Set Up and Schedule a Webex Training Session

Choose a Level of Security for a Training Session

You provide security for your training session by doing any of the following:

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.
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.
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.
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.
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.
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.
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.

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.

1	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.
2	Specify a topic for the training session in the Topic box. You can enter a password in the Set Session Password field.
3	Specify your options, and then select Schedule or Update.

Specify Whether a Training Session Is Listed or Unlisted

On the Schedule Training Session or Edit Scheduled Training Session page, scroll to Session and Access Information.

Below This Training Session Is, select one of the following options:

Option

Description

Listed for all

The Webex training session appears on both the list of sessions and the training session calendar to anyone who visits your Webex training website.

Listed for authorized users only

The training session:

Appears on the list of sessions and the training session calendar.
Appears only to users who have user accounts and have signed in to your Webex training website.

Unlisted

The training session doesn't appear on the list of sessions nor the training session calendar.
An unlisted training session prevents anyone from viewing information about the session, such as its host, topic, and starting time. This helps to prevent unauthorized access to the session.
To join an unlisted training session, an attendee must provide a unique session number.
If you invite an attendee to an unlisted training session, the attendee receives:
- An invitation email message that includes complete instructions for joining the training session, including the training session number.
- A URL that links directly to a web page on which the attendee can join the training session.

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:

The multipoint video, private chat, and active talker visual cue features aren't available.
Attendees can't send video and view the names of other attendees.
Each Breakout session and Hands-on Lab computer supports a maximum of 100 attendees.

You can't change this option within the session.

On the Schedule Training Session or Edit Scheduled Training Session page, scroll to Session and Access Information.

Check the This session will have over 500 attendees check box.

A message box appears, describing the limitations of this option.

Select OK.

If you schedule large training sessions frequently, select Save As Template at the bottom of the page.

If you have completed specifying options, select Schedule or Update.

Add a category

The following includes instructions for adding a category when you schedule a training session. You can also add a category after a training session has been scheduled.

Before you begin

To make Categories available, your Site Administrator must enable this feature.

1	On the Schedule Training Session or Edit Scheduled Training Session page, scroll to Session and Access Information.
2	Select a category.
3	To add a category: Click Add a new category. Enter a name and, optionally, a description. For Category status, select whether you want the category to be public (Listed) or private (Unlisted). Click Create.
4	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:

Date, time, and recurrence (except duration, time zone, and join-before-host options)
Invited attendees and presenters lists (except estimated number of attendees and presenters)
Registration data of registered attendees
Hands-on lab information and reservation
Course material and tests

1	On the Schedule Training Session or Edit Scheduled Training Session page, scroll to Session and Access Information and select Copy from.
2	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.

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.

Do one of the following:

If a list of codes appears in the box on the right, select a code from the list.
Type a code in the box on the right.

Repeat for each tracking code label.

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.

On the Schedule Training Session or Edit Scheduled Training Session page, scroll to Audio Conference Settings.

Select one of the following options:

Webex Audio: Specifies that the session includes an integrated audio conference. You can choose the following options:
- Display toll-free number: If your Webex Training site provides toll-free call-in audio conferencing, both a toll-free number and a toll number are available. For toll-free call-in teleconferencing, your organization assumes the charges for the calls; otherwise, participants assume the charges for their calls.
- Show toll-free dialing restrictions link: Select to show a list of calling restrictions by country ( www.webex.com/pdf/tollfree_restrictions.pdf).
- Display global call-in-numbers: This option provides a list of numbers, such as toll-free or local numbers, that attendees in other countries can call to join the audio conference.
- Enable teleconference CLI authentication when participants call in: CLI (caller line identification) is a form of caller ID, a telephony intelligent service that sends a caller's phone number before you answer the call. Any dial-in caller with a host site account can be authenticated and placed into the correct teleconference without needing to enter a training session number.
- Mute attendees upon entry: Select if you want the attendees' audio to be muted when they enter the training session. This may prevent disruption, especially if the training session is in process.
- Entry & exit tone: Select the sound alert or announcement, if any, that you want all participants to hear when an attendee joins or leaves the session.
Webex Audio conferencing supports up to 125 callers.
Other teleconference service:
- Specifies that the session includes a teleconference that another service provides.
- Enter instructions for joining the teleconference. These appear on the Session Information page, in email invitations, and in the training session.
Use VoIP only: Specifies that participants use computers with audio capability to communicate over the Internet.
None: Specifies that no audio conference is necessary for the session.

