TrueConf Server User guide

Table of Contents
1. What the guest page is 4
1.1. What can be found on the guest page 4
2. Connecting to TrueConf Server 5
2.1. Where to find client applications 5
2.2. Platforms supported by TrueConf client applications 5
2.3. TrueConf client application features 5
2.4. How to connect client applications to TrueConf Server 6
2.5. How to update client applications 6
3. Сall string formats 7
3.1. Calling a TrueConf Server user 7
3.2. Connecting to a conference 7
3.3. Calling SIP endpoints 7
3.4. Calling mobile phones and landlines 8
3.5. Calling H.323 endpoints 8
3.6. Calling RTSP endpoints 9
3.7. Using tone dialing 9
4. Calls to TrueConf Server via SIP/H.323 11
4.1. Connecting to a conference 11
4.2. Call to a TrueConf Server user 11
4.3. Additional features 11
5. Personal area 12
5.1. How to sign in 12
5.2. Main page 13
5.3. License information 13
5.4. List of conferences 14
5.5. Profile settings 15
5.6. Address book 15
5.7. Call history 16
6. Features available to your account 17
6.1. Address book editing 17
6.2. Make calls (video calls) 17
6.3. Create group conference 17
6.4. Screen sharing 17
6.5. Remote desktop control 18
6.6. Slideshow 18
6.7. Send files 18
6.8. Receive files 18
6.9. Conference recording 18
6.10. Operator rights 18
7. Conference page 19
7.1. A virtual room or a scheduled conference that has already been started 19

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7.2. Scheduled conference without registration 19

7.3. Scheduled conference with open registration 20
8. Conference scheduling 22
8.1. "General" tab 22
8.2. "Participants" tab 22
8.3. "Layout" tab 22
8.4. "Additional" tab 23
8.4.1. Selection of the participants who will be moved to the waiting room 23
8.5. "Registration" tab 24
8.6. Templates 25
9. Conference management 26
9.1. Real-time meeting management 26
9.1.1. Changing video layouts 26
9.1.2. How to rename a participant 28
9.1.3. How to add a content window 28
9.1.4. Managing participants' audio and video devices 28
9.1.5. Add a new participant to a conference 31
9.2. Conference information 31
9.3. Changing the conference PIN and ID on the fly 32
9.4. Locking a conference 33
9.5. Waiting room management 34
9.6. Conference recording 34
10. Conference analytics and video recordings 36
10.1. Conference analytics 36
10.1.1. Information about participants 36
10.1.2. Connection history 38
10.1.3. View chat 38
10.2. Conference recordings 39

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TrueConf Server User guide

1. What the guest page is

Guest page is the start page displayed to a user connected to⁠ TrueConf Server from a browser.
If you are the administrator of⁠ TrueConf Server, you will be able to access the⁠ control panel from the
guest page.
The link to the guest page has the following format: http[s]://<server>[:<port>] . e.g.,
https://192.168.0.1:443 or https://video.company.com .

1.1. What can be found on the guest page

On the guest page, you can:
Sign in to the personal area
Download⁠ TrueConf client apps for popular operating systems
Schedule a conference (authorization is required)
Join a meeting with its ID
View the user guide.
To change the language of the guest page, click on the flag icon which is in the upper left corner next to
the logo.
To check the contacts of the server administrator, click the button ⁠ Contact your administrator. You will
open the window where one can find the administrator’s name, phone number and email.

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2. Connecting to TrueConf Server

To use the video conferencing system, you have to install one of⁠ TrueConf client applications on your
device.

2.1. Where to find client applications

You can download client applications for all supported platforms from the ⁠ guest page of your⁠ TrueConf
Server (you can contact the server administrator to find out its address) or from⁠ our official website.

2.2. Platforms supported by TrueConf client applications

The following platforms are natively supported:
Windows
macOS
Linux
Android
Android TV
iOS
iPadOS
WebRTC

i Please note that a WebRTC application is available only to the users who have a link to the
conference URL address.

2.3. TrueConf client application features

✱
Please note that the features available during a conference depend on⁠ your role in this meeting.

Our client applications enable you to:

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Log in as a⁠ TrueConf Server user

Adjust address book settings including the way in which contacts are grouped
Make calls, create or⁠ join conferences
Collaborate and vote during conferences
Share⁠ your screen or⁠ show slides during a conference
Select⁠ video layouts during conferences
Exchange files and text messages with other users
View chat and call history
Select peripherals (e.g. microphone and camera)
Set personal preferences
Enable echo cancellation, noise reduction and automatic gain control.

2.4. How to connect client applications to TrueConf Server

To connect an application to ⁠ TrueConf Server, you should specify the server address on the network and
sign in. For more information, contact your server administrator.

2.5. How to update client applications

TrueConf for Windows client applications are embedded into the⁠ TrueConf Server installation package
and updated automatically when the server is updated. Applications for Linux are⁠ available on our web
site and in the repository of each operating system. All ways of installing⁠ TrueConf applications for Linux
are described in the⁠ corresponding article in our knowledge base.
To update other client applications, you need to manually download the new version from our web site
or get updates from the corresponding marketplace for Android/Android TV/iOS/iPadOS and macOS.

