Schedule a Meeting Prerequisites

To schedule a meeting using the integration to IBM Lotus Notes, be aware of the following:

  • The integration to IBM Lotus Notes provides basic scheduling options. Some options that appear on your Webex site are not available in the integration to IBM Lotus Notes. To access more scheduling options, you can choose from your available meetings templates.

  • The Webex integration to IBM Lotus Notes does not support all the recurrence options that are available in Lotus Notes.

  • In any Webex meetings that you schedule in IBM Lotus Notes, the meeting start time appears in the time zone that you set on your computer. However, on your Webex site, the meeting times appear in the time zone you set in your preferences, regardless of the time that is set on your computer.


Lotus Notes is not currently supported in the Mac version of the Cisco Webex Meetings desktop app.

Meeting templates store scheduling settings, so you can quickly schedule or start your meetings. If you have never specified a default meeting template in the Cisco Webex Meetings desktop app, the default settings from your Webex site are used.

After you specify a default meeting template in the Cisco Webex Meetings desktop app, the default settings from the app are used instead.


Meeting templates don't store the topic, password, date, and time settings. Once you schedule a meeting, you cannot change its template.

When scheduling a meeting using the integration to IBM Lotus Notes, you can select any of the meeting templates that are saved on your Webex site.


The integration to IBM Lotus Notes provides only a limited number of options that you can set, but all the options in your templates are still active even when they do not show in IBM Lotus Notes.

For example, if you set specific attendee privileges in a template, those privileges are set for the meeting. Attendee privilege settings are not available in the integration to IBM Lotus Notes.

1

From IBM Lotus Notes, go to your toolbar, and select the Configuration button.



2

Select Meeting Templates.

3

Choose a template and select View.

The Cisco Webex Meetings desktop app allows you to schedule meetings within IBM Lotus Notes without going to your Webex site.

When you use the integration to IBM Lotus Notes to schedule a meeting, you can invite attendees by selecting them in any of your IBM Lotus Notes contacts. You can also invite attendees who are not in the IBM Lotus Notes contacts list by manually entering their email address.

When you invite an attendee to a scheduled meeting, they receive an email invitation. The invitation includes information about the meeting, including the password, and a link to join the meeting.

1

From the IBM Lotus Notes Calendar, select Schedule a Meeting.



2

Add a Subject for your meeting.

3

Choose the start and end time for your meeting.

4

(Optional) Select Repeat to add a recurrence pattern for your meeting.

5

Select the address book icon and choose who you want to invite to your meeting.




 

Any attendees that you invite using the integration to IBM Lotus Notes does not show in the attendees list when you view the meeting on your Webex site.

6

Select Add Webex Meeting.

7

Select Save and Send Invitations.

1

From the IBM Lotus Notes Calendar, select Schedule a Meeting.

2

Select Add Personal Conference Meeting or Add Audio-Only Meeting.

3

Add a Subject for your meeting.

4

Choose the start and end time for your meeting.

5

(Optional) Select Repeat to add a recurrence pattern for your meeting.

6

Select the address book icon and choose who you want to invite to your meeting.

7

Select Save and Send Invitations.

Once you schedule a meeting using the integration to IBM Lotus Notes, you can use IBM Lotus Notes to edit it at any time. You can change the start time, specify a new password, choose a different audio connection option, and more.

If you edit a meeting using your Webex site instead of the integration to IBM Lotus Notes, the changes do not appear in IBM Lotus Notes.

When you use IBM Lotus Notes to edit a recurring meeting, the changes you make to a single instance of the meeting must be applied to all instances for the changes to take effect on your Webex site. If you only apply the changes to a single instance, an update is made in Lotus Notes, but not in your calendar.


You cannot change the template for a scheduled meeting.

1

From your IBM Lotus Notes Calendar, open the scheduled meeting item.

2

Edit the information or change options on the Meeting screen.

3

Select Edit Webex Meeting to edit Webex specific options.

4

Select Save and Send Invitations.

When you cancel a scheduled meeting in IBM Lotus Notes, all invitees receive a cancellation notice, and your meeting is also canceled on your Webex site. If you schedule a Webex meeting in IBM Lotus Notes, you should cancel it directly in IBM Lotus Notes.


If you cancel a meeting from your Webex site, it does not get canceled in IBM Lotus Notes.

If you cancel a single instance of a recurring meeting, the instance is deleted in IBM Lotus Notes, but remains on your calendar. You must delete all the instances of your meeting in IBM Lotus Notes to remove it from your calendar.

1

From your IBM Lotus Notes Calendar, open the scheduled meeting item.

2

Select Cancel Telepresence/Webex.

Recurrence Pattern Limitations

The following table shows the differences between Webex and IBM Lotus Notes recurrence patterns.

Table 1. Webex Meetings

Type

IBM Lotus Notes Option

Converted to Webex Meeting Option

Weekly

Every 1-8th weeks on: [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday]

Every 1-8th weeks on: [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday]

Every week on: [Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday]

If you schedule a meeting that recurrs every X week, where X is greater than 1, in IBM Lotus Notes, the meeting will be scheduled in IBM Lotus Notes as you specified, but will appear as a weekly meeting on your Webex site.

Monthly

Count from the end of the month

Not supported

Yearly

Every 1- 10th year

Every year.

If you schedule a meeting that recurrs every X year, where X is greater than 1, in IBM Lotus Notes, the meeting will be scheduled in IBM Lotus Notes as you specified but will appear as a yearly meeting on your Webex site.

Custom

Custom settings

Not supported

End date

Start from date to date

If the time period is longer than one year, it is converted to one year.

Start from date continue for X times

If the time period is longer than one year, it is converted to one year.

Specify Exceptions

Don't move

Not supported.

Move to Friday

Not supported.

Move to Monday

Not supported.

Move to nearest weekday

Not supported.

Delete

Not supported.

Table 2. Webex Personal Conference Meetings

Type

IBM Lotus Notes Option

Converted to Webex Personal Conference Meeting Option

Daily

Every 1-31th day

Every day

Monthly

Every 1st-12th month on the 1st -31st

Every month on the [1st, 2nd, 3th, 4th, day last] [Sun, Mon, Tue, Wed, Thu, Fri, and Sat]

Count from the end of the month

Not supported

Every 1st-12th month on the [1st, 2nd, 3th, 4th, last][Sun, Mon, Tue, Wed, Thu, Fri, Sat]

Every 1 week on [Sun, Mon, Tue, Wed, Thu, Fri, Sat]

Yearly

Every 1- 10th year

Not supported

Custom

Custom settings

Not supported

End date

Start from date to date

If the time period is longer than one year, it is converted to one year.

Start from date continue for X times

If the time period is longer than one year, it is converted to one year.

Specify Exceptions

Don't move

Not supported.

Move to Friday

Not supported.

Move to Monday

Not supported.

Move to nearest weekday

Not supported.

Delete

Not supported.


If you want to modify or delete recurring meetings in IBM Lotus Notes, note the following:

  • When you edit a recurring meeting, to reschedule its date or change its meeting options, the changes you make to a single instance of the meeting must be applied to all its instances for the changes to take effect on your Webex site. If you only apply the changes to the single instance, an update is made in IBM Lotus Notes, but not on your Webex site.

  • If you cancel a single instance of a recurring meeting, the instance is deleted in IBM Lotus Notes, but remains on your calendar. You must delete all instances of a recurring meeting in IBM Lotus Notes to remove it from your calendar.