Webex App | Schedule a meeting from a space
If you have a space with more than one person, schedule a meeting at a specified time and date. To invite everyone in the space to the meeting, send them a calendar invite explaining the meeting and how they can attend.
The person who created the space has to have a license in order to schedule an enhanced meeting associated with that space, and the person who created the space must be part of the same organization.
If you are hosting a classic meeting or an enhanced meeting associated with a space, the number of people who can attend your meeting may differ.
The account type of the person who has been tasked with creating the space will determine whether it can be used for classic meetings or not. Cisco Webex has meeting capabilities and meeting sponsors that can provide more information on how to run a successful meeting.
As the host of an enhanced meeting, the type of account you have depends on the type of meeting that has been set up.
Desktop
You will have the option of choosing the meeting scheduler that you will use to schedule your meetings. If your administrator has set up your account with Cisco Webex Hybrid Calendar Service, it is possible to schedule meetings directly from this space, whether it is using Microsoft Outlook, Google Calendar, or the Webex App scheduler.
Please follow the instructions provided in Other Calendars if your administrator hasn’t set up your account with Hybrid Calendar, or if you are using a calendar other than Outlook or Google Calendar.
Microsoft Outlook
- Click on the Schedule button in the space provided.
The Hybrid Calendar can be set up by your administrator, so here you will be able to view all the meetings that have been scheduled in your workspace if it has been set up.
- Then click on Schedule a meeting.
- As soon as you launch the Webex App in Microsoft Outlook and you click on the Calendar Invite button, you will be presented with a calendar invitation which includes each participant’s email addresses, the name of the space as the subject and “@webex:space” in the Location field. In addition to the invitation, depending on the way that you set it up, the meeting invite may also include a link to join the meeting, an option to join by phone, as well as a video address so that people can join using any standard video system.
3. Please include details such as the date, time, and location of the event.
4. If you want to add a Cisco Webex room or desk device to a Cisco Webex meeting room, you can select Scheduling Assistant > Add Rooms on a Windows computer, or scheduling or room finder, and then select Add Room on a Mac computer. Select the devices you would like to add and then click Add.
When 5 minutes are left until the meeting starts, a Join button will appear on the device.
In order for you to schedule room devices through the Hybrid Calendar, your administrator must set up your account with the Hybrid Calendar. You will need to contact your administrator if you are unable to add a room or desk device. If you do not see the Join button before the meeting, please contact your administrator.
5. I would like to invite you to the meeting.
Google Calendar
1. There is a space where you can click Schedule in order to get started.
The Hybrid Calendar can be set up by your administrator, so here you will be able to view all the meetings that have been scheduled in your workspace if it has been set up.
2. Please select the option Schedule a meeting from the drop-down menu.
The Webex App automatically creates a calendar invitation in Microsoft Outlook when you use Google Calendar in conjunction with Microsoft Outlook. In any other case, your default browser will be used to open Google Calendar. The meeting invite contains “@webex:space” as the meeting subject, as well as the email addresses of people who are in the space, and has the space name as the meeting subject. There might also be a link included in the invitation, allowing you to join the meeting by phone, as well as a video address, which people can use to join the meeting from any video system which is standards-based.
3. Please include details such as the date, time, and location of the event.
4. On the Mac, you need to select Scheduled Assistant > Add Rooms or Scheduling or Room Finder and then Add Room, and then add the room or desk device you would like to include by selecting the desired device from the Scheduled Assistant menu. On Windows, you will need to choose Scheduling Assistant > Add Rooms.
Before the meeting begins, the device will show a Join button 5 minutes before it begins.
If you would like to schedule room devices this way, you will need to set up the Hybrid Calendar in your account with your administrator. It is highly recommended that you contact your administrator if you have any difficulties adding a room or desk device, or if you do not see the Join button before the meeting.
5. I would like to invite you to the meeting.
Webex App Scheduler
1. Click on the Schedule button in the space provided.
All of the upcoming meetings that will be taking place in the meeting room can be found here.
2. Then click on Schedule a meeting.
3. There is a field in Topic that allows you to edit the meeting’s name.
4. There is an option for you to add a description to your meeting along with the date and time of the meeting.
5. The meeting is automatically open to all the members of the space that are in the space at the time. Enter the names or email addresses of those you would like to invite by typing their names. When you hover over the name of an invitee, click the Remove button to remove them from the list.
As soon as a person’s name appears, Unknown availability appears beside their name. You will see that the symbol of the person’s availability will be updated to Available if they are available at the time you selected. As soon as the individual becomes unavailable, the symbol will change from Available to Unavailable. Unknown availability continues to appear beside a person’s name in the event that we are unable to retrieve that person’s availability.
There are several ways to see attendees’ availability if they are not available to attend a meeting. You can change the time of the meeting to see their availability status, or you can click a time slot on the calendar to see their availability.
6. Please click on the Schedule button.
Your calendar has been updated with the meeting. Everyone who is invited to the meeting receives an email invitation as soon as they are invited.
What to do next
The meeting details can be updated or the meeting can be canceled if you need to make any changes.
Other Calendars
1. There is a space where you can click Schedule in order to get started.
The Hybrid Calendar can be set up by your administrator, so here you will be able to view all the meetings that have been scheduled in your workspace if it has been set up.