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3. Сall string formats

To make video calls or participate in conferences, you don't have to be a registered user of⁠ TrueConf
Server. It is also possible to connect from any SIP, H.323 or RTSP endpoint. For each type of supported
third-party protocols there is a specific call string format to be used.
A call string is a very powerful tool that can be used to:
Search for a contact in a client application
Call a user from a client application
Save a new contact in the address book
Add a new participant to a conference
Create an alias
And much more.

3.1. Calling a TrueConf Server user

To call a user from your video conferencing server, enter his/her⁠ TrueConf ID as a call string
You can also call a user from a different ⁠ TrueConf Server instance (only if the federation has been
configured between the servers). To do so use the following call string format:
<TrueConf_ID>@<server> , where:
<TrueConf_ID> is a user ID
<server> is an IP address or a domain name of a⁠ TrueConf Server instance.

3.2. Connecting to a conference

If you have a link to the conference page, the easiest way of joining the conference is to use⁠ TrueConf
client application: just paste the link into the search field and click the call button.
It is also possible to use a call string in the following format:
\c\<CID> if the conference is being hosted on your video conferencing server, where:
<CID> —⁠ conference ID
\c\<CID>@<server>#vcs if the conference is being hosted on a different⁠ TrueConf Server instance
federated with your own server. In this case:
<CID> is a conference ID
<server> is the DNS name of the server hosting the conference.

3.3. Calling SIP endpoints

Use one of the following formats to call an SIP endpoint:
#sip:<user_id>@<server_name> , where:
<server_name> is a host name or IPv4 address of an SIP server
<user_id> is an SIP username.
#sip:<user_id>@[<server_name>] , where:
<server_name> is the IPv6 address of an SIP server;
<user_id> is an SIP username.
#sip:<user_id> , where:
<user_id> is an SIP username
#sip:@<endpoint_ip> , where:

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<endpoint_ip> is the IPv4 address of an SIP endpoint.

#sip:@[<endpoint_ip>] , where:
<endpoint_ip> is the IPv6 address of an SIP endpoint.
#sip:@<hostname> , where:
<hostname> is the DNS name of an SIP endpoint.
#tel:<number> , where:
<number> is an SIP username.

✱
You can also call the number <number> ⁠using the dialer.

If the SIP server IP address or name is provided, you may have to specify the following parameters
explicitly:
Connection port <port> (in case it is different from the standard⁠ 5060 port)
Transport protocol <protocol> used for sending media streams (UDP is selected by default).
In such a case these parameters will be specified after the server address in the following way: :
<port>;transport=<protocol> .
Call string examples for SIP protocol:
#sip:[email protected]
#sip:[email protected]:5070
#sip:[email protected]:5070;transport=tcp
#sip:james78
#sip:8001
#sip:@192.168.1.99
#sip:@192.168.1.99;transport=tcp
#sip:@[fe80::805a:1cf9:12f9:def7]
#tel:501
#tel:13478783263

3.4. Calling mobile phones and landlines

You can call a phone number using the dialer in the address book. For more information about this
feature, please read the⁠ TrueConf client applications user guide.

3.5. Calling H.323 endpoints

Use the following call string formats for calling an H.323 endpoint:
#h323:@<IP> , where:
<IP> is the IP address of an H.323 gatekeeper.
#h323:@[<IP>] , where:
<IP> is the IPv6 address of an H.323 gatekeeper
#h323:<user_id>@<IP> , where:
<IP> is the IP address of an H.323 gatekeeper or an MCU
<user_id> is an ID of a user or a device registered on an H.323 gatekeeper with an IP address
specified in <IP> parameter.

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#h323:<user_id>@[<IP>] , where:
<IP> is the IPv6 address of an H.323 gatekeeper or an MCU
<user_id> is an ID of a user or a device registered on an H.323 gatekeeper with an IP address
specified in <IP> parameter.
#h323:\e\<e164_id>@<IP> , where:
<IP> is the IP address of an H.323 gatekeeper or an MCU
<e164_id> is an E.164 format number of a user or device registered on an H.323 gatekeeper with
an IP address specified in <IP> parameter.
#h323:<user_id>@<IP> , where:
<IP> is the IP address of an H.323 gatekeeper.
#h323:\e\<e164_id>@<IP> , where:
<e164_id> — is an E.164 format number of an H.323 gatekeeper.
If the IP address of the H.323 gatekeeper or MCU is included, it may be necessary to specify the
connection port <port> in an explicit way (when this port is different from the standard⁠ 1720 port). In
this case it has to be specified after the IP address in the following way:
#h323:<user_id>@<IP>:<port>
Call string examples for H.323 protocol:
#h323:@192.168.1.99
#h323:@192.168.1.99:1730
#h323:[email protected]
#h323:@[fe80::805a:1cf9:12f9:def7]
#h323:james78
#h323:\e\8001

