Joining a VMR

VMRs (Virtual Meeting Rooms) are where you can meet other people to talk and share content. The Pexip apps let you join with full video or with audio and presentation capabilities only *, and you can check everything's working before you join. You can also dial additional participants into the meeting while it's still going on. Here we provide help on different ways of joining Pexip meetings.

You can easily join a VMR by clicking on its room link, which starts with https://pexip.me/meet/. Alternatively, if you know which VMR you want to join, you can use the Rooms directory to find it, and then join from there.

You can also find help on joining using a video conferencing system or the standard telephone network.

We have also provided some instructions for external participants joining your VMR.

Clicking a Pexip room link — https://pexip.me/meet/.../ — inside a meeting invite is a quick and simple way to join a Pexip meeting, and this works for your own VMR as well as someone else's VMR and team VMRs. See Using the desktop or web app or Using the mobile apps.

If you're joining someone else's room or a team room you don't need to be logged in *, you can just click on the link and check your computer setup before joining. See How to join using a room link for step-by-step help.

If you're joining your own room, we recommend logging in first so that guests are admitted into the meeting as soon as you join *, and so you can manage participants and lock the room. When you log in, select Keep me logged in to save time next time. Here's help with logging in.

How to join using 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 immediately 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.

From your mobile or tablet, you can just tap a room link to join a Pexip meeting, but first you need to install the Pexip mobile app and log in. See also Downloading the apps and Logging in and getting ready. The guidance below is based on Android, but the experience on iOS is similar.

Clicking a room link on your mobile

When you're logged in to the app, you can just tap on a Pexip room link in a calendar invite or email, and be taken straight into the Pexip app.

Here's some guidance on using the room link on your mobile:

  1. Tap the Pexip room link from a calendar invite or email, for example, and you see a prompt to select which app to use.

  2. Select the Pexip app and you then see the call menu.

  3. Next, choose how to join the call:

  4. If it's the first time you join a Pexip meeting via the app, you see prompts requesting permission for Pexip to use your camera and microphone. You need to tap Allow to proceed with the call.

  5. What happens next depends on whether the VMR you're joining is PIN-protected.

You can also find out more about the controls available during meetings.

The next time you tap on a Pexip room link, your mobile remembers to use the Pexip app.

The Rooms directory has all VMRs in your organization, so if you already know which VMR you want to join, you can easily find it via Rooms and then join the meeting.

Here you find help on selecting a VMR from the directory and joining it, using the desktop or web app.

How to find a VMR and join a meeting

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 (desktop) or Join through browser (web app). 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.

Here you find help on selecting a VMR from the directory and joining it using the mobile apps. You can join with full video capability or with audio and screen-sharing only. The guidance below is based on Android, but the experience on iOS is similar.

How to find a VMR and join a meeting

Whether it's your own VMR or a colleague's VMR you want to join, the steps below show you how.

  1. If you've logged in for the first time on mobile, you see Call someone or Join a room. Otherwise, after logging in or opening the app, your Recents list appears showing the people and rooms recently dialed.

  2. Before proceeding, you may want to mute your mic. Go to the menu, select Settings and then select Mute my mic when joining calls.
  3. To find the target VMR, tap on the icon and the rooms directory appears. Note that your own VMR is always top, above the list of rooms.

  4. Find the VMR you want and select it, and you see a menu showing different ways of joining.

  5. Next, choose how to join the call:

  6. What happens next depends on whether the VMR you're joining is PIN-protected.

You can find out more about the controls available during meetings.

You may also want to more information about about PINs or using the search function.

After registering your VTC system, you can use it to join VMR meetings on the Pexip Service via the VTC system interface or you can use the Pexip mobile apps.

Joining a VMR using the VTC system interface

As most endpoints have a directory available, simply find the VMR you want to join in your VTC system's directory and follow the steps outlined by the device manufacturer for making calls.

The directory (phonebook) entries are sorted alphabetically by name within the following groups:

  • Team VMRs
  • Endpoints (with a shared usage model)
  • Personal endpoints and resources (direct contact and personal VMR)

You may also like to know:

  • When entering the conference code (PIN), you may hear a prompt to select the pound or hash key. This refers to the key on your device.

  • If you're joining your own VMR from the VTC system and you want to admit the participants waiting in the lobby, you need to enter a host PIN, if one is set. If you also want to mute/disconnect participants or lock the room, you need to log in to one of the client apps, so you may want to join the meeting via a laptop or mobile device as well. The desktop and web app let you join without a video feed — you don't see others and they don't see you, but you can still talk to each other and share your screen wirelessly. From the joining screen, just check before selecting Join now.
  • You can control some aspects of the meeting by using the dial tones (DTMF controls) on your device, if available.

Making video address searching easier for VTC system users

If your VTC system supports folders you can ask your Company Administrator about using Pexip's folder-based corporate directory feature. This lets an organization structure their directory according to their own design so that hardware endpoint users can more easily find people, VMRs and other registered VTC endpoints.

Pexip One-Touch Join

If your company is using Pexip One-Touch Join (OTJ) with your video units, you can use the touchscreen connected to each video system to view your meeting schedule and join meetings.

It will display a Join button just before the meeting is scheduled to begin. Participants can simply walk into the room, press the Join button, and the endpoint will automatically dial into the meeting.

