Using the Pexip Secure Meetings for Justice admin portal

This page provides an overview of the Pexip Justice portal where administrators can manage hearings and scheduling tasks, such as creating participants, editing the email invite template, and configuring authentication.

My Calendar view

The My Calendar view shows only the hearings you are scheduled to attend as a participant. It matches the email address associated with your signed-in portal account to the email addresses listed for Participants.

You can join a hearing directly from the My Calendar view.

Hearings

The Hearings page shows all hearings that you are assigned to, or have access to view and/or edit based on permissions set by Access groups (Global settings) or administrator status.

From this page, you can:

  • View details of all scheduled hearings, including those that have already finished.
  • Create a new hearings.
  • Edit or delete scheduled hearings.

Before scheduling a hearing, you must create Participants and Roles, and complete the information required in Meeting settings.

Participants

Participants are the individuals or endpoints that can be selected to attend a hearing. You can add new participants, and edit or delete existing participants. All participants and their associated details remain in the portal unless manually deleted.

Optionally, you can synchronize corporate user accounts to from an Identity Provider (such as such as Microsoft Entra ID) to the participants list. Participants synchronized in this way are labeled as Externally Managed in the list. See Using SCIM to synchronize participants for more information.

Creating a participant

To create a participant, go to Participants > Create new participant and complete the fields as described below.

Name The name of the participant. Note that a participant can choose to change their display name at the time of joining the hearing.
Enforce display name Select this box to enforce the use of the name as entered above. The participant can no longer change this at the time of joining.
Email address Email address of the participant. Email invitations to the hearing and any other email communications are sent to this address.
Description Optional. Enter a description of the hearing or any other important information.
Dialout Alias

Optional. If specified (for example, a SIP endpoint), this alias can be used to automatically dial a participant into a hearing. To enable this, turn on the Auto dial option when assigning the participant to the hearing. The participant will then be dialled automatically when the Host joins the hearing.

Do not use Dialout Alias for RTMP streaming or recording services. These services must be started manually from within the hearing.
Authentication

You can control how a participant is authenticated when joining a Virtual Meeting Room (VMR) hearing.

Authentication method: Choose authentication by Pin or SSO.

Pin: Enter a Pin which the participant is required to enter when joining the hearing. PINs must use digits 0-9 only and must be between 4–20 digits long.

Use static PIN value: When enabled, the participant uses the same PIN for every hearing. When disabled, a unique random PIN is generated each time the participant is assigned to a hearing or meeting.

SSO provider: Select the Identity Provider to use to authenticate this participant. To use this authentication method, at least one SSO provider must be added in Settings > SSO providers.

Expected value: The value which is expected to match the configured attribute from the SSO provider.

When you have entered all the required information, select Save changes.

Editing a participant

To edit an existing participant, select the participant from the list, edit and select Save changes.

Deleting a participant

To delete an existing participant:

  1. Go to Participants in the portal.
  2. Select the participant's name.
  3. Select the ellipsis from the top-right corner of the page and select Delete.

Meeting settings

A range of hearing-related settings can be applied:

Roles

Add, edit, or delete a role from this page. There can be multiple roles and you can choose to give certain roles Host permissions.

When joining a hearing, a Host participant enters the main room instead of a breakout room and has control permissions that a guest does not, such as:

  • Move people between rooms.
  • Rename rooms, add further rooms, or close rooms during the breakout sessions.
  • Join any breakout room at any time with access to full audio and video, presentation, and chat capabilities.
  • Read all chat messages and events from all breakout rooms at any time, if chat is enabled. Guests can only read the chat messages of the breakout room that they are in.

Languages

Add different languages here if you intend to use the interpretation feature in a hearing.

Alias templates

Alias templates are used to generate the aliases that participants use to dial into a conference.

Every participant assigned to a hearing is given a unique personal alias. The alias is used to identify each user and apply the correct display name, authentication method, and configuration settings. Only administrators have the ability to configure the format of the aliases.

An alias template must contain one of the following variables:

  • {{ long_alias }}

    This generates a UUID and may be more suitable for WebRTC calls where the alias does not have to be entered manually. Example: 958e52ba-4328-424b-8d77-c18a59f4c1da

    •   or

  • {{ short_alias }}

    This generates a 9-digit number which may be easier to dial from a video endpoint. Example: 958524328

Aliases can include a domain or subdomain, but this is optional. They can contain numbers, letters, dashes, and dots. Wildcards and regular expressions are not supported.

