User Guide for Cisco Unified MeetingPlace Release 8.6 (MeetingPlace Scheduling)
Scheduling a Meeting
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Scheduling a Meeting

Scheduling a Meeting

Tips for Scheduling Secure Meetings

  • Enter a password. This will require all participants to enter the password to join your meeting.
  • Restrict the meeting to profiled users only.
  • Do not list the meeting publicly.
  • Set the meeting entry and exit announcements to Beep + Name. This ensures that you will hear the names of all participants when they enter and leave your meeting. If you hear a beep with no name, ask the new arrival their name immediately.

    Note


    If you are meeting with known participants and want to reduce interruption, set your entry and exit announcements to Silent.


Scheduling a Meeting from the Web

This topic describes how to schedule a meeting from the Cisco Unified MeetingPlace web scheduling interface page.

Before You Begin
  • You cannot schedule a meeting to start more than five minutes in the past. Any meeting set for a past time will be scheduled to start immediately.
  • Make sure that you are on the company network.
  • Know your Cisco Unified MeetingPlace username and password.

Note


If you schedule two meetings to start at the same, you cannot be the meeting host on both of the meetings at the same time. You can only be the host on one of the meetings.


Procedure
    Step 1   Sign in to the Cisco Unified MeetingPlace web scheduling interface.
    Step 2   Select Schedule Meeting.

    The New Meeting page displays.

    Step 3   Enter the meeting details, such as the meeting ID if you want to define your own, date, time, and duration of the meeting.
    Tip   

    We recommend that you always enter your own meeting ID. System-generated meeting IDs may conflict with restricted meeting ID patterns your system administrator has set up.

    Step 4   (Optional) Select Recurrence to make this a recurring meeting and set your recurrence pattern.
    Tip   

    If you are scheduling a monthly meeting and want to ensure that your meetings do not occur on a weekend, select Monthly by Day of Week for your meeting frequency. The meeting will always occur on the same weekday each month. If you select Monthly by Date, one of the monthly meetings could fall on a Saturday or Sunday.

    Step 5   (Optional) If you are scheduling this meeting on behalf of another user, enter the username of that person.
    Note   

    This setting is displayed only if you have permission to schedule on behalf of other users.

    Step 6   (Optional) If you are inviting participants who will be attending from outside your private corporate network, select Yes for the Allow External Web Participants parameter.
    Note   

    This setting is displayed only if your deployment is set up for external access.

    Step 7   Add invitees.
    Step 8   (Optional) Select More Options to modify your meeting options.
    Step 9   When ready, select Schedule.

    The system sends meeting notifications to all invited participants if the system administrator has enabled this feature.


    Troubleshooting Tips

    • If you tried to schedule a recurring meeting, but only a single meeting was scheduled, make sure that you specified a number of occurrences greater than one.
    • If the system is unable to schedule all meetings in your complete recurring meeting chain, it prompts you about the meetings it could not schedule. If this happens, set up individual instances of the meetings that could not be scheduled.
    • To ensure that guest users can access your meeting, confirm that the Who Can Attend Meeting and Access Meeting Recordings fields on the Meeting Preferences page are set to Anyone.

    Scheduling a Meeting on Behalf of Another User

    Users with System administrator or Attendant privileges can schedule meetings on behalf of other users. System default settings, including recording privileges, are taken from the profile of the user for whom the meeting was scheduled.


    Note


    If your organization uses billing codes, the system records your billing code when scheduling the meeting. However, the actual minutes used are recorded in the billing report against the user for whom the meeting was scheduled.


    Before You Begin
    • You must have System administrator or Attendant privileges.
    • You cannot schedule on behalf of inactive users.
    Procedure
      Step 1  


      Example:

      Step 2   Select Schedule Meeting.
      Step 3   For On Behalf of User, enter the Cisco Unified MeetingPlace of the person for whom you are scheduling.
      Step 4   Fill in the meeting details, such as the meeting ID (if you wish to define your own), date, time, length of the meeting, and number of callers.
      Step 5   Complete the meeting information section and invite participants.
      Step 6   Select Schedule.

