User Guide for Cisco Unified MeetingPlace Release 7.0
Inviting Participants to a Cisco Unified MeetingPlace Meeting
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Inviting Participants to a Meeting

Table Of Contents

Inviting Participants to a Meeting

Meeting Permissions

Inviting Participants During the Scheduling Process

How to Invite Participants During a Meeting

Inviting Participants by E-Mail from Inside the Cisco Unified MeetingPlace Meeting Room

Dialing Out to a Participant Who is Already in the Cisco Unified MeetingPlace Meeting Room

Dialing Out to a Participant Who is Not in the Cisco Unified MeetingPlace Meeting Room


Inviting Participants to a Meeting


Release: 7.0
Revision Date: July 19, 2010 2:39 pm

During the scheduling process, you can invite profile users, teams, and guest users to your meeting. All invitees receive a notification that contains the meeting time and date, the phone number, and the meeting ID needed to join the meeting.


Note (Release 7.0.3 MR2 only) You can invite a maximum of 450 invitees when scheduling or rescheduling a meeting from the Cisco Unified MeetingPlace web scheduling page. If you need to invite more than 450 invitees, an administrator or user with Attendant privileges must schedule the meeting from the MeetingPlace Conference Manager interface.


Meeting Permissions

Inviting Participants During the Scheduling Process

How to Invite Participants During a Meeting

Meeting Permissions

The following table describes the meeting permissions with which users enter either Cisco Unified MeetingPlace or Cisco WebEx web meetings. The meeting permissions assigned to invitees vary, depending on the web conference provider that you choose.

Web Conference Provider
Meeting Type
Participant Permission

Cisco Unified MeetingPlace

Collaborative

Meeting owner or scheduler: Moderator/Speaker

All invitees: Presenter/Speaker

Note If you are the meeting scheduler, you can change the default permissions assigned to invitees who have Cisco Unified MeetingPlace profiles. At least one user must have Moderator permissions for the meeting.

Cisco Unified MeetingPlace

Presentation

Meeting owner or scheduler: Moderator/Speaker

All invitees: Audience/Speaker

Note If you are the meeting scheduler, you can change the default permissions assigned to invitees who have Cisco Unified MeetingPlace profiles. At least one user must have Moderator permissions for the meeting.

Cisco Unified MeetingPlace

Webinar

Meeting owner or scheduler: Moderator/Speaker

First two invited profile users: Presenter/Speaker

All other invitees: Audience/Listener

Cisco WebEx

Meeting Center

Meeting scheduler: Host

Invitees: Attendee or Alternate host


Note the following considerations for meetings that use Cisco Unified MeetingPlace as the web conferencing provider:

After a meeting has begun, moderators can change permissions from the default values.

To have a guest presenter at a webinar, the moderator will need to grant the guest Presenter/Speaker permissions from the meeting console after the meeting has started.

If a meeting is locked by the moderator, all participants who join after the meeting has been locked will join with Audience meeting console permissions, regardless of the permissions they were assigned when they were invited. When the meeting is unlocked or put in session, these participants will continue to have Audience permissions unless the moderator manually changes their permissions from within the meeting console.

Related Topics

Inviting Participants During the Scheduling Process

About Assigning Users as Alternate Hosts in a Cisco WebEx Meeting in the Scheduling Meetings module

Inviting Participants During the Scheduling Process

Before You Begin

This procedure assumes that you are currently scheduling or rescheduling a meeting on the Cisco Unified MeetingPlace New Meeting or Future Meeting page.

Procedure


Step 1 Enter part or all of the user name or e-mail address in the Add Invitees field.

As you enter characters in the name, the system suggests possible matches from the address book of users with Cisco Unified MeetingPlace profiles.

Select a profile from the suggested list.


Note If you do not select a profile from the address book, the user will be invited as a guest.


Step 2 After entering the name, click Add to add the user to the Invitees table.

Step 3 In the Invitees table, enter an e-mail address for the invitee if none has been entered and choose meeting permissions for the user.


Note Each user must have an e-mail address, and at least one user must have Moderator permissions for the meeting. The scheduler is automatically assigned Moderator permissions.


Step 4 Repeat Steps 1 to 3 to add more invitees.


What to Do Next

Continue scheduling your meeting.

Related Topics

How to Schedule a Web Meeting in the Scheduling Meetings module

How to Invite Participants During a Meeting

Inviting Participants by E-Mail from Inside the Cisco Unified MeetingPlace Meeting Room

Dialing Out to a Participant Who is Already in the Cisco Unified MeetingPlace Meeting Room

Dialing Out to a Participant Who is Not in the Cisco Unified MeetingPlace Meeting Room

Inviting Participants by E-Mail from Inside the Cisco Unified MeetingPlace Meeting Room

Before You Begin

You must be a moderator.

You must be able to dial out.

You must be in the Cisco Unified MeetingPlace web meeting room.

Procedure


Step 1 Click Meeting > Invite Participants.

Step 2 Click Compose e-mail.

Step 3 (Optional) Edit the e-mail, add attachments, modify the subject line and make other changes.

Step 4 Enter addressee information and send the e-mail.


Dialing Out to a Participant Who is Already in the Cisco Unified MeetingPlace Meeting Room

Complete this procedure to dial out to a person who is in the web meeting, but who has not yet joined the voice meeting.


Note If this is a video-enabled meeting and the phone number you enter is connected to a video endpoint, the person will enter the meeting through video.


Before You Begin

You must be a moderator.

You must be able to dial out.

You must be in the Cisco Unified MeetingPlace web meeting room.

Procedure


Step 1 Locate the Participant List tool.

Step 2 Click the name of the participant who you want to add to the voice meeting.

Step 3 Click Voice/Video Options > Connect Selected User.


Tip The Voice/Video Options icon resembles a phone and video camera.


Step 4 Either enter a phone number or select one from the list of numbers associated with the participant, if available.

Enter the phone number the way you would dial it from your desk phone. For example, a 5-digit extension for an internal phone or a full 12-digit number including 9, 1, and area code for an outside call.

Step 5 Click Connect Now.


Related Topic

For a list of commands you can initiate by telephone during a meeting, see the Quick Start Guide: Attending and Scheduling a Cisco Unified MeetingPlace Meeting From Your Phone at: http://www.cisco.com/en/US/products/sw/ps5664/ps5669/products_user_guide_list.html

Dialing Out to a Participant Who is Not in the Cisco Unified MeetingPlace Meeting Room

Complete this procedure to dial out to a person who has not yet joined your meeting.


Note If this is a video-enabled meeting and the phone number you enter is connected to a video endpoint, the person will enter the meeting through video.


Before You Begin

You must be a moderator.

You must be able to dial out.

You must be in the Cisco Unified MeetingPlace web meeting room.

Procedure


Step 1 Locate the Participant List tool.

Step 2 Click Voice/Video Options > Connect New User.


Tip The Voice/Video Options icon resembles a phone and video camera.


Step 3 Enter the name and phone number of the person.

Enter the phone number the way you would dial it from your desk phone. For example, a 5-digit extension for an internal phone or a full 12-digit number including 9, 1, and area code for an outside call.

Step 4 Click Connect Now.


Related Topic

For a list of commands you can initiate by telephone during a meeting, see the Quick Start Guide: Attending and Scheduling a Cisco Unified MeetingPlace Meeting From Your Phone at: http://www.cisco.com/en/US/products/sw/ps5664/ps5669/products_user_guide_list.html