Introduction

Digital Receptionist in 3CX Management Console

The 3CX “Digital Receptionist” function can answer phone calls automatically and present callers with an Auto Attendant or IVR (Interactive Voice Response) options menu, e.g. “For sales, press 1. For support, press 2 or wait to be transferred to the operator”

You can configure digital receptionists with their own extension number and set these to answer calls based on the number called and the time the call is received, i.e. inside or outside office hours. For example, you can have a different prompt for out of office hours to not include the option(s) to transfer the call to unavailable groups/queues.

Recording a Menu Prompt

To create your digital receptionist, you must first write down and then record the menu options presented to the caller, e.g. “Welcome to Company XYZ. For sales, press 1. For support, press 2 or wait for an operator.”

📝 Note: It is recommended to announce the number the user needs to press after the option, i.e. “For sales, press 1”.

Creating a Digital Receptionist

Select Digital Receptionist” in the 3CX Management Console and click “Add”:

Digital Receptionist / IVR Options in 3CX Management Console
  1. Specify a name and extension for the digital receptionist.
  2. Click on the Record” button, enter your extension number, the “Audio File Name” and click “OK” to get a call to record the prompt. Do not use reserved characters (< > : ” / \ | ? * &) in the prompt filename.
  3. Alternatively, click on the Upload” button and specify a file that you previously recorded as WAV in PCM, 8 kHz, 16 bit, Mono.

📝 Note: In Windows Sound Recorder you must use the “Save As” option to save to this format. Do not use MP3 format. 

  1. Select a custom prompt language in “Digital Receptionist Language” if required. You can download additional prompt languages in “Settings” > “System Prompts” > “Updates”.
  2. Select the “Type” for this Digital Receptionist:
  1. “Standard” – specify actions for up to ten (0 – 9) menu options, i.e. connect to the extension or virtual extension number for a ring group, call queue, another digital receptionist or voicemail.
  2. “DTMF Input” – set user menu options based on custom DTMF codes with up to nine (9) digits each, e.g. “010”. For each option, select the action and destination, i.e. the extension or virtual extension number for a ring group, call queue, another digital receptionist or voicemail.

📄 Note: The initial prompt is repeated until a correct DTMF code is entered.

  1. “Launch Script” – for advanced users, to optionally collect the caller’s input, launch an external script and execute the defined action based on the script’s exit code. See more info in this guide.
  2. “Wake up” – creates a single Wake Up / Reminder service used by hotel guests to call and set automated wake-up and reminder calls.
  3. “MS Exchange” – use to delegate 3CX PBX voicemail functionality to Exchange server as described in the MS Exchange Server Unified Messaging guide.
  1. Optionally link a DID number to this Digital Receptionist.
  2. In “Destination for invalid or no DTMF input/script timeout” set the timeout in seconds and the actions to perform on timeout and on invalid input.
  3. Click OK” to save the Digital Receptionist.

Callers Can Dial an Extension Directly

Whilst a digital receptionist prompt is playing, a caller can enter the extension number to call directly and connect to the extension without going through a receptionist. Simply instruct your callers in the voice prompt on how to use this feature, e.g. “Welcome to Company XYZ. If you know the extension number to call, you can enter it now. Otherwise, for sales press 1. For support press 2.”

Work remotely from your home, by the pool or at your friendly neighborhood cafe; the 3CX app for iOS let’s you take your office extension along for the ride no matter the destination! Access your company phonebook, make and receive calls, chat with colleagues, attend to customers with website live chat and hold a video conference from the palm of your hand. 

How to set up your extension in the 3CX app for iOS

If you haven’t already, install the iOS app; it’s free and available from the App store.

Note: Your company PBX must be running 3CX V16 Update 5 or above to use the 3CX iOS app, which uses the latest Apple technology for a more reliable experience. Check with your administrator if you are not sure of the version you are using. 

