Setting up your 3CX WebMeeting Account
After purchasing 3CX WebMeeting you will need to configure your account. This entails:
- Deciding which users will have access to 3CX WebMeeting.
- Creating Public Contacts.
- Configuring Default Meeting Settings.
Once you decide which users will have access, you can assign each user with an account to which they can use to login and start holding meetings.
To do this you will need to have the 3CX WebMeeting Admin Welcome email ready, which includes the Portal URL as well as your login credentials.
Configuring 3CX WebMeeting Access
One of 3CX WebMeeting’s cool feature is that you can give everyone within your company the ability to hold web meetings - there is no per user cost!
Nonetheless you must specify which users have access and create accounts for them. You can do this by specifying the users one by one or importing them from a .csv file. You can also configure Active Directory Integration, which means your users can login with their AD credentials. To do this:
Creating Users One by One
- Login to the 3CX WebMeeting Admin portal. Click the link in the welcome email and login using your email address and password.
- Navigate to the “Admin” page and click “Create new”.
- Enter the user’s Email & Name.
- Optionally enter a Phone, Mobile, Extension number and User picture.
- If you wish you can give a user limited time access to 3CX WebMeeting using the expiry date feature.
- Select how much space the user is allowed for documents and recordings.
- Click “Save”.
- Repeat the steps above to create another user.
Import Users via .csv file
If you have a large number of users it is best to import them all in one go. To do this:
- Prepare your .csv file with a user on each line formatted as follows:
- EmailAddress: “firstname.lastname@example.org”, “John Doe”
- Now click the “Admin” tab, on the top menu bar.
- Select “Portal” from the menu on the left.
- Switch to the “Import users” tab and click “Upload .csv”.
- Select the .csv file you wish to import and click “Open”.
- A list containing all the recognized contacts in the .csv file will be displayed.
- Click “Save” to import all displayed users.
Configuring Active Directory
See the full guide on how to configure and Enable Active Directory / LDAP Authentication.
Once you have created your user accounts, the users will receive an email containing the information required to access and login to the portal.
Creating Public Contacts
A public contact is a contact that is visible to all 3CX WebMeeting Server users. Users can invite a public contact to join a web meeting but they cannot edit the contact’s details.These contacts can only be added and edited by the administrator. To distinguish them from private contacts, public contacts are shown in bold. To add Public Contacts:
- Navigate to the “Meetings” page and select “Address book” from the menu.
- Click “Create new”.
- Fill in your contact’s Name, Email, Phone, Mobile Phone and Extension numbers.
- Select the “Invite e-mail language” from the list of available languages.
- Under “Contact type”, make sure “Public” is selected.
- Click “Save”.
You can create contact groups to better manage your contacts. Groups can be used to select and invite multiple participants at the same time. Select an existing group in which the contact will be added, or create a new group by entering the group’s name. In this example, we created a new public contact in a new group called “Team Meetings”.
Setting Default Meeting Options
You can configure default settings for meetings created by any of your users. These settings might need adjustment based on the available bandwidth. These options control the quality of the video and audio that is transmitted to your meetings. Note that changes here affect bandwidth utilisation, and are also dependent on each participant’s hardware. Raising these quality options might have a negative effect on the connection quality of your meetings. Make sure to test your configurations to ensure optimal results.
To set Default Meeting options:
- Navigate to the “Admin” page and from the menu on the left select “Portal”
- Switch to the “Meeting defaults” tab.
- Video bandwidth: Controls the average video upload bandwidth available for all participants.
- Sharing bandwidth: Controls the average screen sharing upload bandwidth available for all participants.
Multimedia Control Unit (MCU)
The MCU is basically where meetings take place. You can specify which MCU to use and choose one that is closer to your participants for optimal video delivery. For Example, if your users are based in Europe then you can choose the “Europe” MCU.
By default the MCU setting is set to ‘No Preference’, this means that when your users create meetings the less used MCU’s will be chosen automatically to host the meetings.
To set a specific MCU for your portal:
- Navigate to the “Admin” page and from the menu on the left select “Portal", then switch to the “MCU” tab.
- From the “Default portal MCU” drop down menu, choose the location that is closest to your participants and click “Save”.
From now on when a user creates a meeting only the MCU you have chosen will be used to host the meeting.