      The person for whom you are scheduling remains the owner of this meeting. Meeting notifications are sent to users from the conferencing system on behalf of the person for whom you have scheduled.


      Setting Cisco Unified MeetingPlace to Allow Guest Access

      Before You Begin

      You must be the meeting scheduler to set these settings.

      Procedure
        Step 1  
        Step 2   Select Schedule Meeting.
        Step 3   Select More Options on the New Meeting page.
        Step 4   Set the following options:
        Option Setting

        Who can attend

        Anyone

        Access meeting recordings

        Anyone

        Step 5   Select Submit.
        Step 6   Meetings scheduled with these parameters are scheduled as public meetings, which means that they are scheduled without access restrictions.

        Setting the Meeting Extension Announcement

        Cisco Unified MeetingPlace can automatically extend your meetings according to the meeting extension option on the Cisco Unified MeetingPlace Application Server. Turn the announcement of these automatic meeting extensions on or off by completing the following procedure.

        Procedure
          Step 1   Sign in to the Cisco Unified MeetingPlace web scheduling interface.
          Step 2   Select Schedule Meeting.
          Step 3   Select More Options.
          Step 4   Set the Meeting extension.
          Step 5   Select Submit to return to the New Meeting page and continue scheduling your meeting.

          How to Start a Meeting Right Away

          Cisco Unified MeetingPlace has the concepts of reservationless and immediate meetings for meetings that need to start right away. You can initiate a reservationless meeting if your system and user profile are configured to allow it. If they are not, you can schedule an immediate meeting, which allows for a similar behavior and user experience.

          Characteristics of a Reservationless Meeting

          A reservationless meeting is a meeting with a preassigned meeting ID that does not require you to schedule resources in advance.


          Note


          Your conferencing system and user profile must be configured to allow for reservationless meetings for you to access this feature.

          The following settings and behavior are standard in a reservationless meeting.

          • Meeting IDs for reservationless meetings are equal to the profile number of the scheduler.
          • Your meeting options are the default settings for your profile, as determined by your administrator.
          • Anyone can join a reservationless meeting and access its meeting recordings and attachments.
          • Anyone can see the details of a reservationless meeting on the meeting details web page if the system has been configured this way by the system administrator.
          • Participants do not receive a meeting notification.
          • If a participant is already on the phone and starts a reservationless meeting on the web, the web portion of the meeting can be extended for up to 24 hours as long as no one subsequently joins by phone or video. This is because the system assumes that the web portion of the meeting is connected to an audio or video portion that it cannot monitor.
          • If audio or video participants join your reservationless meeting, the meeting will end when the last audio or video participant leaves the meeting, regardless of whether there are web-only participants using the web meeting room at the time. If your reservationless meeting was started from the Cisco WebEx scheduling page, the meeting will end when it is formally ended from the web meeting room.
          • Passwords are not required for meetings that are started from the web. Passwords can be required for meetings that are started from the phone.
          • If enabled by the administrator, when a profiled participant joins a reservationless meeting before the scheduler, the meeting will automatically initiate, or the profiled participant can initiate the meeting by pressing the 3 key on the phone. Otherwise, participants who join a reservationless meeting before the scheduler will wait in a waiting room (where they cannot communicate with each other) until the scheduler arrives.

            Note


            Some settings that govern your reservationless meeting behavior (for example, your entry and exit announcement and name recording) are stored in your user or group profile. Only your administrator can change these settings.


            If you start the meeting, the cost of the meeting may be billed to your department. Contact your system administrator for information.
          Related Information

          Characteristics of an Immediate Meeting

          An immediate meeting is a scheduled impromptu meeting. If your conferencing system or user profile are not configured to allow for reservationless meetings, any meeting that you choose to start right away will be scheduled as an immediate meeting. The following settings and behavior are standard in an immediate meeting.

