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Assign cohosts in Webex Meetings and Webex Webinars

ByCorporate Guider Home, Webex

The cohost role grants privileges that are comparable to those of the host role. These privileges include the ability to commence the meeting or webinar in their place if they are running late or are unable to attend. This can help improve the productivity of meetings and webinars.

In order for a host to designate cohosts in a meeting or webinar, the functionality must first be enabled by the administrator of your site. Please get in touch with the site administrator if you require any additional information.

Cohosts

A cohost can initiate and manage a meeting or webinar in place of the host in the event that the host is running late for the event or is unable to attend. Additionally, cohosts are able to assist the host in managing the meeting, which is especially helpful for bigger gatherings. In the event that the host is absent from the gathering, the host duties are taken over by a cohost until the host who was originally scheduled to preside returns. When someone enters a Webex meeting, Webex checks to see if that person already has a host account on the same Webex site as the meeting host before making that person a cohost of the meeting.

The hosts of a meeting or webinar have the ability to delegate the position of cohost to one or more of the attendees, at which point the delegated attendees join the gathering in their capacity as cohosts. During a meeting or webinar, the host has the ability to delegate the position of cohost to other attendees, including guest participants. Attendees who join the meeting from unsupported clients will notice that the option to designate the role is grayed out.

Add cohosts

Go to the following sections for instructions on how to add cohosts while you are in the middle of a meeting or webinar, when you are organizing your meeting or webinar, to your personal room meetings, to an existing meeting or webinar, through the scheduler in Microsoft Outlook, or by making use of Webex Productivity Tools.

Cohost privileges

Cohosts can perform the following tasks:

  • From the meeting or webinar information page:

    • Customize the registration form

    • Approve or reject pending registrants

    • Change a registrant’s approval status

    • Invite or import panelists (webinar only)

    • Invite or import attendees

  • During the meeting or webinar:

    • Start and host the meeting or webinar

The cohost won’t be able to conduct the meeting if the host’s account has been deleted or deactivated in either case. The cohost is responsible for organizing a new gathering in their capacity as the host.

    • Mute or unmute some or all participants

    • Make it possible for participants to unmute themselves or make it impossible for them to do so after the host or cohost has muted them.

    • Share multimedia

    • Move attendees to and from the lobby

    • Expel attendees

    • Record

    • Invite and remind attendees

    • Manage breakout sessions

    • Join breakout sessions to help attendees

    • Lock or unlock the meeting or webinar

When a cohost connects to a video device, that device automatically takes on the position of cohost in addition to the original cohost. The device notifies you that “You are now a cohost of this meeting” and gives you access to the same features as the meeting’s host. You have the ability to lock or unlock the meeting, mute all participants, and begin or stop recording the meeting; however, you do not have the ability to terminate the meeting.

Add cohosts during your meeting or webinar

During the course of your meeting or webinar, you have the ability to delegate the position of cohost to one or more of the attendees, including guests.

  • Launch the Participants window and search for the attendee whose profile you wish to edit so that they become a cohost.
  • To make someone a cohost, right-click their name in the guest list, then select Change Role > Make Cohost.

Make Cohost is dimmed for attendees who are connecting from applications that are not supported.

Add cohosts while scheduling a meeting on your site

Bug Number: N/A

Severity: N/A

Affected Product Area: Webex Site

Description: You can schedule a meeting on your Webex site and assign cohosts to help manage the meeting. Attendees without a host license or account on your Webex site can also be promoted to the cohost role after the meeting starts. Only individuals with a Meetings host license can be designated as cohosts when scheduling a meeting.

Steps to Assign Co-Hosts:

  1. Log in to your Webex site and select Schedule a Meeting.
  2. Specify the basic options for your meeting on the Schedule a Meeting page.
  3. Add attendees to the Invitees field separated by commas or semicolons and press Enter.
  4. To designate specific attendees as cohosts, hover over the next to their name and click Make this attendee a cohost.
    • If you don’t see this option, select Let me choose cohosts for this meeting in the Advanced options section to choose a cohost from the Attendees list.
  5. For more flexibility on who can be a cohost, go to Advanced options.
  6. Under Cohosts, choose from the following options:
    • Let me choose cohosts for this meeting
    • The first person to join the meeting who has a host account on this site or the first authenticated Cisco video device in this organization to join becomes a cohost
    • All attendees who have host accounts on this site and all authenticated Cisco video devices in this organization become cohosts when they join the meeting.
    • Note: Webex checks that someone who joined the meeting received an invite before assigning them as a cohost if you select The first person to join the meeting who has a host account on this site or the first authenticated Cisco video device in this organization to join becomes a cohost or All attendees who have host accounts on this site and all authenticated Cisco video devices in this organization become cohosts when they join the meeting.
  7. Click Start to begin your meeting immediately or Schedule if you plan to start the meeting later.

