WebEx Personal Rooms

Document created by Cisco Documentation Team on Oct 29, 2015Last modified by Sinead Mccarthy on Jan 10, 2017
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What is a Personal Room?

Your WebEx Personal Room is your own virtual conference space. It's always available, you don’t need to book it, and you always know where to find it. Share your link and kick off your meeting. A Personal Room includes the following benefits:

  • Your Personal Room is always in the same place; the URL, video address, and call-in numbers never change.

  • Participants using Cisco TelePresence systems and other video systems or applications can also join if your WebEx site supports Meeting Center video conferencing.

  • A virtual waiting room or lobby where people wait if they try to join your Personal Room meeting ahead of time, or if you have locked your Personal Room.


Note


The top navigation bar automatically hides when not in use to maximize the available area on the screen. You can show it again by pointing to the arrow at the top of the screen. The Home tab defaults to your Personal Room.


Task

Action

Set up your Personal Room

Setting up your Personal Room is easy. After your administrator enables the room, you receive a welcome email message. Select the Set Up Room link to start the setup wizard.

You are automatically assigned a host PIN that identifies you as the host when you start a WebEx meeting in your Personal Room. You can change this at any time.

Later, if you want to change your preferences, go to My WebEx > Preferences > My Personal Room.

Customize your Personal Room view

Make sure that you are in the Personal Room full view. Go to your WebEx site, select My WebEx > My Personal Room, select the Personal Room full view icon in the upper right corner. Or go to your Personal Room URL (for example, https://webex.com/meet/<hostID>).

You can customize your Personal Room view in the following ways:
  • Select Change on your avatar to upload a new one.

  • Select the drink image on the desk to select a different image.

  • Select the desk to to select a different image.

  • Select the arrow on the left of the room to view the available wall images. You can replace these images by uploading your own images.

Invite people to your Personal Room

There are three ways to invite people to your Personal Room:

  • Share your unique URL through an email message or instant message.

    • Go to My WebEx > Preferences > My Personal Room to find the URL.

  • From within your Personal Room, select the Invite and Remind button and follow the prompts.

  • If you have the WebEx integration to Microsoft Outlook in WebEx Productivity Tools, invite people through Outlook.

    1. In the WebEx toolbar in the Outlook window, select Schedule Personal Room Meeting.

    2. Enter the details for your meeting and then select Send.

Note   A CAPTCHA is shown when attendees enter any Personal Room on your site for the first time or when browser cookies have been cleared.

Start a Personal Room meeting

  1. Sign in to your WebEx site.

  2. Go to My WebEx > Enter Room.

  3. Choose your audio connection. You can use your computer, call in with a phone, or receive a call from the meeting to your phone or video system.

You can also start the Personal Room meeting through any supported video systems, including TelePresence systems, or video applications.

Start a Personal Room meeting by phone

You can start your Personal Room meetings by phone without having to sign in using the WebEx application.
  1. Enter the access code of the meeting.

  2. Enter your host PIN or audio PIN and press # to start the meeting.
    Note   

    Attendees must only to press # . If the host has already started the Personal Room meeting, they will join it; if it hasn't started yet, they will wait in the lobby.

Alternate hosts cannot start Personal Room meetings by phone. You cannot lock or unlock meetings by phone; meetings that are set to lock automatically must be started using the WebEx application.

Join a Personal Room meeting

  1. Join the meeting by one of the following ways:

    • If you received an email invitation, select the link in the email invitation.

    • Paste the meeting URL into the address bar of a web browser and press Enter.

    • On your WebEx site, enter the host's host ID for the Personal Room, which is often the host's username. You can find the Personal Room host ID in the meeting URL. For example, organizationname.webex.com/meet/jparker. The username is jparker

  2. Select Join.

  3. Choose your audio connection. You can use your computer, call in with a phone, or receive a call from the meeting to your phone or video system.

You can also join the Personal Room meeting through any supported video systems, including TelePresence systems, or video applications.

Assign alternate hosts

You can assign alternate hosts for your Personal Room meetings by specifying them on your Preferences page. This means if you are not available to start your meeting, the alternate host can start it for you.

Depending on your site settings, you can specify one or more individuals to be alternate hosts, or you can allow anyone with a host account on your site to be alternate hosts.

Your Personal Room page indicates that they are alternate hosts, and they see Start Meeting instead of Join Meeting. The alternate host must sign in to start the meeting. If they are already signed in, it starts automatically.

Note   

Alternate hosts must have a host account on your site and they cannot start a meeting from video systems or applications.

Lock or unlock your Personal Room

If you have back-to-back meetings or need privacy in your Personal Room, lock the room. You can also set an option in your Personal Room preferences to automatically lock your room 5, 10, 15, or 20 minutes after the meeting starts. When the room is locked, no one can enter your room until you unlock it.

To lock or unlock the room, select Lock Room or Unlock Room from within the room.

If the room is locked, the host sees a list of all attendees waiting in the lobby and the list indicates who has signed in and who has not. The host can then choose who to allow into the Personal Room meeting.

If your site settings prevent unauthenticated users from entering unlocked rooms unless the host admits them, when the room is unlocked, attendees who have not signed in will wait in the lobby, and the host sees a list of who is waiting and can choose who to admit.
Note   

Attendees who join from phones or video systems are still able to enter unlocked Personal Rooms.

Your site administrator can allow unauthenticated attendees to enter an unlocked room if they have signed in recently within a specified time period. The default is two weeks.

Leave your Personal Room

To leave a Personal Room meeting, select Leave Room.

When the host of a Personal Room meeting leaves the room, the meeting ends for all participants. If you are the host and want to leave the room without ending the meeting, make another participant the host. The new host then takes over all the controls in the room.




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