3.6. Calling RTSP endpoints

To display an RTSP stream in the layout, add the video source as a participant to a group conference or
a point-to-point call using the RTSP call string. In this way, you can access the⁠ video from an IP camera
or another conference streamed over RTSP. The call string format may differ depending on the vendor or
camera model. You need to check the call string format specifically for your device.
Examples of RTSP addresses for different cameras:
rtsp://192.168.1.100/axis-media/media.amp
rtsp://admin:[email protected]:554/cam/realmonitor?channel=1&subtype=1
rtsp://admin:[email protected]:554/Streaming/Channels/101
An example of an RTSP link for a⁠ TrueConf conference for which streaming has been enabled:
rtsp://video.server.com/c/webinar/

3.7. Using tone dialing

You can send DTMF commands to DTMF-compatible devices in RTP ⁠ EVENT and ⁠S IP INFO modes. To
learn more about the transmission of such signals, please read the documentation provided by the
manufacturer for each device.
The following symbols can be used to add pauses directly to the call string:
, — short pause (a few seconds)

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; — long pause (waiting for a dial tone from the caller).

For example, if you want to call a SIP server with IP 192.168.1.99 from the⁠ TrueConf client application
to a conference protected by PIN 123456 , you can avoid manual PIN entry by using a URI with a
preset:
#sip:@192.168.1.99;123456
To call 13478783263 with extension 222 , you can use the following call line:
#tel:13478783263,222

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4. Calls to TrueConf Server via SIP/H.323

4.1. Connecting to a conference
To make a call from a hardware or software SIP/H.323 endpoint (including⁠ TrueConf Room or⁠ TrueConf
Group) to a conference hosted on⁠ TrueConf Server, use a call string in one of the following formats:
00<Conference_ID>@<server>
00<Conference_ID>@<server>:<port>
where:
<Conference_ID> —⁠ conference ID
<server> — the server domain name or IP address
<port> — the connection port (used if the port is different from standard 5060 for SIP and 1720
for H.323).
For example:
[email protected]
[email protected]:1730
To join a ⁠ PIN-protected conference from an SIP endpoint, it is necessary to add PIN, separated by a
comma after the conference ID in the call string:
00<conf_id>,pin@<trueconf_server>:<port>

4.2. Call to a TrueConf Server user

To make a call from the endpoint to a user registered on ⁠ TrueConf Server use one of the following
formats:
<TrueConf_ID>@<server>
<TrueConf_ID>@<server>:<port>
where:
<TrueConf_ID> —⁠ user⁠ TrueConf ID
<server> — IP address or domain name of the server where the call should be routed
<port> — the connection port (used if the port is different from standard 5060 for SIP and 1720
for H.323).
For example:
[email protected]
[email protected]:5070

4.3. Additional features

Additionally, to make a call via SIP, you can explicitly specify the protocol name (UDP is used by default):
00<conf_id>,pin@<trueconf_server>:<port>;transport=<protocol>
Some H.323 endpoints like Cisco also support call strings with double hashes ## . In this case⁠ TrueConf
users and conferences can be called in this way:
<trueconf_server>##00<user>
<trueconf_server>##00<conf_id>

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5. Personal area
Personal area is a server-hosted web page designed for scheduling conferences or editing personal data
or the address book.
Unlike the control panel which is accessible only to the administrator, this web page is available to every
user.

5.1. How to sign in

On the server guest page, click the⁠ Sign in button in the upper right corner. Enter your username and
password.
You can request the administrator to provide access credentials for the guest page.

! The account lockout policy can be configured on the side of⁠ TrueConf Server for the cases when
invalid login is entered.
Authentication in the client application and in the personal area can be blocked after multiple
failed attempts to enter the password. The maximum number of failed attempts and the lockout
period will be determined by the administrator. If you want your user account to be unlocked
manually before the lockout period expires, please contact the server administrator.

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5.2. Main page

Once you have signed in, you will see a list of conferences scheduled for today and virtual rooms (up to
5) below on the main page.
In the personal area, you can see only the conferences in which you are involved as a participant/owner.

i This list does not include the meetings created ad hoc in⁠ TrueConf client applications, for
example, in the⁠ Сonferences → Meet now section of⁠ TrueConf for Windows.

5.3. License information

Participation in conferences hosted on your server is determined by separate⁠ PRO licenses. If you do not
have such a license, you will not be able to join an event as a participant, owner or moderator.
Information about your PRO license will be displayed on the main page of the personal area right below
your name (and in the notification at the bottom of the page):

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1. License information:
If you have a⁠ permanent PRO license, in addition to the title, you will also see the help button with
additional information.
If you have a⁠ temporary PRO license, you will see its expiry period and the help button with
additional information.
2. Renew a temporary license manually for 24 hours.
If the license is not given, the corresponding text hint will be displayed below your name:

✱
The administrator of your⁠ TrueConf Server can disable the display of information about the PRO
license and make it impossible for users to renew such licenses manually. This means that the
administrator fully controls the distribution of licenses and if you are unable to participate in a
conference due to some reason, contact the administrator.