SSO providers

Add an Identity Provider if you intend to use single sign-on (SSO) for participant access to a hearing.

  • IdP group: the name of the Identity Provider.
  • IdP attribute: the value used for authentication, such as email or username.

Themes

The themes available, as configured in Pexip Infinity.

Layouts

The layout view that each participant has of all the other participants in the hearing. Examples and further information about the different views are available here.

RTMP streams

If you want a hearing to be streamed as a live event, or recorded and stored for later viewing, you can create an RTMP stream. See streaming and recording for more information about these services.

To enable RTMP streaming with Pexip Secure Meetings for Justice, a configuration change is currently required on your Pexip Infinity deployment. For information on the required change, please contact your Pexip authorized support representative with the reference GH-38804. Note that this modification must be reapplied after every upgrade of your Pexip Infinity platform.

Dynamic stream URLs

Select Dynamic URL if you want to generate the RTMP streaming URL dynamically, based on the properties of the hearing.

This feature does not work correctly in this release — it will not substitute the variables with the meeting properties. This issue will be fixed in version 6.

When enabled, the Streaming URL is treated as a Jinja template, allowing you to generate dynamic URLs based on the following variables:

  • encounter_id
  • encounter_name
  • encounter_start_date
  • encounter_start_time

For example, the Streaming URL could be in the style: rtmps://stream-pexample.com/live/{{ encounter_name }}

All variables used are URL-encoded in the final URL.

Email templates

The subject and content of the email that is sent to participants. This email usually contains the necessary joining information for the hearing and any other important details required before the hearing begins.

Administrators can customize the email template used for hearing invitations.

Use Preview email to generate a preview of the email before saving changes. This makes it easier to validate formatting, wording, and template variables.

The Email template page also includes a list of all supported template variables that can be inserted into the subject and body of invitation emails.

Hearing templates

Hearing templates allow you to create a hearing based on previously designed templates that contain preconfigured settings, so that you do not have to adjust all the settings for every new hearing.

To use a template, you must first add one or more templates in Hearings > Create From Template > Create new hearing template. Currently, the hearing templates that you create are personal.

Global settings

A range of globally-applied settings can be configured:

SMTP server

The SMTP server settings are used to send email invitations and communications to the hearing participants.

You can also use these settings to validate your configuration. When editing the SMTP server settings, select Save and send test email to send a test message to a specified email address and confirm that the configuration is working correctly.

We do not recommend using Office 365 for outbound mail in production environments due to rigid rate limiting.

The following table describes the fields you can configure when adding or editing an SMTP server:

Option Description
Description A description of the SMTP server.
Address The IP address or FQDN of the SMTP server.
Port

The port on the SMTP server to connect to.

Default: 587.

Username

Password

 These are optional fields where you can specify the credentials of a valid account on the SMTP server.
From email address The "from" email address to use when sending emails via this server. This must be an email address that is permitted to be used for sending email using this server and account.
Connection security

The type of connection security to use when connecting to this email server.

The default option, StartTLS, uses an encrypted connection.

Authentication

You can configure how users authenticate when accessing the Pexip Justice portal.

Select one of the following authentication modes:

  • Local: Users authenticate using accounts managed within the portal.
  • OIDC: Users authenticate via an external OpenID Connect (OIDC) Identity Provider, enabling single sign-on (SSO).

Authentication configured here applies to the access to the Pexip Justice portal. It is separate from authentication to the Pexip Infinity Administrator interface.

When using OIDC, users are redirected to the configured Identity Provider to sign in. After successful authentication, they are returned to the portal with access granted based on their assigned roles.

To access the Pexip Justice portal via OIDC authentication, you must have an email address associated with your account or attribute mapping must be configured in the Identity Provider.

Complete the authentication settings in the Pexip Justice portal using the details provided by your Identity Provider.

OIDC configuration

The following fields are required when configuring OIDC:

Option Description
Mode Select OIDC to enable authentication through an OIDC Identity Provider.
OIDC metadata URL The URL of the Identity Provider's metadata endpoint. This provides configuration details, such as authorization and token endpoints.
OIDC client ID

The client identifier assigned when registering the portal with your Identity Provider.

