Working with Conferences

Conference List

The Conferences tab in the Calls section displays a list of active, upcoming, and completed conferences.

How to Join a Conference?

To join a conference, select or tap on an active or upcoming one.

How to Restart an Already Ended Conference?

To resume a completed conference, select or tap on it.

Instant Conference Creation

• On the Conferences tab in the Calls section, select or tap the Start button. After creating the conference, the link to it will be automatically copied to the clipboard. You can share this link in any convenient way. A quick conference is created with access for everyone, including guests. To restrict access, join the conference and create a new link.
• You can also start a conference from a group chat. Press the Chat room button or open the chat card and select Connect or Join the conference. All chat participants will receive a notification about the conference start.

Creating a Scheduled Conference

On the Conferences tab in the Calls section, select the Schedule button. Specify the conference name, time frame, send an invitation via the calendar, add participants in advance, and configure access and password protection. Manually added participants will be able to join without entering a password.

Creating a Permanent and Recurring Conference

To create a recurring conference, enable the Permanent Conference toggle on the scheduling screen. It will appear in the “Regular” list for added participants.

How to Configure Regular Conference Notifications?

Reminders for the conference can be configured via Conference Notifier Bot or using the Outlook add-in, which allows setting recurrence through the calendar.

Can I Turn a Permanent Conference Into a Recurring One, a Quick One Into a Scheduled One, and Vice Versa?

This capability isn't available.

Creating a Link to Your Conference

On the Conferences tab in the Calls section, find your conference, right-select it (in the web and desktop versions) or long-press it (in the mobile app). Copy the link and share it.

How to Set Up Link Accessibility?

By default a link is open to everyone. To restrict access, create a new link in the conference settings.

Editing and Deleting Your Conference

The conference creator can edit or delete it. A participant can delete a conference only from their own list and only when it is not in progress: after that, they will no longer be a participant in it. To edit or delete, find the conference on the Conferences tab in the Calls section, then right-select it (in the web and desktop versions) or long-press it (in the mobile app).

I Want to Delete an Ongoing Conference but the Option Is Missing. Why?

Deleting an active conference is not possible.

Joining a Conference

• If you were added as a participant, find the conference on the Conferences tab in the Calls section.
• If a conference is ongoing in a group chat, the chat avatar will turn green. Open the chat and select Chat room or Join conference, or find it on the Conferences tab.
• Go to the received link or paste it into the browser's address bar. You can join through the application or as a guest (if access is allowed).

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❓Related Topics:
• “No access to microphone”, “Microphone not found”, or the camera toggle does not turn on
• You are not heard in a call or conference
• Connection error; call server error; kicked out of participants and other issues
• Unable to start screen sharing
• Connection drops when talking via Bluetooth headset on Android 12 and above
• The conference remains active even though all participants have left

Conference Reminder Bot

Configure reminders for upcoming conferences via the internal bot Conference Notifier Bot. Find it in the corporate chat catalog and start a conversation with it.

How to Set Up Reminders for Recurring Open-Ended Conferences in the Bot?

Ensure that the Conference Notifier Bot is active on the corporate server.

1. Open the chat with the bot.
2. Select the /endless command. A list of permanent conferences you are participating in will open.
3. Select a conference and select Add Additional Reminder.
4. Follow the bot's instructions to select the type of recurrence, time, and frequency of reminders.

The bot will send conference notifications according to your settings.

The Bot's Reminders Show Wrong Time — How to Fix?

If reminders arrive with incorrect times, configure the bot's time zone by following its instructions.

The time zone is stored separately for each user and is remembered the first time they contact the bot. Therefore, if an administrator changes the default time zone of the bot on the server side, the time will not change for those who have already chatted with the bot — each user needs to change the time zone in their own chat with the bot.

The Bot Writes “Conference Rescheduled From 01.01.0001 03:00,” but No One Rescheduled It

This is what meeting creation looks like through the Outlook add-in: it works in two steps. First, clicking the button creates a conference draft — without a title and with an empty date — and after the invitation is sent, the add-in updates it. The bot reports this update, which is why the line about rescheduling appears in the chat.

Wait for the next message from the bot: it will contain the final title, time, and participants. If it does not arrive or the data in it is incorrect, contact your organization's support team.

Conference Chat (Room)

In conferences, you can exchange messages and files.

How to Find the Conference Chat?

To open the chat of a completed conference, find it on the Conferences tab in the Calls section and select Conference Chat from the context menu. To open the ongoing conference chat, use a special button inside the conference.

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❓Related Topics:
• No chat history in the group call or conference chat (room) on all devices

Waiting Room in Conferences

This is a special mode in which participants do not enter the conference immediately but wait for the administrator to admit them. It was introduced in version 3.65 and is enabled on the server by the administrator.

How to Enable the Waiting Room in a Conference?

When creating or editing a conference, the administrator toggles the Waiting room switch and selects who must go through the waiting room: all participants, only those joining via a link, or only guests. The waiting room is available for both endless and scheduled conferences.

How to Manage the Waiting Room?

The administrator sees waiting participants in the participant list (Waiting room section), can admit a specific participant using the Add button, admit everyone (Add all), or remove a participant from the conference (X). A counter of waiting participants is displayed.

What Does the Waiting Room Look Like for a Participant?

An invited participant who enters the lobby sees a placeholder: “The conference will start in N minutes” (if the conference hasn't started yet) or “The conference has started. To access conference admin’s permission is required.”. After being admitted, the participant immediately joins the conference (even if it hasn't started yet). If the administrator removes them from the waiting room, they receive a notification: “Admin has removed you from the conference”.

Outlook Add-in for Conferences

The Outlook add-in allows you to create conferences from the Microsoft Office Outlook email client. It interacts with the internal eXpress bot Conference Notifier Bot.

Is There Outlook User Synchronization With eXpress?

Yes, there is. Contacts invited via the add-in will see the conference in the list if they are registered on the corporate server with the same email as in the invitation. If the user is not found, they can only join via the link from the email.

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❓Related Topics:
• An issue occurred with the Outlook add-in

How to Install the Outlook Add-In?

To install the add-in, contact your organization support. If the add-in hasn't been used in your organization before, it needs to be deployed on a separate server by the administrator.

Can I Add Custom Text to the Meeting Description?

Yes. Starting from add-in version 3.2.1.1, you can add custom text before the conference link: when conference settings change, it remains in place. In earlier versions, such text could shift.

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➡️ See also:

• Outlook add-in guides for administrators and users