Configuring Virtual Meeting Rooms (VMRs)

A Virtual Meeting Room (VMR) is a virtual meeting space that is always available to hold a Pexip Infinity conference. It can host any number of people from any type of device. Each VMR has one or more aliases associated with it, and participants access the conference by dialing one of these aliases. VMRs can be PIN-protected, and you can also assign Host and Guest privileges to conference participants.

To create a new VMR, go to Services > Virtual Meeting Rooms and select Add Virtual Meeting Room.

To edit an existing VMR, or to view its details (including all the aliases associated with it), go to Services > Virtual Meeting Rooms and select the name of the VMR.

As an alternative to manually configuring your VMRs:

Any configuration changes made to VMRs are replicated to all Conferencing Nodes within 60 seconds and applied to any subsequent conferences in that VMR. If there are any conferences already in place that use the VMR, any attempts to join it after the configuration has been replicated may be affected by the new configuration settings. Therefore, we do not recommend changing VMR configuration while a conference is in progress in it, as this may lead to an inconsistent user experience.

When adding or editing Virtual Meeting Rooms, the options are:

Option Description
Name

The name used to refer to this VMR.

If you can access this VMR via a Virtual Reception then the VMR Name entered here is shown to conference participants as they are transferred into the VMR (it is overlaid onto the virtual_reception_connecting splash screen of the theme associated with the Virtual Reception that is transferring the call).

Description A description of the VMR.
Creation time This read-only field shows the date and time when this record was first configured.
Host PIN

This optional field allows you to set a secure access code that must be entered by VMR participants before they can join the conference.

If Allow Guests is set to Yes, then the Host PIN will apply to the conference Host(s) only.

For more information, see About PINs, Hosts and Guests.

  • PINs must use the digits 0-9 only.
  • PINs may optionally end with #.
  • PINs must be between 4–20 digits long, including any #.
Allow Guests

Yes: the conference can have two types of participants: Hosts and Guests. You must configure a Host PIN to be used by the Hosts. You can optionally configure a Guest PIN; if you do not configure a Guest PIN, Guests can join without a PIN, but the meeting will not start until the first Host has joined.

No: all participants have Host privileges.

Default: No.

Guest PIN

This optional field allows you to set a secure access code that must be entered by VMR Guests before they can join the conference.

For more information, see About PINs, Hosts and Guests.

  • Host PINs and Guest PINs must be different.
  • PINs must use the digits 0-9 only.
  • PINs may optionally end with #.
  • PINs must be between 4–20 digits long, including any #.
  • If the Host PIN ends in # and a Guest PIN is used, the Guest PIN must also end with #.
  • If # is not used, Host PINs and Guest PINs must have the same number of digits.
  • You cannot configure a Guest PIN unless you have already configured a Host PIN.
View

The layout controls the maximum number of other participants that each participant will see, and how the participants are arranged on the screen. For more information, see Selecting the layout seen by participants.

Default: Large main speaker and up to 7 other participants (1+7 layout).

Show names of participants

If participant name overlays are enabled, the display name or alias of the participants (the current main speaker and thumbnails) is shown in a text overlay along the bottom of their video image. For more information, see Showing the names of participants as a text overlay.

Default: No.

Theme

The theme for use with this VMR. For more information, see Customizing conference images and voice prompts using themes.

Default: <use Default theme> (the global default theme is used).

Owner's email address

The email address of the owner of the VMR.

  • For VMRs created using LDAP synchronization, provisioning messages for this VMR will be sent to this address.
  • For VMRs created by manual input, CSV import, or via the API, this field is optional.
Advanced options
Automatically Dialed Participants

When a conference begins in this VMR, a call will be placed automatically to any participants selected here. To add an Automatically Dialed Participant that is not already on the list, select the icon to the right of the selection fields.

For more information, see Automatically dialing out to a participant from a conference.

Guests can present

Controls whether the Guests in the conference are allowed to present content.

  • Yes : Guests and Hosts can present into the conference
  • No : only Hosts can present

Default: Yes

Enable chat

Whether chat messaging is enabled for the conference:

Default: Use global chat setting.

Maximum inbound call bandwidth (kbps)

Specifying a maximum inbound call bandwidth will limit the bandwidth of media received by Pexip Infinity from each individual participant dialed in to this VMR. For more information see Managing and restricting call bandwidth.

Maximum outbound call bandwidth (kbps)

Specifying a maximum outbound call bandwidth will limit the bandwidth of media sent from Pexip Infinity to each individual participant dialed in to this VMR. For more information see Managing and restricting call bandwidth.

Conference capabilities

Allows you to limit the media content of the conference. For more information, see Controlling media capability.

Default: Main video + presentation.

Participant limit

This optional field allows you to limit the number of participants allowed to join this VMR. For more information see Limiting the number of participants.

Service tag

This optional field allows you to assign a unique identifier to this service, which you can then use to track use of the service.

VMR origin

This read-only field shows the name of the service (if any) used to create this VMR.

  • For VMRs created using LDAP synchronization, this will be LDAP Sync template: followed by the name of the LDAP sync template being used.
  • For VMRs created by manual input, CSV import, or via the API, this will be blank.
Aliases
Alias: #1
Alias

The alias that, when received by Pexip Infinity, will cause it to route the call to this service (Virtual Meeting Room, Virtual Auditorium, Virtual Reception, scheduled conference, or Test Call Service).

The alias entered here must match the alias as it is received by Pexip Infinity. Wildcards and regular expressions are not supported.

In most cases, the alias received by Pexip Infinity will be the same as the alias that the conference participant dialed from their endpoint, but there are some exceptions, described in About aliases.

You may also want to define multiple aliases for the same service to ensure that it can be accessed by devices and protocols that enforce specific alias formats — for more information, see Using multiple aliases to access the same service.

Description An optional description of the alias. This is useful if you have more than one alias for a service. Note that this description may be displayed to end users on registered Infinity Connect clients who are performing a directory search.
Add another Alias Select this option if you want the VMR to be accessible by more than one alias. For more information, see Using multiple aliases to access the same service.