Video Conferencing for Advanced Users
On this topic
Creating a Video Conference
The 3CX Web Client employs WebRTC technology to enable you to organize video conference calls or webinars, so that your participants don’t have to download and install any additional software or plugins.
- “WebMeeting” - click to create a new video conference from the 3CX Web Client.
- “Invite People” - click to start adding participants to a video conference.
- “Add Participants” - add name and email in the Participants list and then click “OK” to invite via email with a link to the web meeting.
- “Copy Meeting Link” - copy the meeting URL to send to other participants.
- “Settings” - click to set WebMeeting advanced options.
- You need to allow the use of the camera and microphone to enable video and sound.
- Participants entering an ongoing conference cannot see previous comments.
- Some video conferencing features require the 3CX Click to Call Chrome or Firefox extension. Install it from here for Google Chrome and here for Firefox.
- To join a web meeting from your smartphone you need to download the 3CX WebMeeting app from the iOS App Store or from the Android Play Store.
Managing a Video Conference in WebMeeting
- “Record” - select the recording format from the available presets and click “Start” to begin recording your video conference. When the meeting ends, the organizer receives an e-mail with the download link to the recorded video.
- “Screen Sharing” - extremely helpful when conducting a product presentation or collaborating with colleagues. See more info below.
- “Remote Control” - an excellent way to provide exceptional customer service and solve problems quickly and efficiently. See more info below.
- “Share PDF” - share documents on the spot. See more info below.
- “Whiteboard” - the ideal tool for brainstorming sessions, business presentations or online classrooms. See more info below.
Share your whole screen, including IM and email notifications, or a single window or application. To share your screen click on the “Screen Sharing” button and select the screen or application window to share.
To stop screen sharing, click on the “Stop Sharing” button on the message above.
To take advantage of this feature the “3CX Remote Control Client” must be installed.
If the Remote Control Client is not installed, the above message appears on your screen. Download and install the client from the link provided and click on the “Request Remote Control” button.
- Once a participant clicks on “Request Remote Control” the meeting organizer sees the “Allow Remote Control” prompt appear on their screen. Click “Yes” to offer assistance.
- Only available meeting organizers can receive remote control requests, otherwise the “Request Remote Control” function is disabled.
- The requesting participant chooses the screen or application to grant remote control to.
- To end the Remote Control session, click on “Stop Sharing” at the bottom of the screen.
With the 3CX WebMeeting you can upload and share PDFs from your “Repository” with just a few clicks. While in a meeting, click the “Share PDF” button:
- The “Shared Documents Repository” window opens to “Upload”, “Preview” and “Share” PDF documents.
- All uploaded documents are saved automatically in the “Shared Documents Repository”.
- Double-clicking a document displays the document on all of the participants’ screens. Using the Sharing Toolbox at the bottom of the screen, participants can interact with the document using the Cursor, Marker, Eraser and Text tools.
- To stop sharing the document, press the “Stop Sharing” button at the end of the toolbox.
To use the Whiteboard feature while in a meeting, click the “Whiteboard” button and:
- Choose a “Blank” or “Dotted Grid” template to use.
- When sharing a whiteboard, meeting participants can make use of the Sharing Toolbar’s available tools.
- To stop sharing the document press the “Stop Sharing” button.
You can take quick screenshots via the “Snapshot” button on the lower left of each participant’s video frame. Screenshots taken using this feature are saved directly on your computer.
An organizer can provide additional rights to the participants depending on their role by clicking on the “Change Role” link next to their name and choose the role:
Note: The meeting creator’s icon is marked blue and cannot be moderated by the organizer(s).
All roles can react within the web meeting by pressing the “React” button and selecting their reaction, as shown below:
Kick a user out of a meeting
Organizers can kick a user out of a meeting by clicking on the participant’s name and selecting “Kick”. Kicked participants receive a notification message and are removed within 3 seconds. Users who have been kicked from a meeting can re-join the meeting, as “kicking” is not the same as banning a user.
3CX supports two (2) types of virtual meeting rooms, Private and Shared, as set by your system administrator.
