Schedule and Manage Meetings

1

Do one of the following:

  • When in a channel, at the top of the screen, tap More > … More options > Open if you want to schedule a channel meeting that's open and visible to any team member. Meeting notifications will be sent to the channel.

    More tab
  • Tap More from the menu at the bottom of the screen and select the Webex Meetings bot if you want to schedule a meeting that's visible only to individuals that you invite.
2

Tap Schedule.

3

For Meeting type, select whether you want to schedule a Webex meeting or a Webex Personal Room meeting.

Scheduling a meeting
4

Enter the meeting topic and password, and then select the date, time, and time zone of the meeting. Passwords are available for Webex meetings only.

5

Check the Recurrence check box if you want the meeting to repeat, and then select the frequency (Daily, Weekly, Monthly, Yearly).

6

If you're scheduling the meeting in a channel, all channel members are automatically invited. You can add more guests by entering their email addresses next to Additional Attendees.

7

Tap Schedule.

You can view your upcoming meetings in your meetings list.

1

Do one of the following:

  • From a channel, at the top of the screen, tap More > … More options > Open.
  • Tap More from the menu at the bottom of the screen and select the Webex Meetings bot.

You first see the meetings list in List view List view icon, which shows a consolidated list of your upcoming meetings for the next few days.

If you see an arrow circle Recurrence arrow next to the meeting, it means that the meeting is a recurring meeting.

If you see a calendar icon Calendar icon next to the meeting, it means that the meeting was scheduled in this channel.

Compressed Calendar View
2

To see your meetings in real time for a single day, select Day view Day view

Daily Calendar View

You can edit or cancel a meeting that you scheduled.

1

Do one of the following:

  • From a channel, at the top of the screen, tap More > … More options > Open.
  • Tap More from the menu at the bottom of the screen and select the Webex Meetings bot.
2

Under Upcoming Meetings, locate the meeting, select … More options next to the meeting name and choose one of the following:

  • To edit, tap Edit.
  • To cancel, tap Delete.
3

If it's a recurring meeting, select whether you want to edit or delete this meeting only or the entire series and tap OK.

  • For editing, edit the meeting information as required, and select Save.
  • For canceling, tap OK to confirm.

Start and Join Meetings

There are two types of meetings you can start.

  • Instant meetings—Use when a meeting isn't scheduled but you need to meet right away.

  • Scheduled Webex meetings—Use for meetings that you schedule in advance.

1

Do one of the following:

  • When in a channel, at the top of the screen, tap More > … More options > Open if you want to start a channel meeting that's open and visible to any team member. Meeting notifications will be sent to the channel.
  • Tap More from the menu at the bottom of the screen and select the Webex Meetings bot if you want to start a private meeting that's visible only to individuals that you invite.
2

Choose from the following:

  • To start an instant meeting, tap Start Meeting, and then tap Join via installed app.
    Start Meeting

     

    If you don't already have the Webex Meetings mobile app installed, tap Download at the top of the page.

  • To start a Webex meeting that you had scheduled previously, locate the meeting in the list of meetings under Upcoming Meetings and tap Start.

    The Start button is visible when it's time to start the meeting.

    Start from Meeting List

You can send meeting reminders starting at 15 minutes before your meeting start time.

Tap … More options next to your meeting and then click Send reminder.

Send meeting reminder
A reminder appears in the channel where you scheduled the meeting. It includes the meeting details and a link that attendees can click to join. As the host, you can also start the meeting from the reminder.

1

From a channel, tap More.

2

Next to Webex, tap … More options, and then tap Open to open the Webex tab.

3

Do one of the following:

  • To join a meeting from the meeting list, locate the meeting under Upcoming Meetings, and then select Join next to the meeting.

    The Join button is visible when it's time to join the meeting.

    Upcoming Meetings list
  • To join a meeting from the meeting list, locate the meeting under Upcoming Meetings, and then select Join next to the meeting.

    The Join button is visible when it's time to join the meeting.

  • To join a meeting by entering the meeting number, enter the 9-digit meeting number in the text box under Join a Meeting.

    Join a Meeting field
  • To join a meeting in someone else's Peronal Room, enter that person's Personal Room ID in the text box under Join a Meeting.

    You can find the host's Personal Room ID in the Personal Room URL. For example, if the Personal Room URL is company.webex.com/meet/csinu, the host's Personal Room ID is csinu.

    You can only join a Personal Room within the Webex site that's set as the team site.

  • To join a meeting in your Personal Room that you have joined recently, select the Personal Room under Recent Personal Rooms.

    Recent Personal Rooms

You can use the Cisco Webex Meetings messaging extension in a channel conversation, group chat, or private chat to start a meeting in your Personal Room or a scheduled Webex meeting. Your Personal Room is used by default for any meetings that you start. If you don't have a Personal Room, an instant meeting is scheduled instead.


For the best experience, we recommend that you set your Webex site in a private chat with the Webex bot from the Microsoft Teams desktop app. If you don't set your site, the extension automatically chooses one based on your Microsoft Teams email address.

1

In a conversation or chat message, tap the Plus Extensions icon, and then select Cisco Webex Meetings.

Plus icon expanded
2

Enter the meeting topic, and then tap Send.

Personal Room Card
The meeting information is added to the conversation or chat message. You can start the meeting and others can join the meeting by selecting Join.

Play and Share Recordings

When a meeting is recorded in the cloud, a recording notification is sent after the meetings ends. The recording notification includes the meeting topic, date, time, duration, and a Play Recording button.

Recording notifications for channel meetings are sent to the channel. All team members can view the notification and play the recording.

Recording notifications for private meetings are sent to the private chat with the Cisco Webex Meetings app. The host can view the notification and play the recording.

You can see a list of your recordings from all of your Webex sites on the right side of the Webex tab. The list includes recordings from the last 10 days. You can select and play recordings from the list.

To play a recording, do one of the following:

  • Tap Play Recording in the recording notification when it appears in the channel or private chat.
  • Go to the Webex tab from a channel or private chat and tap Recordings. Select the title for the recording that you want to play.
The recording opens in a new browser window.