Meetings

Overview

A Meeting in VeloPBX is a scheduled audio or video session that you join from a browser, a phone line, or your VeloPBX desk phone / softphone. Each meeting has a topic, a start time, a meeting extension, and (optionally) a password and a list of invitees who receive a join link by email.

If you only need a quick voice room with no schedule and no invite emails, see the audio-only companion at /resources/guides/velopbx/end-user/conferencing/ — Meetings is the richer flow with calendar invites, recording, and browser join.

Tenant-wide configuration (default modes, recording storage, allowed dial-in DIDs) lives in the admin guide at /resources/guides/velopbx/tenant-admin/meetings/. This page is for participants and meeting hosts only.

Joining a Meeting

There are three ways to join, depending on where you are and what you have in front of you.

Method 1 — From the invite link (browser)

Easiest path when you’re at a computer.

1. Open the invitation email or chat message from the host.
2. Click the Join Meeting link. Your default browser opens the meeting join page.
3. On the join page:

• Enter your display name — this is what other participants will see.
• Pick the right speaker, microphone, and camera from the device drop-downs.
• Check the audio level meter and the camera preview.

1. Click Join.

The link includes the meeting ID, and usually the password, so you don’t normally need to type either.

Tip: Browser join works best in a recent Chrome, Edge, or Firefox. Allow microphone and camera permissions when the browser prompts you the first time.

Method 2 — By phone (PSTN dial-in)

Use this when you’re on the road and only have your mobile, or when your laptop’s audio fails.

1. Dial the meeting DID number from the invite (for example, +374 60 123456).
2. When the welcome prompt asks, enter the meeting ID followed by #.
3. If a password is set, enter it followed by #.
4. You’re in — audio only.

The DID, meeting ID, and password are all printed in the invite email. Save the invite to your phone’s calendar so you can copy the digits during the call.

Note: PSTN dial-in is audio only. To see shared screens or video, use Method 1 or Method 3.

Method 3 — From your VeloPBX desk phone or softphone

If you have your VeloPBX extension registered (desk phone, mobile softphone, or the Web Portal softphone), just dial the meeting room extension.

1. From the phone keypad, dial the meeting extension in the invite (a 3–6 digit number, e.g. 8008).
2. Press send / call.
3. If the meeting has a password, you’ll be asked to key it in followed by #.
4. You’re in.

This works the same from any registered SIP client. From the Web Portal softphone:

1. Sign in at https://pbx.fortis-tele.com:8887.
2. In the softphone panel, type the meeting extension and click the call button.
3. Enter the password if prompted.

Scheduling a Meeting

If your VeloPBX role lets you create meetings, you can schedule one yourself from the Web Portal. (If you don’t see a Meetings option, ask your tenant admin to grant the permission.)

Step 1 — Open the meetings page

1. Sign in to https://pbx.fortis-tele.com:8887.
2. In the left navigation, click Meetings → Add.

Step 2 — Fill in the basics

Step 3 — Add invitees

In the Invitees field, type each participant’s email address (one per line, or separated by commas). VeloPBX sends each invitee an email with the topic, time, join link, dial-in number, and password.

Step 4 — Recording (optional)

Tick Record Meeting Automatically if you want VeloPBX to start recording the moment the meeting begins. The recording is saved to the tenant storage your admin configured.

Step 5 — Save

Click OK. Invitations go out immediately. The meeting also appears in your Meetings list, where you can edit, cancel, or copy the join link.

Tip: If you want to invite someone after you’ve already saved, open the meeting from the list and use Invite Participant to add them — they’ll get a fresh email.

During the Meeting

Once you’ve joined (any method), you have a small set of controls:

From the browser join page

From a desk phone or PSTN dial-in (DTMF)

Note: Screen share is browser-only. If you joined by phone, you’ll hear the audio of whoever is presenting but won’t see their screen — switch to the browser link if you need the visual.

After the Meeting

If recording was enabled (either by the host at scheduling time or toggled on by an admin during the call), the recording file is saved automatically. The recordings list lives in the Web Portal — typically under Recordings or Meetings → the specific meeting. Where exactly it appears, and how long it’s retained, depends on how your tenant admin set up storage. Ask them, or email [email protected], if you don’t see your recording.

Meeting invitations and join logs stay attached to the meeting entry, so you can re-send a link or check who joined later.

Tips

• Click the join link a couple of minutes early — first-time use prompts for browser permissions and you don’t want that delay during introductions.
• Use a wired headset for a clean signal; built-in laptop mics pick up keyboard noise.
• If video stutters, switch the camera off — the meeting falls back to audio without dropping you.
• Save the meeting DID +374 60 123456 in your phone contacts as a safety net for when Wi-Fi fails.
• Brand and product names — VeloPBX, VeloConnect, etc. — stay in Latin script in every language.

Next Step

• Audio-only quick room? See Joining a Conference.
• Need to manage your forwarding, voicemail, or DND? Back to the Web Portal guide.

Support

• Email: [email protected]
• Phone: +374 60 443310

Last updated: 2026-05-01