5.4. List of conferences

The full lists of conferences are displayed in the⁠ Meetings and⁠ Virtual rooms sections.
Click on a conference to check its details. The sidebar on the right will include general information about
the meeting and control buttons. You can export a scheduled conference to your Google Calendar,
Outlook, etc.
In the card of the selected conference, you can find:
Number of invited participants
Conference ID
PIN code (if it was set)
Owner
Access type (private or public)
Mode
Location (if specified)

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Information about the current access status (displayed if the meeting is now locked)
Conference URL
A text hint indicating that the video recording of this conference will be saved on the server (displayed
only if recording was enabled when the conference was scheduled).
Calendar is displayed above the list of conferences in the⁠ Meetings section. Select a date to see a list of
conferences scheduled for that day.

✱
Conferences scheduled for today are displayed on the ⁠main page.

U se and buttons at the top to switch between the calendar and the list of all scheduled
conferences:

5.5. Profile settings

Go to⁠ Profile settings to change your account information and interface language.
Click⁠ Make a photo button to create an avatar using a webcam.

✱
You may need to give the browser access to your webcam to take a photo.

Changing the language is available on⁠ Other settings tab.

5.6. Address book

Go to the⁠ Contacts section to view and edit the address book.
You can select any contact to call or start chatting. To contact a user, you will need a ⁠ client application
which can be downloaded by clicking the⁠ Download the application link in the personal area menu.

i You will be able to edit the address book only if ⁠this right is given to you by the administrator.

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5.7. Call history

You can view the history of incoming or outgoing calls, including conference invitations. Go to the⁠
Call history section of the personal area. If you select a meeting from the list, the main information
about this event will be displayed. In case you are the owner of the selected conference, you will be able
to access the card providing more detailed information about it.

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6. Features available to your account

On the right panel of the ⁠personal area main page, you can find the list of features available to you:
Address book editing
Make calls
Create group conference
Screen sharing
Remote desktop control
Slideshow
Send files
Receive files
Conference recording
Operator rights.

i If any of these features is unavailable to you, contact the server administrator and ask for a list
of rights given to you.

6.1. Address book editing

Address book is a list of contacts (both user accounts and ⁠call strings) that a⁠ TrueConf Server user can
view and browse from a client application.
If this feature is unavailable, you will only be able to see the address book provided by the server
administrator without being able to edit it.

6.2. Make calls (video calls)

A video call is a mode involving two participants who can see and hear each other.
If this feature is unavailable, you won't be able to make video calls but, only receive incoming calls.

6.3. Create group conference

If this option is unavailable, you will be able only to join conferences, but not create them.
You can create group conferences in one of the four modes with ⁠ TrueConf client applications and in the
personal area:
All on screen is a video conference where all participants can see and hear each other.
Video lecture is a conference where the moderator can see all the participants while the participants
can only see the moderator.
Moderated role-based conference is a conference where participants can see and hear only
presenters. Any participant can become a presenter; to do it, he/she has to be approved by the
moderator.
Smart meeting is similar to a moderated role-based conference; however, in this case, every
participant automatically becomes a presenter as soon as he/she starts speaking or sharing content.

6.4. Screen sharing

This right enables you to⁠ share your desktop and separate application windows in⁠ TrueConf client
application. This feature does not affect the ability to view the content shared by other participants.

6.5. Remote desktop control

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6.5. Remote desktop control

If this feature is available, any participant in a conference or video call can⁠ control your desktop if you
have allowed it in⁠ application settings. Please note that the remote control can be requested only if you
are⁠ sharing your desktop (not one of application windows or a slideshow).

6.6. Slideshow
This right enables you to⁠ show slides in⁠ TrueConf client application. If this feature is disabled, you will still
be able to view the slides shown by other participants.

6.7. Send files

If you do not have this right, you will not be able to⁠ send files to personal or group chats. However, you
will still be able to send messages, share contacts or download the files sent by other users.

6.8. Receive files

This right allows you to receive files in private and group chats. If you do not have this right, instead of a
file there will be a chat message indicating that you are not permitted to receive files. However, you will
still be able to download the files that you sent previously providing that you have the permission to
⁠send them.

6.9. Conference recording

This feature enables you to⁠ record calls and conferences in⁠ TrueConf client application. This feature does
not affect the right to record video meetings on the server side.

6.10. Operator rights

This right means that your account was added to the⁠ operator group which gives you the following
permissions:
You automatically receive the rights of a⁠ moderator in any conference you join.
None of the participants, including the conference owner, can dismiss you from the moderator role.
You can join any PIN -protected meeting without having to enter PIN, regardless of when this
passcode was set, before the conference start or ⁠during the conference.
Moderator is a conference participant who is allowed to:
Invite users to a conference
Remove users from a conference
Give or take the "podium" without a request (in a moderated role-based conference)
Pin presenters on the “podium” (in a smart meeting)
End a conference for all participants
Set up video window layouts for participants and control their audio and video devices.

