User Guide for Cisco Unified MeetingPlace Release 8.0
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Field Reference: Meeting Scheduling Page

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

Field

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.

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.

Note   

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 configured.

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.

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 administrator 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.

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.

Invite video terminals

An optional checkbox that allows you to invite video terminals to your meeting.
Note   

As the scheduler of a Cisco Unified MeetingPlace meeting, you will only see the Invite video terminals checkbox if your Video Usage profile is set to Can attend + host video meetings.

Field Reference: Meeting Recurrence Options

You can find these options by selecting 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.

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

Note   

If you schedule a continuous meeting and set Call all invitees when first person joins to Yes, any users who have already joined the meeting by dialing out from the web meeting room may receive a second call from the Cisco Unified MeetingPlace system. Users may ignore the second call since they are already in the voice meeting.

Field Reference: More Scheduling Options

These fields determine the business rules of the specific meeting you are scheduling. You can find these options by selecting 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

Enter a description of your meeting.

Who can attend

Select 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 portions 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 portions 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

Check this option to display this meeting 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 option, 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 administrators to schedule maintenance meetings.

Audio and video conferencing options

Entry announcement

Select an option to indicate 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

Select an option to indicate 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 announcement

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

Meeting extension announcements

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

Access meeting recordings

Select an option to determine who can access the recordings associated with the meeting.


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

  • Anyone—Access is completely unrestricted. Anyone, including guest users, can access recordings 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.

Notification Options

Enabled for meeting

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

Send if meeting changes

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

Include Invitee List When Scheduled From Web

Select Yes to include invitee names in notifications.

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 alphabetic 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 Tasks

Field Reference: Account Basics Page


Note


Not all fields are described in the following table.


Field

Description

Personal Information

Time Zone

Select your time zone. This information is used to configure your scheduling and notification activities.

Language

Select your meeting language. This setting is used to determine your default language when you sign in to the web conferencing system.

Billing code

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

User ID of Delegate

Enter the user ID of the person who is permitted to complete certain actions on your behalf. This includes rescheduling, viewing, deleting, and ending your meetings.

Note   

A delegate cannot schedule meetings on your behalf. Only users with System administrator or Attendant privileges can schedule meetings for other users. To assign someone as your delegate, contact your system administrator.

Attend Settings

Phone Number

Enter 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

Enter an alternate number that can be 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.

Pager Type

Select the type of pager service you use.


  • Direct dial—Pager is reached directly by dialing a phone number.

  • Non-direct dial—Pager is reached by dialing a phone number and entering a PIN that specifically identifies the pager.

Pager Number

Enter 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

Select 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.

Note   

If you set this parameter to Find Me, the system will attempt to call you whenever you are expected to join a meeting. If you have already joined a meeting by dialing out from the web meeting room, this may result in the receipt of a second call from the Cisco Unified MeetingPlace system. Ignore the second call since you are already in the voice meeting.

Ways to Find Me

Select the order in which the system will dial your main, alternate, and pager numbers.

Receiving Notifications

E-Mail Address

Enter your email address. This setting can either be your full Internet email address (for example, UserName@CompanyName.com) or your email alias (for example, John Smith).

Related Concepts

Field Reference: Meeting Preferences Page

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


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

Entry Announcement

Select an option to indicate 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.

Departure announcement

Select an option to indicate 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 announcement

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

Meeting extension announcements

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

Meeting entry mode

Select an option to indicate 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

Select which type of meeting you will schedule by default. Meeting categories are preconfigured by your system administrator.

Default Video Format

Select which video format you will use by default. Video formats are preconfigured by the system administrator. Users attending your meetings will, at a minimum, have to match your selected video format in order to attend your meetings with video.

Meeting Security

Allow external web participants

Select an option to indicate whether participants outside of the corporate firewall will be able to access your web meeting.


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

  • No—This schedules your meetings on an internal web server and 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

Select Yes to require a password for all of your meetings. Otherwise, select No or Group Default.

Note   

If you select Yes, you must enter a password when you schedule meetings.

Who May Skip Password

Select an option to indicate who does not have to enter a password to join your meeting.


  • MeetingPlace Profile Users—Any profiled user can skip entering the password when joining your meeting.

  • Invited Profile Users—Only profiled users who are invited to your meeting can skip entering the password when joining your meeting.

Publicly Listed Meeting

Select an option to indicate whether this meeting will be displayed on the Find Meetings page when users search for public meetings.


  • Yes—Your meetings are displayed for all users.

  • No—Your meetings are displayed only to meeting invitees.

Who Can Attend Meeting

Select an option to indicate who can attend your meetings:


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

  • MeetingPlace Profile Users—All portions 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 portions 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 Recordings

Access Meeting Recordings

Select an option to indicate who can access recordings from your meetings.


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

  • Anyone—Access is completely unrestricted. Anyone, including guest users, can access recordings associated with this meeting.

  • MeetingPlace Profile Users—Recordings are accessible to any users who sign in by using their Cisco Unified MeetingPlace user ID and password.

  • Invited Profile Users—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.

Place a Call Settings

Ask for PIN

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

Notification Options

Send for Meeting

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

Notification Priority

Select the importance of meeting notifications.

Send if Meeting Changes

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

Include Invitee List When Scheduled From Web

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

Include Meeting Password

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