Schedule a Webex meeting

You have the ability to schedule meetings with a variety of choices that are suited to your requirements. Plan to meet in a short amount of time, or organize a number of meetings for your team that include more advanced options.

After you have scheduled your meeting, the system will immediately send an email notification to the individuals you have contacted, informing them that the meeting has been scheduled. If you decide to modify or cancel the invitation, the system will immediately send a new email to each recipient, ensuring that they are kept up to speed.

• After logging in to your Webex account, select the “Schedule a Meeting” option.
• If you have any previously stored meeting templates, you can select one of those from the Meeting templates. This step is optional.
• Provide the following information in order to finish off the fundamentals:
  • Meeting type – Meeting classes are collections of meeting features that are either pre-configured or fully customizable for your website. Your account is able to be connected to one meeting type or more than one meeting type.
    
  • Meeting topic – Choose a topic that people can recognize and get excited about.
  • Date and time – Please provide the date and time of the appointment. If you are inviting people who live in different time zones, you should use the Time zone scheduler to determine a time that is convenient for the most number of people.
    
  • By selecting the “Recurrence” check option, you can also make the meeting recur on a daily, weekly, or monthly basis, amongst other intervals.
  • Invitees – Enter the email addresses of the individuals to whom you wish to extend an invitation to attend your gathering. You can indicate next to their name whether or not you want them to serve as a cohost on this website, provided that they already have an account here.
  • Meeting agenda – Include any background information or specifics about the forthcoming event that you would like the attendees to have.
• To input the necessary information, select the Edit tracking code button if the tracking codes feature has been enabled by the administrator of your site.
• In the section titled “Security,” enter the information that is listed below:

Meeting password – You can either enter your own password or use the one that was supplied. In order to participate in your meeting, attendees are required to input this password.

• • Exclude password – Mark this check box to indicate that you do not want the meeting password included in the email notification.
  • Auto admit – Choose one of the following options for individuals whose names did not appear on the gathering invitation:n, please mark this option as checked.

• • • They are welcome to attend the gathering.
    • They are required to remain in the lobby until the host is available to let them in.
    • They are unable to participate in the gathering.

The security choices that are available to you on your Webex site are determined by the configurations that have been made by the administrator of your site.

Users who have been invited to the meeting and who sign in to their Webex account can immediately attend the gathering without having to enter a password or wait in a lobby.

• • Auto lock – After the conference has begun, you can choose to make it secure by selecting this check box and indicating how many minutes should pass before it is locked.
  • Join before host – Give participants and panelists the opportunity to join your meeting before it officially begins, and give panelists the chance to connect their audio.
• In the portion labeled Options for the Audio Connection, enter the following information:
  • Audio connection type
    • Webex Audio – You can choose to support audio choices for call-ins, call-backs, and computers. You will also have the ability to include international and toll-free call-in numbers, as well as establish entry and exit tones that will play whenever someone enters or leaves the webinar.
      

When using Webex Audio with the proclaim Name feature, panelists who choose the option to Use computer for audio are unable to record and proclaim their names at the same time when using Webex Audio.

• • • Use VoIP only – The use of computer audio is restricted to all participants.
    • Other teleconference service – It enables you to input information about teleconferences hosted by third parties.
    • None – No audio.
• Mute panelist
  • Permit the host and cohosts to unmute participants (Moderated unmute option) — Hosts and cohosts have the ability to unmute participants and SIP-based video devices without sending an unmute request to the participants.
  • Participants in the meeting should be able to unmute themselves. If you choose to mute attendees when they join the meeting, make sure to select this option so that they can unmute themselves.

If you want only the host or cohost to be able to unmute attendees, you should deselect this choice before continuing.

• • Always muffle conference attendees as soon as they enter the room —When attendees enter the conference, their microphones are immediately muted. It would be helpful if participants could raise their hands so you could unmute them.

• If you want more choices for cohosts, breakout sessions, registration, and other things, click the Advanced options button.
• Click the Save as template button to store these preferences as a template that can be used at a later time.
• To begin your meeting immediately, click the commence button; if you want to commence your meeting at a later time, click the Schedule button.

Meetings that have already been scheduled can be added to your calendar by accessing the meeting and selecting “Add to my calendar” from the Meetings menu.Add to my schedule. This choice can be found to the right of the meeting’s name:

Downloading begins on an iCalendar (.ics) file. Choose the.ics file, and then agree to attend the conference. Send the.ics file as an attachment to an email if you want to welcome other people to your meeting.