Create an Ad-hoc Conference Call using your Desk Phone

Conference calls allow you to easily setup a call between multiple users – up to 32 callers (license permitting). Although many conference call services exist, it’s often easier and cheaper to host your own audio conferences. You can set-up Ad-hoc conference calls, without the need to reserve a conference room. This has been done to simplify the set-up of conference calls.

If you wish to setup a call conference directly from your Desk Phone, you will need to inform the other participants of the conference ID and the number they would need to dial. For example, internal callers will need to dial “700” but external participants will need to dial a specific DID or else dial “700” at the digital receptionist (IVR) menu. They will then need to enter the conference ID that you specified for the conference call. The following steps illustrate how to set up a call directly from your Desk Phone:

  1. Dial the conference extension number, by default  “700“.
  2. You will be requested to enter a conference ID. This can be any number, for example “100” and will be the unique identifier (conference ID) for that specific conference session. Note: If the administrator has configured the phone system to require a security PIN to create a call conference, you must enter it after the conference ID, separated by a *, for example: 100*0000 (where 100 is the conference ID and 0000 the system wide conference PIN). The PIN is only required by the person setting the conference.
  3. If you are the first participant, the conference interface will ask you to confirm creation of the conference. Press * to confirm or # to cancel.
  4. You will be asked to speak your name after the beep and press a button to continue.
  5. All callers who wish to join the conference must first dial “700” to enter the conference menu and then further specify the same conference ID to join a conference or enter a new ID to create a new conference.
  6. You will now enter the conference. If you are the first caller, you will hear music on hold, while you wait for the other callers. As soon as another caller joins, his name will be announced.

Note: Prior to creating the conference, you should notify all of the participants you require to be present in the conference. This notification should include the conference extension number, conference ID, conference PIN, DID and calendar information.

If you want to create a Video Conference download 3CX Phone System and check out 3CX WebMeeting.

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  1. Mark Matty

    I have been having an issue where 2 or 3 of our 150 users will get VERY loud static when placing the person on hold during an ad-hoc conference. I do have custom hold music (corporate ads actually)installed and normally that is what plays. There does not seem to be anything that can be done to change this. A reboot of the phone or a reprovision does not seem to correct it. We are using SNOM 821 phones and are using the playlist feature of the hold music.

    April 24, 2014 at 9:15 pm
  2. Scott Thompson

    Most of our users will not use it because the conference has to be setup before any user can connect (Almost every other will allow participants to join and wait for the conference initiator). If this could be fixed then I think people would use it.

    April 27, 2014 at 9:27 pm
  3. Oliver Stanley

    Thanks so much for share a lot of information. It can be full of helpful tips for those who are really interested in this topic, in particular this very post.

    April 29, 2014 at 8:49 am
  4. Mary

    Its great to know about the upcoming telecom industry news.

    July 8, 2014 at 9:43 am
  5. kathleenrobert

    Conference calls are very essential for all types of businesses today, regardless of their size and nature of work. 3CX IVR systems seem exciting, Definately worth giving a try. Thanks for sharing!!!

    July 14, 2014 at 7:37 am