          • Your meeting options are the default settings for your profile, as determined by your system administrator.
          • You can choose a specific meeting ID or have the system generate one for you randomly.
          • Users have access to the meeting as soon as it is scheduled.
          • Anyone can see the details of an immediate meeting on the meeting details web page if the system has been configured this way by the system administrator.
          • Anyone can access the recording of an immediate meeting if the system has been configured this way by the system administrator.
          • If a participant is already on the phone and starts an immediate meeting on the web, the web portion of the meeting can be extended for up to 24 hours as long as no one subsequently joins by phone or video. This is because the system assumes that the web portion of the meeting is connected to an audio or video portion that it cannot monitor.
          • If you are the meeting scheduler, you will receive a meeting notification for the immediate meeting.

          If you require functionality that is not available through immediate meetings, use the scheduling feature to schedule a meeting that you can configure to begin right away.

          Related Information

          Starting a Meeting from the Web

          Before You Begin
          • You can only start a reservationless meeting if your system administrator has set the following:
            • Your Cisco Unified MeetingPlace Application Server to reservationless mode.
            • Your user profile to Use Reservationless.
          • If you are not set up to start a reservationless meeting, the following procedure will schedule an immediate meeting for you.

          Note


          Video terminals can join reservationless meetings but cannot start them.



          Tip


          If you want to invite users for a reservationless meeting in advance, enter your profile number as your meeting ID and select Schedule Meeting. Edit your meeting information, add your invitees then select Schedule.


          Procedure
            Step 1   Sign in to the Cisco Unified MeetingPlace web scheduling interface.
            Step 2   (Optional)Enter a meeting ID.
            • If you are set up to start a reservationless meeting, enter your profile number in the Meeting ID field or leave it blank. The system will start a reservationless meeting for you with the meeting ID equal to your profile number.
            • If you are not set up to start a reservationless meeting, enter a random meeting ID or leave it blank. The system will schedule an immediate meeting for you.
            Step 3   Select Immediate Meeting.
            Step 4   On the Current Meeting page, select Connect to join the web meeting.
            Step 5   Join the audio portion of your meeting:
            • If you see an Audio Conference window, select a phone number at which you want to receive a call back and then select OK.
            • If you do not see an Audio Conference window, or the system does not call you, dial the call-in number that appears on the Meeting Info tab and follow the instructions that you hear on the phone.
            Step 6   Give invitees the following information so that they can join your meeting:
            • The Cisco Unified MeetingPlace phone number if you are not already in an audio meeting.
            • The meeting ID.

            Troubleshooting Tips

            • If you are unable to dial out to an invited video terminal or other video endpoint, call the dial-in number of the video terminal indicated in the meeting notification or on the Meeting Details page to join the meeting.
            • If your system has been configured for Audio/Video only and you are attending over a video endpoint, you must sign in to the web meeting first, then connect to the video meeting by selecting Connect on the Current Meeting window.

            Rescheduling or Modifying a Meeting

            You can modify any scheduled meeting, including the following recurring meetings:

            • All meetings in the series, if no meetings in the series have occurred.
            • Individual instances that have not yet occurred.
            • All meetings in the series that have not yet occurred.
            • All meetings in the series starting with any instance that has not yet occurred.

            Note


            • Changing the start time or duration for an entire recurring meeting series removes any changes you made to individual instances. For example, if you changed one instance of a recurring meeting series to start at 10 a.m. rather than 9 a.m. then changed the duration of the entire series to 1.5 hours from 1 hour, the meeting that had been moved to start at 10 a.m. is moved back to start at 9 a.m. and will last 1.5 hours long.
            • We recommend that you reschedule your meetings using the same interface that you used to originally schedule the meeting.
              • If you scheduled a meeting from the continue to use the to make any changes to the meeting even if you receive calendar notifications in your Microsoft Outlook. Rescheduling from a different interface may impact your receipt of notifications.
              • If you scheduled a meeting using the Microsoft Outlook or IBM Lotus Notes integrations, use the same interface to reschedule your meeting. You will only be allowed to modify a restricted set of meeting parameters if you try to reschedule the meeting from .