  1. Open the app, read and accept the license agreement and authorize the various permissions the app needs (camera, microphone).
  2. Scan the QR code from your Welcome Email or the Web Client to automatically configure your extension. You’re now “Ready for calls”.
3cx ios app

How to locate your 3CX QR code

There are two ways to find your unique QR code:

  1. In your Welcome Email as an attachment. If you can’t locate yours, with the subject “Welcome to 3CX!”, ask your administrator to resend it.
  2. In your Web Client go to Settings > Scan QR Code”

And that’s it! Let’s get started.

Making a call on your iOS device

Using the iOS app to make a call is as straightforward as making a call from your smartphone’s native call function. Simply enter a number via the dialpad and press call, or view contacts and search by name, extension number or email address. Press on the contact to enter the contact menu and select “Call”. Congrats! You just made your first call with the 3CX iOS app. 

You can easily perform a number of actions on an active call including:

  1. “Transfer” will allow you to perform two types of transfers. 
  1. “Blind Transfer” – transfer the call directly without addressing the receiver.
  2. “Att. Transfer” – transfer the call after first speaking to the receiver.
  1. “Conference” allows you to add more participants to the call.
  2. “Rec” enables you to record the conversation.
  3. “Video” let’s you take your call up a notch by adding video to the mix. 
  4. “New call” places the current call on hold to make a new one.

Schedule a conference call in moments

Press the menu icon and select the Conference option. Here you can view scheduled conferences or create a new one and invite participants from your contacts or by email. 

Create video meetings on the go

With integrated video calling, you can join meetings from wherever you are with your smartphone device. Simply press the video button to add it to a call or, for a scheduled video conference, go to “Settings > Conference”, select the meeting and press join. 

ios video call

Share your availability with Status

The status feature is a great way to inform your colleagues whether or not it’s OK to call you. Not only does this enable you to create a distraction free zone, it also helps your colleagues to handle calls more efficiently. 

Choose from Available, Away, Do Not Disturb, Business Trip and Set Status Temporarily

3cx ios app status

You can customize your status and configure forwarding rules by pressing on the arrow next to the status. 

3CX iOS app settings

From the Settings menu you can easily switch between accounts and view their details as well as add a new extension. 

Access Settings by pressing the menu icon at the top. From here you can also:

  • Create a conference.
  • View and manage voicemails.
  • View audio and troubleshooting settings.
  • Scan a QR code.
ios app settings

The 3CX smartphone app for Android allows you to seamlessly take your office communications with you wherever you go. Access the company phonebook, make calls, send chat messages and more from the palm of your hand. There’s no need to use your personal mobile plan for business calls anymore.

Setting up your Extension

If you haven’t already, install the app from the Google Play Store. 

  1. Allow 3CX to access the camera so you can provision your extension via QR code.
  2. Scan the QR from your Welcome Email and continue to make a test call to the “Echo service” so that you can grant the app the required permissions. 
  3. Give authorization, make the call and you’re all set!

Placing a Call with the 3CX Android App

Making a call with the Android app is quick and easy. In “Contacts” search by name, number or email address, click the phone icon next to the contact and hey presto. You’re now using your office phone system from your smartphone. 

Once you’re in a call, you can seamlessly perform a number of actions, including:

  1. “Transfer” will give you the option to “Blind Transfer” without the need for you to speak to the receiver, or “Attended Transfer” will transfer the call after you first speak to the receiver to see if they accept the call.
  2. “Conference” allows you to create an ad hoc conference call, adding more participants to join the conversation. 
  3. “Rec” allows you to record your conversation.
  4. “Video” add video to your call for face to face communication.

Effortlessly Schedule a Conference Call

Press the menu icon to open the sidebar menu and find the Conference option. Here you can easily schedule a conference call and invite participants from your contacts or by email.

Set your Status and Avoid Distractions

Using the Status feature will let your colleagues know if it’s OK to call you, saving you from being distracted and them from wasting time. 

Choose from AvailableAwayDo Not DisturbLunchBusiness Trip, and Set Status Temporarily

"Set Status" menu options in 3CX Android App.

You can further customize your status and call forwarding rules by entering the status profile menu.

Customize your 3CX App

Personalize your app experience to suit your preferences in the Advanced Settings, which offer a number of options including Car/Bluetooth Support, Silence Detection, Battery Optimization and Ringtone customization. 

