Apache OpenMeetings

Apache OpenMeetings is open-source groupware for video conferences, messaging, whiteboards, document editing, and other shared work. In meetings, participants can choose audio, video, both, or picture-only participation, then adjust quality, camera resolution, and input devices. Sessions can be recorded for MP4 download, and participants can share a desktop or window. Its multi-whiteboard supports drawing, writing, images, clip art, and imports such as PDF, DOC, ODT, and PPT files. Conference rooms include a file explorer and shared public drive; users also have private drives. An integrated calendar schedules meetings, invites internal or external attendees by email, and can be shared with contacts. The project describes REST and SOAP APIs, LDAP/ADS connectors, and VoIP/Asterisk modules; plugins are listed for Moodle, Drupal, and Joomla, though some are non-ASF downloads. Self-hosting requires Java 21 and Kurento Media Server, followed by the web installer. The free plan is free. The project lists commercial providers for support and development.

Apache OpenMeetings combines meetings with messaging, document collaboration, whiteboards, shared files, and scheduling. Its free, open-source offering requires server installation for self-hosting, with Java 21 and Kurento Media Server among the requirements.

OpenMeetings suits groups that need video meetings alongside shared documents, whiteboards, messaging, and calendar tools. It may fit organizations able to install and maintain a server or use a commercial support provider.

Apache OpenMeetings suits organizations that want control over a meeting and collaboration system and have the capacity to operate it on their own server. Its strength is the range of work it brings into a shared room; its chief drawback is the infrastructure the organization must provide and maintain.

Overview

OpenMeetings brings video conferencing, messaging, collaborative document work, whiteboards, shared files, and scheduling into one groupware system. That breadth can make it a practical hub for organizations that want meetings and their working materials in the same environment. The choice makes less sense for individuals or teams seeking a ready-to-use hosted meeting service.

It is free and open source, with source and binary downloads. The operational cost is running the installation: Java 21 and Kurento Media Server are required, and the installation guide recommends 8 GB of RAM. Optional components such as FFmpeg, Ghostscript, and LibreOffice enable recording or document and image handling, so the server setup can grow with the features an organization needs.

Key features

Meetings and shared work

Participants can join with audio and video, either one alone, or picture only, and adjust quality, camera resolution, and input devices. Desktop or window sharing and MP4 session downloads cover common meeting needs. The multi-whiteboard supports drawing, writing, images, clip art, and imports such as PDF, DOC, ODT, and PPT. This makes OpenMeetings more useful for sessions built around shared material than a conferencing tool alone.

Rooms, files, and scheduling

Each room has a public shared drive, while users also have private drives. The integrated calendar supports invitations to internal and external attendees by email, and users can share calendars with contacts. Administrators can manage multiple organizations in one instance and assign rooms to all users or selected groups. Those controls make it a plausible fit for organizations with distinct teams, though they also place user and room administration on the operator.

Integration and data

REST and SOAP APIs, LDAP/ADS connectors, and VoIP/Asterisk modules give organizations routes to connect OpenMeetings with existing systems. Plugins are available for Moodle, Drupal, and Joomla. User-generated data, including uploaded files, can be backed up to a ZIP archive and imported into another installation, a useful option for organizations managing their own deployment.

Pricing

The Apache OpenMeetings plan costs nothing. It includes the open-source software, with source and binary downloads; no paid plans or usage limits are stated. There is no free trial because the offering is free. The plan does not remove the practical costs of providing a server, maintaining the installation, or adding optional components for particular features.

Platforms

OpenMeetings is available through the web and has Android and iOS platform availability, alongside Linux, macOS, and Windows support. The installation tutorials cover Windows, MacOS, and multiple Linux distributions, and Windows startup scripts are provided. For self-hosting, the stated minimum is a 2 GHz CPU and 4 GB RAM without document converters, recording, or upload features; 8 GB RAM is recommended.

Who it's for

OpenMeetings is best suited to organizations with staff who can install and maintain server software and want meetings, room files, whiteboards, and calendars in one system. The project also lists commercial providers offering code support, development, integration, and bug fixing, which may help organizations that need outside expertise. Its deployment requirements make it a poor fit for someone who simply wants to create an account and start meeting.

Pros and cons

• Pros: Meetings, messaging, whiteboards, shared files, and scheduling sit in one system, reducing the need to coordinate separate collaboration tools.
• Pros: APIs, directory connectors, and VoIP integration modules support connection to an organization's existing environment.
• Pros: The software is free and open source, and user data can be backed up and moved between installations.
• Cons: Self-hosting requires Java 21 and Kurento Media Server, so deployment and ongoing operation require technical capacity.
• Cons: The minimum server requirements exclude converters, recording, and upload features; enabling additional capabilities can require more components and resources.
• Cons: Organizations running versions before 9.1.0 should upgrade: CVE-2026-49488, an arbitrary file read vulnerability affecting versions 5.0.0 through versions before 9.1.0, was fixed in 9.1.0.

Alternatives

For teams focused on whiteboarding, Boardmix offers a free plan with one team workspace, three editable boards, 100 objects per board, and 1 GB of storage. Explain Everything may suit a small group that wants a mobile or web whiteboard: its free plan allows three projects, one collaborator, and 500 MB of cloud storage, with limits on slides, video length, and collaboration time.

Choose Webex App if a hosted meeting service is a better fit: its free plan allows unlimited meetings of up to 40 minutes and 100 attendees. Canva Whiteboards is another option for teams seeking a whiteboard product, with a free plan and a Canva Pro plan priced at $144 a year for one person.

Collaboard offers a free plan with three whiteboards and up to five participants per board. Conceptboard has a free plan capped at three active boards, 100 objects per board, and 250 MB of storage. FigJam includes three editable files and unlimited collaborators on its free Starter plan. Groupboard has a free plan for five users per whiteboard, with ads and limited support.

Explore more options in Collaborative Whiteboard Software, Secure Video Conferencing Software, and Video Conferencing Software.

Verdict

Choose Apache OpenMeetings if your organization wants a free, self-hosted system that combines meetings with the tools teams use around them, and can take responsibility for the server. Its broad collaboration toolkit is the main reason to choose it. Look elsewhere if you need a managed service or want to avoid installing and maintaining Java and Kurento.