OIDC client secret

 The client secret used to authenticate the portal with the Identity Provider.
Disable local login when using OIDC Prevents users from logging in using local accounts when OIDC is enabled.
Default Feature Group

The default role assigned to users authenticated via OIDC if no explicit role mapping is configured.

If the client secret is updated in your Identity Provider, you must also update it in the portal in Global settings > Authentication > Edit Authentication > OIDC client secret.

Users

Users is a list of all authenticated user accounts that have access to the Pexip Justice portal. For each user, you can edit the username and email address, and configure permissions and groups.

  • Staff status: The user can log in to the admin (portal) site.
  • Superuser status: The user receives all admin permissions automatically, without another user having to explicitly assign the permissions.
  • External user: An informational field only. This will be false for the default admin user, and true for a user that is created when someone logs in via OIDC.
  • Active: The user is treated as active. You can deselect this instead of deleting the account entirely.
  • Feature groups: Assign the user to one or more Feature groups, if required.
  • Access groups: Assign the user to one or more Access groups, if required.
  • Default access group: The access group that objects created by this user will be assigned to by default.

If added to a group, the user will receive all of the permissions of that group.

Members of the Logviewer feature group can download the Scheduler for Web developer log from the Global settings page. This log is used for troubleshooting and might be requested by your Pexip authorized support representative. See Download the developer log for more information.

OAuth2 Clients and OAuth2 Tokens

Here you can add OAuth2 clients that will use OAuth2 to authenticate and authorize user accounts connecting to the Pexip Justice REST API.

Feature groups

Feature groups allow you to restricts a user's editing and viewing capabilities of everything in the portal. For example, you can create a feature group so that users in this group can view participants, but cannot create new participants or edit existing participants.

Feature group permissions editor

When configuring feature groups permission, administrators should use caution when granting the Can add feature group and/or Can add user permissions. These permissions allow users to modify feature group assignments for other users, which can grant full administrative privileges across the portal.

To configure these permissions:

  1. Go to Global settings > Feature groups.
  2. Select the feature group you want to edit.
  3. On the Edit feature group page, locate the Permissions section.

Only assign Can add feature group and Can add user permissions to administrators who explicitly require this level of access.

Members of the Logviewer feature group can download the Scheduler for Web developer log from the Global settings page. This log is used for troubleshooting and might be requested by your Pexip authorized support representative. See Download the developer log for more information.

Access groups

Access groups restrict which hearings are visible for users in particular groups. In hearings > [hearingname] > Additional settings > Permissions, you can configure which access groups have permission to view and edit that specific hearing.

Licenses

Before you can use Pexip Justice, you must install a system license that permits basic operation of the platform. This is in addition to the call licenses required on Pexip Infinity.

To manage the licenses that are installed on your system, go to Global settings > Licenses.

At the top of the page, you can view all currently installed licenses. The Stored license request section lists any licenses that were not automatically activated or returned, and are awaiting manual processing.

Network requirements for managing licenses

Before adding, moving, returning or repairing a license:

  • You must have an active internet connection from the Pexip Justice appliance (otherwise you must use offline/manual activation).
  • License requests are sent to activation.pexip.com. To ensure successful license activation and management, you must configure your firewall to allow outbound HTTPS port 443 connections from the appliance to activation.pexip.com.

Adding licenses

To add a new license:

  1. In the admin portal, go to Global settings > Licenses.
  2. Select Add License.
  3. In the License entitlement key field, enter the activation key provided by your Pexip authorized support representative.

  4. Leave the Manually activate checkbox clear (unless you have been instructed to select this option by your Pexip authorized support representative, or you need to perform a manual activation due to network connectivity issues or for security reasons).

    If you are performing a manual activation, follow the same instructions as for Pexip Infinity but perform those operations in the Pexip Justice appliance's admin portal (Global settings > Licenses).

  5. Select Save changes.

The system will automatically generate a file containing the license request. It then attempts to contact the Pexip licensing server and send it this file to activate the license.

  • If the license is activated successfully, you are returned to the Licensing page and the new license is shown under the Licensing section.
  • If the activation attempt is unsuccessful (for example, if the system was unable to establish a connection to the Pexip licensing server), or you selected Manually activate, the license is saved as a Stored license request. You must then activate it manually.

License management and troubleshooting

License management on the Pexip Justice appliance works in the same manner as for Pexip Infinity.

