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Set up conference rooms

Host PIN-protected audio conferences with moderator controls, so your team and callers can dial in to a shared meeting number.

Who this is for: admins

Note

Conference Rooms is available to Phonovo accounts managed through a partner. If you don't see Conference Rooms in your sidebar, it isn't part of your current plan — contact your provider.

Before you start

  • Decide on an extension number for your conference bridge — this is the number people dial (internally, or via an inbound route) to reach the conference.

Steps

Part 1: Create a conference centre

A conference centre is the bridge itself; each centre can contain multiple rooms (for example, separate meeting rooms for different teams).

  1. In the sidebar, under Communication, select Conference Rooms.
  2. Select New Conference Centre in the top right of the page.
  3. Enter a Centre Name (for example, "Main Conference Bridge") and an Extension — the number people dial to enter. Add an optional Description and a Greeting Recording to play when callers join. Leave Centre Status enabled, then select Create Centre.

Part 2: Add a room

  1. Find your centre in the list and select the + (Add Room) icon on its row, or expand the centre and select + Add Room.
  2. Enter a Room Name (for example, "Sales Meeting Room").
  3. Set a Moderator PIN and/or Participant PIN — use the refresh icon next to either field to generate a random PIN, or leave both blank for open access with no PIN required.
  4. Set Maximum Participants (0 for unlimited).
  5. Turn on any Room Features you need:
    • Wait for Moderator — participants wait silently until a moderator joins
    • Mute Participants on Entry — everyone joins muted by default
    • Announce Join/Leave — plays a sound when someone joins or leaves
    • Record Conference — automatically records every conference in this room
  6. Leave Room Status enabled, then select Create Room.

Managing centres and rooms

Select a centre's row to expand it and see its rooms, including each room's PIN, participant limit, and enabled features. Use the settings (gear) icon on a centre, or the pencil icon on a room, to edit it; use the trash icon to delete either one. Centres and rooms with an active conference in progress show a Live badge with the current participant count, and the stat tiles at the top of the page give you a running total of centres, rooms, active conferences, and participants across your account.

Screenshot

Screenshot of the Conference Rooms page with a centre expanded, showing a room's PIN badges, participant limit, and feature tags (Recording, Wait for Mod), plus the Live badge on an active session.

Ask Olivia

You can also ask Olivia, the in-portal assistant, to walk you through this.