Meeting Center: Scheduling for Another Host  (WBS29.13, WBS30)

Document created by rruman on Feb 25, 2015Last modified by rruman on Oct 21, 2015
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Introduction

WebEx enables you to grant permission to other users to schedule and start meetings on your behalf using WebEx Meeting Center, Training Center and Integration to Outlook.

 

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Setting Permissions

From your WebEx account, you can easily enable another WebEx user to schedule meetings for you.

 

To grant scheduling permission:

1. Log in to your Meeting Center or Training Center site.

2. Click My Webex, select Preferences in the left navigation panel, then click Scheduling Options.

OR

If you have installed Outlook Integration, click Schedule Meeting in the Outlook Ribbon, then select Set Scheduling Permission.

The Scheduling Options are displayed.

Preferences_Scheduling_Options.png

3. Click Select Host below  the Scheduling Permission text box. The Select Hosts dialog appears.

Select_Hosts_dialog.png

 

4. Select the host(s) to whom you want to give scheduling permission, then click Add.

5. Click OK, then click Save on the Preferences page. The hosts you selected now have permission to schedule and start meetings on your behalf.

 

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Scheduling Meetings

To schedule a WebEx meeting for another host, the delegate must have the following permissions:

 

If scheduling from...The delegate needs...
WebEx Site
  • Host or Site Administrator account on your WebEx site
  • Scheduling permission granted on the WebEx site
Outlook
  • Host or Site Administrator account on your WebEx site
  • Scheduling permission granted on the WebEx site
  • Access to the host's appointment calendar

 

To schedule a meeting for another host from your WebEx site:

1. Log in to your Meeting Center or Training Center site.

2. In the left navigation panel, select Schedule a Meeting or Schedule Training.

Note: For Meeting Center, click Advanced Scheduler if the Advanced Scheduler is not your default scheduler page.

3. Click Schedule for, then select the name of the WebEx host you are scheduling for.

Required_Information_selecting_alternate_host.png

4. Enter the rest of the scheduling information, then click Schedule Meeting. Meeting invitations are sent, and the meeting appears on your, and the host’s, My Meetings page.

 

To schedule a meeting for another host from Outlook:

1. From Microsoft Outlook, select File > Open > Other User’s Folder.

2. Click Name and select the host’s name from the address book, then select Calendar from the Folder type drop-down menu, and click OK.

3. Click a date in the host’s calendar, then click Schedule Meeting in the Outlook Ribbon. A new Outlook appointment message appears.

4. Schedule the meeting, entering the meeting information on the Appointment tab and selecting attendees from the Invite Attendees or Scheduling menus.

5. Click Add WebEx Meeting. The WebEx Settings dialog appears and identifies the host for whom you are scheduling the meeting.

6. Enter and confirm a password for the meeting.

7. Verify that all other meeting options are correct, then click OK to close the dialog.

8. Click Send. The meeting invitation is sent on behalf of the host.


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Starting Meetings

To start a WebEx meeting for another host from a WebEx site or from Outlook, the delegate needs:

  • A host account on your WebEx site
  • Scheduling permission granted on the WebEx site

 

To start a meeting for another host from your WebEx site:

  1. Log in to your WebEx site.
  2. Click My WebEx > My Meetings. Meetings you have scheduled for yourself or other hosts are listed.
  3. Locate the meeting you want to start, then click Start. The meeting is initiated and you are assigned both the host and presenter role.

Note: When the host joins the meeting, he or she assumes the host role and becomes the presenter.

 

To start a meeting for another host from Outlook:

  1. Open the host’s calendar and locate the meeting you scheduled.
  2. Double-click the appointment message, then click the link to start the meeting.
  3. If prompted, enter your login information, then click Log In. The Meeting Information page appears.
  4. Click Start. The meeting is initiated and you are assigned both the host and presenter role.

Note: When the host joins the meeting, he or she assumes the host role and becomes the presenter.

 

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