Webex App | Schedule a meeting from the meetings calendar

When you wish to plan a one-time meeting link or a personal room meeting, you can do so by scheduling a meeting through the Meetings calendar. You also have the option of ensuring that your meetings are encrypted from beginning to conclusion.

You, along with anyone else you choose to appoint as a cohost, have the ability to begin the meeting, invite individuals to attend, initiate breakout sessions, record the meeting, and share the tape.

End-to-end encryption for Webex App meetings

End-to-end encryption is available for meetings that have been scheduled. Visit Webex App | Set end-to-end encryption for meetings for further information on how to encrypt all of your meetings by default.

• Desktop

Before you begin

The only meetings that will show up in the calendar for FedRAMP users when Hybrid Calendar or O365 isn’t configured in the Webex App are the meetings that take place within the FedRAMP border (FedRAMP – FedRAMP).

When it comes to setting up meeting times, use whichever scheduler works best for you.

1 Attend the meetings that are being held.

2 After clicking the Schedule a meeting button, input your meeting information as follows:

If you don’t see You will need to schedule a meeting because your account is not currently configured to host meetings. You can instead arrange a meeting through the use of a place.

• Modify the agenda for the meeting.
• Pick a day and time for the beginning and the end of the event.
• Select the number of times you want the meeting to occur by checking the Recurrence box.
• Choose a Meeting to Attend by Clicking on the Link Below:
  • Establish a connection for a one-time meeting.
  • Make use of the link to my Personal Room.

If your administrator has already set up your account with the Cisco Webex Hybrid Calendar Service, you will need to enter a description that will be included in the email invitation.

3 Add Invitees, input names or email addresses.

When your account is set up to use Hybrid Calendar, you will see that there are icons to the right of each person’s name that indicate their availability.

• Available 

• Unavailable 

• Unknown availability 

4 Add Rooms, then type in the name of the conference room you want to use.

When your account is set up to use Hybrid Calendar, you will notice that icons appear beside the names of each available room to indicate their status.

• Available 

• Unavailable 

Only the meeting rooms that are listed in the directory of your organization are displayed. To view the room contact card, move the mouse pointer over the room icon.

5 Click the Advanced Settings button and select an option from the following list to create a one-time meeting link:

• Meeting type
• Security
• Audio connection
• Scheduling options

6 Click Schedule.

Your calendar has been updated to reflect the newly created appointment. Everyone who is asked to attend the meeting receives an invitation through email.
In the event that you need to make adjustments, you have the option to either cancel the meeting or alter the meeting details.

 

• iOS

1 Attend the meetings that are being held.

2 Tap the option labeled “Global Action” and select “Schedule a Meeting.”

3 Enter the information regarding your meeting:

• Modify the agenda for the meeting.
• Pick a day and time for the beginning and the end of the event.
• Tap the Invitees tab, and then add attendees by entering their names, emails, or selecting them from the Recents list.

Tap You should check everyone’s availability to determine when they have free time, and then move your meeting to that time frame. Additionally, you can:

• • View a list of people who are available at the time you’ve selected.
  • To move a meeting to a different time slot, tap and hold on it, then drag it to the new time period.
  • To alter the length of the meeting, you can adjust the tabs by tapping and dragging them. Start and finish times on the scheduler are updated to reflect any changes made.
• Tap the “Add a Room” button, look for the room you want to add by name, and then tap the “room to add” button. To view the room’s availability, tap the Check Calendar button.

To open the room contact card, tap and hold the room icon on the screen.

• After tapping the Meeting link, select either the One-time meeting link or the Personal room link.
• Enter a description.

4 Use the Schedule button to set up your appointment.

• Android

1 Attend the meetings that are being held.

2 To schedule a meeting, tap the floating action button, then select Schedule.

3 Enter the information regarding your meeting:

• Modify the agenda for the meeting.
• Pick a day and time for the beginning and the end of the event.
• Tap the Invitees tab, and then add attendees by entering their names, emails, or selecting them from the Recents list.

Tap the Check Calendar button to determine when everyone will be free, and then just drag your meeting into the available time slot. Additionally, you can:

• • View a list of people who are available at the time you’ve selected.
  • To move a meeting to a different time slot, tap and hold on it, then drag it to the new time period.
  • To alter the length of the meeting, you can adjust the tabs by tapping and dragging them. Start and finish times on the scheduler are updated to reflect any changes made.
• Tap the “Add a Room” button, look for the room you want to add by name, and then tap the “room to add” button. To view the room’s availability, tap the Check Calendar button.

To open the room contact card, tap and hold the room icon on the screen.

• After tapping the Meeting link, select either the One-time meeting link or the Personal room link.
• Enter a description.

