User Guide for Cisco Unified MeetingPlace Release 7.0
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Table Of Contents

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Field Reference: Meeting Scheduling Page

Field Reference: Meeting Recurrence Options

Field Reference: More Scheduling Options

Field Reference: Find Meeting Page

Field Reference: Account Basics Page

Field Reference: Meeting Preferences Page


Reference


Release: 7.0
Revision Date: May 24, 2010 3:48 pm

Field Reference: Meeting Scheduling Page

Field Reference: Meeting Recurrence Options

Field Reference: More Scheduling Options

Field Reference: Find Meeting Page

Field Reference: Account Basics Page

Field Reference: Meeting Preferences Page

Field Reference: Meeting Scheduling Page

Only users who sign in by using their Cisco Unified MeetingPlace profiles can schedule meetings, view a list of meetings, and access system features unavailable to guests.

Parameter
Description

Subject

A short description that distinguishes your meeting in Search results and meeting confirmation pages for users. If no subject is specified, the last name of the meeting scheduler is used to populate this field.

Note The default maximum character length for this parameter is 68 characters.

Meeting ID

A number that allows the system to uniquely identify a meeting that is occurring at any particular time. The system can automatically assign meeting IDs, or you can assign a custom ID.

Date

The date of your meeting.

Time

The time you want your meeting to start. This is based on your time zone setting.

Duration

The duration of your meeting in minutes. The default maximum meeting length is 24 hours for voice meetings and 12 hours for web meetings. The minimum meeting length is 2 minutes.

Web conference provider

Which web conferencing environment you want to use: Cisco Unified MeetingPlace or Cisco WebEx.

Note This field is only visible if your system and user profile are configured for it.

Meeting template

Which template you want to use for your web meeting.

Cisco Unified MeetingPlace offers three predefined templates: Collaborative, Presentation, and Webinar. You can also choose a user-defined template.

Cisco WebEx offers one predefined template: Meeting Center.

Note If your user profile does not allow you access to the Cisco Unified MeetingPlace full meeting room, you will see only the Collaborative and Webinar options for the meeting template, and the meeting template you choose will affect only the audio permissions for participants. Participants who join the web portion of meetings you create will have access only to the Participant list and associated audio and video controls.

On behalf of user

The user ID of the person for whom you are scheduling a meeting.

Note This field is available only to users who have Attendant or System Manager privileges.

Password

An optional password that you are setting for your meeting. If you choose to protect a meeting with a password, all invitees must enter this password to access your meeting. If you do not require password protection, leave this field blank.

Note This parameter accepts a maximum of 24 characters.

Billing code

If your company uses bill-backs, this field contains the number that is used to identify the group or department that should be billed for this meeting.

Meeting category

An optional parameter that allows you to set your meeting within a specified category of meetings (for example, all Sales meetings or Crisis meetings).

Meeting categories are preconfigured by your system administrator.

Allow external web participants

Whether users outside your corporate firewall can access this meeting.

Note This field is only available if your Cisco Unified MeetingPlace deployment is set up with an external web server.

Number of participants

The maximum number of people who will attend your meeting.


Related Topics

How to Schedule a Web Meeting in the Scheduling Meetings module

Field Reference: Meeting Recurrence Options

You can find these options by clicking Recurrence from the New Meeting scheduling page.

Frequency
Description

Once

This is not a recurring meeting.

Daily

This meeting occurs at the same time every day for a maximum of 200 days.

Bi-weekly

This meeting occurs every other week at the same time and day of the week.

Weekly

This meeting occurs once per week at the same time and day of the week.

Monthly by Date

This meeting occurs once per month on a particular date, for example, the 1st, the 15th, the 30th.

Monthly by Day of Week

This meeting occurs once per month on a particular day of the week (for example, the first Monday of the month).

Weekdays

This meeting occurs only on weekdays.

Continuous

This meeting is always available. It has no end time or date. However, each instance of a continuous meeting is limited to 24 hours.

This field is available only for users with System Manager privileges.

Note You cannot invite video terminals to a continuous meeting. The system will return an error if you attempt to schedule a continuous meeting with invited video terminals. Video endpoints can attend continuous meetings, but only if unreserved ports are available.


Related Topics

How to Schedule a Web Meeting in the Scheduling Meetings module

How to Schedule a Video Meeting in the Scheduling Meetings module

Field Reference: More Scheduling Options

These fields determine the business rules of the specific meeting you are scheduling. You can find these options by clicking More Options from the New Meeting scheduling page.


