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Conference Rooms

Conference Rooms enable multiple callers to join a single call. This document explains how to create and manage conference rooms in OPBX.

What are Conference Rooms?​

Conference Rooms provide:

  • Multi-party audio conferencing
  • PIN protection (optional)
  • Dedicated conference numbers
  • Support for multiple simultaneous participants
  • No reservation required

Creating a Conference Room​

Step 1: Create the Conference Room​

  1. Navigate to Conference Rooms in the main menu
  2. Click Create Conference Room
  3. Enter a Name (e.g., "Weekly Team Meeting")
  4. Configure settings:
    • PIN Protection - Optional security code
    • Max Participants - Limit (if applicable)
    • Announcements - Entry/exit notifications
  5. Save the conference room

Step 2: Create the Extension​

Conference rooms need an extension to be accessible:

  1. Go to Extensions
  2. Click Create Extension
  3. Select type Conference Room
  4. Choose your conference room
  5. Assign an extension number (e.g., 400)
  6. Save

Step 3: Assign a DID (Optional)​

For external access, assign a phone number:

  1. Go to DID Numbers
  2. Select or add a phone number
  3. Set routing type to Conference Room
  4. Select your conference room
  5. Save

Joining a Conference​

Internal Access​

Employees can join by dialing the extension:

Dial: 400
Result: Connected to conference

External Access​

External callers dial the DID number:

Dial: +1-555-0400
Result: Connected to conference

With PIN Protection​

If PIN is enabled:

Dial: +1-555-0400
Prompt: "Please enter the conference PIN"
Enter: 1234
Result: Connected to conference

Conference Room Features​

PIN Protection​

Secure your conference with a PIN:

  • 4-6 digit code
  • Required for entry
  • Prevents unauthorized access
  • Can be changed anytime

Participant Management​

During a conference:

  • See participant count
  • Hear entry/exit announcements (if enabled)
  • Mute/unmute participants (if supported)
  • End conference (moderator)

Moderator Features​

Some plans include moderator controls:

  • Mute all participants
  • Remove participants
  • Lock the conference (prevent new joins)
  • Record the conference

Conference Room Use Cases​

Recurring Team Meetings​

Setup:

  • Extension: 400
  • Name: "Engineering Team"
  • PIN: None (internal use)
  • Schedule: Weekly standups

Client Conference Line​

Setup:

  • DID: +1-555-0400
  • Name: "Client Conference"
  • PIN: 1234
  • Usage: Client calls with PIN

Project War Room​

Setup:

  • Extension: 450
  • DID: +1-555-0450
  • Name: "Project Alpha War Room"
  • PIN: 9999
  • Usage: Emergency project discussions

Managing Conference Rooms​

Editing Settings​

To modify a conference room:

  1. Navigate to Conference Rooms
  2. Select the room to edit
  3. Change settings:
    • Name
    • PIN
    • Announcement options
  4. Save changes

Changing Extension​

To change the extension number:

  1. Go to Extensions
  2. Find the conference extension
  3. Edit and change the number
  4. Update any documentation

Deleting a Conference Room​

To remove a conference room:

  1. Go to Conference Rooms
  2. Select the room
  3. Click Delete
  4. Confirm deletion
warning

Deleting a conference room:

  • Removes the conference permanently
  • Frees up the extension number
  • Does not affect past call records

Best Practices​

Security​

  1. Use PINs for sensitive meetings
  2. Change PINs regularly
  3. Don't share conference numbers publicly
  4. Monitor participant count

Organization​

  1. Name rooms clearly - Include purpose/team
  2. Document extension numbers
  3. Share PINs securely
  4. Set clear usage guidelines

Moderation​

  1. Designate a moderator for large conferences
  2. Start on time
  3. Use mute when not speaking
  4. End promptly

Troubleshooting​

Cannot Join Conference​

Problem: Callers can't connect to the conference.

Solutions:

  1. Verify extension/DID is correct
  2. Check conference room is active
  3. Verify PIN is correct (if protected)
  4. Check extension status is active

Poor Audio Quality​

Problem: Choppy or delayed audio in conference.

Solutions:

  1. Check network connectivity
  2. Reduce number of participants
  3. Ask participants to mute when not speaking
  4. Use a dedicated conference DID

Unauthorized Access​

Problem: Unknown participants in conference.

Solutions:

  1. Enable PIN protection
  2. Change the PIN
  3. Lock the conference during meetings
  4. Monitor participant list

Limitations​

Current Limitations​

  • Maximum participants based on plan
  • No video conferencing (audio only)
  • No screen sharing
  • Recording depends on plan/availability

Next Steps​

Related Documentation: