Meetings

Overview

VeloPBX Meetings is the modern audio + video conferencing feature: a tenant administrator schedules a meeting from the Web Portal, the system generates a join link and an optional PSTN dial-in number, and participants connect from a browser, the VeloPBX desktop or mobile client, an IP phone, or any landline. Meetings support recording, host controls (mute, lock, kick), screen share through the WebRTC client, and email invitations sent to a list of invitees.

If you only need a permanent audio bridge that participants dial into by extension — no scheduling, no invitees, no video — use Conferencing instead. Conferencing is the audio-only sibling of Meetings: it gives you a single static room number with a participant PIN and an admin PIN, and it stays available 24/7 on the same extension. Meetings, by contrast, is built around a scheduled session with a defined start and end time, an invitee list, a unique join link per meeting, and full video.

In the Web Portal, navigate to Advanced Services → Meeting:

https://pbx.fortis-tele.com:8887

Note: Browser-based joins require VeloPBX SBC to be configured for WebRTC, and email invitations require an SMTP server to be configured at the system level. Both prerequisites are usually handled during the initial deployment.

Creating a Meeting

Step 1 — Open the meeting form

1. Sign in to the Web Portal as Tenant Admin.
2. Open Advanced Services → Meeting.
3. Click Add.

Step 2 — Basic information

The meeting extension must not collide with an existing extension, ring group, queue, virtual receptionist, or another meeting.

Step 3 — Security

Step 4 — Participants and video

Step 5 — Language and time

Step 6 — Optional features

Step 7 — Save

Click OK. The PBX creates the meeting and opens a confirmation dialog with the join link, the dial-in details, and a Copy Invitation button.

Inviting Participants

There are three ways to bring people into a meeting.

1. Email invitations

When you create the meeting, fill the Invitees (Email) field with one or more email addresses. The PBX automatically sends each invitee a templated email containing:

• The meeting topic and scheduled time
• The join link (web URL with the meeting ID, optionally with the passcode embedded)
• The dial-in PSTN number(s), if PSTN dial-in is configured
• The meeting extension and PIN

Tip: The email template uses placeholders such as %%TOPIC%%, %%TIME%%, %%PASSWORD%%, %%JOIN_LINK%%, and %%DIAL_NUMBER%%. You can customize the wording centrally under Configuring Email Notifications without re-entering invitees per meeting.

2. Copy and share the invitation manually

After saving the meeting, click Copy Invitation. The clipboard now contains the full meeting card (topic, time, join link, dial-in numbers, meeting extension, PIN). Paste it into chat, a calendar event, or any other channel.

3. Invite while the meeting is running

Open Advanced Services → Meeting, select the meeting, and click Manage. From the meeting control panel, click Invite and either:

• pick an internal extension from the list, or
• type a mobile number or landline (the PBX places an outbound call through the SIP trunk and patches the answered call straight into the meeting).

Joining a Meeting

VeloPBX supports three independent join paths so that internal staff, remote workers, and external callers can all connect with whichever endpoint is closest at hand.

Path A — Click the invite link

1. The participant clicks the join link from their email or chat.
2. The browser opens the VeloPBX web meeting page automatically. The meeting ID and (if embedded) the passcode are pre-filled.
3. They enter their display name and pick a speaker, microphone, and camera from the dropdowns.
4. They click Join.

This path is the most common for external invitees. No software installation is required — modern Chrome, Edge, Firefox, and Safari all work.

Path B — Dial the PSTN number

External callers without a browser (or whose internet is unreliable) can join by phone:

1. The participant dials a configured PSTN dial-in number, for example +374 60 123456.
2. If the DID is routed directly to the meeting, the call connects immediately.
3. If the DID is routed to a Virtual Receptionist, the receptionist prompts the caller to enter the meeting extension via DTMF; once entered, the call is routed into the meeting.
4. If a Meeting PIN is configured, the system prompts for it before admitting the caller.

