Conference Room
Overview:
The conference room functionality in PBX.IM allows multiple users to join a single audio or video call, effectively creating a virtual meeting space.
Table of Contents
Introduction to Conference Room
Use the Conference Room feature to join virtual meetings from anywhere in the world. You can also record these meetings, enabling anyone who couldn’t attend to watch the replay later.
Step 1: Access the Auto attendant menu
- Log into PBX.IM Dashboard
- Go to ‘’Call Routing’’
- Select ‘’Conference rooms’’ from the drop down menu
Set up a Conference Room
Click on ‘’Add conference room’’
Add Conference Room
Complete the form by following the next steps:
Name
This field is where you enter the name of the conference room.
Type in the name of the conference room and press ENTER.
Use the toggle option to make the Conference room active or inactive.
Labels
Here, you can add labels or tags to help categorize or organize conference rooms, making them easier to search or group with similar rooms.
Type the name of the label and press ENTER.
You can add multiple labels per conference room.
User Pin
This is a personal identification number that participants need to enter to join the conference. It adds a layer of security, ensuring only invited members can enter.
Type in your PIN number and press ENTER. The Pin should have minimum 3 numbers.
Be aware that User Pin should be a number, you can't add letter or special characters.
Admin Pin
This pin is for administrators or hosts of the conference.
Similar as user pin you have to type in the pin numbers and press ENTER.
You can add between 1 and 999 attempts.
Max Members
This sets the limit on the number of participants that can join the conference. It can be set to "Unlimited" or a specific number.
Type in the numbers and press ENTER.
You can add between 1 and 999 members.
Auto Record
This option allows the conference to be automatically recorded.
You can select between 3 options. Let's look into them one by one:
- Don't record: This option ensures that the conference call is not recorded at all, regardless of how many participants join. This is suitable for informal meetings or when recording is not necessary or appropriate due to privacy concerns.
- 1 or more participants: Selecting this option means the recording will start automatically as soon as at least one participant joins the conference. This is useful for ensuring that every part of the meeting is captured from the beginning, even if the meeting starts with a minimal number of attendees.
- 2 or more participants: With this setting, the conference will start recording automatically once at least two participants have joined. This might be used in scenarios where a meeting is not considered valid or does not officially start until at least two participants are present, ensuring that the recording only includes official discussions.
Auto-Gain level
This feature automatically adjusts the microphone volume levels to ensure that all participants are heard clearly without having to manually adjust their settings.
You can choose between four levels:
- Not in use: This setting disables the Auto Gain Level feature. This means that the system will not make any adjustments to the microphone volumes automatically. Users will have to manually control their microphone settings, which can be useful if participants have varying preferences or specific audio equipment that performs better without automatic adjustments.
- Low: This setting provides a minimal level of automatic volume adjustment. It's suitable for environments where there are slight variations in speaking volumes among participants or where background noise is minimal.
- Medium: Selecting this level allows for a moderate amount of volume adjustment. It's a balanced choice that works well in most typical meeting scenarios, helping to equalize the volume of quieter speakers without over-amplifying louder ones.
- High: This setting provides the maximum level of automatic volume adjustment. It is ideal for situations where there is significant variation in speaker volumes or where participants might be in noisy environments. This setting helps ensure that all voices are heard clearly by dynamically adjusting the microphone levels.
Music On Hold
This setting allows you to choose music that will play for participants who are on hold or waiting for the conference to start.
From the dropdown menu you can select the music that you want.
If you want to add a different one you have to go to Settings - Media - Add Media first.
Meeting enhancement
To make the meeting experience better there are 4 options displayed under Music on hold field:
- Comfort Noise
- Mute On Join
- Wait moderator
- Play Name
From the toggle make active or inactive each option.
Here's what each of them do:
- Comfort Noise: This feature generates background noise during silences in conversation to maintain a consistent sound level and reduce the discomfort that can come from total silence.
- Mute On Join: When enabled, this setting automatically mutes participants when they join the conference, helping to minimize background noise and disruption as people enter.
- Wait Moderator: This setting requires participants to wait until a moderator or host joins the conference before it can officially start. This is useful for controlling the flow and start of meetings.
- Play Name: When enabled, this feature plays the name of each participant as they join the conference, which can help in identifying who is on the call, especially in large meetings.
When you want to edit or delete any entry all you have to do is go to the main Conference rooms page and click on the 
Edit or 
Delete button.
Edit or Delete button.
Common use cases
Let's look into some common use cases that better showcase how you can use the Conference Rooms in your business:
Project Team Meetings:
- Scenario: A team is working on a collaborative project and needs to regularly discuss progress, brainstorm ideas, and make decisions together.
- Solution: A dedicated conference room is created for the team, where they can schedule recurring meetings. Features like meeting recording can be enabled to enhance communication and keep records of discussions.
Remote Training Sessions:
- Scenario: Your company wants to train employees who are spread across different locations without incurring travel costs and logistics.
- Solution: A virtual conference room is set up specifically for training sessions, complete with presentation tools and the ability to record sessions for later review or for those who cannot attend live.
Client Presentations:
- Scenario: You need to present project updates or pitches to clients who are not in the same geographic location, requiring a professional and reliable communication platform.
- Solution: Utilize a conference room with high-quality video and audio capabilities to conduct client presentations. Options like ‘Play Name’ and ‘Wait Moderator’ help manage the session smoothly and professionally.
Crisis Management:
- Scenario: An urgent issue arises that requires immediate attention and coordination among multiple departments or stakeholders.
- Solution: An emergency conference room is activated where key personnel can quickly join, regardless of their current location. Features like ‘Mute On Join’ and ‘Auto Record’ help maintain order and ensure all discussions are documented for subsequent review and action planning.