Using the Pexip desktop app

It only takes a few minutes to set up your Pexip desktop app and start making calls. First you need to activate your account and install the desktop client. Then you're ready to login, check the default configuration and start making calls. This article helps you do all of these things, as well as providing information on using the other available features.

Here's a quick tour of the Pexip desktop app.

Here are the different tasks you can do

Sharing a link to your VMR

Using the Pexip apps you can start an email with your room details automatically inserted for you. You can also copy room links/information and then paste them into another application. See the help below on the desktop/web app.

We've also integrated the Pexip Service with Outlook and Google Calendar. Here's more information about Outlook and Google Calendar.

Using the desktop or web app

The screenshots below are taken from the desktop app, but the web app experience is very similar.

What HowHere's what you can do and how
Invite via email

Invite via email

You can initiate an email with pre-populated joining instructions directly from the apps if you already have or would like to set up a local email client (such as Mail on Microsoft Windows).

  1. Select the Show Participants icon .
  2. Select the Share link to the room tab and then . This takes you into your local email client and opens a new email with full joining instructions pre-populated in the email body. If you don't yet use a local email application, this action will initiate the set-up process instead.

  3. Remember to include a guest PIN, if you have set one. Here's more information about setting host and guests PINs.
Get a link to your VMR for joining via browser

Get a link to your VMR for joining via browser

To join your VMR via browser, all participants need is the URL to your room.

  1. Select or (it's a smaller version of the same button).
  2. Select Copy and then open an email or calendar invite in your usual email client where you can paste the URL and complete your invitation.

  3. Remember to include a guest PIN, if you have set one. Here's more information about setting host and guests PINs.
Get full joining instructions for joining via any method

Get full joining instructions for joining via any method

If any of your invitees could be joining via VTC system, Skype for Business, or the standard telephone network, you can use the Advanced room information link which gives full instructions.

  1. Select or (it's a smaller version of the same button).
  2. Select the Advanced room information link and then open an email or calendar invite in your usual email client where you can paste the instructions and complete your invitation.

  3. Remember to include a guest PIN if appropriate. Here's more information about setting host and guests PINs.

Joining a VMR

You can join your own VMR, someone else's VMR, or a Team VMR all from the Pexip desktop app. You can choose which devices to use, share your screen, or join a meeting just to drive a presentation.

The below screen shots are taken from the desktop app, but the web app experience is very similar.

What HowHere's what you can do and how
Join a meeting from a room link

Join a meeting from a room link

Here is step-by-step help with joining using a link. If joining your own room, you just need to log in to the app you want to use first, or have your host PIN ready *.

  1. Open your meeting invitation and click on the room link that starts https://pexip.me.meet/. This takes you to the meeting room via your browser.

  2. Choose which app to use:

    • Select Join through browser to stay in the Pexip Web App, or

    • Select to open the Pexip desktop app. This takes you directly to the target meeting room.

  3. The first time you join a Pexip video meeting you see a prompt requesting the use of your computer's camera and microphone, select Allow to continue.

  4. Before joining, you can check that your video, audio and sound are working. To change the camera and microphone selected, go to .

    Everything is working fine if:

    • You see your own image in the video window.
    • The green bar in the bottom right corner rises and falls with the sound detected by the microphone.
    • You can hear sound through your speakers. Select to test them.

  5. If joining a large meeting, you may want to mute your microphone before joining. Just select .
  6. If you see a prompt for your name, please enter your name (logged in users don't see this).
  7. Next, choose how to join, either:
  8. Logged-in room owners join their own room without entering a PIN, however a PIN may be required (if one is set) in other situations:
    • If an on-screen prompt requests a PIN, enter the PIN given to you by the room owner and join the room . If you entered the host PIN, the VMR opens and you can start the meeting ahead of the room owner joining. If you entered the guest PIN, you may be held in the lobby until the meeting room opens, or you may enter the meeting straight away if the room owner or a host is already there.
    • If you hear an invitation for the host to enter a PIN, you can go to the DTMF pad and enter the host PIN if you have it, otherwise you can wait in the lobby until the room owner or a host joins.
    • If you see the Welcome page, and hear a message saying that you are the only participant, you don't need to do anything more than wait for the meeting to begin.

  9. Find out more about in-call controls, including how to share your screen.

Select and join a VMR

Select and join a VMR

These steps are for joining with video or with audio and presentation capabilities only, and you need to be logged in to the app. Screenshots are from the desktop app but the web app is similar.

  1. First, select the VMR you want to join.

    • To select your own VMR, go to the menu in the top-right corner and then select  .
    • To select someone else's VMR, go to and find a colleague's VMR. For Personal VMRs you see two matching entries, select the one labeled VMR (the other entry is for making direct calls to a person).
  2. You see the name and video address of the selected room in the top left corner of the main pane.

  3. Select Prepare to join. Next you can check everything is working before joining the VMR.
  4. The first time you join a Pexip video meeting you see a prompt requesting the use of your computer's camera and microphone, select Allow to continue.

  5. Before joining, you can check that your video, audio and sound are working. To change the camera and microphone selected, go to .

