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Set Up and Schedule a Webex Training Session
Create a training session to teach your attendees how to perform a new skill or to lead a presentation. You can set up and schedule a training session to meet with over 500 attendees at once.
Choose a Level of Security for a Training Session
You provide security for your training session by doing any of the following:
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Require a password: Most Webex Training websites require you to specify a password for any session that you host. Attendees must provide this password to join the session.
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Specify an unlisted training session: You can specify that the session is unlisted. An unlisted training session doesn't appear on the training session calendar. To join an unlisted training session, attendees must provide a unique session number.
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Require attendees to sign in with single sign-on authentication before joining this session: You can restrict attendees to those who were directly invited, preventing other people joining from a forwarded invitation.
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Restrict session to invited attendees only (registration options will be disabled): You can restrict the session to invited attendees only. Attendees can't forward the invitation.
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Exclude the session password from email invitations: You can prevent the password from appearing in the email invitations that your Webex training website automatically sends to attendees.
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Require attendees to log in: You can require that attendees have a user account on your Webex training website. Thus, attendees must sign in to your site before they can attend the session.
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Require attendees to register for the training session: You can require each attendee to fill out a registration request that includes their name, email address, and other information, and then send the request to you. You can then accept or reject each registration request.
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Restrict access to the training session: Once all attendees have joined a training session, you can prevent more attendees from joining it by restricting access to the training session.
Choose a level of security based on the training session's purpose. For example, if you schedule a session to discuss your company picnic, you can probably specify just a password for the session. If you schedule a session in which you discuss sensitive financial data, you may want to specify that the session is unlisted. You may also choose to restrict access to the session once all attendees have joined it.
Set Up a Topic Name and Password
When scheduling a training session, you set up the topic name and password. You can edit the topic name and password on the Edit Scheduled Training Session page.
A training session password should contain a minimum of 4 characters, and can contain a maximum of 16 characters. A password can't contain the following characters: \ ` " / & < > = [ ], and can't be your username, the host's name, the topic name, or the site name.
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On the Schedule Training Session or Edit Scheduled Training Session page, scroll to Session and Access Information. If you're scheduling the training session on behalf of someone else, select the person from the Schedule for drop-down list. |
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Specify a topic for the training session in the Topic box. You can enter a password in the Set Session Password field. |
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Specify your options, and then select Schedule or Update. |
Specify Whether a Training Session Is Listed or Unlisted
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On the Schedule Training Session or Edit Scheduled Training Session page, scroll to Session and Access Information. | ||||||||
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Below This Training Session Is, select one of the following options:
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Select Schedule or Update. |
Set Up a Large Training Session with Over 500 Attendees
You can set up a large training session by allowing over 500 attendees. However, if you choose this option, some Webex Training features are limited or aren't supported. These include:
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The multipoint video, private chat, and active talker visual cue features aren't available.
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Attendees can't send video and view the names of other attendees.
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Each Breakout session and Hands-on Lab computer supports a maximum of 100 attendees.
You can't change this option within the session.
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On the Schedule Training Session or Edit Scheduled Training Session page, scroll to Session and Access Information. |
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Check the This session will have over 500 attendees check box.
A message box appears, describing the limitations of this option. |
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Select OK. If you schedule large training sessions frequently, select Save As Template at the bottom of the page. |
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If you have completed specifying options, select Schedule or Update. |
Add a category
Before you begin
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On the Schedule Training Session or Edit Scheduled Training Session page, scroll to Session and Access Information. |
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Select a category. |
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To add a category: |
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If you have completed specifying options, select Schedule or Update. |
Copy Session Information from Another Session
You can copy specific session information from other live sessions that you scheduled, or from sessions that were scheduled on your behalf. Some scheduling information varies from session to session, and therefore can't be copied into the scheduler, including:
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Date, time, and recurrence (except duration, time zone, and join-before-host options)
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Invited attendees and presenters lists (except estimated number of attendees and presenters)
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Registration data of registered attendees
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Hands-on lab information and reservation
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Course material and tests
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On the Schedule Training Session or Edit Scheduled Training Session page, scroll to Session and Access Information and select Copy from. |
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Select the session from which to copy session information and select OK. |
Specify Tracking Codes for a Scheduled Session
Your site administrator can specify tracking code options that appear on the Schedule Training page. Tracking codes can identify your department, project, or other information that your organization wants to associate with your training sessions. Tracking codes can be optional or required, depending on how your site administrator set them up.
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On the Schedule Training Session or Edit Scheduled Training Session page, scroll to Tracking codes, and then select a code label in the box on the left. If your site administrator requires you to select a code from a predefined list, a list of codes appears. |
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Do one of the following:
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Repeat for each tracking code label. |
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Select Schedule or Update. If your site administrator specified that the same tracking code options appear in your user profile, you can edit your user profile to specify tracking codes. The codes then appear automatically on the Schedule Training Session page. |
Set Up an Audio Conference for a Scheduled Session
Audio conferencing options may differ, depending on which options your organization uses.
