Configuration Guide for Cisco Unified MeetingPlace Release 8.6
Monitoring Active Meetings
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Monitoring Active Meetings in MeetingPlace Conference Manager

Table Of Contents

Monitoring Active Meetings in MeetingPlace Conference Manager

Finding a Summary of an Active Meeting

Adding an Invited User to an Active Meeting

Adding a Profiled User to an Active Meeting

Adding a Guest User to an Active Meeting

Controlling an Active Meeting

Muting Participants During a Meeting

Changing the Status of a Participant During a Meeting

Moving Participants During a Meeting

Renaming a Breakout Room

Finding a Participant in the Participant List

Viewing an Event Log for a Meeting


Monitoring Active Meetings in MeetingPlace Conference Manager


The Meetings window allows you to monitor meetings in real-time, as well as perform various actions related to that meeting. You can monitor several meetings at once. Each meeting is revealed in tab view.

Cisco Unified MeetingPlace Release 8.6 supports a maximum of 60 simultaneous Conference Manager sessions as follows:

In WebEx-scheduling deployments, a maximum of 60 simultaneous sessions are supported for monitoring or in-session activities only.

In MeetingPlace-scheduling deployments, a maximum of 20 sessions can be actively involved with scheduling, rescheduling, and canceling meeting operations. All other sessions, up to the maximum of 60, can be involved with monitoring or in-session activities.


Note You must have either System Manager or Attendant privileges to use MeetingPlace Conference Manager.


Topics in this section include:

Finding a Summary of an Active Meeting

Adding a Profiled User to an Active Meeting

Adding a Guest User to an Active Meeting

Controlling an Active Meeting

Muting Participants During a Meeting

Changing the Status of a Participant During a Meeting

Moving Participants During a Meeting

Renaming a Breakout Room

Finding a Participant in the Participant List

Viewing an Event Log for a Meeting

Finding a Summary of an Active Meeting

Each meeting details page includes meeting summary information including the name of the scheduler, the start time, whether a password is required and so on. Complete this task to locate the summary information for a meeting.

Before You Begin

You must have either System Manager or Attendant privileges.

Procedure


Step 1 From the Search For Meeting page, select the meeting that you want to view.

Step 2 Select Monitor Meeting.

A Meetings window displays with the selected meeting in tab view.

Step 3 Look at the right pane of the Meetings window.

Step 4 If it is not already displayed, select the Meeting Summary tab.



Tip If your system is configured for WebEx-scheduling, you can find information about the web meeting by clicking the Go To Web Meeting Page button.


Adding an Invited User to an Active Meeting

Before You Begin

This task supports systems configured for MeetingPlace-managed or audio-only. Systems configured for WebEx-driven user management do not display lists of invitees.

You must have either System Manager or Attendant privileges.

Procedure


Step 1 From the Search For Meeting page, select the meeting that you want to view.

Step 2 Select Monitor Meeting.

A Meetings window displays with the selected meeting in tab view.

Step 3 Select one invitee from the invitees table in the left pane.

Step 4 Right-click the selected invitee to open the context menu.

Step 5 Select Call invitee.

Step 6 (Optional) Enter the phone number of the invitee.

Step 7 Select Call.



Note Users who are connected to their audio or video meeting from MeetingPlace Conference Manager are identified in the Participant list by their name. When users join an audio or video meeting by dialing out from the Cisco WebEx web meeting room, the following occurs:

Conference Manager displays the full name of any participants who are dialed out from the web meeting room. The name of the participant is displayed in the same format as seen in the WebEx meeting room.


Adding a Profiled User to an Active Meeting

The Add Participant tab allows you to quickly add profiled users to a meeting that is currently active by calling out to their phones.You can either search for profiled users or enter a phone number if the user does not have a phone number stored as part of their profile.

Before You Begin

You must have either System Manager or Attendant privileges.

Procedure


Step 1 From the Search For Meeting page, select the meeting that you want to view.

Step 2 Select Monitor Meeting.

A Meetings window displays with the selected meeting in tab view.

Step 3 Look at the right pane of the Meetings window.

Step 4 If it is not already displayed, select the Add Participant tab.

Step 5 Enter one or more search parameters.

Step 6 Select Search.

Search results are displayed in a list.

Step 7 Add the user to the meeting:

Drag and drop the user in to the Main Room in the left pane

or

Enter a phone number for the user and select Call.

