Add Alternate Hosts for Scheduled or Personal Room Meetings

Document created by Cisco Documentation Team on Oct 6, 2016Last modified by Cisco Documentation Team on Jul 21, 2017
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Alternate Hosts

If you are not able to attend one of your scheduled or Personal Room meetings, an alternate host can take over the host role for you. An alternate host is someone who has permission to host your scheduled meetings or Personal Room meetings when you cannot host them yourself. You can designate one or multiple alternate hosts for a single meeting, or for a series of reoccurring meetings.

The alternate host can start, manage, and record the meeting. If the alternate host records the meeting, the recording appears in the list of your recordings. You receive the email message with the link to the recording when it is available.


Note


 

An alternate host cannot start a meeting from a Cisco TelePresence system or other video system.

  

When you specify alternate hosts from your WebEx site, depending on your site settings, you have two options:

  • You can choose to let anyone who has a host account on your site be an alternate host. This option is not available with WebEx Productivity Tools and Microsoft Outlook.

     

  • You can specify alternate hosts by entering their email addresses. With WebEx Productivity Tools and Microsoft Outlook, you select alternate hosts from your list of attendees.

     


    Note


    Site administrators set these options. A site administrator can disable both options, or disable the option to let anyone with a host account be an alternate host.


You can make someone an alternate host only if that person already has a host account on your WebEx site. WebEx uses the following methods to notify each participant that you specified them as an alternate host:

  • A message on your Personal Room lobby page lets a participant know that they are an alternate host for the meeting.

     

  • The email invitation for each specified alternate host lets them know that they are an alternate host for the meeting.

     

If an alternate host joins the meeting before you do, the meeting starts automatically and that alternate host assumes the host role. Alternate hosts who join after the first alternate host do not automatically become the host. If you later join the meeting in progress, WebEx automatically restores the host role to you.

Add Alternate Hosts on Your WebEx Site

           
1    Log in to your WebEx site and go to Host a meeting > Schedule a meeting.  

There are two available schedulers:

  
  • Quick Scheduler > Schedule a Meeting.
  • Advanced Scheduler > Invite Attendees.
2    (Optional) Check the Let anyone with a host account on this site host my meeting check box, and then go to Step 7.
3    If you prefer to have more control over who can host your meetings, go to Step 4.
4    On WBS32 WebEx sites, enter attendee email addresses into the Attendees box, press Enter and click for each person you want identified as an alternate host, then go to Step 7. On other WebEx sites, select Use address book (Quick Scheduler) or Select Attendees (Advanced Scheduler).
5    In the Select Attendees dialog box, select the source from which to choose attendees (for example, Personal Contacts).
6    Select your contacts, and then select Alternate Host.  

The specified contacts appear in the list on the right, under the Alternate Host category.

  
7    Select OK.
8    Review your meeting details and then select Start or Schedule Meeting.

Add Alternate Hosts for Your Personal Room Meetings


Note


If you make someone who is already waiting in your Personal Room lobby an alternate host, one of the following scenarios occurs:

  • If the alternate host is signed in, the meeting starts automatically in your Personal Room, if you don't have a Personal Room meeting already in progress.

     

  • If the alternate host isn't signed in, they receive a prompt to sign in before starting the meeting.

     


        
1    Select My WebEx > Preferences > My Personal Room.
2    Check the Let others host my Personal Room Meetings without me check box.
3    Select one of the following options:
  • Allow anyone with an account on this site to be an alternate host for my Personal Room meetings

     

  • Let me choose alternate hosts for my Personal Room meetings

     

These settings apply for all of your Personal Room meetings (instant and scheduled meetings).

4    If you opted to choose your alternate hosts in Step 3, enter their email addresses (separated by commas).
5    Select Save.

Add Alternate Hosts in Microsoft Outlook for Windows

Before You Begin

Ensure that WebEx Productivity Tools are installed.

          
1    Use your preferred method to schedule a meeting with Microsoft Outlook:
  • On the WebEx toolbar in Microsoft Outlook, select Schedule Meeting > Schedule WebEx and Telepresence Meeting.