  • If the system reports an invalid license, this could mean that the license has not been activated, or it has expired.
  • If you need to move, return or manually activate a license, follow the relevant Moving a license or Returning a license or Manually processing a stored license request instructions as for Pexip Infinity, but where it refers to the Pexip Infinity Management Node you should perform those operations in the Pexip Justice appliance's admin portal (Global settings > Licenses).

General settings

The following general settings can be configured in (Global settings > General):

Option Description
Grace period The duration of time when the hearing is active before the start time and after the end time. For example, if the grace period is 10 minutes, participants can join the hearing 10 minutes before the start and 10 minutes after the end of the hearing.
Default portal language The language that is displayed when a user first loads the portal.
Default breakout rooms mode Whether breakout rooms are created manually or automatically for newly created hearings by default.
Default webapp URL

The default URL of the webapp. This is used to generate links to the webapp on the My Calendar page and in email notifications, and can be referenced via the {{ default_webapp_url }} variable in your email templates.

Example: https://pexample.com/webapp3/
Default pin length The default pin length for newly created participants.
Default response type Sets the default action that occurs when someone dials an unknown alias, or enters an unknown Hearing ID or video address from a Pexip Justice join link. If you set this to continue and someone dials an unknown alias, Pexip Infinity looks for the alias in its internal database. If a matching VMR is located, the call is allowed to continue. If you set this to reject and someone dials an unknown alias, the call is not allowed to continue, even if there is a VMR matching that alias in your Pexip Infinity deployment.
Portal branding Configure the appearance of the Pexip Justice portal, including the portal logo, page header colors, light and dark theme colors, and sign-in page background image.
Select the ellipsis and select Generate colors to automatically generate a color scheme based on a selected brand color. You can also select whether the brand color is applied to the page header, light theme, or dark theme.
Select Reset portal branding to restore the default branding settings.
Breakout room prefix The prefix used when Pexip Justice automatically creates breakout room names. By default, breakout rooms use the prefix "Waiting room -". You can customize this value to match your organization's naming conventions.
Passthrough aliases If you have an alias registered in your Pexip Infinity deployment that has not been added in your Pexip Justice portal, you can add that alias here so if someone dials the alias from a Pexip Justice join link, the call will be allowed to connect or "pass through". Note that if Default response type is set to continue, then the Passthrough aliases option is removed.

Using SCIM to synchronize participants

System for Cross-domain Identity Management (SCIM) is an open standard and protocol for automating the exchange of user identity information between different IT systems and applications. SCIM authentication tokens are used to synchronize corporate user accounts to the participants list in the Pexip Justice portal.

Microsoft Entra ID is the validated and supported Identity Provider (IdP). The integration follows the SCIM 2.0 standard, so other SCIM-capable IdPs, such as Keycloak can also be used, but are not officially validated.

Changes made in the source system may take up to an hour to synchronize to the participants list.

Synchronization is one-way, from the IdP to the participants list. When a user is deactivated or unassigned in the IdP, the corresponding participant is permanently deleted from the participants list; it is not retained as an inactive participant. If the user is later reactivated, a new participant is created from the attributes sent by the IdP. Any settings previously applied locally in the portal, including a generated PIN, are not restored.

A publicly-signed certificate is required for this integration.

Participants synchronized using SCIM are labeled Externally Managed in the participants list.

To set up participant synchronization:

  1. Create a SCIM auth token in the Pexip Justice portal.
  2. Create a Microsoft Entra application and configure provisioning with the SCIM auth token.
  3. Add the Pexip-specific participant attributes to the Microsoft Entra provisioning schema.
  4. Configure the attribute mappings and assign the users or groups to synchronize.
  5. Ensure that the Pexip Justice portal is accessible from the SCIM client.

These processes are described in more detail below.

Creating a SCIM auth token in the Pexip Justice portal

To create a SCIM auth token:

  1. Go to Global settings > Scim auth tokens in the Pexip Justice portal.
  2. Select Create new token.

    The page updates and a New token created message is displayed.

  3. Copy the full token key from the message that appears.

    You will need this when setting up the Microsoft Entra application.

    Generated SCIM authentication token

    The key starts with scim_auth_token_ and is displayed only once. You must copy the whole key.

Creating a Microsoft Entra application

To synchronize users with the Pexip Justice participants list, you must create and configure a Microsoft Entra application.

