Move participants to and from the lobby in Webex Meetings

Those wishing to participate in a meeting can be moved into the lobby, and admitted back into the meeting when they are ready to do so. You will be able to temporarily excuse the other meeting participants from attending when you need to speak with some of the participants privately during the meeting.

Move a participant to the lobby

Any participant, with the exception of the presenter, may be moved to the lobby. Even if the presenter role is not shared with the participant, you won’t be able to move them if they have the presenter role.

There is no limit to the number of participants you can move to the lobby during your meeting. The maximum number of attendees in the meeting room and the lobby area should not exceed the maximum number of participants that your meeting plan allows. Depending on your plan, you can have up to 1000 participants in the meeting and up to 1000 participants in the lobby of a meeting which allows 1,000 participants.

Examples:

In the lobby, there were 100 people and in the meeting room, there were 900 people

It is estimated that 500 people will attend the meeting and 500 people will attend the lobby

• You can open the Participants panel by selecting the Participants option from the meeting controls.
• The participant name can be selected by right clicking and then clicking Move to Lobby on the menu that appears.

In the Participants panel, you will see a notification indicating that these attendees are in the lobby, where you can find them.
Waiting in the lobby is not possible for attendees as they cannot hear or see any of the shared content or interact with any of the other attendees in the meeting. If you’ve ever been on hold, you will understand what it’s like to wait in the lobby.

Admit participants from the lobby into the meeting

• It’s not necessary to let the people back in from the lobby, you can use the notification to let them in if there is only one person waiting, or you can click View if there are more than one person waiting. 

The person you select will immediately return to the meeting if you click Let in for them.

• You can choose from one of the following options under Waiting in the lobby:

• By selecting the checkbox next to the names of individuals or video device users, you will be able to admit them to your account.

• Click on the Let in button after selecting the checkbox of the group you want to admit and then click on the button to let all members of that group in.

• Please click on the Select all button, and then click on the Let in button if you wish to admit everyone who is waiting.

Limitations

In FedRAMP-authorized Webex sites, the lobby is not available to users joining using video devices.

If an attendee does not follow the following rules, you cannot move them to the lobby:

• I joined the meeting through the Webex app

• Video device registered in the cloud was used to join the meeting.

• At the moment, I am the presenter for the event.

• We are currently utilizing the feature in the meeting that allows us to call technical support.

Frequently Asked Questions

How do I change my Webex lobby settings?

In the customer view at https://admin.webex.com, click on Services, and then click Meetings, and then click Sites under Meetings. Click on Configure Site under Webex, and then select the site that needs to be configured for the changes to be made.

How do I make attendees wait in lobby Webex?

Sign into Webex Site Administration and scroll down until you find the option for Cloud Collaboration Meeting Rooms under Common Settings > Options. 2. In the Webex Teams settings, you will find a checkbox that allows users to wait for a locked meeting in the lobby.

How do I turn off lobby in Webex?

In the Schedule > Meetings menu, go to the Show Advanced Options > Scheduling Options tab and you will see all the settings that you can change.

What is lobby in Webex?

As of right now, there is no “Lobby” feature within Personal Rooms that can serve as a waiting room for participants as they join as they join the session. When there is a scheduled meeting, there is a lobby that can be used to wait for participants to join the meeting, but it cannot be used to wait for new comers.

How do I control Participants in Webex?

Click Assign > Pass Keyboard and Mouse Control, and then choose the person to whom you’d like to give control, as you work on sharing a screen. You will see a message on your screen asking you to grant control over the message. Their screen will display a message asking them to gain control of it. You will no longer be able to use your mouse once they have gained control.

Where is the participants panel in Webex?

In the bottom of the screen, you will see a series of buttons which will be visible once the meeting has begun. On the right side of the screen, you will find a panel where you can see a list of the participants in the meeting, which can be accessed by clicking on the participant icon.

Can you hide participants from each other in Webex?

As part of the WebEx Control Palette, you are able to toggle the Participants icon at any time during the meeting in order to hide/display the Participants box.

How do I see all participants in Webex meeting?

On the large screen in the center of the room, there is a speaker who is shown in the middle of the screen and several participants (usually 5 – 6) are shown at the bottom. It is recommended that you use the left/right arrows if you have more than six participants, so that you can see more people. If you want to present your content to a group of students or share what you have to say with them, then this is perfect for you.

Why can’t I see Participants in Webex?

There is a muted camera on their device. There is no camera in their room. In order to join, they had to call or use a landline to do so. It may be that you, or they, have a poor connection to the internet.

How can I see what participants attended my Webex session?

Sign in to your Webex account, and then click on the Calendar tab > Completed. Please select the webinar you would like to attend. Depending on what type of report you are looking for, you can choose from Recording, Registration (if registration was required), Attendance, or Activity reports. The report can be downloaded by clicking on the Download button.

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