How to Schedule a 3CX Audio Conference Call

Scheduling an Audio Conference

When to Use Audio Conferences

Audio conferences are perfect for:

• Team meetings when not everyone is in the office
• Client calls with multiple participants
• Department updates
• Remote collaboration sessions

How to Schedule an Audio Conference

Step 1: Start Creating the Conference

• In the web client: Click "Schedule Conference"
• In the mobile app: Tap the menu and select "Schedule Conference"

Step 2: Enable Announcements

Tick the box to "Enable Announcements"

Step 3: Add Meeting Details

Subject: Give your meeting a clear title

• Example: "Weekly Sales Review" or "Project Kickoff Meeting"

Notes: Add any relevant information

• Include the agenda
• List what people need to prepare
• Add any documents they should review beforehand

Step 4: Set the Time

1. Choose your preferred date
2. Set the start time
3. Set the expected duration

Step 5: Create and Invite Participants

1. Click "Create Meeting" (web client) or "Done" (mobile app)
2. Add participants by:
   • Searching for colleagues by name
   • Entering external phone numbers
   • Adding email addresses

Step 6: Participants Receive Invitations

Internal participants (your colleagues) will receive:

• An email invitation
• An extension number to dial
• A PIN for security
• Or they might be called automatically at the meeting time

External participants (clients, partners) will receive:

• An email invitation
• An external dial-in number
• A PIN for access
• Calendar invite they can add to their diary

During the Conference

• The system will announce participants as they join (if you enabled announcements)
• You can mute and unmute yourself
• The meeting host can mute others if needed
• All participants can see who's on the call

Best Practices

• Schedule in advance – Give people time to prepare
• Send reminders – A quick message an hour before helps attendance
• Start on time – Respect everyone's schedule
• Have an agenda – Keep the meeting focused and productive
• Record if needed – Check if your system supports call recording for important meetings