Velox Virtual Conference Room allows a group of people to participate in a phone call. This feature allows participants dial into a virtual meeting room from their own phone. Currently, there is no limit to the number of participants in a virtual meeting room.


To setup and manage, the Velox Conference Bridge:


1.) Log-in to Velox Client Dashboard using your Admin credentials. 


2.) On the side-bar, click on "System Setup" then "Conference".

 

                                                      



3.) This opens the Conference Room page which lists all your conference room reservations.




  • Conference Room - This is your virtual conference room number. It is similar to an extension number. The conference room can be accessed by internal users by dialling this number directly. External users can enter the conference room by either having a DID routed to this conference room number.


  • Description - A short description for the meeting you are scheduling in this conference room. 


  • Owner - The owner of the meeting for this room reservation. This is the Extension number that the system recognises to open or close the conference room. 

 

  • Reservation Type - Indicates if the reservation type is one time or recurring.


  • Date - Indicates the date of the Conference Room reservation. 


  • From / To - Indicates the time period that the Conference Room is reserved for.


  • Edit - Click on this button to modify or delete the Conference Room reservation.


  

4.) To schedule the Conference Room, click on the "Reserve Conference Room" button. 



This opens the Add Schedule window.


Choose the Conference Room from the dropdown-list.


The system generates a meeting passcode.


Proceed to fill-in with your reservation details.



      Click on "Add Schedule" to save your Conference Room reservation.


    Important Note: The Conference Room is also reserved 15 minutes before and after the scheduled meeting window to allow for early joiners or in case the meeting runs over. For this reason, new reservations that overlap the 15-minute window before and after a scheduled reservation will be declined by the system. 


 After clicking "Add Schedule", the system sends the Conference Room Reservation details to the registered email address  of the Owner or Meeting Host. See email sample below. 



5.) To edit or update an existing Conference Room reservation, click on the "Edit" button on the rightmost side of the Conference Room schedule. 




6.) To use the Conference Room,

  • The meeting host provides the Conference Room Number and Passcode to the participants.
  • The Conference Room opens 15 minutes before the start time.
  • Participants can enter the conference room anytime during the reservation period.
  • The Velox Conference Room can be accessed through the following ways:
    • Internal users  dial the Conference Room number  from their Velox phones or apps
    • External parties dial a DID that is routed to the Conference Room
  • When the owner drops or ends the call, all the participants are also disconnected.
  • The Conference Room is also reserved up to 15 minutes after the end time in case the meeting runs over. For this reason, new reservations that overlap the 15-minute window before and after a scheduled reservation will be declined by the system.
  • When the meeting runs over, it automatically uses the allocated 15-minute extension. 
  • At 5 minutes before the end of the 15-minute extension, the system announces that the conference will close in 5-minutes.  At the end of the 15-minute extension, the conference room closes and ends the call for all participants.