User Guide for Cisco Unified MeetingPlace Release 7.0 - Controlling Who Is In Your Cisco Unified MeetingPlace Meeting [Cisco Unified MeetingPlace]

Table Of Contents

Controlling Who Is In Your Cisco Unified MeetingPlace Meeting

How to Lock Your Meeting

Tips About Locking Your Meeting

Locking a Meeting from the Web Meeting Room

Changing the Locked Meeting Message and Options

Locking a Meeting by Using Your Cisco Unified IP Phone

Handling Requests for Entry to a Locked Meeting

How to Remove Participants from Your Meeting

Removing Participants from the Web Meeting Room

Using Your Cisco Unified IP Phone to Remove a Participant

Controlling Who Is In Your Cisco Unified MeetingPlace Meeting

Release: 7.0

Revision Date: May 26, 2010 5:56 pm

•How to Lock Your Meeting

•How to Remove Participants from Your Meeting

How to Lock Your Meeting

If you are in a Cisco Unified MeetingPlace or Cisco WebEx web meeting room, you can control access to the meeting that is in progress by locking it. After you lock the meeting, subsequent arrivals are prevented from entering the meeting, or must request permission to enter.

Note As the meeting scheduler, you can lock a meeting so that no new users can attend. However, the meeting will automatically unlock when the last audio participant disconnects in order to prevent the meeting from becoming inaccessible to all audio participants.

•Tips About Locking Your Meeting

•Locking a Meeting from the Web Meeting Room

•Changing the Locked Meeting Message and Options

•Locking a Meeting by Using Your Cisco Unified IP Phone

•Handling Requests for Entry to a Locked Meeting

Tips About Locking Your Meeting

In most cases, locking a meeting through any method applies to all meeting components: audio, video and web. The following list describes the exceptions.

•If you lock the meeting from inside the Cisco Unified MeetingPlace web meeting room before anyone has joined the voice or video meeting, only the web meeting is locked. You will have to unlock and relock the meeting after someone has joined the voice or video meeting.

•You cannot prevent people from requesting entry to the voice meeting.

•Because a breakout session is an audio feature, you cannot lock it from within the web meeting room.

•Users in a breakout session are unable to hear when a meeting is locked since the "meeting is locked" prompt does not play inside breakout rooms. If it is important for users to know that a meeting is locked, make sure to inform them when they return to the main meeting.

•If you lock the meeting by using your telephone or your Cisco Unified IP Phone, you cannot prevent people from requesting entry. You also cannot specify the message that new arrivals hear or see when they attempt to join the meeting.

You can mix and match the methods you use to perform various actions, as long as the method you use can perform the feature that you want to use. For example, you can use the feature in the web meeting room to lock the meeting, and admit participants by using your telephone keypad.

Note You cannot lock a Cisco WebEx web meeting from the phone. To lock a Cisco WebEx meeting, use the lock feature available in the Cisco WebEx web meeting room.

Locking a Meeting from the Web Meeting Room

At any time during a meeting, the meeting moderator can lock it to restrict further access. This feature locks both the voice and web meetings from all users. After a meeting is locked, users can request entry by phone or by attempting to join the meeting from the web.

Tip You can also lock your meeting by pressing #41 on your telephone keypad.

Before You Begin

•You must be a moderator.

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

Procedure

Step 1 Click Meeting > Lock Meeting.

Step 2 Perform one of the following substeps:

•Check Incoming participants can request entry to selectively admit participants. You will see a message on your screen when a participant requests entry.

•Uncheck Incoming participants can request entry.

New participants cannot request entry to the web meeting until you unlock the meeting. However, participants entering the voice meeting can still request entry.

Step 3 (Optional) Click Set As Default Message to modify the default message that new arrivals will see.

Step 4 Click OK.

Troubleshooting Tip

If your meeting is currently locked, choose Meeting > Lock Meeting again to unlock it.

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.

Changing the Locked Meeting Message and Options

When people try to join a web meeting that is locked, they see a message that you can specify. You can also specify whether or not to allow new arrivals to request entry to the meeting.

Before You Begin

•You must be the person who locked the meeting.

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

Procedure

Step 1 Locate the menu bar.

Step 2 Roll your mouse over .

Step 3 Click the appropriate link:

•Allow or disallow new arrivals to request entry.

•Change the message that new arrivals see.

•Unlock the meeting to remove the entry restriction.

