# 25 Meetings After the PortSIP PBX is successfully installed, you can create and manage meetings directly from the Web Portal. #### Prerequisites * You are signed in as a **Tenant Admin** * PortSIP PBX installation is complete *** #### Steps to Create a Meeting 1. **Open the Meeting Configuration Page** * Navigate to **Advanced Services > Meeting**. * Click **Add**. 2. **Basic Meeting Information** * **Topic**\ Enter a meaningful meeting topic to help participants identify the purpose of the meeting. * **Meeting Extension**\ Enter a unique meeting extension number that participants will dial to join the meeting. > This extension must not conflict with any existing extension. * **Meeting Mode**\ Select the desired meeting mode from the **Meeting Mode** drop-down list. 3. **Security Settings** * **Meeting PIN (Optional)**\ If set, participants must enter this PIN to join the meeting. * **Admin PIN**\ The Admin PIN allows a participant to obtain administrator privileges during the meeting. \ To become the meeting administrator, press DTMF **`*8`** during the meeting and then enter the Admin PIN. 4. **Participant and Video Settings** * **Maximum Participants**\ Specify the maximum number of participants allowed to join the meeting. * **Grids for Video Meeting**\ Specify how many video streams are displayed simultaneously.\ Supported values: `auto`, `1`, `2`, `3`, `4`, `6`, `9` * **Bitrate (kbps)**\ Set the video bandwidth usage. * Range: **128 kbps – 8196 kbps** * Higher values provide better video quality. * **Frame Rate**\ Select a frame rate between **5 and 30 fps**.\ Higher values provide smoother video playback. * **Video Resolution**\ Configure video height and width: * **720p**: 720 × 1280 * **1080p**: 1080 × 1920 5. **Language and Time Settings** * **Prompt Language**\ Select the language used for voice prompts when participants enter the meeting. * **Time Zone**\ Choose the meeting time zone. > The tenant’s time zone is used by default. * **Start Time / End Time**\ Set the scheduled start and end times for the meeting. 6. **PSTN Dial-In (Optional)** * **Dial from Landline / Mobile Phone**\ Specify one or more DID numbers that participants can dial from the PSTN to join the meeting.\ Example formats: * `+44 1494 523 500` (UK) * `+33 2022 123 123` (FR) > Ensure inbound rules are configured to route these DID numbers to the meeting. 7. **Inviting Participants** * **Invitees (Email)**\ Enter participant email addresses in the **Invitees** field.\ The PBX sends meeting invitations containing a join link. > For more information, see [Joining a Meeting with the Invite Link](https://support.portsip.com/portsip-communications-solution/portsip-pbx-administration-guide/25-meetings/joining-a-meeting-with-the-invite-link). 8. **Optional Features** * **Record Meeting Automatically**\ Enable this option to start recording as soon as the meeting begins. * **Play Welcome Message When Joining Meeting**\ Plays an audio welcome message when participants join. * **Outbound Caller ID**\ When inviting external participants, the PBX places outbound calls through a configured SIP trunk using this caller ID.\ This caller ID can replace specific SIP fields. > For details, see [Configurable SIP Fields](https://support.portsip.com/portsip-communications-solution/7-trunk-management/handle-outbound-calls-through-sip-trunk#configurable-sip-fields). 9. **Save the Meeting** * Click **OK** or **Save** to create the meeting. *** ### Managing Meetings Once a meeting has been created, tenant administrators and meeting hosts can join, invite participants, and manage the meeting and its participants from the PortSIP PBX Web Portal. *** ### Joining a Meeting After a meeting is created, share the **Meeting Extension** with participants. * Participants can join the meeting by dialing the meeting extension from any SIP client. * Example:\ If the meeting extension is set to **8008**, participants can join the meeting by dialing **8008**. *** ### Inviting Participants In addition to dialing the meeting extension, participants can also be invited directly by the meeting host or administrator. * Extensions within the PBX can be invited directly. * External participants using mobile phones or landline phones can also be invited, provided: * A SIP trunk is configured * Appropriate outbound routing rules are in place See **Managing Meeting Participants** below for details. *** ### Managing Meetings To manage existing meetings: 1. Navigate to **Advanced Services > Meeting**. 2. The meeting list displays all available meetings. 3. Select a meeting to perform one of the following actions: #### Available Actions * **Edit**\ Modify the meeting configuration, such as topic, PINs, participant limits, or video settings. * **Manage**\ Manage the meeting in real time, including participants and meeting controls. * **Delete**\ End and permanently delete the meeting. *** ### Managing Meeting Participants To manage participants in a meeting: 1. Select a meeting from the meeting list. 2. Click **Manage** to open the meeting control panel.
#### Meeting-Level Controls * **Invite Participant** * Click **Invite** to select an extension from the list or enter an extension number manually. * The PBX places a call to the specified extension. * Once answered, the participant is automatically joined to the meeting. * Mobile or PSTN numbers can also be entered, provided outbound calling is properly configured. * **Lock**\ Locks the meeting to prevent additional participants from joining. * **Record**\ Start or stop meeting recording. * **Mute**\ Mute or unmute all participants in the meeting. * **Recording Files**\ View and download the meeting’s recording files. * **Refresh**\ Refresh the meeting status and participant information. *** ### Managing Individual Participants For each participant listed in the meeting, the **Action** column provides controls to manage that participant: * **Host**\ Set the participant’s video as the main video displayed in the meeting. * **Mute / Unmute**\ Click the microphone icon to mute or unmute the selected participant. * **Hang Up**\ Remove the participant from the meeting