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On the Schedule Training Session or Edit Scheduled Training Session page, scroll to Audio Conference Settings. |
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Select one of the following options:
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Select Schedule or Update. After you schedule the training session, instructions for joining the audio conference automatically appear.
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Specify Date and Time Options
You can specify the date and start time, occurrence, and estimated duration for a scheduled training session. You can also determine whether, and how many minutes in advance, to allow attendees to join the training session and audio conference before the start time.
Option |
Description |
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Starting time |
Select the date and time that you want the training session to occur. |
Attendees can join ___ minutes before the start time |
Allow attendees to join the training session within a set number of minutes before the training session's starting time. If you clear this check box, start the training session before attendees can join it. |
Attendees can also connect to Webex audio |
Allow attendees to join the audio conference before the training session's starting time. This option is only available if you allow attendees to join the training session before its starting time. |
Single-session class |
A class that comprises a single training session and occurs only once— it doesn't have a recurrence pattern. |
Recurring single-session class |
A class that comprises a single training session and recurs regularly. Attendees register for only one session. The Recurrence options include:
The Ending options include:
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Multiple session course |
A course that comprises multiple training sessions—that is, a series of sessions that span over days, weeks, months, and so on. Attendees register once for an entire sequence of sessions. The Recurrence options include:
The Ending options include:
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Schedule irregular sessions |
A single-session course that that is offered on multiple dates on an irregular basis. Attendees register for only one session. Each session may be edited independently.
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Plan session time zones |
Select the time zone in which the training session time appears in the list of sessions and on the training calendar. |
Estimated duration |
Select the length of time that you estimate that the training session lasts. The estimated duration is provided for planning purposes. The training session does not end automatically once the specified duration elapses. |
If you invite an attendee to a training session, the attendee receives an invitation email message that includes the training session's start time and estimated duration.
If you invite attendees to a training session, their invitation email messages specify the training session's starting time in the time zone that you specified. However, if attendees reside in a different time zone, they can view the starting time in their time zones, in the list of sessions on the Live Sessions page.
Schedule a Training Session Time, Occurrence, and Duration
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On the Schedule Training Session or Edit Scheduled Training Session page, scroll to Date and Time. |
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In the Starting time lists, select when you want the training session to start. |
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Select whether to allow attendees to join the training session before the scheduled start time. If so, select the number of minutes from the list. |
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Select whether attendees can also join the audio conference early. |
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Under Occurrence, select one of the following options:
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If you are scheduling a Recurring single-session class, or a Multiple session course, do the following:
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If you are scheduling a Schedule irregular sessions course, do the following:
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(Optional) In the Time zone list, select a different time zone. In the Time zone list, the time zone that you specified in your user profile is selected by default. |
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In the Estimated duration lists, select the hours and minutes for which you estimate the training session continues. |
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If you have completed specifying options on the Schedule a Training Session page or Edit a Scheduled Training Session page, select Schedule or Update, respectively. |
Specify Security Options for a Training Session
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On the Schedule Training Session or Edit Scheduled Training Session page, scroll to . |
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Check the Exclude password from emails sent to attendees check box. |
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Check the Require attendees to sign in with single sign-on authentication before joining this session check box. |
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Check the Restrict session to invited attendees only (registration options will be disabled) check box. |
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Click Save or Update. |
Specify a Destination Web Page After the Session Ends
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On the Schedule Training page or Edit Scheduled Training Session page, scroll to Session Options. |
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Enter a destination website address (URL) in the Destination address (URL) after session box. |
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Select Schedule or Update. |
Create a Message or Greeting for a Scheduled Training Session
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On the Schedule Training page or Edit Scheduled Training Session page, scroll to Session Options. |
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Next to Greeting message, select Customize greeting message when attendee joins. |
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(Optional) Check Display this message when attendees join the session. |
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Type a message or greeting in the Message box. A message or greeting can contain a maximum of 4000 characters. |
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Select OK. |
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Select Schedule or Update. Attendees can view the message or greeting at any time during a training session, by selecting Welcome Message from the Session menu. |
Use the Scheduling Templates
When scheduling a training session, you can save scheduling option settings as a template for future use. Some scheduling information varies from session to session, and therefore cannot be imported into a template. The following scheduling options are not passed on to the template:
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Date, time, and recurrence (except duration, time zone, and join-before-host options)
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Invited attendees and presenters lists (except estimated number of attendees and presenters)
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Registration data of registered attendees
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Hands-on lab information and reservation
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Course material and tests
When you choose a template, the scheduler's option fields are populated with the values for the chosen template. Each template can be updated or saved as a new template on your Webex Training website.
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On the Schedule Training Session page or Edit Scheduled Training Session page, enter data into the scheduling option fields or change settings. |
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Select Save As Template, located at the bottom of the page. |
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Fill in the Template name field, or change the name if modifying an existing template. |
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Select Save. The next time you schedule a session, you can select your template from the Set options using template list. To delete a template, select My Webex > My Profile > Scheduling Templates. Select the template and select Delete. |