Conference Calling

Overview

The conference feature of your Virtual-Call Cloud PBX allows multiple participants to join a single call simultaneously. You create one or more conference rooms, each with its own number, optional password protection, and designated moderators.

Participants join a conference room by dialing the assigned conference number. Moderators have advanced permissions, such as muting individual participants or ending the conference.

Prerequisites

• Administrator access to the Virtual-Call Cloud PBX
• At least one configured extension
• An available internal number for the conference room

Creating a Conference Room

Conference rooms are managed under Call Features → Conference. All settings and moderator assignment are on a single page.

1. Navigate to Call Features → Conference.
2. Click Add.
3. Configure the settings (see table below).
4. Assign moderators as needed.
5. Click Save.

Settings in Detail

Assigning Moderators

In the lower section of the configuration page, you can select moderators from the list of available extensions. Move the desired extensions from Available to Selected.

Moderators have advanced permissions within the conference:

• Mute or remove individual participants
• End the conference for all participants
• When "Wait for Moderator" is enabled, the conference only starts when a moderator joins

Joining a Conference Room

Participants join a conference room by dialing the assigned conference number (e.g., 6500). Depending on the configuration, they may be prompted to enter a password.

Joining from Different Devices

Managing Conference Rooms

In the overview under Call Features → Conference, you can see all created conference rooms with the following columns:

• Number: The conference number
• Name: The conference room name
• Moderators: The assigned moderators
• Actions: Actions such as edit or delete

Click on the conference room or on the edit icon under Actions to adjust the settings.

Common Scenarios

Scenario 1: Regular Team Meeting

For a weekly team meeting with a fixed group of participants:

• Create a conference room with a memorable name (e.g., "Sales Team Meeting").
• Set a participant password to prevent unwanted access.
• Assign the team leader as moderator.
• Enable Wait for Moderator so the meeting only starts when the team leader is present.

Scenario 2: Open Conference Room

For spontaneous discussions without a fixed structure:

• Create a conference room without a password.
• Keep Allow Users to Invite enabled.
• Disable Wait for Moderator so participants can talk to each other immediately.

Scenario 3: Including External Participants

When external participants should join the conference by phone:

• Ensure an inbound rule exists that routes external calls to the conference number, or set up an IVR menu option that connects to the conference.
• Share the dial-in number and password (if applicable) with external participants.

Best Practices

• Use passwords for regularly used conference rooms to prevent unintended access.
• Enable Wait for Moderator for formal meetings so the conference only starts when the organizer is ready.
• Assign memorable numbers for frequently used conference rooms (e.g., 6500 for the sales team).
• Assign at least one moderator to manage the conference when needed.
• Inform all participants of the conference number and password (if applicable) before the scheduled time.