Scheduling a Meeting - Cisco

Scheduling a Meeting

• Tips for Scheduling Secure Meetings, page 1

• Scheduling a Meeting from the Web , page 2

• Scheduling a Meeting on Behalf of Another User, page 3

• Setting Cisco Unified MeetingPlace to Allow Guest Access, page 4

• Setting the Meeting Extension Announcement, page 5

• How to Start a Meeting Right Away, page 5

• Rescheduling or Modifying a Meeting, page 8

• Copying a Meeting, page 10

• Deleting a Meeting, page 10

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. Ifyou hear a beep with no name, ask the new arrival their name immediately.

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

Note

Related Topics

• Scheduling a Meeting from the Web , page 2

User Guide for Cisco Unified MeetingPlace Release 8.5.2 (MeetingPlace Scheduling) 1

• Scheduling a Meeting on Behalf of Another User, page 3• Changing Your Meeting Announcements

Scheduling a Meeting from the WebThis topic describes how to schedule a meeting from the Cisco UnifiedMeetingPlace web scheduling interfacepage.

Before You Begin

• You cannot schedule a meeting to start more than five minutes in the past. Any meeting set for a pasttime will be scheduled to start immediately.

• Make sure that you are on the company network.

• Know your Cisco Unified MeetingPlace username and password.

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

Note

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 ofthe meeting.

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

Tip

Step 4 (Optional) Select Recurrence to make this a recurring meeting and set your recurrence pattern.If you are scheduling a monthly meeting and want to ensure that your meetings do not occur on aweekend, selectMonthly by Day ofWeek for your meeting frequency. The meeting will always occuron the same weekday each month. If you selectMonthly by Date, one of the monthly meetings couldfall on a Saturday or Sunday.

Tip

Step 5 (Optional) If you are scheduling this meeting on behalf of another user, enter the username of that person.This setting is displayed only if you have permission to schedule on behalf of otherusers.

Note

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.

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

Step 7 Add invitees.Step 8 (Optional) SelectMore 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 thisfeature.

User Guide for Cisco Unified MeetingPlace Release 8.5.2 (MeetingPlace Scheduling)2

Scheduling a MeetingScheduling a Meeting from the Web

mp852_userguide_chapter9.pdf#unique_25

Troubleshooting Tips

• If you tried to schedule a recurring meeting, but only a single meeting was scheduled, make sure thatyou specified a number of occurrences greater than one.

• If the system is unable to schedule all meetings in your complete recurring meeting chain, it promptsyou about the meetings it could not schedule. If this happens, set up individual instances of the meetingsthat could not be scheduled.

• To ensure that guest users can access your meeting, confirm that theWho Can Attend Meeting andAccess Meeting Recordings fields on theMeeting Preferences page are set to Anyone.

Related Topics

• Tips for Scheduling Secure Meetings, page 1• How to Start a Meeting Right Away, page 5• Inviting a Video Terminal to Your Meeting• Inviting Participants During the Scheduling Process• Field Reference: Meeting Scheduling Page• Field Reference: More Scheduling Options• Field Reference: Meeting Recurrence Options• Scheduling Problems

Scheduling a Meeting on Behalf of Another UserUsers 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 themeeting was scheduled.

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 meetingwas scheduled.

Note

Before You Begin

• You must have System administrator or Attendant privileges.

• You cannot schedule on behalf of inactive users.

Procedure

Step 1 Sign in to the Cisco Unified MeetingPlace web scheduling interface.

Example:


Scheduling a MeetingScheduling a Meeting on Behalf of Another User







Step 2 Select Schedule Meeting.Step 3 For On Behalf of User, enter the Cisco Unified MeetingPlace username 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 sentto users from the conferencing system on behalf of the person for whom you have scheduled.

Related Topics

• Tips for Scheduling Secure Meetings, page 1• How to Start a Meeting Right Away, page 5• Inviting a Video Terminal to Your Meeting• Field Reference: Meeting Scheduling Page• Field Reference: More Scheduling Options• Scheduling Problems

Setting Cisco Unified MeetingPlace to Allow Guest AccessBefore You Begin

You must be the meeting scheduler to set these settings.

