Video Conferencing - Schedule a Cisco Webex Meeting

Once you schedule your meeting, the system automatically sends an email to the people you invited, to let them know. If you change the invite or cancel it, the system automatically sends everyone a new email so they stay up to date.

WBS40.9 and Later
WBS40.8.x and Earlier

(Optional) If you saved meeting templates, you can select one from the Meeting templates.

Select a Meeting type from the drop-down list.

Meeting types are default or customized sets of meeting features available for your site. Your account can have one or multiple Meeting types associated with it.

Enter a name for the meeting in Meeting topic, add or change the password, and select the Date and time for your meeting.

Set the meeting to repeat by checking the Recurrence check box.

You can schedule your meeting to happen daily, biweekly, monthly, and so on.

In the Attendees section, enter the email address of the people you're inviting. The Attendees field suggests people who you've recently invited, existing accounts on your Webex site, your contacts distribution list, and your company address book.

(Optional) To specify an attendee as a cohost, select next to their name.

If your site administrator enabled Tracking Codes, click Edit tracking code to enter the required information.

You can get all Tracking Code information from your site administrator.

For more options, select Show advanced options.

You can set the following options for your Cisco Webex site:

In Audio connection options:

Audio connection type—Choose one of the following:

Webex Audio—Includes call-in, call-back, and computer audio options. Phone options may include toll-free and global call-in numbers, as well as the ability to set entry and exit tones.

Use VoIP only—Limits all attendees to using computer audio.

Other Teleconference—Allows you to enter third-party teleconference information.

Users who prefer to use non-integrated audio teleconferencing can do so for Cisco Webex, Webex Teams, and video device-enabled meetings supported by their service site. To use this feature for Webex Teams, your site must be managed in or linked to Webex Control Hub.

Display toll-free number—Displays a toll-free number for your guests to call into from their phone.
Display global call-in number to attendees—Displays a number for your guests to call in for the country of your choice.

Click the drop-down arrow next to Use teleconferencing location to select the country.

Entry and exit tone—Select a tone to hear when a guest joins or leaves the meeting.

When using Webex Audio with the Announce Name feature, attendees who select the Use computer for audio option can't record and announce their names.

In Agenda, enter context or details that you want your attendees to have about the upcoming meeting.
In Scheduling Options, you can do the following:
- Cohost—Automatically make the first person to join the meeting your cohost, if
  - they have a host account on the site,
  - or if they're joining from an authenticated Cisco video device within your organization.
- Automatic recording—Automatically start recording when the meeting starts.
- Exclude password—Exclude the password from the email invitation, for extra security.
- Public meeting—Listed on public calendar. This option must be enabled by your site administrator.
- Join before host—Check the box to allow attendees to join the meeting before you start the meeting. Choose to allow attendees to join 0–15 minutes before the meeting starts. If this option appears dimmed, it's not available for your site.
- Breakout sessions—Check Enable breakout sessions if you want the breakout sessions feature to be enabled when the meeting starts.
  
  Breakout sessions are available on WBS40.9 and later sites.
- Invited only—Check to restrict meeting access to invited attendees.
- Unlocked meetings—Choose what happens when guests join unlocked meetings. Guests are people who don't have accounts on your Webex site, people with accounts who aren't signed in to your site, external video systems not registered on your site, or people who join by phone only.
  - Guests can join the meeting—Select allow guests to join your meeting without requiring an account on your site or signing in.
  - Guests wait in the lobby until the host admits them—Select to place guests in the lobby automatically when they try to join.
  - Guests can't join the meeting—Select if you only want attendees who have accounts on your Webex site and who are signed in to their account to join. Attendees must add a phone number and audio PIN to their preferences before joining from audio devices. This provides better security.
- Automatic lock—Check the box to lock your meeting automatically after it starts, and then choose how many minutes you want before your meeting locks.
- Registration—Select Require attendee registration to require attendees to register and receive host approval before attending the meeting. Select the detailed registration information that you require attendees to provide. Each attendee who registers must provide that information.
  
  To accept registration requests automatically, check Automatically accept all registration requests. Don’t select this option if you prefer to accept or reject an attendee's registration manually.
- Attendee audio—Attendees can connect to audio before start time.
- Attendee presenter—The first attendee to join will be the presenter.
- Email reminder—Choose to send an email reminder 10–50 minutes before the start of the meeting.
- Meeting options—Select Edit meeting options and select the options that you want participants to have when the meeting begins.
- Attendee privileges—Select Edit attendee privileges and select the privileges that you want attendees to have when the meeting begins.