Sidebar menu functions in 3CX Android App.

To access Settings, simply press the menu icon at the top. From here you can also: 

  • Add, edit and switch between accounts 
  • Choose your theme
  • Configure audio options
  • Request a new Welcome Email.

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.

Steps to create a Video Conference in 3CX Web Client
  1. “WebMeeting” – click to create a new video conference from the 3CX Web Client.
  2. “Invite People” – click to start adding participants to a video conference.
  3. “Add Participants” – add name and email in the Participants list and then click “OK” to invite via email with a link and dial-in instructions to join the web meeting.
  4. “Copy Meeting Link” – copy the meeting URL to send to other participants.
  5. “Settings” – click to set WebMeeting advanced options

📄 Notes:

  • You need to allow the use of the camera and microphone to enable video and sound.
  • Participants joining an ongoing conference cannot see previous comments.
  • Join a web meeting from your smartphone by installing the 3CX WebMeeting app from the iOS App Store or from the Android Play Store.

Managing a Video Conference in WebMeeting

Video Conference controls in 3CX WebMeeting.
  1. “Record” – select the recording format preset and click Start” to begin recording your video conference or remote control session. When the meeting ends, the organizer receives an e-mail with the download link to the recorded video. 
  2. “Screen Sharing” – extremely helpful when conducting a product presentation or collaborating with colleagues. See more info below.
  3. “Share PDF” – share documents on the spot. See more info below.
  4. “Whiteboard” – the ideal tool for brainstorming sessions, business presentations or online classrooms. See more info below.
  5. “Polls” – create surveys to get feedback from meeting participants.

📄 Note: All shared PDF documents and recordings are kept on secure 3CX servers for up to seven (7) days after the meeting ends and then deleted.

Screen Sharing

Click on the Screen Sharing” button on the top toolbar and select to share your whole screen or a single window, browser tab or application.

To stop screen sharing, click on the Stop Sharing” button on the sharing status message. 

Share PDF

Click the Share PDF” button to upload and share PDFs from your “Repository” while in a meeting:

  • The Shared Documents Repository” window opens to “Upload”“Preview” and “Share” PDF documents.
  • All uploaded documents are saved automatically in the Shared Documents Repository”.
The "Share Document" toolbox in 3CX WebMeeting.
  • Double-click a document to share it on all of the participants’ screens. Using the Share Document Toolbox at the bottom of the screen, participants can interact with the document using the Cursor, MarkerEraser and Text tools.
  • To stop sharing the document, press the Stop Sharing” button at the end of the toolbox.

Whiteboard

Click the Whiteboard” button on the top toolbar while in a meeting and: 

  1. Choose a Blank” or “Dotted Grid” template to use.
  2. Meeting participants can use the Sharing Toolbar’s tools on a shared whiteboard.
  3. To stop sharing the whiteboard press the Stop Sharing” button. 

Screenshot

Screenshot function on video frame in 3CX WebMeeting

You can take quick screenshots via the Snapshot” button on the lower left of each participant’s video frame. Screenshots taken are saved directly on the participant’s computer.

Moderate and Control Users

An organizer can perform actions and provide additional rights to participants depending on their role, by clicking on a participant’s name and selecting:

Participant Action Menu Options in 3CX WebMeeting
  • Organizer” – Has full control of the web meeting and can use all the available features, as well as use the Remote Control function, control cameras, microphone and chat access. Organizers can also accept, reject or kick a user out of a meeting. 
  • Presenter” – Can share screen, reply to remote control requests, polling and share files and PDF documents. 
  • Participant” – Can participate, reply to remote control requests and polls, chat and open shared files.
  • Remote Control – An excellent way to provide exceptional customer service and solve problems quickly and efficiently.
  • Kick” – Immediately remove a user out of a meeting. Kicked users can re-join a meeting, as “kicking” is not the same as banning a user.

📄 Note: The meeting creator’s role is denoted by a shield icon and cannot be moderated by other organizer(s).

