Scheduling CMR Hybrid meetings
If your administrator has turned on the TelePresence integration
for your WebEx site, you can schedule CMR Hybrid (WebEx-enabled TelePresence)
meetings with Microsoft Outlook for Windows. This option is only available for
sites with TelePresence integration turned on. Once this option has been turned
on, you may have to upgrade your Productivity Tools, exit Outlook, and then
Outlook again in order to see the new interface.Starting in WBS29, the Allow
people to join using WebEx option in the Meeting Options dialog box for a CMR
Hybrid meeting is no longer "sticky"-that is, it does not stay checked if was
checked for a previous meeting. If you want to allow users to join using WebEx,
you must check this box again for each CMR Hybrid meeting.
When you schedule a WebEx meeting with Outlook, if you add either
TelePresence rooms or you add extra video call-in participants, a WebEx-enabled
TelePresence meeting will automatically be scheduled. If you do not include
these resources, the meeting will be WebEx-only meeting. Status indicators
(green check mark) will show that you have booked a TelePresence meeting, if
you have successfully added those resources.
Email invitation templates for CMR Hybrid meetings
CMR Hybrid meetings still only support one email invitation
template, which is the attendee version and that does not contain the host key
and host access codes. To view the host key and host access code, CMR Hybrid
meeting hosts need to log in to the WebEx site to see the meeting information
page, or they need to log in to their WebEx site through WebEx Productivity
Tools to view the information in their Advanced WebEx Settings dialog box. See
Email invitation templates section earlier in this
section for additional information about email template support in Productivity
The Windows version of Productivity Tools for CMR Hybrid meetings
does not currently support sending HTML email invitations. The email
invitations are available only in plain text format.
The Productivity Tools email templates for CMR Hybrid meetings do
not contain the "%ConfCallParticipant%" variable, to allow an audio-only caller
to join only the audio portion of the meeting by selecting that option from a
mobile device. Instead, mobile device users (assuming they have data and voice
connectivity simultaneously) can select the
Join WebEx meeting link or URL in their invitation, and join
the CMR Hybrid meeting using the Cisco WebEx Meetings mobile application for
audio as well as two-way video and data and content sharing consumption. Or
they can pick up or manually dial the call-in number and meeting ID number or
access code in the invitation from their mobile device.
Time zone and Daylight Savings Time
The time zone for the WebEx site must match the time zone for the
Cisco TelePresence Management Suite; otherwise the meeting time will not be
synchronized. When you make Daylight Savings Time changes between your WebEx
site and the Cisco TelePresence Management Suite, it is possible your meeting
might be an hour off schedule; if this happens, rescheduling will be required.
If this problem occurs with a meeting series where some instances occur before
Daylight Savings Times begins and some occur after, it is recommended that you
create two meeting series: one meeting series that ends before the Daylight
Savings Time begins and a second meeting series that starts after Daylight
Savings Time begins.
Exceptions to a Recurring Meeting Series
The following issues exist for exceptions to a recurring meeting
series using CMR Hybrid meetings and Productivity Tools:
Exceptions to a recurring meeting series for CMR Hybrid
meetings are still NOT supported as of WBS29.13, and users are warned
accordingly (for example, unsupported editing options are disabled, and error
messages are included in email invitations) when they attempt to schedule them
using Productivity Tools.
WebEx meeting applications and TelePresence devices can join
the same CMR Hybrid meeting, even if a normal exception to a meeting series has
been created. WebEx does not support creating orphan meeting exceptions, such
as adding WebEx to a single occurrence of a meeting series.
Hosts can still edit the following items for a CMR meeting
series that does not have exceptions: WebEx special properties, such as
alternate hosts, audio options, and the WebEx meeting password; Microsoft
Outlook common properties, such as subject and attendees; and TelePresence
Once an exception has been made to a CMR Hybrid recurring
meeting series, the following conditions exist:
The Outlook common properties can still be edited for both
the exception and the meeting series.
The TelePresence properties cannot be edited for either
the exception or the meeting series (the panel for editing TelePresence
settings is disabled).
The WebEx special properties cannot be edited for either
the exception or the meeting series.
If a WebEx-only meeting series has exceptions, TelePresence
cannot be added to it.
