request a "dial out" to my phone?

Absolutely. If you prefer, you can use the web portal to help you join the call without needing to remember any access numbers and pass codes. Using the 'Join as Chairperson' feature, you can select any phone you wish to join from and the conference will dial out to you immediately.

Can the chairperson use the web portal to send out a call invitation?

Yes - the chairperson can use the web portal to open an email or calendar appointment on their smartphone pre-populated with their BT MeetMe Global Access details, ready to send out to invited participants.

What happens if my BT MeetMe Global Access pass codes (either or both chair or participant pass codes) are changed?

The changes will be automatically pushed down to the web portal application within 12 hours.

If the chairperson uses the web portal application to dial-out to a participant, will the cost be incurred on the chairperson's phone bill or onto the cost of the BT MeetMe Global Access call?

The cost will be incurred on the BT MeetMe Global Access call.

What happens if I have more than one BT MeetMe Global Access conference? What if I have more than one BT MeetMe Global Access account?

The web portal can be configured to use more than one BT MeetMe Global Access conference.

Security

How does the web portal give me greater visibility and security over my BT MeetMe calls?

The web portal improves visibility by displaying the names and/or phone numbers of the participants on your call, in real-time. This leaves you free and comfortable as the chairperson to focus on your meeting, rather than always wondering or needing to ask "who just joined" or "who just dropped off?".

The web portal improves security by enabling you to see if an uninvited guest accidentally joined your call, perhaps because a call runs late and overlaps into another starting call. You will also know exactly who's left your call, so that you're comfortable to have a private debrief with your team at the end of a wider call.

How are participants indentified?

Participants' lines are identified by a phone number and name. If the user has joined the conference through a web initiated call back, the name they have entered will display. If they have dialed in, their number will be looked up against your account provisioned address book and a caller-ID database. Displayed names can be edited by double clicking on the name.

Some of the participants are listed as 'unknown' or 'withheld' - why?

If the participant is calling from a phone number that has Caller ID blocked, then the web portal application will display "number withheld" or "unknown." In cases where the Caller ID is not blocked, then a a name, number, or location is displayed

Troubleshooting

An error message displayed saying there was a network problem, what should I do?

The web portal requires an internet connection to function. If there is a network problem, the web portal will inform you with an error message. Check your internet connection and try to monitor again.

Which browsers are supported?

You can use any mainstream browser that is flash-enabled.

If participants are calling from a building that sends out a generic number (perhaps from multiple extensions behind the same switchboard), what will the web portal application present?

In this case, the web portal will show multiple instances of the numbers presented from that location. Although it is not possible to resolve this common Caller ID against individual participant names, it may present the name of the company associated with that switchboard number.

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BT MeetMe Mobile Controller

What is the BT MeetMe Mobile App?

The BT MeetMe Mobile App is a new value-added feature for BT MeetMe. It is an application for your smartphone that helps you as the chairperson of a conference call. With the mobile app, you can set up and manage BT MeetMe calls from your smartphone and enjoy an extra smooth conference calling experience with enhanced visibility, security and control.

Does that mean I have to take the conference call from my mobile phone?

No - the app turns your smartphone into a 'remote controller' of your BT MeetMe call, independent of the phone you are using for actual participation in the call. The chairperson and all invited participants can still dial in as normal from any phone, e.g. their desk phone or meeting room speaker phone. However, as chairperson, you can then manage the call from your smartphone for enhanced visibility, security and control.

Which smartphones are supported?

You can use the app on any iPhone running iOS v7.0 or later, or any smartphone with Android v4.0 or later.

How does the app give me greater visibility and security over my BT MeetMe calls?

The app improves visibility by displaying the names and/or phone numbers of the participants on your call, in real-time. This leaves you free and comfortable as the chairperson to focus on your meeting, rather than always wondering or needing to ask "who just joined" or "who just dropped off?" The app will even alert you when your conference has started by buzzing an alert to your smartphone as soon as the first invited guest joins your conference.

The app improves security by enabling you to see if an uninvited guest accidentally joined your call, perhaps because a call runs late and overlaps into another starting call. You will also know exactly who's left your call, so that you're comfortable to have a private debrief with your team at the end of a wider call.

As Chairperson with the Mobile App, can I still dial into the call in the normal way?

Sure – you can still dial into the call in the normal way from any phone. If you are also monitoring the call using the app on your smartphone, your name will appear on the application's real-time listing of call participants as soon as you've dialled in.

Instead of dialing in and punching access codes, can I use the app to request a 'dial out' to my phone?

Absolutely. If you prefer, you can use the app to help you join the call without needing to remember any access numbers and pass codes. Using the 'Join as Chairperson' feature, you can select any phone you wish to join from and the conference will dial out to you immediately.

How else does the app help me as chairperson during the call?

During the call, the app will always show you a real-time list of who's on your call. If someone is missing, you can use the app to add them to the call from your smartphone address book. If someone has joined from a noisy location - perhaps their car or a noisy airport concourse - then you can use the app to mute that particular participant.

Below is a full feature list of the app:

  • Receive 'Call Start Alerts' to your smartphone as soon as the first invited participant joins your call
  • Join the call as chairperson - from any telephone - without the need to punch in your BT MeetMe access numbers or pass codes
  • Monitor, in real-time, who's on your BT MeetMe call - or missing - at any given moment
  • Make sure only your invited participants are in the conference
  • Add missing participants into the call from your smartphone's address book
  • Mute individual participants with any disturbing background noise (Please note that if you mute a participant from the app, they will not be able to use *6 to un-mute themselves.)
  • Lock the conference to ensure no further access
  • Record the call
  • Assign a billing code to a conference
  • Send email or calendar invitations from your smartphone, pre-populated with your BT MeetMe dial-in details
Do my invited guests need to have the app too?