Locking a Meeting by Using Your Cisco Unified IP Phone

Before You Begin

•You must install Cisco Unified MeetingPlace PhoneView on your Cisco Unified IP Phone.

•You must be the meeting owner.

•Complete the tasks that are described in Viewing Meeting Details On Your Cisco Unified IP Phone in the Using PhoneView With Cisco Unified MeetingPlace module.

Procedure

Step 1 Press the Lock softkey.

If you do not see a Lock softkey, press more.

Step 2 Read the screen.

Step 3 Press Lock again.

Troubleshooting Tip

If your meeting is currently locked, press the Unlock softkey again to unlock it.

Related Topic

•Handling Requests for Entry to a Locked Meeting.

Handling Requests for Entry to a Locked Meeting

A person who dials in to a meeting that is locked can request entry to the meeting. You can accept or deny that request from the telephone and the Cisco Unified MeetingPlace web meeting room.

•From the telephone, if you do not want to admit the person who is requesting entry simply ignore the request.

•To admit the person from your telephone keypad, press #42 and follow any prompts that you hear.

•From the web meeting room, you will see entry requests at the top and bottom of your web meeting room window.

Before You Begin

You must be the person who locked the meeting.

Procedure

Step 1 When you see an entry request , perform one of the following actions:

•Click the arrows in your notification to view the names of the people who are requesting entry.

•Click Accept to admit a person into the meeting.

•Click Decline to deny entry and notify the requestor.

•Click the X in the top corner to close a notification and decline the request.

Step 2 Choose Meeting > Lock Meeting from the web meeting room menu bar to Unlock the meeting and admit all new arrivals.

Troubleshooting Tip

If you installed the Cisco Unified Presenter Add-in, multiple entry request notifications stack up at the bottom of your screen. You can respond to each individually.

Related Topics

•Installing the Cisco Unified Presenter Add-in in the Sharing a Screen, Documents or Whiteboard in Cisco Unified MeetingPlace module

•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

How to Remove Participants from Your Meeting

Besides locking your meeting to prevent future access, you can also remove participants who are already in your meeting.

•Removing Participants from the Web Meeting Room

•Using Your Cisco Unified IP Phone to Remove a Participant

Removing Participants from the Web Meeting Room

Removing a participant from the web meeting room removes that participant from all components of the meeting unless the participant dialed in separately to join the audio or video component. In this case, the participant might appear twice in the participant list, and you must remove each instance of that participant separately.

Tip Remove the most recent person who joined by pressing #43 on your telephone keypad.

Before You Begin

•You must be a moderator.

•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 you want to remove.

•Windows users: Press Ctrl on your keyboard then click to select multiple participants.

•Mac users: Press command on your keyboard then click to select multiple participants.

Note Make sure that you have selected all instances of the participant that you want to remove because participants can appear as separate web participants and audio or video participants.

Step 3 Click > Remove Selected User.

Step 4 (Optional) Lock the meeting to prevent the removed participant from reentering the meeting.

Related Topic

•How to Lock Your Meeting

Using Your Cisco Unified IP Phone to Remove a Participant

Before You Begin

•You must install Cisco Unified MeetingPlace PhoneView on your Cisco Unified IP Phone.

•You must be the meeting owner.

•See Viewing Participant Lists and Details On Your Cisco Unified IP Phone in the Using PhoneView With Cisco Unified MeetingPlace module for instructions about the participant you want to remove.

Procedure

Step 1 Press the Drop softkey.

Step 2 Read the message that displays on the phone screen.

Step 3 Press Close to return to the roster.

Step 4 (Optional) Lock the meeting to prevent the participant who you removed from re-entering the meeting.

