Joining a Meeting with the Invite Link

Creating a Meeting and Sending Invitations

This article explains how to create a meeting in PortSIP PBX and send meeting invitations to participants.

Participants can join a PortSIP meeting using an invite link, which may be delivered via email, instant message, or directly by the meeting host. The invite link is a web URL that contains the meeting ID and may also include an embedded passcode. This allows participants to join the meeting quickly without manually entering credentials.

When a participant clicks the invite link, their web browser opens a dialog prompting them to join the meeting.

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How Participants Join a Meeting

• The invite link opens the meeting join page in a web browser.

• The link may automatically include:

  • Meeting ID

  • Passcode (if configured)

• Participants can join the meeting with minimal interaction, depending on browser and device permissions.

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Prerequisites

Before creating meetings or sending invitations, ensure the following requirements are met:

WebRTC Support

• PortSIP SBC must be installed and properly configured to support WebRTC.

• For detailed instructions, refer to: Configuring SBC for WebRTC

Email Invitations (Optional)

• To send meeting invitations via email, an SMTP server must be configured.

• For configuration details, refer to: Configuring Email Notifications

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Create a Meeting

To create a meeting in PortSIP PBX and send invitations to participants, follow these steps:

Steps

1. Sign in to the PortSIP PBX Web Portal as a Tenant Admin.

2. Navigate to Advanced Services > Meeting.

3. Click Add.

4. Enter the required meeting information (such as topic, meeting extension, PINs, time settings, and participant options).

5. Click OK to create the meeting.

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After the Meeting Is Created

After you click OK, a dialog box appears displaying the meeting details (as shown in the screenshot below).

From this dialog, you can:

• Copy the invitation Click Copy Invitation to copy the meeting information (including join details) and share it manually via email, chat, or other messaging tools.

• Send email invitations automatically If an SMTP server is configured, the PBX automatically sends meeting invitation emails to all invitees you specified when creating the meeting.

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Joining a Meeting by Clicking the Link

To join a meeting using the invitation link, follow these steps:

1. Click the invitation link provided in the email, message, or chat.

2. Your web browser opens the meeting join page automatically.

3. On the join page:

   • Enter your display name.

   • Select the appropriate speaker, microphone, and camera.

4. Review your device settings to ensure audio and video are configured correctly.

5. Click Join to enter the meeting.

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Join the Meeting by Dialing the Meeting Number

Participants can join a meeting by dialing the meeting number directly from a SIP endpoint.

Join from an IP Phone or PortSIP App

As shown in the example above, invitees can dial the meeting number 110200800 from any of the following clients:

• IP phones

• PortSIP mobile app

• PortSIP Windows desktop app

• PortSIP WebRTC client

Once the number is dialed, the caller is connected directly to the meeting.

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Join the Meeting by Dialing from the PSTN

Participants can also join the meeting from a mobile phone or landline using PSTN dial-in numbers.

Example PSTN Dial-In Numbers

• United Kingdom: [phone]

• France: [phone]

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PSTN Dial-In Configuration Requirements

To enable PSTN access to a meeting:

1. Configure a SIP trunk capable of handling inbound PSTN calls.

2. Create inbound rules to route the DID numbers to the meeting number.

Direct Routing to the Meeting

• Route:

  • 44 1494 523 500 → 110200800

  • 33 2022 123 123 → 110200800

• When a caller dials either PSTN number, the PBX routes the call directly into the meeting.

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Alternative: PSTN Access via Virtual Receptionist

As an alternative approach, you can route the PSTN numbers to a Virtual Receptionist instead of directly to the meeting.

Call Flow

1. Caller dials:

   • 44 1494 523 500 or

   • 33 2022 123 123

2. The Virtual Receptionist answers and plays voice prompts.

3. The caller is instructed to enter the meeting number using DTMF.

4. When the caller enters 110200800, the PBX routes the call into the meeting.

This approach allows multiple meetings to share the same PSTN dial-in numbers.