     

  • On the Microsoft Outlook toolbar (Mail view), select New items > Meeting or Appointment.

     

  • On the Microsoft Outlook toolbar (Calendar view), select New Meeting or New Appointment.

     

2    Add attendees for your meeting.
3    On the WebEx toolbar for the meeting invitation, select Add WebEx Meeting.

You can skip this step if you selected Schedule Meeting > Schedule WebEx and Telepresence Meeting in Step 1.

4    If the WebEx Settings dialog box is not open, select Change Settings on the WebEx toolbar to open it.
5    In the WebEx Settings dialog box, select the Resources tab.
6    In the Alternate host section, check the corresponding check boxes for the meeting attendees that you want to specify as alternate hosts.
7    Select OK.

Add Alternate Hosts in Microsoft Outlook for Windows (WebEx and TelePresence Meetings)

Follow this procedure only if your WebEx site and your account are enabled for Collaboration Meeting Rooms (CMR) Hybrid.

Before You Begin

Ensure that WebEx Productivity Tools are installed.

        
1    Use your preferred method to schedule a meeting with Microsoft Outlook:
  • On the WebEx toolbar in Microsoft Outlook, select Schedule Meeting > Schedule WebEx and Telepresence Meeting.

     

  • On the Microsoft Outlook toolbar (Mail view), select New items > Meeting or Appointment.

     

  • On the Microsoft Outlook toolbar (Calendar view), select New Meeting or New Appointment.

     

2    Add attendees for your meeting.
3    On the WebEx toolbar for the meeting invitation, select Add WebEx and Telepresence.

You can skip this step if you selected Schedule Meeting > Schedule WebEx and Telepresence Meeting in Step 1.

4    In the Meeting Options dialog box, under Select Alternate Host, check the corresponding check boxes for the attendees that you want to specify as alternate hosts.
5    Select OK.

Add Alternate Hosts in Microsoft Outlook for Mac

Before You Begin

Ensure that WebEx Productivity Tools are installed.

         
1    Use your preferred method to schedule a meeting with Microsoft Outlook:
  • On the WebEx toolbar in Microsoft Outlook, select Schedule Meeting > Schedule WebEx and Telepresence Meeting.

     

  • On the Microsoft Outlook toolbar (Mail view), select New items > Meeting or Appointment.

     

  • On the Microsoft Outlook toolbar (Calendar view), select New Meeting or New Appointment.

     

2    Add attendees for your meeting.
3    On the meeting invitation, select Add WebEx.

You can skip this step if you selected Schedule Meeting > Schedule WebEx and Telepresence Meeting in Step 1.

4    In the WebEx Settings dialog box, select Change settings.
5    In the Alternate Host section, check the corresponding check boxes for the meeting attendees that you want to specify as alternate hosts.
6    Select OK.

Add Alternate Hosts in Microsoft Outlook for Mac (WebEx and TelePresence Meetings)

Use this procedure only if your WebEx site and your account are CMR Hybrid-enabled.

Before You Begin

Ensure that Cisco Productivity Tools is installed.

         
1    Use your preferred method to schedule a meeting with Microsoft Outlook:
  • On the WebEx toolbar in Microsoft Outlook, select Schedule Meeting > Schedule WebEx and Telepresence Meeting.

     

  • On the Microsoft Outlook toolbar (Mail view), select New items > Meeting or Appointment.

     

  • On the Microsoft Outlook toolbar (Calendar view), select New Meeting or New Appointment.

     

2    Add attendees for your meeting.
3    On the WebEx toolbar for the meeting invitation, select Add WebEx > Add WebEx and Telepresence.

You can skip this step if you selected Schedule Meeting > Schedule WebEx and Telepresence Meeting in Step 1.

4    Select Change Settings to open the WebEx and TelePresence meeting options dialog box.
5    In the Alternate Host section, check the corresponding check boxes for the meeting attendees that you want to specify as alternate hosts.
6    Select OK.
 

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