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 Enter the PIN for the meeting host. Users who join using this PIN are identified as meeting administrators and can manage the meeting.

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:

     • [phone] (UK)

     • [phone] (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.

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.

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