# 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.


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:

  1. Click the /client/media/gui/new_conference_button/en.png (Сreate a conference) button.

  2. 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 desired, activate the checkbox in the Language interpretation mode line. This will grant you access to additional functionality settings necessary for organizing special conferences with multiple language audio tracks.

Language interpretation mode – a special type of video conference characterized by the presence of multiple independent audio tracks. During such conferences, participants do not see the interpreter, but they have the ability to hear the translation if they choose the desired 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 (default is set to Smart meeting);

  • 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, configure the start date and time, duration, and if necessary, the recurrence with the option to select the specific days of the week the conference will repeat;

  • If desired, you can enable a notification that the event is about to end. You can also choose the time before the end of the conference to display the notification;

  • In case you are unsure whether the allocated time is sufficient for the conference, you can set the option to extend it by ticking the Enable conference time extension checkbox.

  • You can also send automatic email reminders about a scheduled conference to its participants. This feature should be activated in advance by the administrator in the settings of the video conferencing server. It is possible to add 4 reminders about one conference. To do it, click the Settings button. If you want to apply the notifications settings specified on the 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 addition to adding, you can also designate any of the added participants as the moderator in the conference. To do this, you need to click the /client/media/participants-tab/en.png button next to the participant's name and select the option Assign as moderator from the context menu that appears.

# Translation Tab

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


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


Also, pay attention to the volume settings of the original audio track (by default, the bar will be set to 30%).

# "Layout" tab

On 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.

Editing the video layout is not available for the video lecture mode.

Learn more about the types of video windows in layouts and the specifics of their use in the user manual for TrueConf Server.

To configure the layout, complete the following steps:

  1. Specify 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 be applied.

  2. Specify the type of video layout. If desired, you can create multiple layouts of different types for quick switching between them.

  3. Choose the number of video windows

  4. If required, pin a separate video window for content sharing.

  5. Specify 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). You can use full-screen mode for convenient video layout setup. Additionally, you can clear the layout at any time.

  6. If necessary, configure the alternation of users in the video layout.

  7. Select the location of a participant's display name in the layout (at the top or at the bottom of the video window)

  8. If needed, you can check Do not allow users to change the layout box.

The video window arrangement for all participants who should appear in the video layout (everyone for the "all on screen" mode and presenters for the moderated role-based conference) is by default determined randomly. In a smart meeting, the video window is provided to the 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:

  1. Check the Enable conference registration box.

  2. 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.

  3. 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.


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.

  • disabling participants' ability to make audio comments (only for moderated role-based conferences);

  • 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 /client/media/gui/new_conference_button/en.png (Сreate a conference).