Related Topic

•How to Lock Your Meeting

	User Guide for Cisco Unified MeetingPlace Release 7.0
	Controlling Who Is In Your Cisco Unified MeetingPlace Meeting
User Guide for Cisco Unified MeetingPlace Release 7.0 Using Cisco Unified MeetingPlace Web Conferencing Welcome to Cisco Unified MeetingPlace Web Conferencing Scheduling a Cisco Unified MeetingPlace Meeting Finding a Cisco Unified MeetingPlace Meeting Inviting Participants to a Cisco Unified MeetingPlace Meeting Joining a Cisco Unified MeetingPlace Meeting Working with Meeting Attachments Changing Your Account Basics Changing Your Meeting Preferences Controlling Your Personal Cisco Unified MeetingPlace Meeting Experience Controlling Who Is In Your Cisco Unified MeetingPlace Meeting Creating and Modifying Meeting Templates and Layouts Extending or Ending Your Cisco Unified MeetingPlace Meeting Managing Polls in Cisco Unified MeetingPlace Managing the Cisco Unified MeetingPlace Web Meeting Room Connection Managing Your Cisco Unified MeetingPlace Meeting Sharing a Screen, Documents or Whiteboard in Cisco Unified MeetingPlace Recording a Cisco Unified MeetingPlace Meeting Sending Messages in the Cisco Unified MeetingPlace Web Meeting Using Cisco Unified MeetingPlace Phone View References Glossary Using Cisco Unified MeetingPlace for Outlook Cisco Unified MeetingPlace for Outlook Using Cisco Unified MeetingPlace for Lotus Notes Cisco Unified MeetingPlace for IBM Lotus Notes	Download this chapter Controlling Who Is In Your Cisco Unified MeetingPlace Meeting Feedback Table Of Contents Controlling Who Is In Your Cisco Unified MeetingPlace Meeting How to Lock Your Meeting Tips About Locking Your Meeting Locking a Meeting from the Web Meeting Room Changing the Locked Meeting Message and Options Locking a Meeting by Using Your Cisco Unified IP Phone Handling Requests for Entry to a Locked Meeting How to Remove Participants from Your Meeting Removing Participants from the Web Meeting Room Using Your Cisco Unified IP Phone to Remove a Participant Controlling Who Is In Your Cisco Unified MeetingPlace Meeting Release: 7.0 Revision Date: May 26, 2010 5:56 pm •How to Lock Your Meeting •How to Remove Participants from Your Meeting How to Lock Your Meeting If you are in a Cisco Unified MeetingPlace or Cisco WebEx web meeting room, you can control access to the meeting that is in progress by locking it. After you lock the meeting, subsequent arrivals are prevented from entering the meeting, or must request permission to enter. Note As the meeting scheduler, you can lock a meeting so that no new users can attend. However, the meeting will automatically unlock when the last audio participant disconnects in order to prevent the meeting from becoming inaccessible to all audio participants. •Tips About Locking Your Meeting •Locking a Meeting from the Web Meeting Room •Changing the Locked Meeting Message and Options •Locking a Meeting by Using Your Cisco Unified IP Phone •Handling Requests for Entry to a Locked Meeting Tips About Locking Your Meeting In most cases, locking a meeting through any method applies to all meeting components: audio, video and web. The following list describes the exceptions. •If you lock the meeting from inside the Cisco Unified MeetingPlace web meeting room before anyone has joined the voice or video meeting, only the web meeting is locked. You will have to unlock and relock the meeting after someone has joined the voice or video meeting. •You cannot prevent people from requesting entry to the voice meeting. •Because a breakout session is an audio feature, you cannot lock it from within the web meeting room. •Users in a breakout session are unable to hear when a meeting is locked since the "meeting is locked" prompt does not play inside breakout rooms. If it is important for users to know that a meeting is locked, make sure to inform them when they return to the main meeting. •If you lock the meeting by using your telephone or your Cisco Unified IP Phone, you cannot prevent people from requesting entry. You also cannot specify the message that new arrivals hear or see when they attempt to join the meeting. You can mix and match the methods you use to perform various actions, as long as the method you use can perform the feature that you want to use. For example, you can use the feature in the web meeting room to lock the meeting, and admit participants by using your telephone keypad. Note You cannot lock a Cisco WebEx web meeting from the phone. To lock a Cisco WebEx meeting, use the lock feature available in the Cisco WebEx web meeting room. Locking a Meeting from the Web Meeting Room At any time during a meeting, the meeting moderator can lock it to restrict further access. This feature locks both the voice and web meetings from all users. After a meeting is locked, users can request entry by phone or by attempting to join the meeting from the web. Tip You can also lock your meeting by pressing #41 on your telephone keypad. Before You Begin •You must be a moderator. •You must be in the Cisco Unified MeetingPlace web meeting room. Procedure Step 1 Click Meeting > Lock Meeting. Step 2 Perform one of the following substeps: •Check Incoming participants can request entry to selectively admit participants. You will see a message on your screen when a participant requests entry. •Uncheck Incoming participants can request entry. New participants cannot request entry to the web meeting until you unlock the meeting. However, participants entering the voice meeting can still request entry. Step 3 (Optional) Click Set As Default Message to modify the default message that new arrivals will see. Step 4 Click OK. Troubleshooting Tip If your meeting is currently locked, choose Meeting > Lock Meeting again to unlock it. 