This page explains most of the things you need to know about your account.

No reservations required

Your account allows you to hold a conference call whenever you like, without making a reservation.

How does it work?

Everyone dials into the conferencing service and enters a PIN.

The call leader/moderator has a different PIN to everyone else.

Participants will hear music until the call leader/moderator joins the meeting.

The call leader/moderator

As the call leader/moderator you are able to initiate conferences (and therefore incur costs) so your PIN should only be given to people authorised by you to start conference calls.

Capacity – how many lines?

You may have up to 30 lines in your conferences, if you think you may need more please let us know.

Simultaneous conference calls

If you will need to hold simultaneous conference calls, we can create multiple “conference rooms” in your account. This is free.

Which telephone number should I use?

Most of our clients ask their callers in Australia to dial our 1800 number. This means that you are paying their telephone call charges. Read more about telephone numbers.

How is the service charged?

You only pay for usage, there is no ongoing subscription.

A HotAir conference call is charged per line per second. There are no flag-falls nor minimums.

Service not used for a long time?

If the account is not used for 8 months it will be suspended. You can test whether it is active by dialling in using the call leader/moderator PIN.

To reactivate your account, please send an email or call and we can have it up and running with the click of a mouse.

Terms & conditions

Usage of the service confirms your acceptance of our standard terms & conditions.

Inviting people to a teleconference

Send the phone number(s) and participant PIN to your participants.

If you have participants joining the teleconference from different time zones, make it clear what time the meeting will be in each time zone.

Select the appropriate telephone numbers from the list. We have telephone numbers in over 40 countries.

Joining from a mobile phone

Callers on mobile phones can join a conference call by clicking on a link in your meeting invitation email.

Joining a teleconference

Everyone dials into the HotAir system using one of the numbers your received with your welcome email. Read about which telephone number to use.

Enter the PIN. The participants have a different PIN to you, the call leader. They will hear music until you join the meeting.

When entering the PIN hold each button down for around half a second. The telephone exchange needs to hear which numbers were pressed.

Recording the teleconference

The meeting can be recorded and downloaded minutes later as an MP3 file.

To start recording a/the call leader should press 2 1 An announcement will be heard by all parties. Everything after this point is recorded. Pressing 2 1 again will stop recording.

Assistance during a meeting

If you need help during the meeting, press 0 on your telephone keypad. An operator will normally be with you in less than 30 seconds.


If something is not working the way you’d expect, you can request operator assistance or look at our online troubleshooting guide.

Managing large meetings

Ending the meeting

Callers often forget to hang up speakerphones in conference rooms so we recommend at the end of the teleconference that the call leader/moderator disconnects all lines by pressing ##.

Full list of conference commands


If you recorded the meeting an email will be sent to the email address you nominated when the account was created.

Recordings are stored for 60 days.


Invoices are emailed to the email address you nominated when creating your account.

If you would like to change the email address or copy to other email addresses please send us an email with the details.

To keep your account active invoices must be paid by the due date.


Invoices are sent monthly by email and may be paid by electronic transfer, cheque or credit card.

Read more about invoices and payment options

Learn more

1 Click to Join a Meeting

You can automate dialling the telephone number and PIN making conferencing on the go easier than ever
Learn more