Overview

This guide covers everything you need to know about conference calling when using a Cisco desk phone with the Webex App. Whether you're an executive assistant managing calls for your boss or a team member pulling colleagues into a conversation, this article walks you through starting, managing, and controlling conference calls.

For 9800 series desk phones (9861, 9871, etc.), the Webex App is essential for conference management — it's the only way to see who's on the call and add or remove participants.

Based on Cisco documentation: Start a conference call and Remove someone from a conference call.

How Conference Calls Work with Desk Phones

When your Webex App is paired with your desk phone, conference calls use both devices together:

You don't need to choose one or the other. They work together simultaneously — the call audio stays on your desk phone while you manage the conference from the app on your screen.

Start a Conference Call

From the Webex App (Recommended)

1. Make or answer a call — the call audio comes through your desk phone.
2. In the Webex App call window, click More , then select Conference .
3. The first caller is placed on hold. Let them know: "I'm going to add someone to the call."
4. Search for the person you want to add by name, number, or extension.
5. Select Audio call .
6. Once the second party answers, click the Merge calls button.
7. All parties are now connected in a conference.

From the Desk Phone

You can also start a conference from the desk phone hardware buttons:

1. During an active call, press the Conference button on the phone.
2. The first call is placed on hold.
3. Dial the number for the person you want to add.
4. When they answer, press Conference again to merge.

The conference controls will appear in the Webex App automatically, giving you the participant panel even though you started the conference from the phone.

View Conference Participants

Once in a conference, click the Participant Panel icon in the Webex App call window. This shows:

• Every person currently on the conference, listed by name
• Who is speaking (active speaker indicator)
• Who is muted
• Options to manage each participant

Add More Participants

To add another person to an active conference:

1. In the Webex App, click More (…) > Conference.
2. The current conference is placed on hold.
3. Search for the person and call them.
4. When they answer, click Merge calls.
5. The new participant joins the conference.

Repeat for each additional participant (up to 6 total on Webex Calling).

Remove a Participant

Desktop (Windows / Mac)

1. Open the Participant Panel in the conference call window.
2. Hover over the participant's name.
3. Click More next to their name.
4. Select Remove from Conference.
5. Click Yes to confirm.

Mobile (iOS / Android)

1. Open the Participant Panel.
2. Press and hold the participant's name.
3. Tap Remove from Conference.
4. Tap Yes to confirm.

Rules for Removing Participants

• You can only remove participants that you added to the conference.
• You cannot remove the original call initiator.
• When only 2 people remain, the call reverts to a normal one-to-one call.

Executive Assistant Workflow

For assistants managing conference calls on behalf of an executive:

1. Answer or place the call on the shared line — audio goes through the desk phone.
2. Open the Webex App on your computer — the active call appears automatically.
3. Start the conference: Click More > Conference in the app.
4. Add participants by searching for names or dialing extensions.
5. Merge each person into the conference.
6. Monitor the participant panel — see who's on the call at all times.
7. Remove participants when needed by clicking their name > Remove.

Supported Phones

Troubleshooting

Related Articles

• Webex App | Manage All Your Phone Calls in One Place
• Webex App | Start a Conference Call
• Webex App | Remove Someone from a Conference Call
• Cisco: Manage all your phone calls in one place

Download Webex App

• Desktop: webex.com/downloads
• iOS: App Store
• Android: Google Play

Source: Adapted from Cisco documentation (Start a conference call, Remove from conference). Customized for Perdigon Group customers. Last updated March 28, 2026.