Shared Files

Share files via "Meeting Chat" in 3CX WebMeeting

Use the “Meeting Chat” panel to share any file between meeting participants:

  • Organizers and presenters can share files with size up to 64MB each, by:
  • drag-and-drop in the “Meeting Chat” panel.
  • clicking the “File upload” icon and selecting the file(s) to share.
  • All participants can click on shared files to open and save on their PCs.
  • Shared files are marked with a blue icon for the sharing participant and with a white icon to other participants.
  • Shared files are kept on secure 3CX servers for the duration of the meeting and then deleted.

Reactions

Reactions menu in 3CX WebMeeting

All roles can react within a web meeting by clicking the React” button and selecting their reaction, displayed in the “Meeting Chat” panel.

Remote Control Windows PCs

"3CX Remote Control Client Not Running" warning message.

This feature requires the “3CX Remote Control Client” for Windows 8.1+ x64 to be installed on a PC to be remotely controlled. If the Remote Control Client is not installed, download and install it from the link provided.

To initiate a WebMeeting remote control session:

  1. Any meeting organizer can click on a participant’s name in the “Attendees” panel and select to Remote Control” their PC.
  2. The participant on the other end can:
  1. click Yes” on the “Allow Remote Control” on-screen prompt to accept the remote control request, and 
  2. then click on “Open 3CXWMRemoteControl” to authorize the Remote Control Client to open the associated link.
  3. If the participant has multiple screens, the organizer needs to select the one to remotely control.
Remote Control icon in 3CX WebMeeting
  1. The organizer can click on the blue “Remote Control” icon to open the remote session dialog and optionally select another screen to control or end the remote session.
  2. The participant can click on the blue “Remote Control” icon to immediately end the remote control session.

📄 Note: To use a shared bidirectional text clipboard during the remote control session, the “3CX Remote Control Client”needs to be installed on both the organizer’s and participant’s PCs.

Meeting Rooms

3CX supports these virtual meeting rooms, as set by your system administrator: 

  • Private  – For one-on-one meetings, ideal for support and customer service queues. Your personal extension’s or assigned queues’ Click to Meet URL can be used as a virtual Private room, enabling anyone 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. 
  • Shared – Organize group meetings, if the option “Requires you to connect to meeting first” is enabled by your PBX Administrator. Participants can join the meeting via the WebMeeting link:
  • directly if the organizer has already joined.
  • after the organizer’s approval, if the “Approve Participants” option is set by the PBX administrator for your extension to moderate participants.

📄 Notes: 

  • If the Approve 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:

  1. Click on the Start a new Poll” button on the top toolbar to bring up the Polling Repository” window.
  2. In the Polling Repository” window, you can create a New” poll/survey and “Edit”“Delete” or “Submit” an existing one.
  3. Click on New” to create a new poll.
  4. 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”.
Active Poll in 3CX WebMeeting
  1. To share a poll with users to vote on, select the poll from the Polling Repository” window and click on “Submit” to open  on all participants’ screens (as shown above) with the questions and choices specified.
  2. 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.
  3. Clicking on the Close Polling” button completes the participant polling. Organizers can enable the Share Results”option and then click on “Create Report”, to notify participants to download a PDF file with the poll results via the Open Report” button.
  4. 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

Personalized Click2Meet URL in 3CX Welcome message.

Your Click2Meet URL set by the 3CX administrator, e.g. , is sent to you in your Welcome Email and can be personalized to share via your email signature or on your website.

Important: We recommend using your personalised Click2Meet URL in “Private Rooms”.

Joining via a Click2Meet URL

People can join you in a video conference via the Click2Meet URL, if the PBX administrator has set the “Notify me” option for your extension or queue:

  1. A third party clicks on the Click2Meet URL and 3CX WebMeeting opens in their browser.
  2. An email and a chat message is sent to you, as a request by the participant to have an online meeting.
  3. Click on the link provided in the message to join the meeting or ignore.

📄 Note: 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.

