# Conference scheduling

The scheduler is used to arrange conferences on a certain date and create virtual rooms.

Conference scheduler is a tool that enables a user to schedule and edit video conferences on TrueConf Server. This tool is available in TrueConf client applications for desktops and mobiles. With its help, you can create a conference without the administrator`s assistance. One can add events that will start automatically at the selected time. It is possible to create either one-time or recurring events (the administrator does not have to be involved). It is also possible to create virtual rooms that are constantly available to participants.

Clicking on the Scheduled conferences button in the Conferences section to go to the conference scheduler where you can:

Schedule a conference on a specified date and select its settings
Change the start mode to a virtual room (conference without a schedule) when creating a meeting or editing its settings
Create a conference template.

/docs/client/media/plan_conference/en.png

You may not be able to create a conference in the conference scheduler due to the restrictions set by the server administrator on a group level.

To create a conference in the scheduler, follow the next steps:

Click the (Сreate a conference) button.
Select a conference type: private (by default) – only registered users can join the meeting, or public (webinar) – both registered and unregistered users can join.

The Public conference option may not be available if the server administrator didn't enable this feature.

3. If necessary, check the box Language interpretation mode. This will give you access to additional settings needed for organizing special conferences with multiple audio tracks for different languages.

Language interpretation mode is a special type of video conference with multiple independent audio tracks. During such conferences, participants do not see the interpreter, but they can hear the interpretation if they choose a certain language in the application.

4. Click Continue to proceed to the main settings.

# "General" tab

In this section, you need to specify:

Conference name
Mode (Smart meeting is selected by default)
Number of presenters if you select a moderated role-based conference or a smart meeting
The conference type: scheduled meeting or a virtual room
For a scheduled conference, set the start date and time, duration, and if necessary, its recurrence (you can select the days on which this meeting will be held)
If necessary, you can enable the notification that the event is about to end. It is also possible to choose the time when this notification should be displayed.
If you think that the conference may last longer than expected, you can make it possible to extend this event by checking the box Enable conference time extension.
Additionally, if you are going to hold a scheduled conference, you can enable email reminders that will be sent to the participants. To do it, the administrator should first activate the corresponding feature in the settings of your video conferencing server. You can add up to 4 reminders for a single conference by clicking on the Settings button. If you check the box Send reminder emails about conference start, but do not select any of the suggested time options or specify your own, the default settings configured by the server administrator will be used. To use notification settings selected by the administrator for this video conferencing server, click the button Use administrator specified settings.

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 your conference had already been created.

If you need to create conferences with the same settings in a single click, check Save as a template box.

# "Participants" tab

Proceed to the Participants tab and add participants in one of the following ways:

In the address book
By using a participant's TrueConf ID
By entering a call string for an SIP/H.323 endpoint or RTSP device
Via email (possible only for public conferences).

Apart from adding new participants, you can also appoint any of them as conference moderators. To do it, you need to click the /docs/client/media/participants-tab/en.png button which is next to a participant's name and select the option Assign as moderator in the context menu.

# "Interpretation" tab

This tab will be available only if you enable Language interpretation mode when creating a conference.

On this tab, you can assign a conference interpreter (a) and select a language pair for this participant (b).

/docs/client/media/setting-lang-interpretation-mode/en.png

Besides, you should pay attention to the volume level of the original audio track (it is set at 30% by default).

# "Layout" tab

In this tab, you can select the default video layout for all conference participants or for each one individually, as well as for SIP/H.323/WebRTC connections.

Layout editing is not available in video lecture mode.

To learn more about the types of video windows in layouts and the specifics of their use, check the TrueConf Server user guide.

To configure the layout, complete the following steps:

Select the participants to whom the video layout will be applied. At any time, you can change and/or add the types of connected devices to which the video layout will apply.
Specify the type of video layout. If needed, you can create multiple layouts of different types so that it was possible to quickly switch between them.
Choose the number of video windows
If necessary, select a video window that will be reserved for content sharing.
Select a participant for each video window or click Auto-fill layout (you can also drag and drop video windows to rearrange them with your mouse). It is also possible to use full-screen mode for more convenient video layout setup. Additionally, the layout can be cleared at any time.
If necessary, configure the rotation (alternation) of users in the video layout.
Select the location of a participant's display name in the layout (at the top or at the bottom of the video window)
If needed, you can check Do not allow users to change the layout box.

The arrangement of video windows for all participants who should be included in the video layout (everyone in "all on screen" mode and speakers in a moderated role-based conference) is determined randomly by default. In a smart meeting, the video window is provided to an active speaker.

# "Registration" tab

This tab will be available only when scheduling a public conference.

In the Registration tab, you will be able to configure mandatory registration for guest participants. To do it, take the following steps:

Check the Enable conference registration box.
Set the registration parameters: availability period, automatic closing when the maximum number of participants is reached, and ability of authenticated users to join the webinar.
Create a custom registration form. To do it, click on the Settings button which is at the very bottom of the Registration form settings section. There you will be able to select input fields for your form or add custom fields.

/docs/client/media/webinar_reg_configuration/en.png

The registration form can be customised only when a conference is created. This feature will be unavailable when the conference is edited.

# "Advanced" tab

In the Advanced tab, you can configure the following parameters:

Conference ID
PIN for joining a conference (an optional security safeguard which may be helpful when holding a webinar)
Enable uninvited users to join the conference without asking for permission (available only for private conferences)
Waiting room for the event
Limit the number of conference guests (for webinars only)
Settings for automatically turning off participants’ cameras and microphones when they join the conference

This checkbox will work only for this particular conference. It will not affect users’ devices in other conferences or point-to-point calls.

Disable audio remarks for meeting participants (only in a moderated role-based conference)
Specify guest permissions (available only for private conferences)

Learn more about public conferences in our article about webinar security.

Record a conference (this parameter can be changed only if recording is allowed on the server side by the owner)
Send email invitations to conference participants.

You may not be able to enable conference recording and send invitations if your TrueConf Server administrator has not set up these features.

Conference control widget.

# Virtual room management

In the Virtual rooms section, you will see the list of unscheduled conferences (virtual rooms) where you are either the owner or a participant. Here, you will be able to manage your events or add new ones. When editing the conference, you can also change the start mode of this meeting (either a scheduled conference or a virtual room). To add a conference, click /docs/client/media/gui/new_conference_button/en.png (Сreate a conference).

← Conference Conference main window →