    Everything is working fine if:

    • You see your own image in the video window.
    • The green bar in the bottom right corner rises and falls with the sound detected by the microphone.
    • You can hear sound through your speakers. Select to test them.

  6. If joining a large meeting, you may want to mute your microphone before joining. Just select .
  7. Next, choose how to join, either:

  8. Logged-in room owners join their own room without entering a PIN, however a PIN may be required (if one is set) in other situations.

    • If an on-screen prompt requests a PIN, enter the PIN given to you by the room owner and join the room . If you entered the host PIN, the VMR opens and you can start the meeting ahead of the room owner joining. If you entered the guest PIN, you may be held in the lobby until the meeting room opens, or you may enter the meeting straight away if the room owner or a host is already there.
    • If you hear an invitation for the host to enter a PIN, you can go to the DTMF pad and enter the host PIN if you have it, otherwise you can wait in the lobby until the room owner or a host joins.
    • If you see the Welcome page, and hear a message saying that you are the only participant, you don't need to do anything more than wait for the meeting to begin.

  9. Find out more about in-call controls, including how to share your screen.

Meeting people straight away

You can meet people in your room straight away, without creating an invitation. You just dial the participants directly. The participants receive a call and when they accept the call they join you in your room. The steps below show you how to do this.

The screenshots below are taken from the desktop app, but the web app experience is very similar.

What HowHere's what you can do and how
Invite someone by dialing

Invite someone by dialing

You can invite internal and external people and VTC systems to an ad hoc meeting directly from the app. Simply add all the internal and external participants before dialing.

  1. Join your own VMR first so that you are there to greet participants who accept your invitation.
  2. To invite others, select and the Invite by dialing tab is shown by default.
  3. For each internal contact or VTC system, start typing their name at the prompt and select the icon next to the matching entry.
  4. For each external participant enter a valid format of video address and select the icon. You can select the icon to save this address for the future.
  5. Select to immediately call invitees for a meeting in your VMR.

    That's it, just wait for your invitees to accept your call. Note that when you invite a participant to an ad hoc meeting, they don't need to enter a PIN.

Calling a contact

Instead of joining someone in their VMR, you can call them by dialing their personal video address. The main difference is that when you're in a VMR you can invite additional participants at any time, whereas a direct call involves just two participants (although they could both be VTC systems).

What HowHere's what you can do and how

Call a person or VTC system inside your organization

Call a person or VTC system inside your organization

  1. To find a colleague or VTC system in the company directory select one of these icons on the top toolbar and then go to the Search box and start typing their name. (No need to hit enter, if you do this resets the search.)
  2. For a person you see two matching entries, you want the one with the person icon next to it (a green dot means the person is logged in). Select the contact and this opens a page that confirms the video address in the top-left corner of the main pane.

  3. You can check everything is working before calling. If required, go to Settings to see which devices are in use. If energy saving mode has been enabled you would first need to select Prepare to call.

    Everything is working fine if:

    • You see your own image in the video window.
    • The green bar in the bottom right corner rises and falls with the sound detected by the microphone.
    • You can hear sound through your speakers. Select to test them.

  4. Select to join with video, or select to join without providing or receiving a video feed. Next you hear a ring tone and the person at the other end can choose whether to accept the call. (If a Pexip app user misses your call they receive a notification.)
  5. Find out more about in-call controls, including how to share your screen.
Call an external video address

Call an external video address

  1. Go to the Search box and type in a valid video address for the VTC system or person you would like to call. After you have entered a video address in a valid format, you see an entry appear below.

  2. Select the new entry you have created and the video address is confirmed in the top-left corner of the main pane.
  3. Select Prepare to call and check everything's working before placing the call.
  4. Find out more about in-call controls, including how to share your screen.

The Star feature lets you save the external video address for future use.

Receiving a call

Here's what you need to know about receiving calls.

What HowHere's what you can do and how
Receiving a call

Receiving a call

All the apps can receive direct calls from colleagues and Pexip-registered VTC systems, and from non-Pexip subscribers via any standards-based video conferencing system. You need to be logged in and the app needs to be running.

Receiving a call via the desktop or web app is like receiving a conventional call, you hear a ring tone and see an incoming call prompt indicating who's calling. Depending on the VMR-naming convention used in your organization you may also know whether or not it's a VMR call.

After you click Answer, the app opens using your default settings.

Avoiding missed calls

Avoiding missed calls

To receive a call, you need to be logged in to the app and it has to be running.

Desktop app users can reduce the chance of a missed call by selecting Keep me logged in and switching on Leave the app running in notification area when the window is closed together. This means you only have to log back in if you have logged out from the app’s menu; you can close the app window using the button and still receive calls, even if you subsequently restart your machine without reopening the app.

Here's how to set these features:

  1. To change the Keep me logged in setting, log out of the app from the menu in the top-right corner. From the Login screen, select the Keep me logged in checkbox and log back in again. Your new setting is now saved.
  2. To find the Leave the app running in notification area when the window is closed setting: go to and then App settings. If it's off, select it to switch it on. Your new setting is now saved.
See missed calls

See missed calls

If you were logged in but not available to take a call, on returning to the app you see a prompt telling you who called with the option to call them back.

You can also check for missed calls from Recents. Select to view Recents.