Manage Personal Rooms for a Webex site in Control Hub

You are in charge of setting up the Personal Rooms on your site, as well as specifying the method by which users can create Personal Room IDs. A Personal Room’s URL can also be changed if you wish to do so.

Enable Personal Room

The method by which a Personal Room ID is created for new users can be specified after you enable the Personal Room feature for a Webex site.

Webex Personal Conferences and TelePresence sessions are not able to be used for the creation of Personal Rooms.

• On the customer portal at https://admin.webex.com, go to the Customer view, then click on Services and then click on Meetings.
• When you click on Configure Site, you will have the option to select the Webex site that you would like to make changes to.
• Select Site Options from the Common Settings section.
• Check the Enable Personal Room check box in the Site Options section (once enabled, this is a feature that individual users can enable or disable).
• Here are some optional settings that you may want to configure:

• A Personal Room meeting can be started from the phone by the host.

• There is an option that will override the setting that selects “Display this service to all users by default” so that the host’s Personal Room becomes the home page.

• Hosts should be able to change the URL of their Personal Rooms at any time.

• To generate a new user’s personal room ID, choose one of the options that you want to use from the following dropdown menu:

• Prefixes used in email addresses.

• If the user’s first and last name contain non-Latin characters, the system will generate a number based on the combination of “pr” and a system-generated number.

• This option will generate Personal Room IDs for your site if you have set up single sign-on (SSO) on your site. Please note that if you choose this option to generate Personal Room IDs, your SSO username will be made public. The Personal Room ID should always be considered a public resource, as should any information that may be contained in it.

• “PR” plus Personal Room meeting number.

• “PR” plus 12-digit system-generated alphanumeric ID.

• You will find the following settings under Personal Room Security under the Locking Behavior tab:

• When a meeting is unlocked—Meetings that are unlocked can always be joined by anyone in your organization. Select the experience you want to offer guests who are not part of your organization. In addition to the direct entry, guests can wait in the lobby until the host admits them, or they cannot enter at all.

• Automatically lock the meeting [n] minutes after the meeting starts—After the meeting starts, the meeting can be automatically locked. The meeting will automatically lock after a specific number of minutes if you turn this setting on.

  If the host has not set a preference for automatic locking, this setting will apply.

  Clicking prevents users from changing this setting.

• When a meeting is locked—When the meeting is locked, participants can join or wait in the lobby. Those who would like to attend the meeting can wait in the lobby until they are admitted by the host, or they may not attend.

• Entering a host’s Personal Room will display CAPTCHA.

• Hosts can be notified that attendees are waiting in the lobby of their Personal Rooms.

• Automatically remove attendees from the meeting lobby if they haven’t been admitted after [n] minutes—You specify how many minutes you want attendees to wait in the lobby before they are automatically removed. Give hosts more time to admit attendees if you usually want them to do so. Your hosts may want to choose a lower number if they generally do not plan to accept guests from the lobby of your venue.

• Then click the Update button.

Enable a personal room for a user

1. When you go to the customer profile in https://admin.webex.com, you will see a section called Users. Select one of the users that you want to enable a Personal Room for.
2. Go to the Meetings tab and click on it.
3. You will first need to select the Webex site that contains the user’s Personal Room, and then you will need to select User Privileges.
4. The Personal Room check box can be found under Other Privileges.
5. Then click the Save button.

Change the URL for a user’s Personal Room

The admin of the site has the ability to change the URL for a Personal Room that has already been created for a user.

1. Using https://admin.webex.com’s customer view, you’ll need to select the user in the list of users that you want to enable a Personal Room for from the User view.
2. Go to the Meetings tab and click on it.
3. You will first need to select the Webex site that contains the user’s Personal Room, and then you will need to select User Privileges.
4. The Advanced Settings Link can be accessed from the User Settings page, and in the field titled Personal Room URL, you can enter the change you want to make.
5. Then click the Update button.