No - the app is essentially a tool for the chairperson. All your invited guests can join the call by dialling in as normal.

If my smartphone is turned off or does not have a data signal, will my BT MeetMe call still work?

Yes - Your BT MeetMe account can work completely independently of the mobile app. The app is an optional tool designed to help the chairperson manage their calls for a smooth calling experience, but it is not a requirement in any way.

Some of the participants are listed as 'unknown' or 'withheld' - why?

If the participant is calling from a phone number that has Caller ID blocked, then the app will display "number withheld" or "unknown." In cases where the Caller ID is not blocked, then the app tries to match the Caller ID to a name either in your smartphone's address book or a list of phone numbers belonging to colleagues in your company. If no name is found, a location is displayed.

If participants are calling from a building that sends out a generic number (perhaps from multiple extensions behind the same switchboard), what will the app present?

In this case, the app will show multiple instances of the numbers presented from that location. Although it is not possible to resolve this common Caller ID against individual participant names, it may present the name of the company associated with that switchboard number.

If I am talking on my smartphone, can I use the app to monitor and control the conference?

This depends whether you have a smartphone on a 3G, UMTS, or EVDO network. If so, then yes, you will be able to speak into your smartphone and use the app at the same time. However, on GPRS or EDGE networks, you will only be able to either speak or control from your smartphone - not both. As such, if you choose to join the call as chairperson from your smartphone, you would lose the call management capabilities of the app.

Can the chairperson use the app to send out a call invitation?

Yes - the chairperson can use the app to open an email or calendar appointment on their smartphone pre-populated with their BT MeetMe Global Access details, ready to send out to invited participants.

What dial-in numbers are sent to invited participants?

This would only be the toll and toll-free number associated with the conference on that bridge. Whatever number was assigned when the conference was created.

How are global access numbers stored/presented in the invitations?

They won't be, only the toll and toll-free number associated with the conference on that bridge. Whatever number was assigned when the conference was created.

How much does the app cost?

The app is free to download and there are no monthly fees for the software. The only charges are for actual usage of the BT MeetMe service.

How do I get the app?

An existing MeetMe Global Access service is required to use the app. Visit our install page for instructions on downloading and installing the app for your specific mobile device.

What happens if I change my smart phone?

If you change your smartphone, you will have to re-install the app. If the app does not login automatically, you will be asked to enter your chairperson and participant pass codes to login.

What happens if my BT MeetMe Global Access pass codes (either or both chair or participant pass codes) are changed?

The changes will be automatically pushed down to the app within 12 hours.

I'm not a BT MeetMe Global Access customer, but can I use the app anyway on my non-BT conferencing service?

No - the app is a value-added feature for BT MeetMe Global Access customers only. You must have a BT MeetMe Global Access account to benefit from the app.

If the chairperson uses the app to dial-out to a participant, will the cost be incurred on the chairperson's mobile phone bill or onto the cost of the BT MeetMe Global Access call?

The cost will be incurred on the BT MeetMe Global Access call.

What happens if I have more than one BT MeetMe Global Access account?

The app can be configured to use more than one BT MeetMe Global Access account.

How do I uninstall the app

Please follow your smartphone's instructions to uninstall the app.

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BT MeetMe Recording

What is BT MeetMe Recording?

BT MeetMe Recording allows you to instantly record your BT MeetMe calls by pressing *8 on your telephone keypad. Once the call is completed the chairperson can download the recording for archiving or to share the recording for future use.

Can I record my BT MeetMe conference calls?

Yes - now, it's easier than ever for a Chairperson to record BT MeetMe audio conferences. Just press *8 and your recording will begin, press *8 again if you wish to stop the recording. When your meeting ends, the chairperson receives an email notifying them of the recording's location.

Is there an additional cost to record a BT MeetMe conference call?

Yes there is, please refer to your service terms and conditions.

How can I access the BT MeetMe recording after my conference call?

When your meeting ends, the chairperson will receive an email with a web link to a website where you will be able to retrieve your recording. Click on the web link, enter your chairperson and participant passcodes as well as a verification code for security purposes to access your conference recording. You have the option to archive or share the recording by saving the recording directly onto your computer, posting it on a website or forwarding it on to your contacts via an email.

How can I record my BT MeetMe conference calls?

To activate BT MeetMe Recording, simply press *8 on your telephone keypad. To stop recording, press *8 again.

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Troubleshooting

How do I improve the sound quality of my call?

*6 Mute on/off - If you are in a noisy environment or on a mobile phone, you can mute your own line. Participants can mute their own line when not speaking. This will reduce background noise levels in the conference call.

Try not to use a speaker phone. If unavoidable, use the mute function stated above when not speaking and move away any projectors from the microphones.

*0 Operator assistance - Use this function if you still find you have sound problems and a Conference Co-ordinator will help you to resolve any audio problems.

What do I do if I experience static or loud noise on my conference call?

Line static can occur occasionally. You can help us pinpoint and resolve the problem by dialing Keypad * Keypad 0 if you ever experience any line quality issues. Loud noise is usually caused by background noise. You can mute all of your participants lines with Keypad * Keypad 5 or ask anyone on a cell phone to mute their own line by pressing Keypad * Keypad 6 on their phone.

What should I do if I am disconnected from a conference call?

If you are disconnected from the call, simply redial the dial-in number and enter the passcode. If this issue recurs, you can contact the BT Conferencing Help Desk.

What if there are technical problems during my call?

A conference coordinator is available for support 100% of the time. Simply press * zero while in a BT MeetMe Global Access conference to reach a conference coordinator.

What if I need help during the conference?

Simply press * zero on your phone or click on call operator if you have joined the online portion of the meeting and an operator will be available to assist you.

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