Settings

To change the WebMeeting settings, click on the Settings” icon on the right sidebar 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
  • Audio send 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 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
  • Video adaptiveness – choose between “Stability”“Balanced” and “Quality” profiles to automatically downgrade when required the video quality sent from your end, for a more stable meeting experience. 
  • Device test – click on the “Start” button to do a device test
  • Network” – technical info, ignore network warnings option, advanced statistics and graphs for troubleshooting connectivity issues
  • Info” for more info on the current meeting and software version

Schedule a Conference in the 3CX Web Client

To create an audio or video conference, click on Schedule Conference” on the Web Client’s sidebar and select:

Schedule a Conference in the 3CX Web Client
  1. “Type” – select audio or video.
  2. “When” – immediately or schedule for later.
  3. “Subject” & “Notes” – add conference title and notes for participants.
  4. “WebMeeting Profile” – select “WebMeeting” for a video conference or “Webinar” for a presentation and click on spanner button to adjust settings.
  5. “Add Participants” – select and click “Create Meeting” to add participants from Google, Microsoft 365, Outlook Online or Desktop Outlook (.ics) and send an email with the web meeting URL.
  6. Selecting Desktop Outlook will automatically download an .ics file. Opening the file will open a pre-filled calendar entry in Outlook. From here you can invite participants to your meeting. If you have Microsoft 365, you should select this instead.

💡 Tip: Selecting “Webinar (Classroom)” as “WebMeeting Profile” enables you to add participants by importing a CSV file formatted as:Name Surname, email.address@example.com 

Create an Ad Hoc Video Conference with WebMeeting

Quickly organize a video conference with these steps:

  1. Click on WebMeeting” on the Web Client’s sidebar and then on “Join Now” to create a new video conference.
Copy the meeting link to share with colleagues and contacts.
  1. Copy the meeting link to share with colleagues and contacts.
  2. Send the meeting link through email or chat.
  3. People open the meeting link to login and join you in the video conference.

📄 Note: Dial-in can be used to join only scheduled video conferences via audio.

For the many people, there’s nothing like the feel and functionality of a physical phone. That’s why 3CX supports a number of IP Phone models. Below is a list of guides that will help you setup a conference, transfer a call, check your voicemail and make a call from your deskphone.

Remember! Using the web client for these functions is much easier, and a wide range of our supported devices seamlessly work with the web client so you can control your deskphone with a few simple clicks. You can make and receive calls, chat with colleagues, organize audio and video conferences, check status, access voicemail and more.

Making Calls from Your IP Phone

Transferring Calls from Your IP Phone

Checking Voicemail from Your IP Phone

From the list bellow, select the make and model of your IP Phone to see how to check your messages using your specific handset.

Checking Voicemail from any IP Phone

To check your voicemail from any phone in your office:

  1. Pick up the handset and dial “999”.
  2. Press “#”.
  3. You will be asked to enter your extension number, type in your extension number.
  4. You will then be asked for your voicemail PIN number. Type in your voicemail PIN number then press ”#”.
  5. Follow the voice prompts to check or delete your voicemails.

Checking your Voicemail from Outside Your Office

To check your voicemail from your mobile phone or any external phone when you have no WiFi or 3G connection:

  1. Pick up your phone and dial the number your administrator provided you with.
  2. Once connected wait until you hear the prompt “Please enter extension number”, type in your extension number.
  3. You will be asked for your extension’s PIN number. Type your voicemail PIN number then press ”#”.
  4. You will be given access to your voicemail. Follow the voice prompts to check, delete or listen to your voicemails.

Creating Conference Calls using your IP Phones built in Function

Select your IP Phone from the list below to see how to create conference calls using the built-in functionality of your specific handset.

Using 3CX to Create a Conference Call with your IP Phone

Conference calls allow you to easily setup a call between multiple users – up to 32 callers (licence permitting). Although many conference call services exist, it’s often easier and cheaper to host your own audio conferences. You can set-up Ad-hoc conference calls, without the need to reserve a conference room. This has been done to simplify the set-up of conference calls.