Suspend a Personal Room for a user

A host’s PIN can be suspended if you suspect that abnormal activity is occurring on their account, or if they have lost their PIN. Then you can disable access to a host’s Personal Room until the host resets his or her PIN.

1. It is possible to suspend the Personal Room from the customer view in https://admin.webex.com by going to Users and choosing the user that you wish to suspend.
2. Click the tab titled Meetings at the top of the page.
3. It is important to select the Webex meeting site where the Personal Room is located under Webex Meeting Sites.
4. There is a link under the Advanced User Settings and Tracking Codes link that will allow you to suspend the host pin for the user.
5. Then click Save.

Frequently Asked Questions

How do I add a personal room to Webex?

Click on the Set Up My Personal Room button in the Meetings section of the website. If you would like to enter the Personal Room URL, it should be formatted in the following way: https://company. Please enter your username or company name on webex.com/meet/. Your username and PIN need to be entered at webex.com/meet/ before submitting the meeting.

What is the difference between Webex and personal room?

In order to start a Personal Room, the host must do so or they must assign an alternative host that will do the same. To join a Personal Room, the host will need to enter their host PIN in order to be able to dial in and participate in the meeting via dial-in only, which is different from joining a standard Webex meeting. Until then, the rest of the world will not be able to join in.

What are advantages of linking a classic Webex Site with control hub?

A Webex site can be linked to Control Hub through the Webex site linking process, allowing you access to:

• Including Webex Meetings, we will be able to give you insight into your Cloud Collaboration portfolio.

• Data that can be used for troubleshooting to identify any issues that may affect the quality of your meetings.

What is a personal Webex room?

In Webex Meetings, we have a feature called Webex Personal Rooms. You are able to schedule meetings at any time in your own Webex Personal Room, and you can use it for meetings at your convenience. Webex Personal Rooms are used in conjunction with the Webex App and with Meetings. If you need a Webex Personal Room, you will always be able to find it, as well as you will not have to book it in advance.

Can you make someone else the host of your personal meeting room?

To Set Alternate Host in Modern View

From the left hand sidebar menu on the left hand side, select the Preferences button. Under the tab Preferences, you will find a tab titled My Personal Room that you can select. Select the checkbox next to Let others host my Personal Room meetings without me, and then enter an email address for each of the users who are allowed to host my meeting, separated by a comma.

How many people can be in a Webex personal room?

The number of participants who can join a Webex or Personal Room meeting scheduled from your calendar is dependent on the Webex license you have and how you join the meeting. A maximum of 200 people can join a video conference or use the Webex App from a video device, no matter how many participants your license permits.

How do I schedule a Webex meeting with my personal room?

Schedule a Meeting in your Personal Room

1. To access Webex, you must use the email address firstname.lastname@wmich.edu that you used when you registered. …

2. In the list below your name, you will be able to see the address of your Personal Meeting Room once you have signed in. …

3. You will need to create a new calendar invite and specify the Location for the event as the URL of your Personal Meeting Room.

4. Invite your friends to the party.

How do I use Webex control hub?

You can access Webex Meetings configurations via https://admin.webex.com and change the default settings in Control Hub by going to the Websites section of the Administration page. Then click on Configure Site under the Meetings tab, and choose the Webex site from the list that you would like to change the settings for. Could you please let me know how helpful you found this article?

How do I add a personal Webex room to Outlook?

The Cisco Webex group is located on the ribbon of Outlook for desktop and from there, you can choose Add Webex Meeting under the Cisco Webex group. From the drop-down list that appears when you select the Cisco Webex Scheduler, you will be able to select Add Webex Meeting if you use Outlook on the web.

Can I use Webex for personal use?

Sign up for free, it’s quick.

Besides 100 participants, you will be able to hold meetings with HD video, share your screen, as well as have a personal room. It is free to use for as long as you like, and there is no time limit.

All images and contents credit goes to help.webex.com