Schedule meetings from one of your spaces..

People internal and external to the organization can schedule an enhanced meeting associated with a space if they have a Webex host license.

The number of people who can join your meeting can vary, depending on whether it's a classic or enhanced meeting associated with a space.

For classic meetings, it depends on the account type of the person who created the space. For more information, see Meeting Capabilities and Meeting Sponsors in Cisco Webex.

For enhanced meetings, it depends on the type of account you have, as the host.

End-to-end encryption for Webex App meetings

Meetings associated with a space support end-to-end encryption. For more information on how to encrypt all your meetings by default, see Webex App | Set end-to-end encryption for meetings.

Choose the scheduler that you want to use to schedule meetings. You can schedule meetings from a space using Microsoft Outlook, Google Calendar, or the Webex App scheduler (if your administrator has set up your account with Cisco Webex Hybrid Calendar Service).

If your administrator hasn't set up your account with Hybrid Calendar or you're using a calendar other than Microsoft Outlook or Google Calendar, use the instructions in Other Calendars.

Microsoft Outlook
1

In the space, click Schedule.

If your administrator has set up your account with the Hybrid Calendar , here's where you'll find all the meetings that are scheduled in the space.

Schedule a meeting
2

Select Schedule a meeting.

Webex App opens a calendar invite in Microsoft Outlook that automatically includes email addresses for everyone in the space, the space name as the subject, and "@webex:space" in the Location field. Depending on your setup, the invite may also include a link to join the meeting, Join by phone options, and a video address so people can join from any standards-based video system.

3

Specify the date, time, and other details.

4

Add a Cisco Webex room or desk device by selecting Scheduling Assistant > Add Rooms on Windows or Scheduling or Room Finder and then Add Room on the Mac and then add the room or desk devices you want to include.

A Join button appears on the device 5 minutes before the meeting starts.

Your administrator needs to set up your account with the Hybrid Calendar so you can schedule room devices this way. If you aren't able to add a room or desk device, or if you don't see the Join before the meeting, contact your administrator.

5

Send the meeting invite.

Google Calendar
1

In the space, click Schedule.

If your administrator has set up your account with the Hybrid Calendar , here's where you'll find all the meetings that are scheduled in the space.

Schedule a meeting
2

Select Schedule a meeting.

If you're using Google Calendar with Microsoft Outlook, Webex App opens a calendar invite in Microsoft Outlook. Otherwise, it opens Google Calendar using your default browser. The invite has the space name as the meeting subject, "@webex:space" in the Location field, and includes email addresses for people in the space.

Depending on your setup, the invite may also include the following options, so people can join from any standards-based video system:

  • Meeting link

  • Join by phone option

  • Video address

3

Specify the date, time, and other details.

4

Add a Cisco Webex room or desk device by selecting Scheduling Assistant > Add Rooms on Windows or Scheduling or Room Finder and then Add Room on the Mac and then add the room or desk devices you want to include.

A Join button appears on the device 5 minutes before the meeting starts.

Your administrator needs to set up your account with the Hybrid Calendar so you can schedule room devices this way. If you aren't able to add a room or desk device, or if you don't see the Join before the meeting, contact your administrator.

5

Send the meeting invite.

Webex App Scheduler
1

In the space, click Schedule a meeting Schedule a meeting, and then enter your meeting info:

  • Edit the meeting topic.

  • Under Date and Time, choose a start and end date and time.

  • Check Recurrence, to schedule the meeting to repeat regularly, choose from daily, weekly, or monthly increments.

  • Enter a description, which will be included in the email invitation.

2

All members of the space are automatically invited to the meeting. Add invitees by typing their name or email address. Remove invitees by hovering over their name and clicking Remove.

You see icons beside each person's name:

  • Available Available

  • Unavailable Unavailable

  • Unknown availability Unknown availability

If invitees are unavailable, change the meeting time and their availability status updates, or click Check calendar to see their availability.

To make an invitee a cohost, hover over their name, click More Options button, and then click Make cohost. You see this option if the invitee has a host account on the same Webex site as you.

