Conference Rooms
Set up multi-party conference rooms for team meetings and group calls.
Conference rooms let multiple participants join a shared audio call. They are useful for team meetings, client consultations, and any situation where more than two people need to be on the same call simultaneously.
Overview
The Conference Rooms page lists all configured rooms with their name, access number or extension, participant limit, and current status. Administrators can create and manage rooms; agents and participants can join them.
Creating a Conference Room
Navigate to PBX and select Conference Rooms
From the main navigation, click PBX and select Conference Rooms.
Click Create Room
Click the Create Room button in the top-right corner.
Configure room settings
Fill in the conference room details:
Field Description Required Name A descriptive name (e.g., "Daily Standup", "Client Review Room") Yes Room Number The extension or access number participants dial to join Yes PIN An optional access PIN for security No Max Participants Maximum number of participants allowed (0 = unlimited) No Record Whether to automatically record the conference No Mute on Entry Whether participants join muted by default No Announce Joins Play a tone or announcement when participants join or leave No Save the room
Click Save. The conference room is now active and participants can dial in using the room number.
Joining a Conference
Participants can join a conference room in several ways:
| Method | How |
|---|---|
| Internal dial | Dial the room's extension number from any registered softphone or extension |
| Browser phone | Use the built-in browser softphone to dial the room number |
| Transfer | During an active call, transfer the caller into the conference room |
| IVR/Call Flow | Route callers into a conference room through an IVR option or Call Flow node |
If a PIN is configured, participants are prompted to enter it before joining.
Conference Controls
Moderator Controls
The room creator or designated moderator can:
- Mute/unmute individual participants
- Remove a participant from the conference
- Lock the room to prevent new participants from joining
- End the conference for all participants
Participant Controls
Participants can:
- Mute/unmute themselves
- Leave the conference at any time
When all participants leave, the conference room returns to an idle state and is ready for the next session. Conference rooms are persistent — they do not need to be recreated for each meeting.
Recording
When recording is enabled for a conference room, the entire session is captured and saved to Call Logs for later playback and download.
If conference recording is enabled, ensure all participants are informed. Many jurisdictions require consent before recording calls. Check your local laws before enabling this feature.
Use Cases
| Scenario | Configuration |
|---|---|
| Daily team standup | Fixed room, no PIN, announce joins, 15-person limit |
| Client call with external parties | PIN-protected, recording enabled |
| Training session | Mute on entry, moderator-led |
| Emergency bridge | No PIN, no limit, always available |
Best Practices
- Assign meaningful room numbers that are easy to remember (e.g., 9001 for the main conference room)
- Use PINs for rooms that may be accessed by external parties
- Enable "Announce Joins" so participants know when someone enters or leaves
- Set reasonable participant limits to maintain audio quality
- Review recorded conferences and clean up old recordings periodically