Overview
VeloPBX supports audio conference rooms — a single extension that any number of participants can dial into to join a shared call. Tenant Admins create the rooms, set the participant and admin PINs, decide whether the conference is recorded, and tune the entry behavior (announce join/leave, mute on entry, wait-for-admin, and so on).
This page covers audio conference rooms only. Video meetings, scheduled meetings with email invites, and PSTN dial-in for guests are part of the broader Meetings feature and are documented separately.
In the Web Portal, navigate to Call Manager → Conference:
https://pbx.fortis-tele.com:8887Creating a Conference Room
Step 1 — Add a new room
- Call Manager → Conference
- Click Add
Step 2 — Basic settings
| Field | Description | Example |
|---|---|---|
| Name (Subject) | A descriptive name for the room | Weekly Sync |
| Extension | The extension callers dial to join | 8000 |
| PIN | Numeric code participants must enter to join | 1234 |
| Admin PIN | Code that grants moderator privileges (mute all, kick, etc.) | 9999 |
| Max Members | Maximum simultaneous participants | 20 |
| Prompt Language | Language used by the system voice prompts | en-US |
The conference extension must be unique — it cannot collide with an existing extension, ring group, queue, or virtual receptionist.
Step 3 — Behavior options
| Setting | Description |
|---|---|
| Record Conference | Automatically record every call into this room |
| Announce Join/Leave | Play a voice announcement when participants enter or leave |
| Mute on Entry | New participants join muted and must unmute themselves |
| Wait for Admin | The conference does not start (and music plays) until a participant enters the Admin PIN |
| Play Welcome Message | Play a custom welcome greeting when participants join |
Step 4 — Save
Click Save. The conference room is reachable immediately on the extension you assigned.
Becoming the Moderator During a Call
Any participant can promote themselves to moderator from inside the room:
- While in the conference, press DTMF
*8on the keypad - Enter the Admin PIN
- The PBX confirms moderator privileges with a voice prompt
Moderators can mute or unmute other participants, remove them, and end the call for everyone.
Joining a Conference Room
From an IP phone or softphone
- Dial the conference extension (for example
8000) - Enter the PIN if one is configured
- You are placed in the room
From an inbound DID (external callers)
To let external callers join from the PSTN, route a DID to the conference extension via an Inbound Rule:
- Call Manager → Inbound Rules → Add
- DID/DDI → the public number you want to use
- Destination → select the conference room
- Save
Recording a Conference
If Record Conference is enabled, recordings appear in Reports → Call Recordings. Filter by the conference extension to find them quickly. Recording follows the same retention rules as ordinary call recordings — see Call Recording.
Tips
- Always set both a participant PIN and an Admin PIN — without them, anyone who knows the extension can drop into the call.
- Turn Mute on Entry on for large all-hands rooms; the moderator can unmute speakers as needed.
- Use Wait for Admin for executive briefings so the conversation does not start before the chair joins.
- For one-time external meetings (with email invites, scheduled times, and dial-in for guests), use the Meetings feature instead of a permanent conference room.
Next Step
Last updated: 2026-05-01