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7. Conference page
Every conference, created on⁠ TrueConf Server has a web page. Its user interface may differ depending on
the conference schedule and privacy mode.

7.1. A virtual room or a scheduled conference that has already been started
If it is a virtual room or a scheduled conference that has already been started, you will see the buttons
allowing you to join the meeting either from⁠ TrueConf client application or from the browser. If it is a
webinar, you will be able to join as a guest; in this case, you will need to enter your name in the
corresponding field:

7.2. Scheduled conference without registration

In this case you will see the general information about the webinar and the button for adding this event
to your calendar:

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If the conference has already been started, you will be able to join it either with your⁠ TrueConf Server
account or as a guest (available for a webinar) as it is shown above.

7.3. Scheduled conference with open registration

The registration is available only for public conferences. In this case, you will see the⁠ Sign up button. If
you click on it, you will be asked to fill out the registration form (required fields will be marked with an
"asterisk"):

If email invitations were allowed on⁠ TrueConf Server, you will receive a connection link that will be sent

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to the email you provided when filling out the form. Otherwise, you will need to click on the⁠ Copy link
button to copy and save the conference join link.

i The conference join link is unique; it cannot be shared with any other participant or used for
joining a meeting from multiple devices. For example, you will be disconnected from the
conference you joined on your computer if you also try to join this event from your mobile
phone.

Authenticated⁠ TrueConf Server users can be allowed to join the conference when configuring
⁠registration settings. In this case a user can add oneself to the list of webinar participants in the following
way:
1. Authenticate on the conference page by clicking on these buttons:⁠ Sign in
→ Enter as a registered user.
2. Click on⁠ Attend.

✱
Check out the⁠ article in our knowledge base to learn more about different ways of joining a
conference.

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8. Conference scheduling
i You will be able to create conferences only if ⁠this right is given to you by the administrator.

To create a conference on the ⁠main page of the personal area, click⁠ New conference or⁠ New room.
Please select a conference type:
Private (by default) – only registered users can join the meeting;
Public (webinar) – both registered and unregistered users can join.
The launch mode will be set automatically. Click⁠ Continue or select a ⁠template to go to the main
settings.

8.1. "General" tab

Specify:
Conference name
Mode (All on screen mode is set by default)
Specify the number of⁠ presenters if a moderated role-based conference or smart meeting is selected
Conference start type: scheduled or unscheduled (virtual room)
For a scheduled conference, you can:
select the start date and time, and, if necessary, configure recurrence (repetition) settings
send automatic email reminders to conference participants. This feature will be available if it was
previously activated in the settings of⁠ TrueConf Server by the administrator. It is possible to add up
to 4 reminders for one conference. To do it, click on the ⁠ Settings button. If you want to apply the
notifications settings specified on the video conferencing server, click the button ⁠
Use administrator specified settings.

i Sometimes when editing a conference created previously, you will see the reminders that you
did not add. This issue may occur because the administrator of⁠ TrueConf Server activated global
notifications settings when the conference had already been created.

Сheck the⁠ Save as template box to create conferences with the same settings in one click in the future.

8.2. "Participants" tab

Go to the⁠ Participants tab and add users to a conference in one of the following ways:
From the ⁠address book
By their⁠ TrueConf ID
By specifying ⁠a call string for an SIP/H.323 or RTSP device
By email (only for public conferences).

8.3. "Layout" tab

On the⁠ Layout tab, you can select the default layout for all conference participants (including groups of
participants depending on the connection type) or for each user individually.

i Layout editing is unavailable for smart meeting and video lecture modes.

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To set a layout:
1. Specify the type of layout.
2. Select the number of⁠ video windows.
3. If necessary, add an additional video window to share content.
4. Assign a participant to each video window or click⁠ Auto-fill layout (you can also change the order of
video windows with the mouse). You can use full-screen mode for convenient layout settings.
5. Choose where the username should be located (at the top or bottom of a video window)
6. If necessary, check the box⁠ Do not allow users to change the layout.

8.4. "Additional" tab

Set up the following parameters on the⁠ Additional tab:
Conference ID
PIN to join the conference. This will boost your meeting security and protect your conference from
third-party access (even if a third party has a conference join URL in case you⁠ organize a webinar). PIN
will be generated automatically upon checking the box. However, you can always change the PIN in
the field below. PIN protection will be unavailable if you allow users to sign up for a public conference
(webinar).
Connecting to the conference without invitation (for private conferences only)
Waiting room for the event. You will be able to ⁠ choose the participants who will be directed to this
room (see below)
Settings for automatically turning off participants’ cameras and microphones when they join the
conference
Permissions for⁠ guest participants (available only for a public conference)
Restriction on the number of guest participants (available only for public conferences); by default,
unauthorized users can join the event up until the moment when the licence limit for guest
connections is reached
Conference recording (available only if the administrator of your⁠ TrueConf Server had previously
enabled this feature)
Sending email invitations to participants
Conference location and description.