Note Depending on system configuration and your user profile settings, you may not see all of the parameters that are described in the following table. You may also see additional fields called "flex fields" that were customized for your use by your system administrator. If you are entering information for a numerical flex field, your entry must be between -2147483648 and 2147483647.


Field
Description

Meeting description

A description of your meeting.

Who can attend

Choose an option from the list to indicate who can attend the meeting:

Anyone—The meeting is unrestricted. Both profiled users and guest users can attend.

MeetingPlace Profile Users—All components of the meeting (audio, web, and video) are restricted to profile users who sign in by using their Cisco Unified MeetingPlace user ID and password.

Invited Profile Users—All components of the meeting (audio, web, and video) are restricted to profile users who were invited to attend. All invited users must sign in by using their Cisco Unified MeetingPlace user ID and password.

List meeting publicly

Whether this meeting will be listed in the search results when users try to find a meeting by using the Find Meetings button on the homepage.

If you do not check this check box, then only the scheduler and invitees will see this meeting listing on the Find Meetings page.

Reserve all ports meeting

This feature is only available to system managers to schedule maintenance meetings.

Outdial all invitees when first person joins

Click to have the system dial out to all invitees after the first person joins the meeting.

Note This feature is only available for system administrators who schedule continuous meetings.

Audio Conferencing Options

Entry announcement

Choose what users will hear when a new participant joins the meeting.

Beep Only—A short beep is emitted during the meeting to indicate that someone has entered the meeting.

Beep + Name—After a short beep, the recorded name of the participant is announced.

If you do not hear the name of a participant upon entry, the participant probably did not record a name before entering the meeting. Identify the participant before the meeting begins.

Silent—There is no indication that someone has entered the meeting.

Exit announcement

Choose what users will hear when a participant leaves the meeting.

Beep Only—A short beep is emitted during the meeting to indicate that someone has departed the meeting.

Beep+ Name—After a short beep, the recorded name of the participant is announced.

If you do not hear the name of a participant upon departure, the participant probably did not record a name before entering the meeting.

Silent—There is no indication that someone has departed the meeting.

End of meeting

Choose Yes if you want the system to announce that your meeting is ending. Otherwise, choose No or Group Default.

Meeting extension

Choose Yes if you want the system to announce when your meeting is extended. Otherwise, choose No or Group Default.

Automatically start recording

Indicates whether you want your meeting to be automatically recorded when the meeting starts. This ability is only allowed when the "Reserve resources for recording" field is set to Yes.

Choose No if you want the option to manually start recording the meeting from the meeting room or from the telephone.

Tip You can also press #61 on your phone to manually start recording during a meeting.

Reserve resources for recording

Indicates whether you want to reserve recording resources for this meeting. Doing so will take away one recording resource from the system pool of 100 maximum concurrent recording resources available. If set to No, you may still start recording anytime during the meeting only if resources are available, at which time that one resource will also be used.

Note This parameter is available only if the administrator has set your user profile setting "Able to record meetings" to Yes.

Access meeting attachments/ recordings

Who can access the recordings and attachments associated with the meeting.

None—Access is completely restricted. No one can access the recordings and attachments associated with the meeting.

Anyone—Access is completely unrestricted. Anyone, including guest users, can access recordings and attachments associated with the meeting.

MeetingPlace Profile Users—Access is accessible to any user who signs in by using a Cisco Unified MeetingPlace user ID and password.

Invited Profile Users—Access is restricted to profile users who were invited to the meeting. All invited profile users must sign in by using a Cisco Unified MeetingPlace user ID and password.

Meeting Language

Indicates which language will affect the audio prompts users hear when they attend the meeting.

Notification Options

Enabled for meeting

Choose Yes to have the system send notifications for the meeting.

Include attachments

Choose Yes to include attachments with notifications.

Send if meeting changes

Choose Yes to have the system send notifications if the meeting is updated or rescheduled.

Include Invitee List When Scheduled From Web

Choose Yes to include invitee names in notifications.


Related Topics

How to Sign In to Cisco Unified MeetingPlace in the Welcome to Cisco Unified MeetingPlace module

Inviting Participants During the Scheduling Process in the Inviting Participants to a Meeting module

Copying a Meeting in the Scheduling Meetings module

How to Resolve Scheduling Problems in the Troubleshooting and Getting Help in Cisco Unified MeetingPlace module

Field Reference: Find Meeting Page

Parameter
Description

Site to Search

Limits your search to a particular site.