Select Schedule or Update.

After you schedule the training session, instructions for joining the audio conference automatically appear.

On the Session Information page on your site, which participants can view before you start the training session
In invitation email messages, if you invite participants using the Schedule Training page options
On the Info tab, which appears in the content viewer in the Training Session window

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

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:

Daily: A class that repeats daily according to the following conditions:
- Every ___ Day: Select to schedule a training session to occur every specified number of days.
- Every weekday: Select to schedule training sessions for each Monday through Friday.
Weekly: Select the check box for the days of the week on which the training session occurs each week.
Monthly: A class that repeats on a monthly basis according to the following conditions:
- Day ___ of every ___ month: Specify the day of the month and the number of months for the training session to occur.
- [which] [day] of every ___ month: Choose the day of the month and specify the number of months for the training session to occur.

The Ending options include:

Ending: Choose the date for the last training session.
After: Specify the number of training sessions, after which no additional training sessions occur.

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:

Daily: A class that repeats daily according to the following conditions:
- Every ___ Day: Select to schedule a training session to occur every specified number of days.
- Every weekday: Select to schedule training sessions for each Monday through Friday.
Weekly: Select the check box for the days of the week on which the training session occurs each week.
Monthly: A class that repeats on a monthly basis according to the following conditions:
- Day ___ of every ___ month: Specify the day of the month and the number of months for the training session to occur.
- [which] [day] of every ___ month: Choose the day of the month and specify the number of months for the training session to occur.

The Ending options include:

Ending: Choose the date for the last training session.
After: Specify the number of training sessions, after which no additional training sessions occur.

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.

Irregularly: A class that repeats on an irregular basis according to the following conditions:
- Session 1: Choose the date and time for the first training session to occur.
- Add another session: Select the link and then choose the date and time for more training sessions to occur.

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

1	On the Schedule Training Session or Edit Scheduled Training Session page, scroll to Date and Time.
2	In the Starting time lists, select when you want the training session to start.
3	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.
4	Select whether attendees can also join the audio conference early.
5	Under Occurrence, select one of the following options: Single-session class Recurring single-session class Multiple session course Schedule irregular sessions
6	If you are scheduling a Recurring single-session class, or a Multiple session course, do the following: Select one of the following Recurrence patterns: Daily: Select the session to occur either every specified number of days, or every weekday. Weekly: Check the check box for the days of the week on which the session occurs. Monthly: Select the session to occur either on a certain date (for example, the fifth of each month), or a certain day (for example, the second Tuesday of each month), and the monthly recurrence pattern (for example, 1 = every month, 2 = every other month, and so on). Select the Ending date to occur either on a selected date, or after a specified number of sessions.
7	If you are scheduling a Schedule irregular sessions course, do the following: Select the date for the first session. Select Add another session, select the date for the second session, and repeat for any additional sessions.
8	(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.
9	In the Estimated duration lists, select the hours and minutes for which you estimate the training session continues.
10	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

1	On the Schedule Training Session or Edit Scheduled Training Session page, scroll to Attendees > Security.
2	Check the Exclude password from emails sent to attendees check box.
3	Check the Require attendees to sign in with single sign-on authentication before joining this session check box.
4	Check the Restrict session to invited attendees only (registration options will be disabled) check box.
5	Click Save or Update.

Specify a Destination Web Page After the Session Ends

1	On the Schedule Training page or Edit Scheduled Training Session page, scroll to Session Options.
2	Enter a destination website address (URL) in the Destination address (URL) after session box.
3	Select Schedule or Update.

Create a Message or Greeting for a Scheduled Training Session

On the Schedule Training page or Edit Scheduled Training Session page, scroll to Session Options.

Next to Greeting message, select Customize greeting message when attendee joins.

(Optional) Check Display this message when attendees join the session.

Type a message or greeting in the Message box.

A message or greeting can contain a maximum of 4000 characters.

Select OK.

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:

Date, time, and recurrence (except duration, time zone, and join-before-host options)
Invited attendees and presenters lists (except estimated number of attendees and presenters)
Registration data of registered attendees
Hands-on lab information and reservation
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.

1	On the Schedule Training Session page or Edit Scheduled Training Session page, enter data into the scheduling option fields or change settings.
2	Select Save As Template, located at the bottom of the page.
3	Fill in the Template name field, or change the name if modifying an existing template.
4	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.