Private meeting rooms
For one-on-one meetings, ideal for interview purposes, support and customer service queues. Participants are automatically redirected to a virtual private meeting room. Your personal extension’s or assigned queues’ Click to Meet URL can be used as a Private room, enabling anyone who clicks on the WebMeeting link to join from their browser as a participant via a:
- Personal WebMeeting link - the system sends a notification e-mail or chat to the assigned extension.
- Queue WebMeeting link - all member agents assigned to the queue receive a notification email or chat. Once a member agent clicks on the link and joins the WebMeeting, other members cannot join.
Note: You can only be active in one WebMeeting room at a time.
Shared meeting rooms
For group meetings. To be able to organize group meetings the option must be enabled by your IT Administrator. Participants clicking the WebMeeting link can join the meeting at any time, unless the “Moderate Participants” option is set by the IT administrator for your extension.
An organiser can accept or reject participants trying to connect to a meeting, if the administrator has set their extension’s WebMeeting link for “Shared Room” meetings with the “Moderate Participants” option. In this way participants have restricted access, i.e. they can join the meeting only when the organizer is logged in, and the organizer is able to moderate them, i.e. accept or reject their request to join.
Note: When the “Moderate Participants” option is set, kicking a participant out of a WebMeeting enables the organizer to keep them from rejoining.
Create Surveys and Poll your Audience
With 3CX WebMeeting, organizers can actively engage with their audience and get their feedback by creating polls with these steps:
- Click on the “Start a new Poll” button on the right sidebar to bring up the “Polling Repository” window.
- In the “Polling Repository” window, click to create a “New” poll/survey and “Edit”, “Delete” or “Submit” an existing one.
- Click on “New” to create a new poll.
- Specify the poll’s title, duration, add questions and respective answer choices for the participants and click on “Save” to store the new poll in the “Polling Repository”.
- To share a poll with users to vote on, select the poll from the “Polling Repository” window and click on “Submit”. The poll is shared on all participants’ screens (as shown above) with the questions and choices specified.
- Organizers can monitor an active poll, the percentage completed, its status (Open or Closed), the time elapsed and a real time summary of the participants’ answers.
- Clicking on the “Close Polling” button completes the participant polling. Organizers can click on the “Share Results” button to notify participants that they can download a PDF file with the poll results via the “Save to File” button.
- Organizers can click on the “Stop Sharing” button to remove the poll from the participants’ screens and resume the meeting.
Retrieve your Personalized Click2Meet URL
Your Click2Meet URL, i.e. https://mypbx.3cx.eu/ntesla, can be set by your administrator, is sent to you in your Welcome Email and can be personalized to share or include in your email signature and in your website.
Important: We recommend to use your personalised Click2Meet URL in “Private Rooms”.
Joining via a Click2Meet URL
People can join you in a video conference via ‘the Click2Meet URL for your extension or queue:
- A third party clicks on the Click2Meet URL and the 3CX WebMeeting interface automatically opens in their browser.
- An email and a chat message is sent to you, as a request of the participant to have an online meeting.
- Click on the links provided in the email to join the meeting or simply ignore the call.
- For queues, once an agent joins the web meeting no other party can join, unless they are invited from within the meeting. When the meeting ends, agents receive a report via email.
To change the WebMeeting function settings, click on the “Settings” icon on the right sidebar. The “Settings” panel enables you to control “Multimedia” options including:
- Audio input source - microphone device
- Audio output device, i.e. speakers
- Audio quality - select depending on the Internet connection’s available bandwidth
- Sensitivity threshold - sets the sensitivity level of the audio
- Auto Gain Control - increases or decreases your mic’s input and output automatically
- Echo cancellation - removes echo caused by the mic’s picking up the speakers output
- Noise suppression - filters out very specific noises like keyboard typing
- Video input source - webcam or camera device
- Video quality - select depending on the Internet connection’s available bandwidth
- Device test - click on the “Start” button to do a device test
On the panel’s left side, you can click on:
- “Statistics” - technical info, statistics and graphs for troubleshooting connectivity issues
- “Info” for more info on the current meeting and software version