8.4.1. Selection of the participants who will be moved to the waiting room

i It is not possible to select the participants who will be directed to the waiting room, if
⁠registration is allowed for a public conference (webinar). In such a case all participants except
the owner and moderators will be directed to the waiting room if it is enabled.

Under any scenario, SIP/H.323/RTSP connections are treated as participants from other servers. For
example, if an endpoint makes a call to a conference or is invited to the meeting, it will be directed to
the waiting room if all the settings are activated except⁠ Guests only for a webinar.
Categories that can be selected for public conferences
All participants (except the owner and moderators) – all participants except the owner and
moderators will be moved to the waiting room (this includes the participants who signed up for the
event)
Uninvited participants and guests (selected by default) – the following participants will be moved to

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the waiting room:

all users from your server, who were not invited in advance before the start of the conference and
are now calling the conference/owner or are invited after the start of the event
all users from a federated server who were not invited in advance before the start of the
conference
all guests.
The following participants will not be moved to the waiting room:
users from your server who were invited in advance before the start of the conference
users from a federated server who were invited in advance before the start of the conference
users who signed up for the event (since they have already been added to the list of invited
participants)
users from your server and federated server who were invited in advance, but did not join when
the conference started and are now trying to join during a conference or receive another invitation
call.
Uninvited participants from other servers and guests – only guests (if they did not sign up for the
event) and users from a federated server, who were not invited in advance, will be directed to the
waiting room.
Guests only – only guests, if they did not sign up for the event, will be directed to the waiting room.
Categories that can be selected for private conferences (the rules are similar to the ones set for
webinars except guests and unregistered participants):
All participants (except the owner and moderators)
Uninvited participants (selected by default)
Uninvited participants from other servers.

8.5. "Registration" tab

If a public conference (webinar) is created, the⁠ Registration tab will be available (this feature will can be
accessed if you are scheduling a conference and not creating it ad hoc). Here, you can configure
registration settings so that users could sign up as guests for the online event:
1. Enable registration (disabled by default)
2. Select the time when registration will close:
3. Without limitation — available only for recurring conferences (the registration will always be open)
4. At conference start — the registration will close right after the webinar start
5. At conference end — the registration will remain open up until the webinar end
6. Custom date and time — set a custom time interval during which the registration will be open.
3. Automatically close the webinar registration when the maximum number of participants is reached
(depends on the selected conference mode).
4. Allow any authorized user to join the conference after its start. In this case, any user registered on
your server can sign in on the conference page and add oneself to the list of invited participants by
clicking on the⁠ Attend button.
5. Settings for the input fields in the registration form. You can drag and drop input fields to create a
custom registration form. Besides, you can mark the corresponding checkboxes to make sure that certain
fields must be filled by participants. The customization of registration form is available only when a
conference is created. This feature is not available when the conference is edited.
6. It is possible to select the input fields for the registration form only when a conference is created. You

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can choose either standard fields or add custom ones (up to 10) by clicking on the⁠ Add field button.
When the changes are saved, users will be able to sign up for a public conference on its web page.

8.6. Templates
To create meetings with multiple identical parameters, you can use templates. When a conference is
created based on a template, all schedule settings are discarded (it becomes a virtual room by default).
However, the following parameters remain unchanged:
Conference name, mode, and owner
List of participants
Parameters from the⁠ Additional tab (except conference ID)
All registration settings saved in the template, except the time when participant registration will be
closed: these parameters will be available for a scheduled public conference (webinar).

✱
Set up a schedule ⁠on the⁠ General tab to hold the same conference on a regular basis.

To add a template, use ⁠ Create a template button in the upper right corner of the⁠ Templates section.
You can also save your conference as a template ⁠when creating it.
To use a template, select it in the ⁠ Templates section and create a conference using the buttons in the
panel on the right. You can also edit or delete the selected template.

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9. Conference management
9.1. Real-time meeting management
You can ⁠change the video layout and ⁠control participants’ devices during an ongoing conference right in
your personal area. To do it, use the⁠ real-time meeting management tool.

i This feature is available in one of the following cases:

You are the⁠ conference owner.
You are a conference moderator.
You have the operator rights which means that you automatically become a conference
moderator.
In the last two cases you have to be connected to the conference from a browser (via WebRTC )
or in your client application and added to the list of invited participants before the start of the
meeting; otherwise, this event will not be displayed in your personal area.

To go to the real-time meeting management section, select a conference in the ⁠ Meetings or⁠
Virtual rooms section and click⁠ Conference manager in the panel that will be opened on the right side.
On the new browser tab, you will see the real-time meeting management tool, namely, the l⁠ ayout
management page. In the upper right corner, one can check the conference name and its current
duration. The button opens the menu where a user can find the list of participants while the

button leads to additional settings (PIN, ID, etc.).

