Schedule a meeting

You or anyone you assign as a cohost can start the meeting, invite people to it, start breakout sessions, record the meeting, and share the recording.

Before you begin

Choose the scheduler that you want to use to schedule meetings.

You can schedule one-time or recurring meetings using Microsoft Outlook or Google Calendar. You can schedule a one-time meeting using the Webex App scheduler.

1

Go to Meetings Meetings.

2

Click Schedule a meeting.

Schedule a meeting

 
If you don't see Schedule a meeting, your account isn’t set up to host meetings. You can schedule a meeting from a space instead.

If you're using Microsoft Outlook to schedule meetings, you schedule a Personal Room meeting. Webex App opens a new Outlook invite with all the meeting details. All you need to do is add the people you need to invite, select the date and time, and send the invite.

If you're using Google Calendar to schedule meetings, you schedule a Personal Room meeting. Webex App opens a Google calender invite in a new tab in your default browser. All you need to do is add the people you need to invite, select the date and time, and send the invite.

3

If you're using the Webex App app scheduler to schedule meetings, edit the name of the meeting in Topic, and select the Date and Time for your meeting.

Choose whether you want to schedule a one-time meeting link or use your Personal Room. If you choose a one-time meeting link, change the password, if you want.

Optionally, add a Description of the meeting. It'll be included in the email invitation if your administrator has set up your account with Cisco Webex Hybrid Calendar Service.

4

Add Invitees by typing their name or email address.

When you start typing someone's name, Webex App provides suggestions for you. Choose a name from the list.

If your account has Calendar Service, initially, Unknown availability Unknown availability shows beside each person's name. If the person is available at the time you selected, the symbol updates to Available Available. If the person is unavailable, the symbol updates to Unavailable Unavailable. If we're unable to retrieve someone's availability, Unknown availability Unknown availability continues to show beside that person's name.


 

If invitees are unavailable, change the meeting time and their availability status updates, or click a time slot in the calendar on the right of the screen to see their availability.

5

(Optional) If you chose a one-time meeting link and have the full-featured meetings experience, click Advanced Settings to customize audio options, add a cohost, enable breakout sessions, and more.

For more information about these settings, see Advanced Scheduling Options. It describes all of the options available when you schedule a meeting from your Webex App site, including the subset of options available when you schedule a meeting in the Webex App app.

6

Click Schedule.

The meeting is added to your calendar. An email invitation is sent to everyone who's invited to the meeting.

What to do next

When it's time, start the meeting.

If you need to make changes, you can update the meeting details or cancel the meeting.

1

Install the Webex Meetings mobile app.

2

Open the Meetings mobile app and swipe left to My Meetings

3

Tap Schedule , and then enter your meeting info:

  • Meeting topic

  • Meeting date, start time, and duration

  • Meeting password

  • Invitees—allow the app to access your contacts on your device or manually enter participant emails and tap Return to add them to your participant list.

4

Review your meeting details and then tap Schedule to schedule your meeting.


 

If your meeting is within the next 15 minutes, tap Start instead.

1

Install the Webex Meetings mobile app.

2

Open the Meetings mobile app and swipe left to My Meetings

3

Tap Schedule , and then enter your meeting info:

  • Meeting topic

  • Meeting date, start time, and duration

  • Meeting password

  • Invitees—allow the app to access your contacts on your device or manually enter participant emails and tap Add invitee to add them to your participant list.

4

Review your meeting details and then tap Schedule to schedule your meeting.


 

If your meeting is within the next 15 minutes, tap Start instead.

Once you schedule your meeting, the people you invited get an email sent to them automatically to let them know. If you edit the invite or cancel it, a new email is sent to everyone invited so they stay up to date.

1

Sign in to Webex, click Meetings > Schedule.


 

If you've saved meeting templates before, you can select one from the Meeting templates drop-down list.

2

Select a Meeting type from the drop-down list, if your account has more than one associated with it. Meeting types are the default or customized sets of meeting features available for your organization.

3

Enter a name for the meeting in Meeting topic, add or change the password, if necessary, and select the Date and time for your meeting.

4

You can set the meeting to repeat by checking the Reccurence check box. You can schedule your meeting to happen daily, biweekly, monthly, and more.

5

In the Attendees section, enter the email address of the people you're inviting. The Attendees field suggests people who you've invited before, existing accounts on your Cisco Webex organization, and contacts in your address book. If the person has a host account in your organization, you can make them an alternate host by clicking next to their name.

6

For other options, select Show advanced options.

Your Cisco Webex options may be set to include:

  • In Audio connection options:

    • Audio connection type—Choose one of the following

      • Webex Audio—Includes call-in, call-back, and computer audio options. Phone options may include toll-free and global call-in numbers, as well as the ability to set entry and exit tones.

      • Use VoIP only—Limits all attendees to using computer audio.

      • Other teleconfrence service—Allows you to enter third-party teleconference information.


         

        Users who prefer to use non-integrated audio teleconferencing can do so for Webex and video device-enabled meetings. To use this feature for Webex, your organization must be managed in or linked to Webex Control Hub.

      • None

    • Entry and exit tone—Select a tone to hear when a guest joins or leaves the meeting.


       

      When using the Webex Audio option, if the Announce Name feature is selected, those joining using the Use computer for audio option don't get the option to record and announce their name.

    • Mute attendees—Automatically mute attendees upon entry of the meeting and allow attendees to mute themselves.

  • In Agenda, enter any context or details you want your attendees to have about the upcoming meeting.

  • In Scheduling Options, you can do the following:

    • Cohost—Cohosts can start meetings on your behalf. If you want to assign a cohost before the meeting, select one of the options in the section.

    • Video Systems—Authenticated video systems in this organizations can start and join this meeting without prompt.

    • Autmatic recording—Automatically start recording when the meeting starts.

    • Exclude password—Exclude the password from the email invitation, for extra security.

    • Join before host—Check the box to allow attendees to join the meeting before you start the meeting. Choose to allow attendees to join 0–15 minutes before the meeting starts.

    • Breakout sessions—Breakout sessions are smaller groups that are split off from the main Webex meeting. They allow a subset of meeting participants to collaborate and share ideas over audio and video.

    • Invited only—Restrict the meeting to invited attendees only.

    • Unlocked meetings—Decide what happens to guests when they join a meeting.

    • Automatic lock—Decide how long after the meeting to starts to automatically lock the meeting.

    • Registration—Select Require attendee registration to require attendees to register and receive host approval before attending the meeting. Select the detailed registration information that you require attendees to provide. Each attendee who registers will have to provide that information.

    • Email reminder—Choose to send an email reminder 10–50 minutes before the start of the meeting.

    • Meeting options—Select Edit meeting options and select the options that you want participants to have when the meeting begins.

    • Attendee privileges—Select Edit attendee privileges and select the privileges that you want attendees to have when the meeting begins.

7

If you want to save these settings to use as a template in the future, click Save as template. Otherwise, click Start to start your meeting right away, or click Schedule if you're meeting later.

For schedule meetings, you can add the meeting to your calendar by opening the meeting from the Meetings tab and clicking Add to my calendar next to the name of the meeting.

An iCalender (.ics) file downloads. Select the .ics file and accept the meeting. To invite others to your meeting, send the .ics file as an email attachment.