Meeting ID

The ID of the meeting that you are searching for. The search engine accepts both numeric and vanity ID forms (for example, 12345 or Sales).

From - To

The search engine searches for meetings scheduled for today by default. If the meeting that you are searching for is a Past or Future meeting, click the applicable option.

Meeting category

An optional parameter that allows you to search within a specified category of meetings (for example, all Sales meetings or Crisis meetings).

Meeting categories are preconfigured by your system administrator.

Note The search engine cannot search for meetings scheduled on shared external servers by meeting category. If you are searching for a meeting on a shared external server, use the Meeting ID parameter instead.

Show public meetings

If you choose No, the search engine will display only a list of meetings where you are either the scheduler or an invitee.

If you choose Yes, the search engine will display a list of all public meetings.


Related Topics

Finding a Meeting in the Finding a Meeting in Cisco Unified MeetingPlace module

Field Reference: Account Basics Page


Note Not all fields are described in the following table.


Field
Description
Personal Information

Time Zone

The time zone used to configure your scheduling and notification activities.

Language

This is the language you see as your default language when you sign in to Cisco Unified MeetingPlace.

Billing Code

The billing code used by your organization for meetings you hold on Cisco Unified MeetingPlace.

Use Abbreviated Prompts

An option to hear abbreviated audio prompts during the meeting.

Attend Settings

Phone Number

Your main phone number.

If your method of attending is set to Find Me or Call Me, the system uses this number to call you at the start of meetings to which you are invited.

Alternate Phone Number

An alternate number used to reach you, such as a mobile phone number.

If your method of attending is set to Find Me, the system uses this number when it receives no answer from your main phone number.

Alternate Phone Number 2

A second alternate number used to reach you.

If your method of attending is set to Find Me, the system uses this number when it receives no answer from your main phone number and first alternate phone number.

Restriction: This field is only available in Release 7.0.3.

Video Endpoint Address

The default address used to connect your video endpoint.

This setting requires previous configuration of your video endpoint.

Video Endpoint Bandwidth

The default bandwidth used during your Cisco Unified MeetingPlace video meetings.

This setting requires previous configuration of your video endpoint.

Pager Type

The type of pager service you use.

Pager Number

Your pager number.

If your method of attending is set to Page Me, the system calls this number to page you with the phone number and meeting ID when a meeting you are invited to is about to begin.

Method of Attending

Your preferred method of joining a meeting.

If this parameter is set to Find Me, the system dials up to three different phone numbers (main, alternate and pager numbers) when trying to reach you. Specify the order in which you want the system to dial these numbers by setting the Ways to Find Me parameter.

Ways to Find Me

Determines the order in which the system dials your main, alternate, and pager numbers.

Receiving Notifications

E-Mail Address

Your e-mail address. This setting can either be your full Internet e-mail address (for example, UserName@CompanyName.com) or your e-mail alias (for example, John Smith).

Internet E-Mail Address

Your full Internet e-mail address (for example, UserName@CompanyName.com).

Primary Notification

Your preferred method for receiving notifications.

Alternate Delivery Mechanism

Your alternate method for receiving notifications.


Related Topics

Updating Your Name, Time Zone, Language, or Billing Code Information in the Changing Account Basics in Cisco Unified MeetingPlace module

Field Reference: Meeting Preferences Page

These settings determine the business rules of your meetings in general.

Field
Description

Entry announcement

Choose what users will hear when a new participant joins the meeting.

Beep Only—A short beep is emitted during the meeting to indicate that someone has entered the meeting.

Beep + Name—After a short beep, the recorded name of the participant is announced.

If you do not hear the name of a participant upon entry, the participant probably did not record a name before entering the meeting. Identify the participant before the meeting begins.

Silent—There is no indication that someone has entered the meeting.

Exit announcement

Choose what users will hear when a participant leaves the meeting.

Beep Only—A short beep is emitted during the meeting to indicate that someone has departed the meeting.

Beep+ Name—After a short beep, the recorded name of the participant is announced.

If you do not hear the name of a participant upon departure, the participant probably did not record a name before entering the meeting.

Silent—There is no indication that someone has departed the meeting.

End of meeting

Choose Yes if you want the system to announce that your meeting is ending. Otherwise, choose No or Group Default.

Meeting extension

Choose Yes if you want the system to announce when your meeting is extended. Otherwise, choose No or Group Default.

Meeting Entry Mode

Choose what users will hear when they try to join the audio portion of your meetings.

