Allow Someone to Schedule Meetings on Your Behalf for Lotus Notes (WBS30)

Document created by Cisco Documentation Team on Jul 25, 2016Last modified by David Lounsbury on Nov 4, 2016
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Allow Someone to Schedule Meetings on Your Behalf Overview

  

WebEx integration to Lotus Notes allows you to assign someone else as a delegate to schedule, edit, cancel, and start meetings for you.

For example, if you must host WebEx meetings regularly, you can give your assistant permission to manage meetings for you.

      

The delegate must have a host account and have WebEx Productivity Tools installed on their computer.

  •     

    On your WebEx site, give the delegate scheduling permission.

        

  •     

    In Lotus Notes, assign a delegate using the Calendar Delegation feature.

        

         

Note


   

At any time, you can remove the permission from the delegate to manage meetings for you.

   
   

Assign a Delegate in the WebEx Site

Before You Begin
  •      

    Make sure that your site administrator has enabled the delegate feature.

         

  •      

    Make sure that your delegate has a WebEx host account on your WebEx site.

         

  •      

    Make sure that your WebEx site email addresses for you and the delegate's accounts match those in Lotus Notes.

         

        
1    On your WebEx site, select My WebEx.
2    Select Preferences.
3    Select Scheduling Options.
4    In the Scheduling permission box, enter the email address of one or more hosts you want to allow to schedule meetings on your behalf.
5    Select Save at the bottom of the Preferences page.

Set Scheduling Permission in Lotus Notes

You need to specify who has access to your Lotus Notes calendar and what level of access the delegate has before the delegate can schedule meetings on your behalf.

         
1    From the Lotus Notes calendar view, select Tools > Preferences.
2    On the Preferences window select the Access & Delegation tab and then the Access to Your Mail & Calendar tab.
3    Select Add Person or Group.
4    Select the Enter or choose a user/group option and then click the scroll bar in the text box under section 1 to display the Select Name dialog box.
5    Select the person to schedule meetings on your behalf and select OK.
6    Specify the level of access the delegate will have and select OK.

Schedule and Manage a Meeting for Another Host

If the host has given you the necessary permissions, you can schedule a meeting on behalf of that host.

If you are scheduling the meeting for another host, a message indicates that in the WebEx Settings dialog box.

        
1    On the Calendar menu, select Action > More > Open Person's Calendar.



  The Calendar dialog box appears.
2    Select Other, and then select the host's name.
Tip      

The next time you schedule a meeting for this host, as long as your permissions remain valid, you can select the host's name directly from the Calendar menu.

  The host's calendar appears as a tab on your calendar.
3    Select a date and time on the host's calendar. The Calendar Entry dialog appears.
4    Select Add WebEx Meeting on the top left of the Calendar Entry dialog. Schedule the meeting. The WebEx Settings dialog appears.



If you are scheduling the meeting for another host, a message indicates that in the WebEx Settings dialog box.

5    Schedule the meeting.

On behalf of the host you can edit or cancel existing meetings. For more information, see Schedule a Meeting Using WebEx Integration to Lotus Notes.

 

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