3

To book a meeting room, go to Rooms and enter the name or location of a meeting room. You see icons next to room names to show their availability. Click on a room name to add it to the meeting invite.

Only meeting rooms listed in your organizations directory are displayed.

4

Click Advanced Settings and choose from the available options:

  • Meeting type
  • Security

    You can add audio watermarks to your participant videos and shared content. Under Audio watermarks, check Add watermarks to meeting audio. The site administrator can upload watermarked meetings to Control Hub, which then analyzes the recording and looks up the unique identifiers. They can look at the results to see which source client or device recorded the meeting.

    You can add visual watermarks to participant videos and shared content.

  • Audio connection
  • Scheduling options
5

Click Schedule.

The meeting is added to your calendar. An email invitation is sent to everyone invited to the meeting.

What to do next

If you need to make changes, you can update the meeting details or cancel the meeting.

Here's where you'll find all the meetings that are scheduled in the space.

Other Calendars
1

In the space, click Schedule.

If your administrator has set up your account with the Hybrid Calendar , here's where you'll find all the meetings that are scheduled in the space.

Click Schedule
2

Click Space meeting information, select Copy, and then go to your calendar and paste the meeting information into a meeting.

Depending on your setup, the meeting information may include a link to join the meeting, Join by phone options, and a video address so people can join from any standards-based video system.

3

Go back to your Webex App and the Space meeting information view. Next to People, select Copy, and then go to your calendar and paste the email addresses in the To section of the meeting.

4

Specify the date, time, and other details, and then send the invite.

Before you begin

You can use the in-app scheduler if you have enhanced meetings associated with a space. If you have classic meetings associated with a space, copy the meeting information and paste it into a third-party calendar.
1

Go to Messaging Messaging button and select a space.

2

In the space, tap the activity menu More options button, and choose Schedule.

  • Edit the meeting topic.

  • Choose a Start and End date and time.

  • Tap Recurrence, to schedule the meeting to repeat regularly, choose from daily, weekly, or monthly increments.

  • People in the space are automatically added as invitees. Tap Invitees to add or remove people.

    Tap Check calendar to see what time everyone's free and drag your meeting to that time slot. You can also:

    • See a list of who's available at the selected time.

    • Tap and hold the meeting, to drag and drop it to a different time slot.

    • Tap and drag the meeting tabs, to change the meeting duration. Any changes are reflected in the scheduler start and end times.

    To make an invitee a cohost, tap More options next to their name, and tap Make cohost. You see this option if the invitee has a host account on the same Webex site as you.

  • Enter a description.

3

Tap Schedule to schedule your meeting.

Before you begin

You can use the in-app scheduler if you have enhanced meetings associated with a space. If you have classic meetings associated with a space, copy the meeting information and paste it into a third-party calendar.
1

Go to MessagingMessaging button and select a space.

2

In the space, tap the activity menu More menu, and choose Schedule.

  • Edit the meeting topic.

  • Choose a Start and End date and time.

  • Tap Recurrence to schedule the meeting to repeat regularly, choose from daily, weekly, or monthly increments.

  • People in the space are automatically added as invitees. Tap Invitees to add or remove people.

    To make an invitee a cohost, tap More menu next to their name, and tap Make cohost. You see this option if the invitee has a host account on the same Webex site as you.

    Tap Check Calendar to see what time everyone's free and drag your meeting to that time slot. You can also:

    • See a list of who's available at the selected time.

    • Tap and hold the meeting, to drag and drop it to a different time slot.

    • Tap and drag the meeting tabs, to change the meeting duration. Any changes are reflected in the scheduler start and end times.

  • Enter a description.

3

Tap Schedule to schedule your meeting.

1

Sign in to Webex and from your space, click Schedule Schedule.

2

Next to Meeting Information, select Copy, and then go to your calendar and paste the meeting information into a meeting. Depending on your setup, the meeting information may include a link to join the meeting, options for joining by phone, and a video address so people can join from any standards-based video system.

3

Go back to the Webex app and the Space Meeting Information view. Next to People, select Copy, and then go to your calendar and paste the email addresses in the To section of the meeting.

4

Specify the date, time, other details you need to include, and then send the invite.