• Creating a Video Conference
• Managing a Video Conference in WebMeeting
• Screen Sharing
• Share PDF
• Whiteboard
• Screenshot
• Moderate and Control Users
• Shared Files
• Reactions
• Remote Control Windows PCs
• Meeting Rooms
• Create Surveys and Poll your Audience
• Retrieve your Personalized Click2Meet URL
• Joining via a Click2Meet URL
• Settings

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.

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

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”.

• 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, Marker, Eraser 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

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:

• “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

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

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

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.

4. 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.
5. 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”.

5. 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.
6. 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.
7. 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.
8. 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 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:

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.

2. Copy the meeting link to share with colleagues and contacts.
3. Send the meeting link through email or chat.
4. 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

• Cisco SPA500 Series
• Cisco 7940/7941/7960/7961
• Fanvil C62/C58
• Polycom Soundpoint IP 335
• Polycom Soundpoint IP 650
• snom 300
• snom 320/360/370
• snom 715/710
• snom 760/720
• snom 820/821
• snom 870
• Yealink T19P
• Yealink T21/T22/T26
• Yealink T41/T42
• Yealink T46/T48
• Yealink VP530

Transferring Calls from Your IP Phone

• Cisco SPA500 Series
• Cisco 7940/7941/7960/7961
• Fanvil C62/C58
• Polycom Soundpoint IP 335
• Polycom Soundpoint IP 650
• snom 300
• snom 320/360/370
• snom 710/715
• snom 720/760
• snom 820/821
• snom 870
• Yealink T19P
• Yealink T21/T22/T26
• Yealink T41/T42
• Yealink T46/T48
• Yealink VP530

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.

• Cisco SPA500 Series
• Cisco 7940/7941/7960/7961
• Fanvil C62/C58
• Polycom Soundpoint IP 335
• Polycom Soundpoint IP 650
• snom 300
• snom 320/360/370
• snom 715/710
• snom 760/720
• snom 820/821
• snom 870
• Yealink T19P
• Yealink T21/T22/T26
• Yealink T41/T42
• Yealink T46/T48
• Yealink VP530

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.

• Cisco SPA500
• Cisco 7940/7941/7960/7961
• Fanvil C62/C58
• Polycom Soundpoint IP 335
• Polycom Soundpoint IP 650
• snom 300
• snom 320/360/370
• snom 710/715
• snom 760/720
• Yealink T19P
• Yealink T21/T22/T26
• Yealink T42/T41
• Yealink T46/T48
• Yealink VP530

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.

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.

Joining a Web Conference

from Chrome or Firefox

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

• 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

• 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.

Troubleshooting

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

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…”.

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 Available, Away, Do Not Disturb, Lunch, Business 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”.