2. Go to your calendar, select Copy, and paste the meeting information into the meeting you want to attend.
In some cases, depending on the setup, the meeting information may include a link to join the meeting, a phone option for joining via phone, as well as a video address so that participants can join using any standard video device.
3. In the Webex App, go back to the meeting information view in your Space meeting. Click on the Copy button next to People, and then go to your calendar and paste the names of the people you would like to invite in the To field of the meeting on your calendar.
4. Make sure you have specified the time, date, and other details of the event before sending the invitation.
iPhone and iPad
Before you begin
In the event that you are associated with a space that has enhanced meetings, you may use the in-app scheduler. The meeting information can be copied and pasted into a third-party calendar if the space has classic meetings associated with it.
- Select a space in Messaging and click on it.
- Select Schedule from the activity menu that appears in the space after you tap the activity menu.
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The topic of the meeting needs to be edited.
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Please choose a date and time that is convenient for you.
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There is an automatic invitation system in place that adds people to the space as invitees. Click on Invitees from the menu and then select the people you want to invite.
Check availability using the Check availability button to find out what time everyone is available and drag your meeting to that time slot. It is also possible for you to:
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There will be a list of all the people available at the time you select.
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To move the meeting to another time slot, you need to tap the meeting and hold it for a few seconds.
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It is possible to change the duration of the meeting by tapping and dragging the meeting tabs. Scheduler start and end times are automatically updated whenever there is a change in the schedule.
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The description should be as detailed as possible.
3. If you would like to schedule a meeting, tap Schedule.
Android
Before you begin
In the event that you are associated with a space that has enhanced meetings, you may use the in-app scheduler. The meeting information can be copied and pasted into a third-party calendar if the space has classic meetings associated with it.
- Select the space you wish to use from Messaging.
- You can do this by tapping the activity menu and selecting the Schedule option in the space.
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Topics for meetings can be edited at any time.
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Please choose a date and time that is convenient for you.
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There is an automatic invitation system in place that adds people to the space as invitees. Click on Invitees from the menu and then select the people you want to invite.
To determine what time everyone is available, tap the Check Calendar button and drag the meeting to the time slot that someone is available. It is also possible for you to:
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There will be a list of all the people available at the time you select.
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To move the meeting to another time slot, you need to tap the meeting and hold it for a few seconds.
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In order to change the duration of a meeting, you can tap and drag the meeting tabs. The start time and end time of the scheduler are automatically updated as soon as any changes are made.
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The description should be as detailed as possible.
3. If you would like to schedule a meeting, tap Schedule.
Web
- You can schedule a meeting by logging into Webex and clicking the Schedule option from your space.
- You can choose the Copy option next to Meeting Information, and then paste the information into the meeting in your calendar and you will be able to see the meeting details. A meeting may include an invitation, an option to call in from a landline, and a video address so people can join the meeting from any video system that has standards-based video capabilities, depending on how your setup is configured.
- Back in Webex, you will see a list of meeting information in the Space Meeting Information tab. Click on Copy next to People, then you will be able to paste the email addresses into the To section of the meeting in your calendar by selecting the Copy button.
- The invitation should contain the date, time, and any other details that need to be included, and then it should be sent.
Frequently Asked Questions
How do I schedule a meeting in Webex app?
You can schedule a meeting by clicking Schedule a meeting and entering your meeting information as follows:
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The topic of the meeting needs to be edited.
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Click on Invitees in the sidebar and add people by their names, email addresses, or by choosing from a list of recent contacts.
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Make sure to choose a time and date for the start and end of the project.
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There are two types of meeting links: One-time meeting links and scheduled meetings. Link to your personal room.
How do I add a space in Webex app?
If you want to add a space to a team, you first need to make sure that you are in Messaging > Teams and then select the team. Click Create a space for this team, then enter a name for the space, and then click Create to create the space. Select the team to which you would like to add a space by going to the Teams tab and selecting the team. Press the New space button, give the space a name, and then press Enter to create a new space.
How do I invite someone to a Webex space?
Choose the People option from the activity menu. Once you have chosen People, click on the Add People button. Select a name or email address from the list by typing the first letters of the names or the email addresses. When you invite someone to Webex App, you will need to type their email address and then select their email address. It will not take them long for them to see your space in the Webex App after they join Webex App.
How do I host a Webex meeting from my phone?
The phone numbers can be found on the following page. To access the meeting, you will need to enter the access code and press #. The attendee code can be obtained by pressing the # key when prompted. The host PIN should be entered when prompted for it, followed by the # key.
What is a space in Webex?
If you send a message to a group for the first time on the Webex App, the group will be able to create a space in which members can talk to each other. It is most effective when a group of people is working together on a particular topic or project in a collaboration space. Messages, calls, video meetings, file sharing and whiteboarding are just a few of the features you can use.
What is the difference between Teams and spaces in Webex?
It is available through Skype for Business, Microsoft Teams, and Slack, and it is available through Webex. As a result, Spaces can be defined as a place where people can collaborate and work together in a collaborative manner. There is an area where you can post messages, upload files, create whiteboards, and many other things.
Where is my Webex space?
When you click Search, meet, and call in the app header, you will be presented with a field where you can type in specific text. It is also possible to enter an e-mail or video address for a person or a device in the room, and the name of the room you are looking for. From there, you are also able to make a call.
All images and contents credit goes to help.webex.com