Create and configure the application

To create and configure a Microsoft Entra application for SCIM provisioning:

  1. In the Azure portal, select Microsoft Entra ID > Enterprise Applications > New application > Create your own application.
  2. Enter a name for the application.
  3. Select Integrate any other application you don't find in the gallery (Non-gallery).
  4. Select Create.
  5. Open the newly created application and select Provisioning.
  6. Select Connect your application.
  7. Complete the following admin credentials fields:
    1. Tenant URL: Enter https://<your-domain>/scim/v2/, replacing <your-domain> with the FQDN of your Pexip Justice portal.
    2. Secret token: Enter the full SCIM auth token you created in the Pexip Justice portal.
  8. Select Test connection, then select Create if the connection is successful.

Add Pexip participant attributes to the provisioning schema

The Pexip SCIM extension schema provides additional participant attributes that you can optionally synchronize from Microsoft Entra ID.

The extension schema is:

urn:pexip:params:scim:schemas:extension:participant:2.0:User

It defines the following attributes:

Attribute Type Description
pin Integer The PIN the participant enters to join. Must be 4–20 digits.
authenticationMethod String Determines how the participant authenticates. Currently, only PIN is supported.
optionalName String An alternative display name for the participant.
description String Free-text description of the participant.

To add these attributes to the Microsoft Entra provisioning schema:

  1. In the Azure portal, open the Microsoft Entra enterprise application.
  2. Go to Manage > Provisioning > Manage > Attribute Mapping.
  3. Select Advanced options > Edit customappsso attributes.
  4. Add the following attributes:
  • urn:pexip:params:scim:schemas:extension:participant:2.0:User:description
  • urn:pexip:params:scim:schemas:extension:participant:2.0:User:pin
  • urn:pexip:params:scim:schemas:extension:participant:2.0:User:authenticationMethod
  • urn:pexip:params:scim:schemas:extension:participant:2.0:User:optionalName
  1. Set the data type for each attribute:
  • description: String
  • pin: Integer
  • authenticationMethod: String
  • optionalName: String
  1. Save the schema.

You only need to add the extension attributes that you intend to synchronize.

Configure attribute mapping

After adding the Pexip-specific attributes to the provisioning schema, configure the attribute mappings for the participant data that you want to synchronize.

  1. Select Manage > Provisioning > Manage > Attribute Mapping.
  2. Expand Mappings.
  3. Select Provision Microsoft Entra ID Groups and set it to Disabled.

    Group provisioning is not supported and must be disabled. Leaving it enabled causes provisioning errors.

  4. Select Provision Microsoft Entra ID Users and ensure that it is Enabled.

  5. Edit the user mapping so that the following core attributes remain:

    Source attribute Target attribute
    userPrincipalName userName
    Switch([IsSoftDeleted], , "False", "True", "True", "False") active
    displayName displayName
    mail emails[type eq "work"].value
    objectId externalId
  6. To synchronize a Pexip-specific participant attribute, select Add New Mapping and configure the mapping for the attribute you want to synchronize.

    For example, to populate the participant's description, you can combine multiple Microsoft Entra attributes into a single value:

    1. Specify the Type as Expression.
    2. Specify the Expression as:

      Join("
      ", [jobTitle], [companyName], [department])

    3. Specify the Target as:

      urn:pexip:params:scim:schemas:extension:participant:2.0:User:description

    4. Select Apply.

      The attributes used in the expression depend on the information available in your Microsoft Entra user records. Modify the expression to include the fields that you want to use for the participant description.

  7. Add mappings for any other Pexip-specific participant attributes that you want to synchronize:

    Target attribute Description
    urn:pexip:params:scim:schemas:extension:participant:2.0:User:pin Participant PIN
    urn:pexip:params:scim:schemas:extension:participant:2.0:User:authenticationMethod Participant authentication method
    urn:pexip:params:scim:schemas:extension:participant:2.0:User:optionalName Alternative participant display name
    urn:pexip:params:scim:schemas:extension:participant:2.0:User:description Participant description

    The source attribute depends on which Microsoft Entra user attribute contains the information that you want to synchronize.

  8. Remove any additional default mappings.

  9. Save your changes.

The externalId attribute is used as the stable key for matching an existing participant during subsequent updates. If externalId is not mapped, participants are matched using userName instead.

