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Conference

Overview

The myCloudPBX conference bridge gives you a set of numbered conference rooms that callers can join. There are two ways to reach a room:

  • A dedicated inbound number, so people outside the business can dial in.
  • A virtual extension, as an internal speed dial for staff.

You can use both together, pointing an inbound number and a short internal extension at the same room.

Conference calls use your channels

Each inbound call on your conference line counts toward your phone system channel count. If you are unsure how many channels you have available, contact your administrator.

Dedicated conference number

This gives the conference room a phone number that anyone can dial.

From the phone system page, select 'Call Routing'.

Call Routing

Click 'Manage' next to the number you want to use, or 'Add Call Route' to create a new one.

Edit Call Route

General

The General panel on the left sets up the number itself.

Field What it does
Country The country the number belongs to.
Timezone Used for timestamps and for any time based routing on this number.
Phone Number The inbound number callers will dial.
On Hold Music The music on hold stream for this route.
Ring Tone The ring tone presented on this route.
Call Alert Name A label shown with the call, mostly for your own reference.

Three options sit underneath:

  • Virtual Fax routes the number to virtual fax instead of voice.
  • Caller Security Code requires callers to enter a code before the call proceeds. Tick it and enter the code you want to use.
  • Call Recording records calls on this route. See Call Recording.

Securing a conference number

A conference room reachable from a public number can be dialled by anyone who knows it. Caller Security Code here challenges every caller on this number before the call goes anywhere. To put a code on the room itself, so it applies however the room is reached, use the room's own Security Code described under Conference rooms below.

Activity

The Activity panel defines where inbound calls are sent.

  1. Set Activity Action to Conference.
  2. In the field beneath, choose the conference room, for example Room 1.

The gear icon beside the room takes you to that room's own settings.

Other options on the route

The panels above Activity are optional and apply to the number as a whole rather than to the conference.

  • Enable Holiday Feature. When enabled and the selected holiday is active, incoming calls are processed according to the configured holiday action instead.
  • Enable Emergency Routing. Automatically routes calls to an alternative activity when all of the selected extensions are offline, for example during a power or data outage at the site. You can select between 1 and 3 extensions, and every one of them must be offline before the emergency activity is used.
  • Enable Call Forwarding Feature. Lets incoming calls to this number be directed to an extension or an external number. It can be turned on and off from the portal or directly from a handset.

Click 'Save' when you are finished.

Apply changes

Your changes are now ready to 'Apply' to your phone system.

Conference rooms

The rooms themselves are predefined. Open 'Conference Rooms' under PBX Configuration on the phone system page to see them.

Conference Rooms

Each room has a Name and an optional Security Code. Choose 'Manage' on a row to change either.

  • Name is how the room is identified when you pick it as an Activity, so renaming Room 3 to something like Operations makes call routes and virtual extensions easier to read.
  • Security Code challenges anyone joining that room, however they reached it. A room with no code shows No Security Code set.

Because the rooms are predefined, you can reuse them freely and rename them as needs change without affecting anything else on the phone system.

Internal speed dial

A virtual extension pointed at a conference room lets staff join by dialling a short number instead of the full phone number.

Select 'Virtual Extensions' from the phone system page, then click 'Add Virtual Extension'.

Add Virtual Extension

Enter the following:

  • Name. Your reference for the extension.
  • Extension Number. The short number staff will dial. The form suggests the next free number.
  • Activity Action. Choose Conference.
  • Option. Select the conference room number.

Click 'Save', then apply your changes to the phone system.

Tip

Point the internal speed dial at the same room as your inbound conference number so staff and external callers end up in the same conference.