9.1.1. Changing video layouts

The order of participants’ video windows in the layout (all participants in “all on screen” mode and
presenters in a moderated role-based conference or a smart meeting) is determined in the following way
by default: the windows are displayed in the order in which participants joined the conference. The
layout is filled from left to right and from top to bottom starting from the upper left corner.
In case of a smart meeting, it is impossible to manage layouts since the group of presenters displayed in

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the layout is⁠ formed automatically. So, you will immediately see the list of participants with b⁠ uttons for
managing their devices.
If layouts have not been configured yet, you will see the list for adding them after accessing the real-
time meeting management section. Select the layout mode that you want to apply:
for all participants
for SIP/H.323 and WebRTC users
individual video layout for a specific meeting participant.

i Layout management is unavailable in ⁠video lecture and smart meeting modes.

After that you will proceed to the layout control panel.

1. Click on the button to fill video windows. You can move the video window of the selected
participant and spotlight this window by double-clicking on it.
2. Select the type of layout at the bottom of the window.
3. Specify the number of video windows in the layout.
4. If you want to show content in the conference, you can add a separate content window for it by
clicking⁠ + Content slot.
5. Choose the location of the video conference participants' names in their video windows: at the top, at
the bottom, or choose not to display them.
6. Click to open advanced settings:

forbidding users to change the video layout

filling in the layout automatically
clearing the layout (the number and location of video windows will not be changed)
deleting the layout.
After setting participants' video windows and changing their position in the layout, click on the⁠ Apply

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button. In case of a moderated role-based conference, the participants added to the layout will be
automatically invited to the podium.
To switch between layouts or add a new one, click on the⁠ Layout button in the meeting control panel:

i If you want to enable meeting participants to⁠ decline the layout you have applied, select⁠
Enable users to change layout in the additional settings when creating the video layout.

9.1.2. How to rename a participant

You can change the name displayed in the video layout for any participant. This change will apply only
to the current layout and will not affect the user’s name in the address book.
1. Click on the button in the participant’s video window to access the ⁠additional menu.

2. Select the⁠ Change display name option.

3. Enter the new name in the pop-up window and click⁠ Save.
Renaming is also possible when a participant is replaced in the video window.

9.1.3. How to add a content window

To add an additional video window where your ⁠ content or⁠ slides will be displayed, click⁠ + Content slot
when ⁠creating the layout.

9.1.4. Managing participants' audio and video devices

You can control participants’ devices right after ⁠adding them to the layout with these buttons:
— enable/disable camera

— mute/unmute microphone

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— increase/decrease microphone gain (displayed when clicking on the arrow icon

which is on the right side of the microphone)
— open the additional menu where you can:

remove a participant from the podium or invite him/her to the podium (available only in a moderated
role-based conference)
rename a participant in the layout
replace a participant in the video window with a different one
set up audio and video devices (choose and set up camera, audio capture and playback devices,
adjust microphone sensitivity)
assign a moderator
set an individual layout for a participant
spotlight a video window or make it smaller (in the layout with a spotlighted window)
clear the video window.
To select multiple participants, check the box in the upper right corner of the video window for each
participant. In the toolbar at the bottom of the screen, you can turn off cameras and microphones of
multiple meeting participants and remove them from the conference. In a moderated role-based
conference there will be an additional button for removing the participant from the podium.

Click next to the conference name if you need to hide participant management buttons or display
the list of users who were not added to the layout. You will be able to use the following options for
managing each participant:

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You can also go to the full list of participants by clicking the button and selecting the⁠

Participant List option. To go back to the layout management section, click the button and select
the⁠ Layouts option. In a moderated role-based conference mode you will see the buttons for inviting a
user to the podium and removing him/her from the podium .

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By clicking the button , you will open the menu for changing the display mode: as a list or as tiles.

9.1.5. Add a new participant to a conference

You can invite users to an ongoing meeting. To do this, open the list of participants and press the
button to the right of the search bar.
The window for adding users will open. There you can select users in the same way as you would when
⁠creating a conference.

✱ One can also invite users to the conference in the layout management window, if participants,
who are not added to the layout, are displayed.

9.2. Conference information

In the r⁠ eal-time meeting management section you can check information about the conference by
clicking the button and selecting the⁠ Conference details option. A new menu will open: here, one
can view detailed information about the event and end it with the corresponding button.

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i UDP Multicast address and RTSP streaming are displayed only if the corresponding settings were
configured when creating a conference by the administrator in the TrueConf Server control
panel. The HTML code of the widget is additionally displayed for public conferences to embed it
in your website.

9.3. Changing the conference PIN and ID on the fly

It is possible to change the PIN (needed for joining the meeting) and ID (unique identifier) of an ongoing
conference. For example, when all invited participants have joined the conference, you can protect this
meeting against unwanted connections. This feature is available in the same cases when the r⁠ eal-time
meeting management section is available.
To change PIN or ID:
1. Go to the ⁠real-time meeting management section.
2. Click on the button .

