scheduling a meeting

If you don't have a calendar service set up, when you schedule, modify or cancel a meeting, Webex automatically sends everyone a new email so they stay up to date. When you modify or cancel the meeting, Webex automatically sends everyone a new email with the updated details. When the time comes, Webex sends reminder emails.

If you have Hybrid Calendar Service, when you schedule a meeting, Webex no longer sends emails, but creates a new event in the calendar. Invitees receive an invitation. When you modify the meeting, invitees receive an updated invitation. When you cancel the meeting, your calendar removes the meeting. In addition, hosts and invitees receive a pop-up reminder message before the meeting.

Schedule your meeting

1

Sign in to User Hub, click the Meetings tab, then click the Schedule drop-down menu and select Schedule a meeting.

  1. If you have any saved meeting templates, you can select one from the Meeting templates drop-down menu.

2

Add the standard meeting information:

  • Topic—Choose a topic that people can recognize and get excited about.
  • Date and time—Indicate when the meeting takes place. If you're inviting people from different time zones, click Planner to find a time that works best for everyone.

    You can also set the meeting to repeat daily, weekly, or monthly, by checking Recurrence.

  • Description—Add any context or details that you want your attendees to have about the upcoming meeting.
3

Under Invitees, enter the email addresses of the people you want to invite to your meeting.

If the invitee has Hybrid Calendar Service, an icon appears next to their name that shows whether they're available for the meeting time you chose. If they have an account on this site, you can select the icon to make them a cohost.

  1. If you have Hybrid Calendar Service, your meeting time appears in the calendar on the scheduling page. Drag your meeting to another time or hover over the edge of the meeting and drag it up or down to adjust the duration of your meeting.


     
    The calendar only shows availability for attendees who have Hybrid Calendar Service.
4

Choose from the available advanced options:

  • Meeting type—Meeting types are default or customized sets of meeting features available for your site. Your account can have one or more meeting types associated with it.
  • Security options—Choose how to secure your meeting. Set a meeting password and choose options for Exclude password from email invitation, Join rules, Auto lock, Audio watermarking, and Visual watermarks.
  • Audio options—Select how to connect to the meeting audio, choose what people in the meeting hear when someone joins or leaves, and choose mute and unmute options.
  • Schedule options—Choose more advanced scheduling options like choosing cohosts, video systems, automatic recording, adding breakout sessions, registration, interpretation, sign language, meeting options, and attendee privileges.
5

Click Back, then select Schedule.

Edit a scheduled meeting

After you schedule your meeting, you can go back and edit the details if you forgot to include something or want to change specific settings. You can't edit a meeting after you start it.

1

Sign in to User Hub.

2

Click the Meetings tab, and select the meeting you want to edit from the Upcoming list.

3

Click Edit, then update the meeting details.


 

You can only edit meetings scheduled from Microsoft Outlook, Webex App from the respective platform. The edit icon doesn't appear for these meetings.

If you add attendees to the meeting, don't remove the original attendees from the list as they may receive cancellation emails.

4

Click Save, then choose who you want to send the updated meeting information to.