Path C — Internal extension dial-in

Anyone signed in to a VeloPBX endpoint (IP phone, desktop app, mobile app, or WebRTC client) simply dials the meeting extension — for example 1001 — and is connected directly. They are prompted for the PIN if one is configured.

Important: External participants will need the Meeting PIN if you set one. Make sure the PIN is included in the invitation, or they will be stuck at the prompt.

During the Meeting

Once the meeting is running, open it from Advanced Services → Meeting and click Manage to reach the live control panel.

Meeting-level controls

Per-participant controls

For each row in the participant list, the Action column lets the host:

• Host — pin a participant’s video as the main feed for everyone
• Mute / Unmute — toggle a single participant’s microphone
• Hang Up — remove the participant from the meeting

Claiming host privileges from inside the meeting

A participant who joined by phone or by link (without admin rights) can promote themselves to host:

1. Press DTMF *8 on their keypad or dialer.
2. Enter the Admin PIN.
3. The system confirms with a short audio prompt; meeting controls become available.

This is the same mechanism the audio-only Conferencing feature uses, so users only have to learn it once.

Screen sharing

When the meeting mode includes video, participants joining from the browser-based WebRTC client can share their screen using the share button in the control bar. Screen share is sent as an additional video stream and respects the same bitrate and frame rate the meeting was configured with.

Recording

Meeting recordings are produced when either Record Meeting Automatically is enabled at creation time or the host clicks Record during the live session.

• Recordings are stored on the PBX and listed under the meeting’s Recording Files entry in the meeting control panel.
• A direct Download action gives you the file (typically .wav for audio-only meetings and .mp4 for video meetings).
• Recording retention follows the tenant’s call-recording retention policy — see Call Recording for the details.

Important: Local laws on recording vary. Some jurisdictions require explicit consent from every participant before a meeting may be recorded. Check your obligations before turning Record Meeting Automatically on for tenant-wide use.

Recurring vs One-Off Meetings

Meetings have a defined Start Time and End Time, but the meeting object itself stays in the system after the end time has passed. This gives you two practical patterns:

• One-off meetings — schedule the meeting, send invitations, run it, then either delete it or let it sit dormant until you need to reuse the same extension.
• Recurring meetings — keep the same meeting object and reschedule its start/end times each week (or month) before the next occurrence. Invitees keep the same join link, so calendar entries created from the first invitation continue to work.

For a permanent room with no scheduled time at all — for example a daily stand-up that anybody can drop into — use the audio-only Conferencing feature instead; that is exactly what it is designed for.

Recommendations

• Bandwidth. A 1080p video stream at 30 fps and 4096 kbps consumes meaningful uplink bandwidth per participant. For meetings with more than four or five remote sites, drop to 720p and 2048 kbps to leave headroom for screen share. Conversely, if everyone is on the same office LAN, you can push higher.
• External participants need the password. If the Meeting PIN is set, every join path prompts for it, including the PSTN dial-in. Make sure the PIN appears in the invitation email or in whatever message you send to external guests; otherwise they will hit the prompt and call your support line.
• Use the lock control once everyone has joined. Locking the meeting prevents accidental drop-ins from someone who guesses the extension. It is the meeting equivalent of “shutting the door”.
• PSTN dial-in is shared infrastructure. If you have one DID and many meetings, route the DID to a Virtual Receptionist and let callers enter the meeting extension as DTMF — that lets one number serve every meeting in the tenant without conflicts.
• Record only when needed. Recordings consume disk space on the PBX. Enabling Record Automatically for every recurring meeting can fill the storage allowance quickly; prefer to record on demand from the live control panel.
• Test the link before you send it. After creating a meeting, open the join link in a private browser window. If WebRTC or SBC are misconfigured, you would rather find out before twenty external invitees do.

For help with PSTN routing or invitation email templates, contact [email protected] or call +374 60 443310.

Next Step

→ Conferencing (Audio-Only Rooms)

Last updated: 2026-05-01