            Before You Begin
            • You must be the owner or scheduler of this meeting. If you are not the owner or scheduler, you must be a delegate of the meeting owner, a system administrator, or attendant.
            • Regardless of who is rescheduling the meeting, meeting settings are inherited from the profile of the meeting owner.
            • You cannot change the frequency of a meeting by completing this procedure. If you need to change the frequency, cancel this meeting and schedule a new one.
            Procedure
              Step 1   Enter the meeting ID of the meeting that you want to change and select Find Meeting.
              Step 2   Modify your parameters on the Find Meetings page.
              Note   

              If you are modifying a recurring meeting, make sure that the date range you enter in your search criteria includes the first date of the series (or part of the series) that you want to change.

              Step 3   Select the meeting ID for the meeting that you want to change.
              Note   

              If the meeting is a recurring meeting, multiple instances of the meeting might appear in the list of found meetings. Make sure that you select the first instance of the series or subseries that you want to modify.

              Step 4   Reschedule the meeting by modifying the fields you want to change on the Future Meeting page.
              Step 5   (Optional) If this is a recurring meeting, select Recurrence and do the following:
              1. Choose to apply your scheduling changes to this occurrence of the meeting only, or to this and all future occurrences of the recurring meeting series.
              2. Select Done.
              Step 6   Select Update.

              A new confirmation appears with the updated meeting information.


              Troubleshooting Tips

              • The system automatically sends updated meeting invitations if the start time, meeting ID, password, or list of invitees changes. No other changes generate a notification.
              • When removing invited video terminals from a previously scheduled meeting, the terminal status (displayed after the terminal name in the invited terminals list) changes from [OK] to [To Be Deleted] until you select Update to reschedule your meeting.

              Copying a Meeting

              If a meeting that you have scheduled has similar properties to a meeting you want to schedule, use the Copy Meeting button to schedule an identical meeting for another date and time.

              Before You Begin

              You can only copy meetings that you have scheduled.

              Procedure
                Step 1  


                Example:

                Step 2   Enter the ID of the meeting that you want to copy.
                Step 3   Select Find Meeting.
                Step 4   Modify any parameters on the Find Meetings page.
                Step 5   Select Search.
                Step 6   In the search results, select the meeting ID for your meeting to access the Meeting page.
                Step 7   Select Copy Meeting.

                A New Meeting page displays with the copied meeting information.

                Step 8   Change the date and time of the new meeting, as needed.
                Step 9   (Optional) Add or delete participants.
                Step 10   Select Schedule.

                Related Information

                Deleting a Meeting

                You can delete any scheduled meeting that has not yet started. If the meeting is recurring, you can delete the following:

                • The entire series, if no meetings in the series have occurred.
                • Individual instances that have not yet occurred.
                • All meetings in the series that have not yet occurred.
                • All meetings in the series starting with any instance that has not yet occurred.

                Only meeting schedulers and system administrators can delete meetings. After a meeting is deleted, invitees receive a notification that the meeting was canceled.

                Before You Begin
                • You must be the owner or scheduler of this meeting. If you are not the owner or scheduler, you must be a delegate of the meeting owner, a system administrator, or attendant.
                • Make sure that you are on the company network.
                Procedure
                  Step 1  
                  Step 2   Enter the meeting ID of the meeting that you want to delete then select Find Meeting.
                  Step 3   Modify your parameters on the Find Meetings page.
                  • Select Future.
                  • Enter the time and date.
                  Tip   

                  If the Future Meetings list does not automatically update, select Search.

                  Step 4   Select the meeting ID for the meeting that you want to delete.
                  Note   

                  If the meeting is a recurring meeting, multiple instances may be included in the list of found meetings. Make sure that you select the first instance of the series or subseries that you want to delete.

                  Step 5   Select Delete Meeting.
                  Step 6   (Optional) If you are deleting a recurring meeting, choose which meetings you want to delete.
                  Step 7   Select OK when asked to confirm.