Apache OpenMeetings

Apache OpenMeetings is a self-hosted groupware platform that brings video meetings together with messaging, whiteboards and shared files. It suits organizations that can operate server software and want room to manage users and multiple organizations. Its range of collaboration tools is compelling, but the Java and Kurento requirements make deployment a more substantial commitment than choosing a hosted meeting service.

Overview

OpenMeetings combines conferencing, scheduling, file sharing and collaborative editing in one system. A room can support a meeting and its working materials, while calendars and email invitations help coordinate internal and external attendees. That breadth is useful for organizations trying to keep collaboration in one self-managed environment; it is less attractive to individuals or teams looking for a service that requires no server administration.

The software is free and open source, with no paid plans or usage limits stated. The cost in practice is operating the installation: Java 21 and Kurento Media Server are required, and the project recommends 8 GB of RAM. The project also advises verifying downloads with its code-signing keys. Organizations evaluating older installations should note that CVE-2026-49488, an arbitrary file read vulnerability affecting versions from 5.0.0 up to but not including 9.1.0, was fixed in 9.1.0.

Key features

Meetings and collaboration

Participants can choose audio and video, audio only, video only or picture only, and adjust quality, camera resolution and input devices. Desktop or window sharing and MP4 recording make the meeting tools more useful for demonstrations and later reference. The multi-whiteboard handles drawing, writing, images and clip art, and imports PDF, DOC, ODT and PPT files. This makes OpenMeetings a strong fit when a meeting needs a working canvas or document material, not just a call.

Rooms, files and scheduling

Each room has a file explorer and shared public drive, while users have private drives. The integrated calendar supports invitations to internal or external attendees by email, and calendars can be shared with contacts. A single instance can manage users and multiple organizations, with rooms assignable to everyone or selected groups. These controls suit organizations with distinct teams and meeting spaces, though they come with the responsibility of managing a server installation.

Integration and deployment

REST and SOAP APIs, LDAP/ADS connectors and VoIP/Asterisk integration modules offer routes for connecting OpenMeetings to existing systems. Plugins are available for Moodle, Drupal and Joomla; some are non-ASF downloads. Setup requires installing Kurento Media Server, downloading OpenMeetings and running its web installer. The documented minimum is a 2 GHz CPU and 4 GB RAM without document converters, recorder or upload features; 8 GB RAM is recommended. ImageMagick, Ghostscript, OpenOffice or LibreOffice, FFmpeg and SoX are optional components for image uploads, document imports or recording. These dependencies are the main barrier for teams without server-administration capacity.

Version 9.1.0 is offered as source and binary ZIP and TAR.GZ downloads. User-generated data, including uploaded files, can be backed up to a ZIP archive and imported into another installation, a practical aid when moving or restoring a deployment.

Pricing

Apache OpenMeetings costs nothing. It is open source, with no paid plans or usage limits stated. There is no free trial because the software itself is free. This suits organizations that want to run their own instance without a per-seat plan; it does not remove the work of supplying and maintaining the server and required services.

Platforms

OpenMeetings is available through the web and has Android and iOS platform availability, alongside Linux, macOS and Windows support. It is self-hosted, and the project provides Windows startup scripts and installation tutorials for Windows, macOS and multiple Linux distributions. The listed 2 GHz CPU and memory requirements are for the server, not a guarantee that every deployment will perform alike.

Who it's for

OpenMeetings is best for organizations that value open-source software, need meetings and collaboration tools under one roof, and can take responsibility for server deployment. Its user and organization management, group-based rooms, APIs and directory connectors give administrators useful ways to fit it into an existing environment. It is a weaker choice for anyone prioritizing a turnkey hosted service or seeking a meeting tool without infrastructure dependencies.

Pros and cons

• Pros: Meetings, recording, screen sharing, whiteboards, file areas and calendars are combined in one system, reducing the need to coordinate separate collaboration tools.
• Pros: Multiple organizations, user groups, APIs and LDAP/ADS connectors support deployments that need administrative structure and integration.
• Pros: Free, open-source software has no stated usage caps, and data can be backed up to a ZIP archive and imported into another installation.
• Cons: Java 21 and Kurento Media Server are required, and recommended memory is 8 GB; the deployment is not a casual substitute for signing up to a hosted meeting app.
• Cons: Additional components are needed for image uploads, document imports or recording, so enabling the full set of capabilities entails more installation work.
• Cons: Users need to verify downloads with project signing keys, and installations older than 9.1.0 are within the affected range for CVE-2026-49488.

Alternatives

For teams comparing whiteboard-focused products, Collaborative Whiteboard Software is a useful category to explore. Readers prioritizing conferencing can compare Secure Video Conferencing Software and Video Conferencing Software.

• Boardmix is worth considering for a freemium whiteboard with a free plan capped at one team workspace, three editable boards, 100 objects per board and 1 GB of storage.
• Webex App is a freemium alternative for readers who prefer a meeting plan with stated limits: its free tier allows meetings up to 40 minutes and 100 attendees.
• Groupboard has a free whiteboard plan capped at five users per board, 20 saved pictures and 10 background images, making those constraints worth weighing against OpenMeetings' self-hosted approach.
• Miro offers a free plan with three editable boards, 7,000+ templates and 250+ integrations; it may suit readers seeking a whiteboard product with those included resources.
• MURAL offers unlimited murals with three editable at a time, unlimited members and view-only visitors, and one workspace on its free plan.
• Ziteboard offers a free Starter plan with three owned boards, unlimited shared boards and real-time collaborators, but limited data traffic.
• Canva Whiteboards is another whiteboard option; its Canva Pro plan costs $144 a year for one person.
• Creately offers a free plan with unlimited canvases and collaborators, capped at 45 items per canvas.

Verdict

Choose Apache OpenMeetings if your organization wants open-source meetings, whiteboards, files and scheduling in a system it can host and administer. Its strongest advantage is that range of tools without stated usage caps; its decisive drawback is the server and dependency work required to run them. If you need a managed service rather than infrastructure to maintain, look elsewhere.