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Conference Bridge: Setup & Call Routing

Michael Wilson
Published Updated

Summary
Create a Conference Bridge in the PBX portal, set unique Moderator, Standard and Silent PINs, then route callers in through an Extension Mapping, an Auto Attendant keypress, or a dedicated phone number.

In this article:

At a glance

Capacity 4 participants per active extension on the account (e.g. 20 extensions = up to 80 participants).
Billing Included on C2 plans. Standard plans: $0.039 per participant per minute.
In-call controls DTMF keypad. Available controls depend on the PIN the participant enters.

Step 1: Create the Conference Bridge

Prerequisite: Create the bridge before configuring Extension Mappings, Auto Attendants, or Phone Number routes. Each of those must point to an existing bridge.

  1. Log into the Cytracom PBX portal.
  2. Click the + icon on the right side of the main menu bar.
  3. Select Conference Bridge.
  4. Click + New and enter a descriptive Name (e.g. Sales Weekly Sync).
  5. Set PINs for each access level you need (see the table below).
  6. Click Submit to save the bridge.

Creating a new Conference Bridge in the PBX portal

PIN access levels

Access level In-call controls Recommended for
Moderator Press 1: Mute / unmute self
Press 2: Lock / unlock the room
Press 3: Mute all participants		 Meeting hosts & presenters
Standard Press 1: Mute / unmute self Regular meeting attendees
Silent Listen-only (no keypad controls) Viewers, webinars, large broadcasts

 

Extension Mapping assigns a virtual extension (e.g. 8000) to the bridge. Internal users dial it directly; external callers reach it only when an employee transfers them.

Note: Outside callers cannot dial an extension mapping number directly from an external line.

Setup

  1. In the PBX top menu, click + > Extensions > Mapping.
  2. Click + New.
  3. Enter a Name (e.g. Conf Bridge – Internal).
  4. Enter an Extension Number that is not already assigned to a user or device.
  5. Set Route Type to Conference Bridge.
  6. Select your Conference Bridge Room from the destination dropdown.
  7. Click Submit.

Creating an extension mapping that routes to the Conference Bridge

Using it

  • Join internally: From any Cytracom phone or app, dial the mapped extension (e.g. 8000) and enter the PIN.
  • Transfer an external caller: Answer the call, start a Blind Transfer, and dial the mapped extension. The caller lands on the bridge PIN prompt.
Option A: Extension Mapping (internal dialing & transfers)

 

If you don't have a dedicated number for conference calls, add a keypress to your main Auto Attendant so any outside caller dialing your primary business number can reach the bridge.

Setup

  1. Go to PBX > Auto Attendants and select your active Auto Attendant.
  2. Add a new keypress option (e.g. Press 8).
  3. Set the destination to Conference Bridge and select your room, or point it to the Extension Mapping from Option A.
  4. Update or re-record your greeting so callers hear the new option.
  5. Click Submit.

Adding an Auto Attendant keypress that routes to the Conference Bridge

Option B: Auto Attendant menu option (main number keypress)

 

Routes a dedicated external phone number straight to the bridge PIN prompt, with no menu or transfer needed. Works for internal and external callers.

Setup

  1. In the PBX main menu, click Phone Numbers.
  2. Select the number you want to dedicate to the bridge.
  3. Scroll down to the Call Routing section.
  4. Under Default, set the routing type.
  5. Under Route To / Destination, select Conference Bridge and choose the room.
  6. Click Submit.

Editing a phone number's call routing to point to the Conference Bridge

Option C: Direct Dial phone number (dedicated DID)

 

Meeting invites & best practices

When inviting external guests, share the dial-in details and the right PIN. Sample invitation:

Join the conference call
Direct dial: (XXX) XXX-XXXX
Main line: Call (XXX) XXX-XXXX and press 8 when the menu plays
Access PIN: XXXX

Security & usage tips

  • Role distribution: Keep the Moderator PIN with meeting organizers. Give the Standard PIN to participants and the Silent PIN to view-only attendees.
  • Post-call hygiene: Change PINs after sensitive meetings, or keep separate rooms for recurring external vendor calls.
  • Lock the room: Moderators should press 2 once all attendees have joined.

Troubleshooting

Symptom Cause Fix
External caller gets an error when dialing an extension directly Extension Mappings can't be dialed from outside lines. Transfer the caller (Option A), or add an Auto Attendant key (Option B) or a dedicated number (Option C).
Callers land on voicemail box 999 The phone number has no active route. Go to Phone Numbers > Call Routing and assign a destination.
Unable to edit call routing on a phone number The line is bound to a Voice Continuity Policy in Failover Mode. Wait until failover clears, then edit the routing.
Conference Bridge isn't in the dropdown menus The bridge hasn't been created yet. Complete Step 1 first.
Busy signal or dropped calls on large meetings The account participant limit has been reached. Check capacity: 4 participants per active extension.
Mute All / Lock Room don't work The caller entered a Standard or Silent PIN. Re-dial and enter the Moderator PIN.

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