Only the work email address is synchronized. A participant has a single email address.

If displayName is empty, userName is used as the display name.

Test the provisioning configuration

After configuring the attribute mappings, use Provision on demand to test the configuration with a user.

Verify that the expected participant attributes are synchronized to the Pexip Justice participants list.

Assign users and groups to synchronize

To specify the users and groups that you want to synchronize:

  1. Select Users and groups.

  2. Add the users and/or groups that you want to synchronize.

Entra Users and groups assignment page

Pexip participant attribute behavior

The following behavior applies when using the Pexip-specific participant attributes:

  • If authenticationMethod is set to PIN but no PIN value is supplied, the portal automatically generates a random PIN for the participant.

  • description is read only from the Pexip SCIM extension. A description sent as a top-level core attribute by an IdP that does not support the extension is ignored.

Scheduling a hearing

To schedule a new hearing, do one of the following:

  • On the My Calendar page, left-click a blank area in the calendar and select Schedule hearing or Create from template.

  • Log in to the Pexip Justice portal and go to Hearings, then select Schedule hearing or Create from template.

Complete the fields as described below. The settings are spread across three tabs:

  • Meeting details: for the time, date and participants.
  • Additional settings: to apply any changes to hearing settings from the default values or from the selected template.
  • Breakout rooms: to set up breakout room for the hearing.
Option Description
Name The name or title of the hearing. This is visible in the portal and email template. We recommend that hearing names do not contain any sensitive information.
Meeting details
Start and end

This section sets the schedule for the hearing:

  • Start date: The date from which this hearing is active. Participants cannot join before this date.
  • Start time: The time from which this hearing is active. Participants cannot join before this time, unless a grace period is configured in Global settings.
  • End time: The time when this hearing ends. Participants cannot join after this time, unless a grace period is configured in Global settings.
  • All day: Determines if this hearing lasts all day (and thus hides the start and end times fields).
  • Timezone: The time zone that applies to the start and end time. This adjusts for daylight saving time (DST) if applicable.
  • Make it a recurring hearing: Enable if you want this to be a recurring hearing. You can then configure the Recurrence end date (leave blank to repeat forever), and the Repeat every interval in days, weeks, months or years.
Enable interpretation

Select this to add interpretation functionality and settings to the hearing. You can then assign the Main language spoken in the hearing.

See Interpreter settings for more information.
Hearing participants

Participants can be added to a hearing in several ways:

Schedule hearing page with different ways of adding participant high;lighted.

  • Add participant from catalog: Select Add participant from catalog to add an existing participant from the participant database.
    • The participant's details are copied from the catalog when the hearing is scheduled.
    • Any subsequent changes to that participant in the participant database (for example, changes to name, email address, authentication method, or PIN settings) are not automatically applied to hearings that have already been scheduled.
    • After selecting a participant, select a Role to assign to the participant. If the participant is configured with a Dialout alias, an Auto dial option appears. If you enable Auto dial, the system automatically dials the participant's configured alias when a Host participant joins the hearing.

      Participant dial-out settings

  • Add blank participant: Select Add blank participant to create a one-time participant for the current hearing.
    • Blank participants are not stored in the participant database and are available only for the hearing being scheduled.
    • Specify the participant's name, email address, and role. If you want to override the randomly generated pin, expand Participant details and update the pin.
  • Add myself as a participant: Select Add myself as a participant to automatically add the currently signed-in portal user to the hearing participant list.
Additional settings
Description The description of the hearing or any other information required.
RTMP streams Select one or more RTMP streams for the hearing if live streaming is required.
Guest options

Select the features that guests may use during the hearing:

  • Enable chat: Enable the instant messaging functionality between participants in the VMR and breakout rooms.
  • Enable overlay text: Enable the in-conference display of participant names over their video/picture.
  • Guests can present: Allow guests to present in the main room.
  • Mute all guests: Mute all guests upon entry into the main room by default.
Ad-hoc participants

A participant that joins via an ad-hoc alias is classified as an ad-hoc Guest and is placed into a locked waiting room until a Host admits them into the main VMR. They do not have to enter any credentials. Ad-hoc participants are useful when you do not know in advance who will need to join the hearing, or when you need to allow access for participants who were not included in the original invitation.

You can either enter the Alias manually or select GENERATE ALIAS to automatically create a unique alias.