Add cohosts while scheduling a webinar on your site

How to Specify Cohosts for a Webinar on Webex:

  1. Sign in to your Webex site and select Schedule a webinar.

Note: Only users with webinar host licenses on this Webex site can be made a cohost when you schedule a webinar.

  1. On the Schedule a webinar page, specify the basic options for your webinar.
  2. In the Panelists field, add panelists separated by commas or semicolons, and press Enter.
  3. To designate specific panelists as cohosts, hover over the next to the panelist’s name and click Make this panelist a cohost.

Note: If you don’t make a panelist a cohost when scheduling your webinar, you can make them a cohost after you start the webinar. Right-click their name and select Change Role > Make Cohost.

  1. Click Schedule to schedule your webinar.

Add cohosts to your personal room meetings

How to Assign a Cohost for Your Personal Room on Webex

To make it easier to manage your Personal Room meetings, you can assign a cohost who can help you manage attendees, chat, and other meeting controls.

  1. Access Your Personal Room Settings

Sign in to your Webex site and go to Preferences > My Personal Room.

  1. Allow Cohosts for Your Personal Room Meetings

In the Cohosts section, check Allow cohosts for my Personal Room meetings.

  1. Choose Cohost Options

Select one of the following options to determine how cohosts are assigned:

  • Let me choose cohosts for my Personal Room meetings – enter the email for each attendee that you would like to be a cohost.
  • The first person to join the meeting who has a host account on this site or the first authenticated Cisco video device in this organization to join my Personal Room becomes a cohost.
  • All attendees who have host accounts on this site and all authenticated Cisco video devices in this organization become cohosts when they join my Personal Room meetings.
  1. Save Your Cohost Settings

Click Save to apply your cohost settings.

Note that the cohosts for your Personal Room meetings will be listed in the Join information of a scheduled meeting. These settings won’t affect your webinars.

Add cohosts to an existing meeting or webinar on your site

Assigning cohosts to your Webex meeting or webinar is easy and can be done through a few simple steps:

  1. Sign in to your Webex site and navigate to your Calendar.
  2. Locate your scheduled meeting or webinar. If it’s not in the list, specify a date range and click OK.
  3. Select the meeting or webinar name to open it.
  4. Find the person you wish to assign as a cohost under Who is Invited? for meetings, or Panelists for webinars.
  5. Click the icon next to their name and select Assign cohost.

Note: If you are unable to see the icon next to the person’s name, you may not have the necessary permissions to assign cohosts. In that case, reach out to your site administrator for assistance.

Add cohosts to your meetings in Microsoft Outlook for Mac and Windows with the Webex Scheduler

When using the Webex Scheduler in Microsoft Outlook to schedule a meeting, you can assign cohosts to the meeting to help manage it. Follow these steps to specify cohosts for your meeting:

Before you get started, make sure you have installed the Webex Scheduler.

  1. Schedule a meeting in Microsoft Outlook.
  2. Add attendees for your meeting.
  3. On the meeting invitation, navigate to the Cisco Webex group on the Outlook ribbon and select “Add Webex Meeting.”
  4. In the Cisco Webex group, select “Webex Preferences.”
  5. Check the corresponding checkboxes next to the meeting attendees that you want to designate as cohosts in the “Cohost” section.
  6. Select “OK.”

By following these steps, you can assign cohosts to your Webex meeting using the Webex Scheduler in Microsoft Outlook.

Add cohosts to your meetings in Microsoft Outlook for Windows with Webex Productivity Tools

When scheduling a meeting using the Webex Productivity Tools in Microsoft Outlook, you have the option to designate cohosts for your meeting.

Before getting started, ensure that you have the Webex Productivity Tools installed.

  1. Create a meeting using Microsoft Outlook and add the necessary attendees.
  2. On the Webex toolbar within the meeting invitation, select “Add Webex Meeting”.
  3. If the Webex Settings dialog box is not already open, click “Change Settings” on the Webex toolbar to open it.
  4. Navigate to the “Resources” tab within the Webex Settings dialog box.
  5. In the “Cohost” section, select the corresponding checkboxes for the attendees you wish to designate as cohosts.
  6. Click “OK” to save your changes.

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