How to Set Up Video Conferencing on Your VoIP System
How do I set up and use video meetings with my business phone system?
Overview
Most modern VoIP systems include video conferencing — you're probably already paying for it. Setting it up takes about 10 minutes, and you can ditch standalone tools like Zoom if your VoIP video is good enough.
This guide covers setup, your first meeting, and tips for looking professional.
Step-by-Step Instructions
Check what your plan includes
First, confirm video is included in your VoIP plan:
**Usually included:**
- RingCentral (all plans, 100+ participants on higher tiers)
- Nextiva (all plans, up to 250 participants)
- 8x8 (all plans, up to 500 participants)
- Vonage (most plans, up to 100 participants)
- Microsoft Teams (included with M365 Business)
**May cost extra:**
- Grasshopper (no native video)
- Ooma (video is add-on on basic plans)
- Google Voice (video through Google Meet, separate)
Log into your admin portal and look for "Video," "Meetings," or "Conferencing" in the menu. If it's there, you're good.
- •Check participant limits — they vary widely by plan tier
- •If video isn't included, Google Meet and Zoom have free tiers
Download the desktop and mobile apps
Video conferencing works best through dedicated apps (not the web browser):
**Desktop app:**
- Go to your provider's website → Downloads section
- Install the app for Mac or Windows
- Sign in with your VoIP account credentials
**Mobile app:**
- Search your provider's name in App Store / Google Play
- Download and sign in (same credentials)
**Why apps matter:**
- Better video/audio quality
- Screen sharing works reliably
- Background blur and virtual backgrounds
- Calendar integration
- •Allow camera and microphone permissions when prompted
- •Sign into the desktop app before your first meeting — it may need to download updates
Set up your personal meeting room
Most systems give you a "Personal Meeting Room" — a permanent link you can share for any meeting.
**To find/customize it:**
1. Open the desktop app or web portal
2. Go to Settings → Meetings (or "My Meeting Room")
3. Note your Personal Meeting ID (PMI) or link
4. Customize the link if allowed (e.g., meetings.company.com/john-smith)
**Personal Meeting Room settings:**
- **Waiting room:** Attendees wait until you admit them (more secure)
- **Password:** Required code to join (optional but recommended for sensitive meetings)
- **Host video on/off:** Whether your camera starts automatically
Share this link in your email signature for easy scheduling.
- •Don't use your PMI for sensitive meetings — create one-time meeting links instead
- •Add your meeting link to your calendar booking tool (Calendly, etc.)
Schedule your first meeting
**Quick meeting (start now):**
1. Open the app
2. Click "New Meeting" or "Start Meeting"
3. Copy the invite link and send to participants
4. You're live
**Scheduled meeting:**
1. Click "Schedule" in the app
2. Set date, time, and duration
3. Add participant emails (they'll get invites)
4. Choose settings (waiting room, recording, etc.)
5. Save — calendar invites send automatically
**Calendar integration:**
Most VoIP video tools integrate with Google Calendar and Outlook:
- Install the calendar add-on/extension
- "Add video conferencing" appears when creating events
- Link is automatically added to the invite
- •Schedule meetings 5 minutes after the hour to give people buffer time
- •Enable "join before host" for internal meetings so people aren't waiting on you
Look professional on camera
Basic setup to not look like you're in witness protection:
**Lighting:**
- Face a window or light source (not behind you)
- Avoid overhead-only lighting (creates shadows)
- A cheap ring light ($20-30) fixes most problems
**Camera position:**
- Eye level or slightly above (not looking up your nose)
- Laptop users: stack books under the laptop
- Desktop users: external webcam on a small tripod
**Background:**
- Plain wall or bookshelf = professional
- Messy room = use virtual background or blur
- Most VoIP apps have built-in virtual backgrounds
**Audio:**
- Use headphones/earbuds (prevents echo)
- Mute when not talking (reduces background noise)
- Wired connection beats WiFi for reliability
- •Do a test call with a colleague before important meetings
- •Close other apps to prevent slowdowns and notification sounds
Common Issues & Solutions
Others can't hear me or I can't hear them
Check audio settings in the app — make sure the correct microphone and speakers are selected. Also verify the device isn't muted at the system level.
Video is choppy or freezing
Close other apps using bandwidth (streaming, large downloads). Switch from WiFi to wired ethernet if possible. Reduce video quality in settings if needed.
Screen sharing shows wrong window
When starting screen share, select the specific window or app rather than "Entire Screen." This also hides notifications and other windows.
Calendar integration isn't working
Reinstall the calendar add-on and re-authorize permissions. Make sure you're signed into the same account in both the calendar and the VoIP app.
Frequently Asked Questions
Can external clients join without installing software?
Usually yes. Most VoIP video systems have a "join from browser" option. Quality is slightly lower, but it works for guests who don't want to install apps.
How do I record meetings?
Click the "Record" button during the meeting. Recording saves to the cloud or your computer depending on settings. Check your plan — some limit cloud storage.
Can I dial into a video meeting by phone?
Yes, most video meetings have a dial-in number and conference code for audio-only participants. This is included in the meeting invite automatically.
Is the video quality as good as Zoom?
RingCentral, Nextiva, and 8x8 video quality is comparable to Zoom for most use cases. Microsoft Teams video is excellent. Test it — you may not need both tools.
Need More Help?
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