Echo Meeting ID—The system repeats the meeting ID so that users can confirm their choice. When users first enter the meeting ID, their ID is repeated for confirmation. After users confirm the meeting ID, they are asked to record their names then placed in the meeting.

Skip ID repeat—The system skips the repeat of the meeting ID. When users first enter the meeting, users are asked to record their names then are placed in the meeting.

Skip ID repeat and Skip names—The system skips the repeat of the meeting ID and recording. When users first enter the meeting ID, they are placed directly in the meeting without recording their names.

Default Meeting Category

Choose from the set of category options to set your meeting within a specified category of meetings by default.

Meeting categories are preconfigured by your system administrator.

Meeting Security Settings

Allow external web participants

Choose Yes to schedule your meetings on an external web server. This makes your meetings accessible to users attending over the Internet (outside the private corporate network).

Choose No to schedule your meetings on an internal web server. This makes your meetings accessible only to users from inside the private corporate network.

Note This parameter is displayed only if your Cisco Unified MeetingPlace deployment is configured with an external site.

Password Required

Choose Yes to require a password for all of your meetings. If you choose Yes, you must enter a password when you schedule meetings.

Otherwise, choose No or Group Default.

Who May Skip Password

Choose MeetingPlace Profile Users to allow any profiled user to skip entering a password.

Choose Invited Profile Users to allow only profiled users who are invited to that meeting to skip the password.

Publicly Listed Meeting

Choose Yes to have your meetings displayed on the Find Meetings page when users search for public meetings.

Choose No to have your meetings displayed only to meeting invitees.

Who Can Attend Meeting

Choose an option to determine who can attend your meetings:

Anyone—This meeting is unrestricted. Both profile users and guest users can attend.

MeetingPlace Profile Users—All components of this meeting (audio, web, and video) are restricted to profile users who sign in by using their Cisco Unified MeetingPlace user ID and password.

Invited Profile Users—All components of this meeting (audio, web, and video) are restricted to profile users who were invited to attend. All invited profile users must sign in by using their Cisco Unified MeetingPlace user ID and password.

Meeting Notes Settings

Reserve resources for recording

Indicates whether you want to reserve recording resources for this meeting. Doing so will take away one recording resource from the system pool of 100 maximum concurrent recording resources available. If set to No, you may still start recording anytime during the meeting only if resources are available, at which time that one resource will also be used.

Note This parameter is available only if the administrator has set your user profile setting "Able to record meetings" to Yes.

Who Can Access MeetingNotes

Determines who can access attachments and recordings from your meetings.

None—MeetingNotes access is completely restricted. No one can access the recordings and attachments associated with this meeting.

Anyone—MeetingNotes access is completely unrestricted. Anyone, including guest users, can access recordings and attachments associated with this meeting.

MeetingPlace Profile Users—MeetingNotes access is accessible to any users who sign in by using their Cisco Unified MeetingPlace user ID and password.

Invited Profile Users—MeetingNotes access is restricted to Cisco Unified MeetingPlace profile users who were invited to the meeting. All invited profile users must sign in by using their Cisco Unified MeetingPlace user ID and password.

Auto-start Recording

Choose Yes to automatically have the system record your meetings. You can choose to manually stop recording from the meeting console. Otherwise, choose No or Group Default.

Note This parameter is available only if the administrator has set your user profile setting "Able to record meetings" to Yes. If this parameter is available, you must also have "Reserve resources for recording" set to Yes.

Tip If the administrator has set up your user profile setting "Able to record meetings" to Yes, you can also manually start recording by pressing #61 from your phone.

Attachment Display Order

Choose Yes to display your attachments in the order they were attached.

Otherwise, choose No or Group Default.

Outdial Settings

Ask for Profile Password

Choose Yes to have the system prompt users for their profile password when they are dialed into a meeting. Otherwise, choose No or Group Default.

Notification Settings

Send for Meeting

Choose Yes to have the system send invitees notifications for your meetings. Otherwise, choose No or Group Default.

Include Attachments

Choose Yes to have the system include attachments with your notifications. Otherwise, choose No or Group Default.

Notification Priority

Choose the importance of meeting notifications.

Send if Meeting Changes

Choose Yes to have the system send your invitees updated notifications if information for your meetings changes. Otherwise, choose No or Group Default.

Include Invitee List When Scheduled From Web

Choose Yes to include the list of invitees with your meeting notifications. Otherwise, choose No or Group Default.

Include Meeting Password

Choose Yes to include the meeting password with your notifications. Otherwise, choose No or Group Default.