If you wish to setup a call conference directly from your Desk Phone, you will need to inform the other participants of the conference ID and the number they would need to dial. For example, internal callers will need to dial “700” but external participants will need to dial a specific DID or else dial “700” at the digital receptionist (IVR) menu. They will then need to enter the conference ID that you specified for the conference call. The following steps illustrate how to set up a call directly from your Desk Phone:

  1. Dial the conference extension number, by default  “700“.
  2. You will be requested to enter a conference ID. This can be any number, for example “100” and will be the unique identifier (conference ID) for that specific conference session. Note: If the administrator has configured the phone system to require a security PIN to create a call conference, you must enter it after the conference ID, separated by a *, for example: 100*0000 (where 100 is the conference ID and 0000 the system wide conference PIN). The PIN is only required by the person setting the conference.
  3. If you are the first participant, the conference interface will ask you to confirm creation of the conference. Press * to confirm or # to cancel.
  4. You will be asked to speak your name after the beep and press a button to continue.
  5. All callers who wish to join the conference must first dial “700” to enter the conference menu and then further specify the same conference ID to join a conference or enter a new ID to create a new conference.
  6. You will now enter the conference. If you are the first caller, you will hear music on hold, while you wait for the other callers. As soon as another caller joins, his name will be announced.

Note: Prior to creating the conference, you should notify all of the participants you require to be present in the conference. This notification should include the conference extension number, conference ID, conference PIN, DID and calendar information.

Section 1

Receiving the Invite

When you are invited to a video conference, you receive an email invite with the meeting title, notes, date and time, people participating and links to join the meeting.

Email invitation for participating in a Webmeeting
Section 2

Joining a Web Conference

from Chrome or Firefox
Join a web conference using any device

You can join a conference from your desktop or laptop using Chrome or Firefox, or from your iOS or Android device:

  1. Click on the meeting link provided in the invitation email.
  2. When joining a meeting for the first time, you need to allow access to your camera and microphone in the browser pop-up.
  3. Enter your name and click login to join the web meeting.

Joining a Web Conference

on your iOS Device
Join a Webconference from your iOS device
  • Open the App Store on your iOS device, search for 3CX WebMeeting and tap “Install”.
  • When the installation is complete, open the app and authorize the application permissions.
  • Open the invitation email and tap on the relevant link to join from your iOS device.
  • Confirm opening the link with the 3CX WebMeeting app and tap “Log in” to join the meeting.

Joining a Web Conference

on your Android Device
Join a Webconference from your Android device
  • Open the Google Play Store on your Android device, search for 3CX WebMeeting and tap “Install”.
  • When the installation is complete, open the app and authorize the application permissions.
  • Open the invitation email and tap on the relevant link to join from your Android device.

Important: The Android version enables you to only participate (audio and video) and not interact in a web meeting, i.e. the React, Chat, Invite, Share PDF features are not available.

Joining a Web Conference

via Dial-in

3CX WebMeeting on PBX v16+ enables users to join scheduled web conferences as audio-only participants, using their desk phones or mobile devices to dial-in:

  1. Open the invitation email and locate the number and PIN to dial-in, below the joining info link.
  2. Dial the external number or internal conference number and follow the instructions to join the web conference as an audio-only participant.
Joining a Web Conference via Dial-in
Section 3

Troubleshooting

iOS Logo
Smartphone - Switch Camera (iOS only)

Switch Camera (iOS only)

When joining a web conference from your smartphone or tablet, your device’s back camera may be activated instead of the front camera. To switch from the back to the front camera, tap your camera view and tap on the lower left camera selector.

Browser - Webcam Not Working

Browser – Webcam Not Working

Webconference webcam not working in browser

In the unusual event that your video is not working when joining a 3CX WebMeeting from a browser, please follow these tips to ensure your video is up and running in no time:

  1. If the “Could not detect your Webcam” message is displayed, your video device is not connected or not working.
  2. Check if you can see your preview image at the bottom right of the screen or a red camera icon beside your name in the Attendees list, as this indicates that there is an issue with your webcam.
  3. Check if another application is using your webcam by closing all video-related applications, and join the meeting again. This is the most common reason for your video to stop working.
  4. Check if your browser may be blocking your webcam:
  • For Chrome check in “Settings > Advanced Settings > Content settings > Camera”.
  • For Firefox check in “Options > Privacy & Security > Camera Settings…”.