3. Select one of the options and specify the new value of PIN or ID. One can also generate a PIN
automatically or set a new one if it was not specified before.

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⁠
The owner can also set the PIN code in the conference card in the list of scheduled meetings or virtual
rooms.

9.4. Locking a conference

A moderator can lock a conference for new participants either temporarily or up until its ending. The
conference can be locked in one of these ways:
Select an ongoing conference in the list of meetings in your personal area, and click⁠ Lock conference
in the card of this conference.
Go to the ⁠real-time meeting management section, click the button and select⁠ Lock conference.

When a conference is locked

it can be joined by:
Moderators (including the owner)
Users who will be explicitly added by the moderator (including those who were previously invited,
but did not join).
it cannot be joined by:
Authorized server users who were not explicitly invited by the moderator after the conference was
locked
Users who were added to the list of invited participants before the conference started, but did not
join before the conference was locked
Guests (in case of a public conference).

i Each time when a conference ends, it automatically becomes⁠ unlocked which is the default
status.

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One can make a conference accessible to new participants in the same section where the conference can
be locked. Select the option⁠ Unlock conference in the conference card or in the real-time meeting
management section.

9.5. Waiting room management

A conference moderator can control the waiting room (enable or disable it) during the meeting. To do it:
1. Go to the ⁠real-time meeting management section.
2. Click on the button .

3. Depending on the current state, select⁠ Enable waiting room or⁠ Disable waiting room.
4. When the waiting room is disabled, you will see a pop-up window where one can choose the actions
for the participants in the waiting room: they can be invited to a conference or removed from it.

i Each time when a conference is ended, the status of the waiting room is reset to the value
specified on the⁠ Advanced tab before the start of the conference.

9.6. Conference recording

As the owner, you can start video recording not only when creating or editing a conference, but also
when this meeting has already started. To do it, take these steps:
1. Go to the ⁠real-time meeting management section.
2. Click on the button .

3. Select the⁠ Recording option.

4. In the opened window start or stop recording (if it was started previously).

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5. If recording has already started, click the button which is next to the conference duration timer.

i A conference can be recorded only if this feature was previously activated by the administrator
of your⁠ TrueConf Server.

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10. Conference analytics and video recordings

If you are the⁠ owner of a conference, you will be able to view analytics about this event and check the list
of its video recordings.

This feature is available for any conference regardless of its schedule mode (a virtual room or a
scheduled conference) and its status (ongoing or inactive).

10.1. Conference analytics

The conference owner will be able to view detailed analytics about the meeting: e.g., information about
participants, the time when they were added to the list participants and joined the conference. It is also
possible to view the conference chat history. To do it, select the conference in the ⁠ Meetings or⁠
Virtual rooms section and click on the⁠ Analytics button in the conference card:

10.1.1. Information about participants

Go to the⁠ Participants’ entries tab to view detailed information about the participants and check the
time when they were added to the list of participants. Please note that in case of a webinar with o⁠ pen
registration, you will also be able to view information about the guests who signed up for the meeting:

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If you select a participant in the list, you will be able to view information about this user. For example,
here, we have selected the user named Ann Bronson.
In the search field, participants can be filtered by name or email. You can also click on the button
to filter participants by two parameters:
By authentication type — registered server users, guests or all participants
By connection status (joined or did not join the meeting).
By default, the list of participants is displayed for the period bettwen the time when the conference was
created and the moment when it ended. However, you can select a custom time interval by clicking on
the calendar icon.

To display the chart showing when users were added to the list of participants click on the button.
You will be able to apply the following filters:

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To save these data to a ⁠ .csv file, click on the button. Please note that all the lines will be saved
regardless of the filters that were applied.

10.1.2. Connection history

To view information about the connection history, go to the⁠ Connection history tab:

You will see information about every connection and exit event. The above examples shows that Ann
Bronson and Bill Browning joined the conference two times. It is possible to search for participants by
name and select the time interval for filtering and saving data to a⁠ .csv file.

10.1.3. View chat

You will be able to view the entire conference chat history by going to the⁠ Chat history tab:

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Messages can be filtered by words or phrases, sender, and the time of sending. It is also possible to save
messages to a⁠ .csv file.

10.2. Conference recordings

As the⁠ conference owner, you will also be able to download video recordings of the meeting saved on⁠
TrueConf Server.

✱
To learn more about working with video recordings saved on the side of⁠ TrueConf client
application, read this⁠ guide.

Go to the⁠ Meetings or⁠ Virtual rooms section and select a conference. If there is only one conference
recording, you will see the⁠ Download recording button that will start file downloading. If there are
multiple recordings which means that the conference has been started more than once, you will see the⁠
Conference recordings button that will open the list of files:

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If you select a recording, you will see the following information: file name, its format, recording start and
end time, duration and size. To download the selected file, click on the ⁠ Download recording button or
.

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