Managing scheduled conferences

Scheduled conference VMRs

When a user creates a scheduled conference using the VMR Scheduling for Exchange feature, a unique Virtual Meeting Room is created for that conference. This VMR is just like any other VMR, except it was created by the VMR Scheduling for Exchange service rather than by an administrator. For this reason, on the Pexip Infinity Administrator interface, scheduled conferences will show a Service type of VMR, and a VMR origin of VMR Scheduling for Exchange: followed by the name of the Pexip Exchange Integration being used.

Viewing all VMRs used for scheduled conferences

All meetings that have been scheduled using the VMR Scheduling for Exchange feature are listed on the Scheduled Conferences page (Services > Scheduled Conferences).

Editing the VMR for a scheduled conference

To view or edit information about a particular scheduled conference's Virtual Meeting Room, select it from the list.

Note that any changes made to a recurring meeting's VMR will apply to all instances of that meeting, since the same VMR is used for all of them.

You can add additional aliases to a scheduled conference's VMR but you should not change either of the aliases that were assigned by VMR Scheduling for Exchange.

When editing scheduled conference VMRs, the options are:

Option Description
Name

The name used to refer to this Virtual Meeting Room.

By default this will be the subject line of the meeting invitation followed by the organizer's name, but you can change the default by editing the content of the Conference name template field.

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 Virtual Meeting Room.

By default this will say Scheduled Conference booked by followed by the organizer's email address, but you can change the default by editing the content of the Conference description template field.

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 scheduled conferences, this will be the email address of the person who sent the meeting request.

Scheduling details
Start time*

This read-only field shows the time at which the scheduled conference will be available for participants to join. This will be the scheduled start time offset by the time specified by the Join before buffer.

For recurring meetings, this shows the start time of the current recurrence. Depending on when VMR Scheduling for Exchange has last synced with the Microsoft Exchange server, this could be up to 24 hours in the past or up to 48 hours into the future.

End time*

This read-only field shows the time at which the scheduled conference will no longer be available for participants to join. This will be the scheduled end time plus the time specified by the Join after buffer.

For recurring meetings, this shows the end time of the current recurrence. Depending on when VMR Scheduling for Exchange has last synced with the Microsoft Exchange server, this could be up to 24 hours in the past or up to 48 hours into the future.

Next recurrence*

(For recurring meetings only)

If the next recurrence is due within the next two days, this read-only field shows the time at which that conference will be available for participants to join. This will be the scheduled start time offset by the time specified by the Join before buffer.

Subject

This read-only field shows the content generated by the Conference subject template field. By default, this is the subject line of the meeting invitation sent by the meeting organizer.

Note that if a user updates the meeting subject and re-sends the invitation, the updated subject will not be reflected in the VMR configuration unless the user has also updated the meeting's start or end time.

* For recurring meetings, information is available up to 48 hours in the future. If there are no instances of the recurring meeting scheduled within this time, these fields will show There are no further scheduled recurrences of this conference in the next two days.
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 used to create this VMR. This will be VMR Scheduling for Exchange: followed by the name of the Pexip Exchange Integration being used.

Aliases

Two aliases are automatically generated for all VMRs created by the VMR Scheduling for Exchange service (for more information, see Management Node generates aliases and join instructions). You must not delete either of these aliases, but you can add additional aliases.

Alias: #3
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.

Viewing all upcoming scheduled meetings

To view all instances of meetings that have been scheduled using the VMR Scheduling for Exchange service, log into Microsoft Exchange and view the calendar for the equipment resource. To do this, you first need to assign full access to the equipment resource's mailbox to a delegate account, and then view the mailbox or calendar using the delegate account. (The delegate account could be the service account, or it could be, for example, an administrator's account.)

Troubleshooting

For help with troubleshooting VMR Scheduling for Exchange issues, see Troubleshooting VMR Scheduling for Exchange.