The system calls the user so that the user can join the meeting. When the user joins, the user is displayed in both the Conference Manager roster and the web meeting room.



Note Users who are connected to their audio or video meeting from MeetingPlace Conference Manager are identified in the Participant list by their name. When users join an audio or video meeting by dialing out from the Cisco WebEx web meeting room, the following occurs:

Conference Manager displays the full name of any participants who are dialed out from the web meeting room. The name of the participant is displayed in the same format as seen in the WebEx meeting room.


Adding a Guest User to an Active Meeting

The Add Participant tab allows you to quickly add guest users to a meeting that is currently active by calling out to their phones.

Before You Begin

You must have either System Manager or Attendant privileges.

Procedure


Step 1 From the Search For Meeting page, select the meeting that you want to view.

Step 2 Select Monitor Meeting.

A Meetings window displays with the selected meeting in tab view.

Step 3 Look at the right pane of the Meetings window.

Step 4 If it is not already displayed, select the Add Participant tab.

Step 5 Select Guest in the lower-right part of the screen.

Step 6 Enter the name of the guest user for User ID.

Step 7 Enter the phone number of the guest user.

Step 8 Select Call.



Note Users who are connected to their audio or video meeting from MeetingPlace Conference Manager are identified in the Participant list by their name. When users join an audio or video meeting by dialing out from the Cisco WebEx web meeting room, the following occurs:

Conference Manager displays the full name of any participants who are dialed out from the web meeting room. The name of the participant is displayed in the same format as seen in the WebEx meeting room.


Controlling an Active Meeting

While a meeting is active, you can control meeting behavior such as locking or unlocking the meeting, starting or stopping recording. You can also end the meeting.

Before you Begin

You must have either System Manager or Attendant privileges.

This task assumes that you are viewing the meeting details page for the meeting that you are monitoring. See the "Finding a Summary of an Active Meeting" section for instructions.

All of the buttons mentioned in this task are located on the bottom of the Meetings window.

Procedure

To
Do This

Start recording the meeting.

Note Applies to systems that are configured for MeetingPlace scheduling or audio-only. If the system is configured for WebEx-scheduling, users must start recording from the web meeting room.

Select Start Recording.

Stop recording the meeting.

Select Stop Recording. This button only displays if you are currently recording the meeting.

Prevent new users from joining the audio meeting.

Select Lock Meeting.

(WebEx-scheduling deployment) Locking a meeting locks the audio component only. New participants can still join the web meeting.

(MeetingPlace-scheduling or audio-only deployment) Locking a meeting locks both the audio and web components.

Unlock the meeting.

Select Unlock Meeting. This button only displays if the meeting is currently locked.

End the meeting.

Select End Meeting. This closes all components of the meeting: audio, video, and web.


Muting Participants During a Meeting

You can choose to mute one of a number of participants during a meeting so that sound cannot be hears from their phone or video endpoints.

Before You Begin

You must have either System Manager or Attendant privileges.

This task assumes that you are viewing the meeting details page for the meeting that you are monitoring.

Keep these tips in mind:

Sort the list of participants by selecting the Participant column.

To choose multiple participants, press the Ctrl key as you select the names. To choose a contiguous group of participants, select the first name, press the Shift key, then select the last name to automatically choose all of the participants in between.

You can also modify participant abilities by right-clicking on the participant name or telephone number display.

Users can mute themselves by pressing #5 on their phones.

Procedure


Step 1 Select the entry of the participant that you want to affect.

Step 2 Complete one of these actions:

To
Do This

Mute a participant.

Select Mute.

Unmute a participant.

Select More > Unmute.

Mute most participants.

Select More > Mute All Except Selected.



Changing the Status of a Participant During a Meeting

Complete this task to rename participants during a meeting, change their speaking status, or remove them from the meeting.

Before You Begin

This task supports deployments configured for MeetingPlace-managed or audio-only. Web participants are not displayed in Conference Manager if the deployment is configured for WebEx-driven user management.

You must have either System Manager or Attendant privileges.

This task assumes that you are viewing the meeting details page for the meeting that you are monitoring.

Keep these tips in mind:

Sort the list of participants by selecting the Participant column.

You can also modify participant abilities by right-clicking on the participant name.