4 Use the Schedule button to set up your appointment.

• Web

As soon as you choose a time and place for your meeting, an email informing those you invited of the change will be sent to them instantly. If you make any changes to the invitation or decide to cancel it altogether, the recipients of the invitation will receive an updated version of the invitation via email.

1 After logging in to Webex, navigate to the Meetings menu and select Schedule.
You will be able to select one of your previously stored meeting templates from the drop-down list that is located under Meeting templates.

2 If your account has more than one Meeting type connected with it, select one of those Meeting types from the drop-down list that appears. The default or customized sets of meeting features that are available for use by your company are referred to as meeting kinds.

3 Give your gathering a name by typing it into the “Meeting topic” field, add a password or alter the existing one if necessary, and choose a date and time for your gathering.

4 Simply by clicking the box labeled “Recurrence,” you can make the meeting occur at regular intervals. Your gathering can be scheduled to occur on a daily, bimonthly, or monthly basis, among other intervals.

5 In the column labeled “Attendees,” enter the email addresses of the people to whom you are sending invitations. The Attendees section will offer suggestions for attendees based on persons you’ve invited in the past, accounts that already exist on your Cisco Webex organization, and contacts in your address book. If the individual already possesses a host account for your company, you can convert them into an alternate host by clicking the button that is located next to their name.

6 To view additional options, pick the Show advanced options menu item.

Your options for Cisco Webex may be configured to include the following:

In Audio connection options:

• Audio connection type: Choose one of the following
  • Webex Audio – Options to call in, call back, and listen on the computer are included. Toll-free and international call-in numbers may be among the options for the phone, in addition to the capacity to program entry and exit tones.
  • Use VoIP only – The use of computer audio is restricted to all guests.
  • Other teleconfrence service – It enables you to enter information about teleconferences hosted by third parties.
    

Users who would rather use non-integrated audio teleconferencing have the option to do so for meetings that are enabled with Webex and visual devices. In order for your company to be able to use this functionality for Webex, it must be administered in or linked to Webex Control Hub.

• • None

• Entry and exit tone – Choose a sound that will play whenever a participant enters or exits the gathering.

Those who join the meeting via the Use computer for audio option do not have the opportunity to record and declare their names if the declare Name function is activated in the Webex Audio option.

• Mute attendees—When guests enter the meeting, they should be muted automatically, and they should also be given the option to mute themselves.

• In the Agenda section, include any background information or specifics regarding the upcoming gathering that you would like the attendees to have.

• Within Scheduling Options, you have the following options available to you:

  • Cohost—It is possible for cohosts to initiate meetings on your behalf. Choose an option from the section’s drop-down menu in the event that you want to appoint a cohost in advance of the meeting.

  • Video Systems— This meeting can be started and joined by authenticated video systems in this organization at any time without being prompted.

  • Autmatic recording—Recording should begin immediately upon the beginning of the meeting.

  • Exclude password— To add an additional layer of protection, omit the password from the email invitation.
    

  • Join before host—Before you begin the meeting, make sure that you check the box that allows attendees to join the meeting. You can choose to let people join the meeting anywhere from 0 to 15 minutes before it starts.

  • Breakout sessions—When the main Webex meeting is broken up into several smaller groups, this is known as a breakout session. They make it possible for a subset of people in the conference to collaborate and share ideas through the use of voice and video.

  • Invited only—Keep the meeting limited to only those who have been invited.

  • Unlocked meetings— Make a decision regarding what should be done with visitors when they join a meeting.
    

  • Automatic lock—Determine the amount of time that will pass after the meeting begins before it will automatically close.

  • Registration—Select Before being allowed to attend the meeting, attendees must first be required to register and obtain consent from the host. Determine the specific registration information that each attendee is required to supply and select it. Each person who intends to attend and registers for the event will be required to supply such information.

  • Email reminder—You can choose to send a meeting reminder email between ten and fifty minutes before the start of the meeting.

  • Meeting options—Click the Edit meeting options button, then select the choices that you wish to have available to participants when the meeting starts.

  • Attendee privileges—Click the Edit attendee privileges button, and then pick the permissions that you want attendees to have once the meeting gets underway.

7 Click the Save as template button if you want to store these preferences so that you can use them as a model in the future. If this is not the case, click Start to begin your meeting immediately, or click Schedule if you want to start your meeting at a later time.

You can add scheduled meetings to your calendar by opening the meeting from the Meetings tab and clicking the Add to my calendar button next to the name of the meeting. This will allow you to add the meeting to your calendar.

Downloading begins on an iCalendar (.ics) file. Choose the.ics file, and then agree to attend the conference. You can invite other people to attend your meeting by attaching the.ics file to an email and sending it to them.