Let’s be honest: conference calls can be a pain. Too many apps overcomplicate things or bury basic features behind endless menus. If your team uses Dialpad and you’re looking for a straightforward way to schedule and manage conference calls—without the fluff or headaches—this guide is for you. Whether you’re wrangling a weekly team check-in or hosting a client call, I’ll walk you through what works in Dialpad, what to skip, and a few gotchas to watch out for.
1. Know What Dialpad Can (and Can’t) Do for Conference Calls
Before you dive in, let’s set expectations. Dialpad is primarily a business phone and messaging platform, but it does have built-in conference call features. Here’s what you get:
What works: - You can set up instant or scheduled conference calls. - Dial-in numbers and PINs are included for participants. - You can invite people by email or just share the link. - It works on desktop and mobile.
What’s lacking: - No fancy webinar tools or waiting rooms. - Basic screen sharing is available, but not on every plan. - If you want deep calendar integration or automated reminders, you’ll need to use Dialpad’s Google Calendar or Microsoft 365 integration (and those can be wonky).
Bottom line: If you just want to get people on the line, Dialpad does the job. If you’re looking for a webinar platform, look elsewhere.
2. Scheduling a Conference Call in Dialpad: Step-by-Step
Here’s how to get your call on the books, so you’re not scrambling at the last minute.
Step 1: Open Dialpad and Find Your Conference Number
- On desktop, log into the Dialpad app or web dashboard.
- In the left sidebar, look for “Meetings” (sometimes called “Dialpad Meetings”).
- You’ll see your personal conference line with a dial-in number and a PIN.
Pro tip: Every user gets a unique conference line. If you’re scheduling for a team, use a shared line or make sure folks know whose line you’re using.
Step 2: Decide How You’ll Invite People
You’ve got two options: - Manual: Copy the conference link and send it via email, Slack, carrier pigeon, whatever works. - Schedule with Calendar: If you’re on Google Workspace or Microsoft 365, you can schedule a call directly from your calendar. Dialpad has an add-on for this, but it’s not perfect (more on that below).
Step 3: Scheduling with Google or Microsoft Calendar (Optional)
If you want the conference info to show up in everyone’s calendar:
- Open your Google or Outlook calendar and create a new event.
- If you’ve installed the Dialpad add-on/extension, click “Add Dialpad Meeting.”
- This inserts all the join info: link, dial-in, PIN.
- Add guests and send the invite.
What to watch out for: - Sometimes the add-on can glitch and not add the info. Double-check before sending. - If your organization hasn’t enabled the add-on, you’ll need to copy-paste the details manually.
Step 4: Share the Details
- Double-check the invite: Does it have the join link, dial-in, and PIN?
- If you’re sending manually, include backup instructions (like “If you have trouble, text me”).
- For recurring meetings, reuse the same info to cut down on confusion.
3. Running the Call: Managing the Chaos
Dialpad keeps things pretty straightforward once the call starts, but there are a few tools you should know.
Starting the Call
- You can join from the Dialpad app, desktop web, or by dialing in from any phone.
- Hosts usually don’t need a PIN (unless you changed your settings).
- Participants need the PIN. Remind them—seriously, people will forget.
In-Call Controls
Here’s what you can (and can’t) do once the call is live:
- Mute/unmute participants: Basic, but essential for wrangling noisy backgrounds.
- Screen sharing: Available on some plans, but not all. Check before you promise a demo.
- Add people on the fly: You can invite others mid-call via link or by calling their number.
- Lock the call: Prevents new folks from joining. Handy for sensitive topics.
- Recording: Some Dialpad plans allow you to record calls. Always let people know if you’re hitting record—it’s the law in a lot of places.
What’s missing:
- No fancy participant management (like hand-raising or breakout rooms).
- No built-in chat during the call, unless you’re using Dialpad’s chat features separately.
Troubleshooting Common Issues
- Can’t join? Make sure folks are using the right PIN. Dialpad isn’t always clear about which PIN belongs to which line.
- Audio problems? Have a backup number ready. Sometimes VoIP can be shaky if someone’s on bad Wi-Fi.
- People keep talking over each other? Use the mute feature liberally, or set ground rules at the start.
4. After the Call: Follow-Up Without Fuss
Dialpad doesn’t automate follow-up, but you can make life easier for yourself:
- If you recorded the call, share the link with anyone who missed it.
- Jot down action items and send a quick summary via email or chat.
- If this is a recurring meeting, update the invite if the dial-in or PIN ever changes (it shouldn’t, but… trust, verify).
Tip: Don’t overcomplicate it. The more tools you add, the more things break. Stick to the basics unless you really need more.
5. Common Mistakes and How to Dodge Them
- Sending the wrong link or PIN: Triple-check before sending invites. Copy-paste errors are common.
- Assuming everyone knows how to join: Some folks still aren’t used to conference calls. A one-liner like “Click the link or call the number, then enter the PIN” saves headaches.
- Not testing your setup: Especially if you’re hosting a big call or using Dialpad for the first time, do a dry run.
- Ignoring time zones: Dialpad doesn’t always auto-convert time zones in invites. Clarify the time zone in your message.
6. Should You Use Dialpad for Every Meeting?
Dialpad is solid for straightforward conference calls—team check-ins, client chats, quick syncs. But if you need:
- Advanced scheduling (recurring rules, reminders)
- Large webinars or all-hands meetings
- In-depth participant management
- Polls, Q&A, or interactive features
...you’ll hit its limits fast. In those cases, Zoom or Teams might be less painful. But for what it’s built for, Dialpad is simple and reliable.
Keep It Simple
Scheduling and managing conference calls in Dialpad doesn’t have to be a project. Stick to the essentials: set up your line, share the right info, and use the in-call tools you need—nothing more. If something isn’t working, don’t be afraid to try a different tool or just pick up the phone. Remember, the goal is to get people talking, not to wrestle with software.
If you need more firepower, look at integrations or dedicated video platforms—but start small. Iterate as you go. Most of the time, simple wins.