3CX WebMeeting is a powerful tool that allows for effective, face to face communication and collaboration with colleagues and customers no matter where they are. WebMeeting is fully integrated into your web client, so you can create and access meetings, collaborate, share your screen and more straight from your browser. 

How to Schedule a Video Conference

Creating a new video conference is simple and takes just seconds in the 3CX Web Client. The conference feature works with Google, Microsoft 365 and Outlook online and desktop, so you can easily add meetings to your calendar and invite participants. 

Simply click “Schedule Conference” in the Web Client menu, select your options and fill in the information about the meeting. You can also choose which calendar you would like the meeting to be applied to. Find out more in the Creating an Audio or Video Conference guide.  

Easily Share Your Meeting Room for Ad Hoc Conferences 

Sometimes conference calls and video meetings are more spontaneous, so we’ve made it easy for you to instantly share meeting rooms to get started right away. 

Click WebMeeting in the Web Client menu and you’ll be taken to your meeting room. Click the link icon to copy the meeting room link and share it with participants via email or chat. 

Joining a Web Conference

When you’re invited to a video conference, you will receive an email invitation with all of the meeting information. To join the conference, all you need to do is click on the meeting link. Ensure that you authorize access to your camera and microphone. 

Join meetings from your smartphone with the 3CX WebMeeting apps for iOS and AndroidImportant: The Android version enables you to only participate via audio and video and not interact in the web meeting. 

Collaborate with Advanced Features

3CX WebMeeting offers a number of features including the ability to toggle audio and video on/off and record the meeting. There are additional advanced features to enhance your meetings and make the experience more collaborative.

  • Screen sharing – Share your whole screen or a single window, browser tab, or application.
  • Share PDF – Upload, preview and share PDFs. All uploads are saved automatically in the “Shared Documents Repository”. Simply double click a document to share it; participants can then interact with the document using the toolbox at the bottom of the screen. 
  • Whiteboard – Ideal for brainstorming or online classrooms; collaborate in real-time with the drawing and text tools.
  • Start a poll – Want to gather opinions and feedback quickly and efficiently? Create a poll for your participants.
  • Share files – Organizers and presenters can share files up to 64MB each by clicking on the file share icon or dragging the file into the chat panel. All participants can open and save shared files. 
  • React – Offer feedback with reactions by clicking on the hand icon. 

Assist and Be Assisted with Remote Control 

The remote control feature for Windows PCs allows meeting organizers to remotely control any attendee’s PC. This is a great feature for when a colleague or customer needs help or support with an issue. 

To remotely control a participants PC:

  • Click on the attendee’s name and select “Remote Control”. If you haven’t already installed the 3CX Remote Control Client, do so when prompted. 
webmeeting remote control
  • You can open the remote session dialog, select another screen, or end the session by clicking on the blue “Remote Control” icon.

To have your PC remotely controlled:

  • Accept the remote control request, download and install the client when prompted. 
  • End the session by clicking on the blue “Remote Control” icon. 

Your Personalized Click2Meet URL

Click2Meet is a unique URL that you can share with customers, partners or colleagues, just like your office phone number, for an easy and free way to contact you. Your shareable Click2Meet URL can be found in your Welcome Email.

When someone requests a WebMeeting via your unique URL, you will be notified by email or chat. All you need to do is click on the URL sent to you to accept the request and enter the meeting. 

Note: Your administrator must set the “Notify me” option for your extension or queue for Click2Meet meeting requests to be delivered. 

Moderating WebMeetings

As a conference organizer you can assign rights and roles to participants in order to make meetings more efficient and allow all users to contribute effectively. By clicking on the attendee’s name you can:

  • Assign them the role of Organizer, Presenter, or Participant. 
  • Organizer: has full control of the meeting and can use all the available features including accept, reject or kick out users except for the meeting creator. 
  • Presenter: can share screen, reply to remote control requests, create polls, and share files and PDFs.
  • Participant: can participate, reply to remote control requests and polls, and open shared files. 
  • Kick a user – Remove users from the meeting. Kicked users can re-join meetings at any time. 
3CX WebMeeting Participant Options

Settings

You can easily access the 3CX WebMeeting settings by clicking on the icon on the right sidebar menu. Here you can customize the following options:

  • Audio 
  • Video
  • Network

You can also find information about the current meeting and the 3CX WebMeeting Privacy Policy.