To save these settings as a template for future use, click Save as template.

To start your meeting right away, click Start; if you're meeting later, click Schedule.

Schedule a Meeting show more

For scheduled meetings, you can add the meeting to your calendar by opening the meeting from Meetings > Add to my calendar . This option appears next to the name of the meeting:

An iCalender (.ics) file downloads. Select the .ics file and accept the meeting. To invite others to your meeting, send the .ics file as an email attachment.

From your Cisco Webex site, select Meeting > Schedule to go to the Schedule a Meeting page.

If you've saved meeting templates before, you can select one from the Meeting templates.

Select a Meeting type from the drop-down list, if your account has more than one associated with it. Meeting types are the default or customized sets of meeting features available for your site.

Enter a name for the meeting in Meeting topic, add or change the password, if necessary, and select the Date and time for your meeting.

Set the meeting to repeat by checking the Recurrence check box. You can schedule your meeting to happen daily, biweekly, monthly, and so on.

In the Attendees section, enter the email address of the people you're inviting. The Attendees field suggests people who you've invited before, existing accounts on your Cisco Webex site, and contacts in your address book. If the person has a host account on your site, you can make them an alternate host by clicking next to their name.

If your site administrator has enabled Tracking Codes, click Edit tracking code to enter in the required information.

You can get all Tracking Code information from your site administrator.

For other options, select Show advanced options.

Your Cisco Webex site's options may be set to include:

In Audio connection options:

Audio connection type—Choose one of the following:

Webex Audio—Includes call-in, call-back, and computer audio options. Phone options may include toll-free and global call-in numbers, as well as the ability to set entry and exit tones.

Use VoIP only—Limits all attendees to using computer audio.

Other Teleconference—Allows you to enter third-party teleconference information.

Users who prefer to use non-integrated audio teleconferencing can do so for Webex Teams and video device-enabled meetings supported by their service site. To use this feature for Webex Teams, your site must be managed in or linked to Webex Control Hub.

Display toll-free number—Displays a toll-free number for your guests to call into from their phone.
Display global call-in number to attendees—Displays a number for your guests to call in for the country of your choice.

Click the drop-down arrow next to Use teleconferencing location to select the country.

Entry and exit tone—Select a tone to hear when a guest joins or leaves the meeting.

When using the Webex Audio option, if the Announce Name feature is selected, those joining using the Use computer for audio option don't get the option to record and announce their name.

In Agenda, enter any context or details you want your attendees to have about the upcoming meeting.
In Scheduling Options, you can do the following:
- Require account—Check Require attendees to have an account on this site in order to join this meeting if you only want attendees who have accounts on your Webex site and who are signed in to their account to join. Attendees must add a phone number and audio PIN to their preferences before joining from audio devices. This provides better security.
- Alternate host—Let anyone with a host account on this site or anyone joining from an authenticated Cisco video device in this organization host my meeting.
- Automatic recording—Automatically start recording when the meeting starts.
- Exclude password—Exclude the password from the email invitation, for extra security.
- Public meeting—Listed on public calendar. This option must be enabled by your site administrator.
- Join before host—Check the box to allow attendees to join the meeting before you start the meeting. Choose to allow attendees to join 0–15 minutes before the meeting starts.
- Registration—Select Require attendee registration to require attendees to register and receive host approval before attending the meeting. Select the detailed registration information that you require attendees to provide. Each attendee who registers must provide that information.
  
  If you would like to accept registration requests automatically, check Automatically accept all registration requests. Don’t select this option if you would like to accept or reject an attendee's registration manually.
- Attendee audio—Attendees can connect to audio before start time.
- Attendee presenter—The first attendee to join will be the presenter.
- Email reminder—Choose to send an email reminder 10–50 minutes before the start of the meeting.
- Meeting options—Select Edit meeting options and select the options that you want participants to have when the meeting begins.
- Attendee privileges—Select Edit attendee privileges and select the privileges that you want attendees to have when the meeting begins.

If you want to save these settings to use as a template in the future, click Save as template. Otherwise, click Start to start your meeting right away, or click Schedule if you're meeting later.

Schedule a Meeting show more

For scheduled meetings, you can add the meeting to your calendar by opening the meeting from Meetings > Add to my calendar . This option appears next to the name of the meeting:

An iCalender (.ics) file downloads. Select the .ics file and accept the meeting. To invite others to your meeting, send the .ics file as an email attachment.

Schedule a Cisco Webex Meeting

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