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. Changing the Locked Meeting Message and Options When people try to join a web meeting that is locked, they see a message that you can specify. You can also specify whether or not to allow new arrivals to request entry to the meeting. Before You Begin •You must be the person who locked the meeting. •You must be in the Cisco Unified MeetingPlace web meeting room. Procedure Step 1 Locate the menu bar. Step 2 Roll your mouse over . Step 3 Click the appropriate link: •Allow or disallow new arrivals to request entry. •Change the message that new arrivals see. •Unlock the meeting to remove the entry restriction. Locking a Meeting by Using Your Cisco Unified IP Phone Before You Begin •You must install Cisco Unified MeetingPlace PhoneView on your Cisco Unified IP Phone. •You must be the meeting owner. •Complete the tasks that are described in Viewing Meeting Details On Your Cisco Unified IP Phone in the Using PhoneView With Cisco Unified MeetingPlace module. Procedure Step 1 Press the Lock softkey. If you do not see a Lock softkey, press more. Step 2 Read the screen. Step 3 Press Lock again. Troubleshooting Tip If your meeting is currently locked, press the Unlock softkey again to unlock it. Related Topic •Handling Requests for Entry to a Locked Meeting. Handling Requests for Entry to a Locked Meeting A person who dials in to a meeting that is locked can request entry to the meeting. You can accept or deny that request from the telephone and the Cisco Unified MeetingPlace web meeting room. •From the telephone, if you do not want to admit the person who is requesting entry simply ignore the request. •To admit the person from your telephone keypad, press #42 and follow any prompts that you hear. •From the web meeting room, you will see entry requests at the top and bottom of your web meeting room window. Before You Begin You must be the person who locked the meeting. Procedure Step 1 When you see an entry request , perform one of the following actions: •Click the arrows in your notification to view the names of the people who are requesting entry. •Click Accept to admit a person into the meeting. •Click Decline to deny entry and notify the requestor. •Click the X in the top corner to close a notification and decline the request. Step 2 Choose Meeting > Lock Meeting from the web meeting room menu bar to Unlock the meeting and admit all new arrivals. Troubleshooting Tip If you installed the Cisco Unified Presenter Add-in, multiple entry request notifications stack up at the bottom of your screen. You can respond to each individually. Related Topics •Installing the Cisco Unified Presenter Add-in in the Sharing a Screen, Documents or Whiteboard in Cisco Unified MeetingPlace module •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 How to Remove Participants from Your Meeting Besides locking your meeting to prevent future access, you can also remove participants who are already in your meeting. •Removing Participants from the Web Meeting Room •Using Your Cisco Unified IP Phone to Remove a Participant Removing Participants from the Web Meeting Room Removing a participant from the web meeting room removes that participant from all components of the meeting unless the participant dialed in separately to join the audio or video component. In this case, the participant might appear twice in the participant list, and you must remove each instance of that participant separately. Tip Remove the most recent person who joined by pressing #43 on your telephone keypad. Before You Begin •You must be a moderator. •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 you want to remove. •Windows users: Press Ctrl on your keyboard then click to select multiple participants. •Mac users: Press command on your keyboard then click to select multiple participants. Note Make sure that you have selected all instances of the participant that you want to remove because participants can appear as separate web participants and audio or video participants. Step 3 Click > Remove Selected User. Step 4 (Optional) Lock the meeting to prevent the removed participant from reentering the meeting. Related Topic •How to Lock Your Meeting Using Your Cisco Unified IP Phone to Remove a Participant Before You Begin •You must install Cisco Unified MeetingPlace PhoneView on your Cisco Unified IP Phone. •You must be the meeting owner. •See Viewing Participant Lists and Details On Your Cisco Unified IP Phone in the Using PhoneView With Cisco Unified MeetingPlace module for instructions about the participant you want to remove. Procedure Step 1 Press the Drop softkey. Step 2 Read the message that displays on the phone screen. Step 3 Press Close to return to the roster. Step 4 (Optional) Lock the meeting to prevent the participant who you removed from re-entering the meeting. Related Topic •How to Lock Your Meeting
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