Using GENERATE ALIAS provides a quick way to create a secure and easy-to-share access point for participants who need to join a hearing without a preconfigured invitation.

For example, if you create 123456789 as an alias, an ad-hoc participant can use the hearing link that has been sent to them manually, enter any display name, and then enter 123456789 as the Hearing ID.

Currently, there is no automated way to send hearing invitations to ad-hoc participants; you must share the details manually. However, you can use the email template variable {{ encounter_aliases }} to include all hearing aliases (including ad-hoc aliases) in the email invitations sent to existing participants.
Virtual Meeting Room (VMR) settings

Select the VMR properties to apply to the hearing:

  • Conference Name Prefix: The name of the service to create. The name of the hearing is used by default. Select Manually override to enter your own prefix. This is visible in the Pexip Infinity Administrator interface.
  • Theme: Choose a theme to use in the main room.
  • Pinning configuration: Choose a pinning configuration to apply. The list of available options contains the names of all of the pinning configurations in the theme associated with the hearing. See Pinning participants for more information.
  • Participant limit: Enter a maximum number of participants allowed in the hearing, if required.
  • Layout: Select the layout view for the main VMR.
  • Breakout rooms mode: Choose whether breakout rooms are created automatically, manually, or not at all (Off).
  • Breakout room theme: The theme to use in the breakout rooms. If left blank, the main theme is used.
Breakout rooms
Breakout rooms

Breakout rooms are the separate meeting rooms for different participants in the hearing.

When you create a breakout room, you must give it a Name and assign a Role to the room. Participants with this role will enter this breakout room when they join the hearing. The example below shows four breakout rooms, one for witnesses, prosecution, defense, and judge.

Breakout room configuration with multiple rooms

Select Locked to cause all participants to remain in a waiting room upon entering this room until they are granted entry by a Host participant. Participants in the waiting room cannot hear or see each other. Participants with roles that have not been assigned to a breakout room at the time of scheduling enter a locked Guest breakout room upon joining the hearing.
Permissions Configure which Access groups have permission to view and edit this hearing.

When you have completed all the required fields, you can either:

  • To save the hearing and send email invitations to all assigned participants, select Save and send email invitations.
  • To save the hearing information without sending any notifications, select Save changes.

Hearing summary

A summary of the hearing can be generated for all the scheduled hearings.

To generate a hearing summary:

  1. Open the hearing.
  2. Select the ellipsis in the top-right corner and select Generate summary.

The generated summary contains key hearing information and participant joining details.

You can:

  • Copy to clipboard to paste the summary into another application.
  • Download the summary for offline use or distribution.

Interpreter settings

Interpretation enables real-time translation during a hearing, allowing participants who do not speak the primary language to fully take part. One or more interpreters can translate the spoken content for specific participants.

When interpretation is enabled:

  • Interpreters and their assigned participants are placed into a dedicated breakout room when they join the hearing.
  • This breakout room is separate from any room defined by the participant’s role.
  • When the hearing starts, the interpreter and participant are brought into the main room together, where they appear as a grouped video tile.
  • Both the interpreter and the participant can see and hear everything in the main room.

Interpreters have additional controls to manage how translation is delivered:

  • Choose the direction of interpretation (for example, from the main language to the participant’s language, or vice versa).
  • Adjust how their audio is heard in the main room (for example, at a reduced volume).
  • Optionally mute outgoing audio to the main room, so only the assigned participant hears the interpretation.

Configuring interpretation

Use interpretation when your hearing involves participants who require live translation into another language. Setting up interpretation requires both administrator configuration and user setup when scheduling a hearing.

Administrator setup

Before interpretation can be used, administrators must configure the required languages and roles:

  1. Go to Meeting settings > Languages, and add all the languages that will be used in the hearing, including the main hearing language.
  2. Go to Meeting settings > Roles and enable the Interpreter toggle for any roles that will be used by interpreters.

User setup

When scheduling or editing a hearing:

  1. Go to the Hearing configuration page when scheduling or editing a hearing.
  2. On the Meeting details tab, select Enable interpretation.
  3. Select the Main language for the hearing.
  4. In the Hearing participants section:
    1. Assign the Participant.
    2. Set the interpreter’s Role (with Interpreter enabled).
    3. Select the interpreter’s Language.
    4. Pair the interpreter with the relevant participant.
    5. Select Save changes.