You cannot control the web meeting through MeetingPlace Conference Manager. Any changes that you make to the status of a participant during a meeting affects the audio component only.

If you joined the audio meeting with the same profile information as what you used to sign into Conference Manager you can choose to hear the recorded name of an audio participant by right-clicking the participant's name and selecting Voice Identification.

Procedure


Step 1 Select the name of the participant that you want to affect.

Step 2 Complete one of these actions:

To
Do This

Rename a participant.

Enter a new name in the Rename field then select Rename.

Note Renaming a participant does not affect the display in the web meeting room. The updated name is only visible in Conference Manager.

Remove a participant from the audio meeting.

Select More > Eject.

Confirm the action when prompted by selecting Yes.

Note Since you cannot control the web component of a meeting through Conference Manager, completing this action will not eject participants from the web meeting.


Moving Participants During a Meeting

Complete this task to move participants from the waiting room to the main room or to a breakout room and back during a meeting. You can see which participants are in which room by selecting the room number in the Meetings window.

The room number displays as M for Main room, W for Waiting room, and 1-9 for each breakout room. There is no limitation to the number of participants in a breakout room. Any of the nine breakout rooms can be renamed to something more meaningful. The new name applies to one meeting only and is not carried over to other meetings.


Tip Sort the list of participants by selecting the Participant column. You can also move selected participants among rooms by dragging and dropping them to their destination rooms. A destination room must be visible in the Meetings window before you can use the drag and drop feature.


Before You Begin

You must have either System Manager or Attendant privileges.

This task assumes that you are viewing the meeting details page for the meeting that you are monitoring.

Keep these tips in mind:

Sort the list of participants by selecting the Participant column.

To choose multiple participants, press the Ctrl key as you select the names. To choose a contiguous group of participants, select the first name, press the Shift key, then select the last name to automatically choose all of the participants in between.

You can also modify participant abilities by right-clicking on the participant name.

Users can move themselves to a breakout room by pressing #1 on their phones followed by the number of their breakout room.

Procedure


Step 1 Select the name of the participant that you want to affect.

Step 2 Complete one of these actions:

To
Do This

Move a participant to a breakout session.

Select More > Move to room then choose the breakout room.


Note Breakout rooms are audio only. When you move participants to a breakout room, their names will still display in the main Cisco WebEx web meeting room.


Return a participant to the main meeting.

Select More > Move to room > Main Room.



Renaming a Breakout Room

Before You Begin

You must have either System Manager or Attendant privileges.

This task assumes that you are viewing the meeting details page for the meeting that you are monitoring.

Procedure


Step 1 From the bottom of the Meetings window, select Rename room then select the breakout room that you want to rename.

Rename breakout room window displays.

Step 2 Enter a new name for the room and click OK.


Finding a Participant in the Participant List

Before you Begin

This task supports systems configured for MeetingPlace-scheduling or audio-only. Systems configured for WebEx-scheduling do not display the names of participants in the Participant list.

You must have either System Manager or Attendant privileges.

This task assumes that you are viewing the meeting details page for the meeting that you are monitoring.

Since MeetingPlace Conference Manager cannot control the web meeting, the names of participants who leave a Cisco WebEx meeting will still display.

Procedure

If
Do This

You know the name of the participant you are looking for.

Enter part of the name in the "Name begins with" field.

You do not know the name of the participant you are looking for.

Sort the Participant column by selecting the column heading then scroll through the list.


Viewing an Event Log for a Meeting

You can view a log of events that are taking place during a meeting. Examples of meeting events are when a user joins, leaves, or is renamed, and when a meeting recording is started or stopped.

As an attendant, you can save the events log locally to your file system.


Note In Cisco Unified MeetingPlace Release 8.6, by default event logs which contain information about user joining and leaving meetings is disabled. When this option is enabled by selecting Enable User Join/Leave Log, the message, "If there are more than 200 users joining this meeting, enabling this option will cause performance issued on the Cisco Unified Communications Manager."


Before You Begin

You must have either System Manager or Attendant privileges.

This task assumes that you are viewing the meeting details page for the meeting that you are monitoring.

Procedure

To
Do This

View the event log.

Select the Event Log tab.

Erase the list of logged events.

Select Clear Log.

Save the events log to your local system.

Select Save Log.

Enable users to join or leave event logs.

Select Enable Loin/Leave Logs.