Joining a VMR meeting via VTC system using your mobile

You can use the mobile app to connect a VTC system into a VMR meeting by selecting the target video system from a list. To use this feature you need to install the Pexip mobile app and log in, and the video system must be registered to the Pexip Service.

Joining a VTC system to a VMR meeting by selecting from a list

The steps below show you how to join a VMR via VTC system using the mobile app, you need to be logged in.

  1. Go to the meeting you want to join by clicking a link in an invitation or selecting the target VMR in . You then see a menu.

  2. Select Video system to see the list of registered video units, then select the one you want and follow the prompts to join the VMR.

After joining the VTC system to the conference, we recommend that the room owner or a company administrator joins the meeting via one of the apps so they can manage participants or lock the room, for example.

Joining a VTC system to a VMR meeting by scanning a QR code

MeetingConnect "Scan to join" lets you scan the VTC system's QR code and then select a meeting from your calendar to connect the VTC system to the meeting. Here's where you can find out more about using your smartphone to join video meetings with MeetingConnect.

You can join a meeting in a VMR via the public standard telephone network (PSTN) using the browser on your mobile phone, the Pexip mobile app or a land line telephone. Of course, joining this way means you have an audio-only experience but it can be useful, for example, if you don't have a good internet connection or you want to use less battery on your smartphone.

Pexip provides local dial-in numbers for over 55 countries around the world. If we don't currently provide a local dial-in number for the country you’re in, you can still join the meeting by choosing for yourself where to route the call or you can accept the default country that's preselected for you. We also recommend checking with your phone service provider for the call rates and charges that apply. Here is help on viewing the list of local dial-in numbers by country.

When joining via PSTN using the browser on your mobile phone, it saves you having to manually enter the phone number and conference code. The steps below show you what to do. The guidance below is based on Android, but the experience on iOS is similar.

  1. Enter the URL (room link) for the room you want to join in the address bar of your phone’s browser. You see a page showing the target VMR and some options.

    You can find the room link/URL, and the meeting PIN (optional) by opening the meeting invitation sent to you by the organizer.

  2. Select Join by dial-in and you see a page with a preselected country and dial-in number based on your current location. If the preselected country is different to the one you're currently in, or if you're traveling abroad, you may want to check the call rates and charges with your phone service provider. For example, if we support PSTN dialing in the country where your mobile phone is registered, it may be more cost-effective to use that number instead.

  3. If you want to change the dial-in number, select the country drop down and choose an alternative.

  4. Select Call and this opens your phone's usual interface for making calls, and displays the number to be dialed followed by the conference code. This saves you having to enter the conference code manually.

  5. To continue, select the button to place the call using your regular phone service. If you hear a message asking for the conference code, you can disregard it and just wait a few seconds. However, if prompted for a PIN, you need to enter the PIN given to you by the meeting organizer. Then you join the conference.

To join using the regular phone service from your land line phone, you need the local dial-in number for the country you are in (or an alternative) plus the eight-digit conference code and meeting PIN (optional) provided in your meeting invitation.

Choosing a PSTN dial-in number

To select a suitable PSTN number you need access to a browser, and the steps below are intended for use from a desktop or laptop machine.

  1. From your meeting invitation copy the room link for the meeting you want to join and paste it into your browser. You see the home page for joining the VMR.

  2. Select the option to join via telephone (circled in red), and you see a page with a preselected country and dial-in number based on your current location.

  3. If the preselected country is different to the one you're currently in, or if you're traveling abroad, you may want to check the call rates and charges with your phone service provider. For example, if we support PSTN dialing in the country where your mobile phone is registered, it may be more cost-effective to use that number instead.

  4. If you want to change the dial-in number, select the country drop down and choose an alternative.

  5. Make a note of the PSTN dial-in number you want to use, and the conference number. Be sure to also have the PIN, if required.

You're now ready to make the call from a land line telephone.

Joining the meeting

Here are the steps to join the meeting. You need the PSTN dial-in number you want to use and the conference code.

  1. From your phone, dial the PSTN dial-in number.

  2. You hear a prompt to enter the conference code (PIN) followed by the pound or hash key, and this refers to the key.

  3. If a PIN is requested, enter the PIN given to you by the meeting organizer.

    4. You then join the meeting. You can control some aspects of the meeting by using the dial tones (DTMF controls) on your device, if available.

You can use the Pexip mobile app to join a meeting via PSTN and it saves you manually entering the dial-in number and conference code.

If you're in a country that doesn't have a local dial-in number, the mobile app uses a default dial-in number for a different country so we recommend you check the call rates and charges with your phone service provider. If you want to choose for yourself which country's dial-in number is used, please look at the help on using the browser on your mobile phone or using a land line telephone. The guidance below is based on Android, but the experience on iOS is similar.

Here are the steps for using the mobile app:

  1. Open the Pexip mobile app, select the VMR you want to join and you see a menu for different ways to dial in.

  2. Choose Audio call (Dial-in) to join via PSTN. This initiates the call to the default dial-in number using the regular phone app on your smartphone.
  3. Next, you hear a request for the conference code but you can just wait to be connected (the conference code is entered automatically).

  4. If prompted for a PIN, enter the PIN given to you by the meeting organizer. You then join the meeting.

    You can control some aspects of the meeting by using the dial tones (DTMF controls) on your device, if available.