Webex Meetings: Scheduling a Webex Meeting from the Web

You can schedule meetings with options tailored to your needs. Schedule to meet quickly, or set up a series of meetings with advanced options for your team at uwmadison.webex.com

Getting Started - Video Tutorial

1

Sign in to uwmadison.webex.com and select Schedule to open the Schedule a Meeting page.

2

(Optional) If you saved meeting templates, you can select one from the Meeting templates.

3

Select a Meeting type from the drop-down list.

Meeting types are default or customized sets of meeting features available for your site. Your account can have one or multiple Meeting types associated with it.

4

Enter a name for the meeting in Meeting topic, add or change the password, and select the Date and time for your meeting.  To start your meeting right away, click Start; if you're meeting later, click Schedule.To save these settings as a template for future use, click Save as template.

Meeting Info
5

Set the meeting to repeat by checking the Recurrence check box.

You can schedule your meeting to happen daily, biweekly, monthly, and so on.

6

In the Attendees section, enter the email address of the people you're inviting. The Attendees field suggests people who you've recently invited, existing accounts on your Webex site, your contacts distribution list, and your company address book.

7

(Optional) To specify an attendee as a cohost, select   next to their name.

8

For more options, select Show advanced options.

You can set the following options for your Cisco Webex site:

  • In Audio connection options:

    • Audio connection type—Choose one of the following:

      • Webex Audio—Includes call-in, call-back, and computer audio options. Phone options may include toll-free and global call-in numbers, as well as the ability to set entry and exit tones.

        Use VoIP only—Limits all attendees to using computer audio.

        Other Teleconference—Allows you to enter third-party teleconference information.


         
        Users who prefer to use non-integrated audio teleconferencing can do so for Cisco Webex, the Webexapp, and video device-enabled meetings supported by their service site. To use this feature for the Webexapp, your site must be managed in or linked to Webex Control Hub.
      • Display toll-free number—Displays a toll-free number for your guests to call into from their phone.

      • Display global call-in number to attendees—Displays a number for your guests to call in for the country of your choice.

        Click the drop-down arrow next to Use teleconferencing location to select the country.

    • Entry and exit tone—Select a tone to hear when an attendee joins or leaves the meeting.


       
      When using Webex Audio with the Announce Name feature, attendees who select the Use computer for audio option can't record and announce their names.
    • Mute attendees—Choose from the following options:

      • Allow the host and cohosts to unmute participants (Moderated unmute mode)

        —Hosts and cohosts can unmute participants directly without sending an unmute request. This is available in 41.2 and later Webex sites.
      • Allow attendees to unmute themselves in the meeting

        —If you have chosen to mute attendees when they join the meeting, select this option to allow them to unmute themselves during the meeting.

         
        If you want only the host or co-host to be able to unmute attendees, leave this option unchecked.
      • Always mute attendees when they join the meeting

        —Automatically mutes attendees when they join the meeting. Attendees can raise their hands if they want to speak during a meeting. For more information, see View Meeting Participants with Their Hand Raised in Cisco Webex Meetings and Events.
  • In Agenda, enter context or details that you want your attendees to have about the upcoming meeting.

  • In Scheduling Options, you can do the following:

    • Cohost—Automatically make the first person to join the meeting your cohost, if

      • they have a host account on the site,

      • or if they're joining from an authenticated Cisco video device within your organization.

    • Automatic recording—Automatically start recording when the meeting starts.

    • Exclude password—Exclude the password from the email invitation, for extra security.

    • Public meeting—Listed on public calendar. This option must be enabled by your site administrator.

    • Join before host—Check the box to allow attendees to join the meeting before you start the meeting. Choose to allow attendees to join 0–15 minutes before the meeting starts. If this option appears dimmed, it's not available for your site.

    • Breakout sessions—Check Enable breakout sessions if you want the breakout sessions feature to be enabled when the meeting starts.

      You can preassign participants to breakout sessions too.

    • Invited only—Check to restrict meeting access to invited attendees.

    • Unlocked meetings—Choose what happens when guests join unlocked meetings. Guests are people who don't have accounts on your Webex site, people with accounts who aren't signed in to your site, external video systems not registered on your site, or people who join by phone only.

      • Guests can join the meeting—Select allow guests to join your meeting without requiring an account on your site or signing in.

      • Guests wait in the lobby until the host admits them—Select to place guests in the lobby automatically when they try to join.

      • Guests can't join the meeting—Select if you only want attendees who have accounts on your Webex site and who are signed in to their account to join. Attendees must add a phone number and audio PIN to their preferences before joining from audio devices. This provides better security.

    • Automatic lock—Check the box to lock your meeting automatically after it starts, and then choose how many minutes you want before your meeting locks.

    • Registration—Select Require attendee registration to require attendees to register and receive host approval before attending the meeting. Select the detailed registration information that you require attendees to provide. Each attendee who registers must provide that information.

      To accept registration requests automatically, check Automatically accept all registration requests. Don’t select this option if you prefer to accept or reject an attendee's registration manually.

    • Attendee audio—Attendees can connect to audio before start time.

    • Attendee presenter—The first attendee to join will be the presenter.

    • Email reminder—Choose to send an email reminder 10–50 minutes before the start of the meeting.

    • Meeting options—Select Edit meeting options and select the options that you want participants to have when the meeting begins.

    • Attendee privileges—Select Edit attendee privileges and select the privileges that you want attendees to have when the meeting begins.

For scheduled meetings, you can add the meeting to your calendar by opening the meeting from Meetings > Add to my calendar  . This option appears next to the name of the meeting:

Meeting List
An iCalender (.ics) file downloads. Select the .ics file and accept the meeting. To invite others to your meeting, send the .ics file as an email attachment.


Scheduling a meeting from the Outlook Desktop App may be the preferred method of scheduling a Webex Meeting.  For information related to that option, you can go to the following articles:

This is a Cisco product- for more information see https://cisco.com/go/webex