Your One Stop for All Communications – The 3CX Web Client

The 3CX Web Client is easy to use and combines all the features you need to efficiently communicate, collaborate and connect with colleagues, partners and customers, straight from your browser. 

The Web Client at a Glance

From this one interface, you can easily make calls, view the status of colleagues, send chat messages, and hold a video conference. Here’s a quick look at the great things you can do with the 3CX Web Client.

Let’s get started: Logging on

In your Welcome Email you’ll find your credentials and a link to the web client. If you’ve lost your Welcome Email, not to worry. You can have it resent via the smartphone app (iOS, Android), or from the desktop client. 

The 3CX Web Client Google Extension

Once you’re in the Web Client, you’ll see “Install 3CX Google Extension” in the top left. The Google Extension gives you immediate access to calls with a mini, pop-out web client so that there’s no need to keep the full Web Client open in your browser, allowing you to work more efficiently across all apps. The Web Client Google Extension is fully integrated and works with your CRM, opening customer records and showing you caller IDs. What’s more, the extension offers Click to Call functionality by automatically detecting phone numbers on web pages and in CRMs. 

Placing a call

No need to dial any extension numbers here. Quickly and easily find who you need to call by searching with name, number or email address. Click the phone icon and voilà, you’ve just made your first call.

Once you’re in a call, you can seamlessly perform a number of actions with just a few mouse clicks.

  1. “Transfer” will transfer the call without the need for you to speak to the receiver, a “Blind Transfer”.
  2. “Att.transfer” will transfer the call after you first speak to the receiver to see if they accept the call, an “Attended Transfer”
  3. “Conference” allows you to create an ad hoc conference call, adding more participants to join the conversation. 
  4. “Rec” allows you to record your conversation.

Customized Experience: IP Phone, Smartphone or Web Client

The Web Client can be used for more than browser-based communications. Using the “Phone Selector”, you can easily select your preferred device and seamlessly control calls using the Web Client interface. 

  1. Click on the phone selector and choose your device, e.g. your smartphone.
  2. Place your call as normal – a call notification will appear from “Make Call”.
  3. Click “Answer” to call the contact.

Additionally, you can personalize your Web Client and Chrome Extension audio and video options to assign the “Speaker” and “Ringer” outputs to the devices you choose. This allows you to hear your extension ringing through speakers, but listen to call audio through a headset. You can configure these audio options in “Settings” > “Personalize” > “Audio/Video”.

Manage your Status

Make the most of the Status feature to save time and increase efficiency by seeing which colleagues are available to take calls. Avoid distractions and set your own status to let others know when you’re away or you don’t want to be disturbed. 

Choose from AvailableAwayDo Not DisturbLunchBusiness Trip, and Set Status Temporarily

Further, customize your status in “Settings > Call Forwarding”. Here you can:

  • Set a custom message
  • Enable/disable PUSH messages for each status
  • Rename “Lunch” and “Business Trip” profiles
  • Set the number of seconds to activate forwarding of unanswered calls for “Available” and “Lunch” profiles
  • Override forwarding rules based on Caller ID and time of the call

Professional Call Management with the 3CX Switchboard

For job roles where advanced call management is a daily task, the 3CX Switchboard is a powerful and user-friendly tool that offers a concise yet comprehensive view on call and queue activity. 

There are various Switchboard views to choose from depending on your job role, which allows for quick and efficient call answering and transfers, monitoring, queue statistics and more. Choose from:

  • “All” – extension and queue calls
  • “Queue Calls” – Queue call activity
  • “Wallboard” – Call queue analytics
  • “Per Queue” – calls and agents for each queue
  • “Reminders” – View and manage all set “Reminders”

To perform an action on a call simply right click on it to open the actions menu. You can even customize your view by clicking the pop-out icon to display them in a separate browser window. To set custom messages in the Wallboard, head over to “Settings > Personalize > Wallboard”.