Unlike prior releases, in WBS 29.11.3 and later, the following
features are not available for CMR Hybrid users:
CMR Hybrid users do not have the ability to edit the
TelePresence properties or WebEx special properties in a CMR Hybrid series that
CMR Hybrid users do not have the ability to add or remove
TelePresence or WebEx entirely from a series if it has exceptions
The Mac version of Productivity Tools, which is new in
WBS29.13, is expected to have similar limitations for exceptions to a meeting
Cisco Unified MeetingPlace Audio
The version of WebEx Productivity Tools that supports the WebEx
integration with Cisco TelePresence does not support Cisco Unified MeetingPlace
Audio. If you have the Cisco Unified MeetingPlace Productivity Tools version
installed and if you occasionally want to schedule a combined WebEx and
TelePresence meeting using WebEx or TSP audio, you will need to use the Smart
Scheduler in Cisco TelePresence Management Suite (TMS) to schedule it. A user
cannot have two versions of WebEx Productivity Tools installed at the same
Telephony service provider (TSP) audio
For some telephony service provider (TSP) audio accounts, if a
host with a TSP account schedules two adjacent CMR Hybrid or CMR Cloud
meetings, with the second one scheduled to start immediately after the first
one ends, and if the TelePresence scheduling system automatically extends the
first meeting past the scheduled end, the second meeting will end automatically
because the host because the same TSP audio account cannot be used for both
meetings at the same time.To work around this problem, hosts can set up two
different TSP audio accounts with different host access codes, and use one
account for the first meeting and the other account for the second meeting.
Another option is the administrator to turn off the option for the TelePresence
systems to automatically extend the meeting.
Support for Microsoft Office 365, Microsoft Outlook 2010, and
Windows 8 and 8.1
WebEx sites that have the CMR Hybrid integration enabled may
require the latest versions of Cisco TelePresence Management Suite (Cisco TMS)
and Cisco TelePresence Management Suite Extension for Microsoft Exchange (Cisco
TMSXE) to support Microsoft Office 365, Microsoft Outlook 2010, or Windows 8
and 8.1. For more information, see
Prerequisites in the
Cisco WebEx Features and Important Notes chapter of
Cisco Collaboration Meeting Rooms (CMR) Hybrid Configuration
Guide on the
Cisco TelePresence Management Suite (TMS)
Configuration Guides page.
Instant Meetings and Personal Room meetings
You cannot start an instant CMR Hybrid meeting; you can only
schedule CMR Hybrid meetings. When CMR Hybrid users start instant meetings,
they are WebEx-only meetings and do not include TelePresence integration.
Starting with WBS29.11, instant meetings that you start with the
Meet Now command (formerly called
One-Click Meeting) are held in your Personal Room by
default. You can change this option in Preferences. CMR Hybrid users also have
Personal Rooms, but only users who join from a WebEx meeting application or app
can join those Personal Rooms. In order to have a Personal Room meeting that
users can join from a video conferencing system or application, the WebEx site
and host account must be enabled for CMR Cloud.
A workaround for an instant meeting that uses both WebEx and
TelePresence is to start a meeting from a TelePresence system and then the
named host has selects
Instant WebEx Meeting on the meeting detail page to generate
a URL that allows external participants to join the TelePresence meeting from a
WebEx application or mobile application.
Scheduling WebEx-only or TelePresence-only meetings
WebEx sites that have the CMR Hybrid integration enabled require
Cisco TelePresence Management Suite Extension for Microsoft Exchange (Cisco
TMSXE) in order for CMR Hybrid users to schedule WebEx-only meetings or
TelePresence-only meetings with Productivity Tools.
Maximum of two simultaneous meetings per host
WebEx sites that have the CMR Hybrid integration enabled do not
allow a host to have more than two CMR Hybrid meetings started at the same
Personal Conference and Audio-Only meetings
Although a CMR Hybrid user can schedule a Personal Conference
meeting for sites that have WebEx Audio or an Audio-Only meeting for sites that
have telephony service provider (TSP) audio, it is a WebEx-only meeting type
and does not include CMR Hybrid integration.
No branding or customizing of CMR Hybrid features
Site administrators cannot change the branding for the CMR Hybrid
Meeting Options panel, cannot hide information in the Meeting Options panel or
in the TelePresence or WebEx Advanced Settings dialog boxes, and cannot limit
the number of video call-in participants the user can enter.