Conferences

Conferences

A conference room is a persistent audio bridge with a fixed room number. There’s no scheduling and no per-meeting setup: anyone who joins the room at the same time is in the same call. Use rooms for recurring team calls, an always-open “war room”, or a customer dial-in number.

Nova PBX → Collaboration → Conferences lists every room with its number, participant cap, PIN status, and status.

Related pages: Feature Codes · Inbound Routes · Recording Settings

Joining a Room

• From any internal phone: dial 8 + the room number. Room 700 → dial 8700. (This is the 8XXX wildcard feature code.)
• From outside: point an inbound route’s destination at the conference room. Customers call your public number and land straight in the bridge; staff joins internally via 8 + room number. Same room, two doors.

If the room has a User PIN, callers are prompted to enter it before joining.

Tip

Keep room numbers to 3 digits (e.g. 700, 701, 800). The internal join pattern is 8 + room number as a 4-digit dial, so 3-digit room numbers are what phones can reach.

Creating a Room

1. Click Add room (top-right).
2. Name the room and pick its Extension (the room number — 3 digits recommended; it cannot be changed after creation).
3. Set Max participants (1–500). Joiners beyond the cap are rejected.
4. Optionally set PINs and join behavior (below).
5. Click Create room, then push live with Apply Changes.

Security & Options

Setting	What it does
User PIN	Numeric PIN required from every participant before joining. Leave blank for an open room.
Admin PIN	A second PIN that grants host controls to whoever enters it.
Record conference	Save the room’s audio to the recordings library.
Mute on join	Participants enter muted by default — good for large announcement-style calls.
Announce join / leave	Play a tone when participants enter or exit.
Enabled	Disabled rooms don’t accept joiners.

Caution

An open room (no User PIN) is joinable by anyone who can dial 8 + its number. For anything sensitive, set a User PIN and rotate it periodically.

Common Patterns

Weekly team call. Room 700, User PIN set, max 10. The recurring calendar invite carries “dial 8700 (internal) or +1-555-… (external), PIN 4321”.

Open war room. Room with no PIN, max 20. The team hops in and out all day during a launch.

Customer dial-in. Inbound DID → conference room destination. Staff joins internally; customers via the public number.

Troubleshooting

• “Invalid” when dialing the room — confirm you’re dialing 8 + the room number (not the room number bare), the room is Active, and staged changes have been Applied.
• PIN not accepted — PIN entry relies on DTMF; a phone with misconfigured DTMF can’t send digits. Test from a known-good phone.
• Room is full — raise Max participants on the edit page and re-apply.