Procedure

Step 1 Sign in to Cisco Unified MeetingPlace web scheduling interface.Step 2 Select Schedule Meeting.Step 3 SelectMore Options on the New Meeting page.Step 4 Set the following options:

SettingOption

AnyoneWho can attend

AnyoneAccess meeting recordings

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.


Scheduling a MeetingSetting Cisco Unified MeetingPlace to Allow Guest Access





Related Topics

• Field Reference: More Scheduling Options

Setting the Meeting Extension AnnouncementCisco Unified MeetingPlace can automatically extend your meetings according to the meeting extensionoption on the Cisco Unified MeetingPlace Application Server. Turn the announcement of these automaticmeeting 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 SelectMore Options.Step 4 Set theMeeting extension.Step 5 Select Submit to return to the New Meeting page and continue scheduling your meeting.

Related Topics

• Field Reference: More Scheduling Options• When Meetings are Extended

How to Start a Meeting Right AwayCisco Unified MeetingPlace has the concepts of reservationless and immediate meetings for meetings thatneed to start right away. You can initiate a reservationless meeting if your system and user profile are configuredto allow it. If they are not, you can schedule an immediate meeting, which allows for a similar behavior anduser experience.

Characteristics of a Reservationless MeetingA reservationless meeting is a meeting with a preassigned meeting ID that does not require you to scheduleresources in advance.

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

Note

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.

• 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 systemhas been configured this way by the system administrator.


Scheduling a MeetingSetting the Meeting Extension Announcement




• 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 portionof the meeting can be extended for up to 24 hours as long as no one subsequently joins by phone orvideo. This is because the system assumes that the web portion of the meeting is connected to an audioor video portion that it cannot monitor.

• If audio or video participants join your reservationless meeting, the meeting will end when the last audioor video participant leaves the meeting, regardless of whether there are web-only participants using theweb meeting room at the time. If your reservationless meeting was started from the Cisco WebExscheduling 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 formeetings that are started from the phone.

• If enabled by the system administrator, when a profiled participant joins a reservationless meeting beforethe scheduler, the meeting will automatically initiate, or the profiled participant can initiate the meetingby pressing the 3 key on the phone. Otherwise, participants who join a reservationless meeting beforethe scheduler will wait in a waiting room (where they cannot communicate with each other) until thescheduler arrives.

If you start the meeting, the cost of the meeting may be billed to your department. Contact your systemadministrator for information.

Related Topics

• Starting a Meeting from the Web, page 7

Characteristics of an Immediate MeetingAn immediate meeting is a scheduled impromptu meeting. If your conferencing system or user profile are notconfigured to allow for reservationless meetings, any meeting that you choose to start right away will bescheduled 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 hasbeen configured this way by the system administrator.

• Anyone can access the recording of an immediate meeting if the system has been configured this wayby the system administrator.

• If a participant is already on the phone and starts an immediate meeting on the web, the web portion ofthe 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 videoportion 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 toschedule a meeting that you can configure to begin right away.


Scheduling a MeetingCharacteristics of an Immediate Meeting

Related Topics

• Starting a Meeting from the Web, page 7

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 immediatemeeting for you.

Video terminals can join reservationless meetings but cannot start them.Note

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

Tip

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 theMeeting ID field orleave it blank. The system will start a reservationless meeting for you with the meeting ID equal to yourprofile number.

• If you are not set up to start a reservationless meeting, enter a random meeting ID or leave it blank. Thesystem 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 callback and then select OK.

• If you do not see anAudio Conferencewindow, or the system does not call you, dial the call-in numberthat 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:


Scheduling a MeetingStarting a Meeting from the Web

• The Cisco Unified MeetingPlace phone number if you are not already in an audio meeting.

• The meeting ID.


• If you are unable to dial out to an invited video terminal or other video endpoint, call the dial-in numberof the video terminal indicated in the meeting notification or on theMeeting Details page to join themeeting.

• 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 onthe Current Meeting window.

Related Topics

• Characteristics of a Reservationless Meeting, page 5• Characteristics of an Immediate Meeting, page 6

Rescheduling or Modifying a MeetingYou 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 youmade to individual instances. For example, if you changed one instance of a recurring meeting seriesto start at 10 a.m. rather than 9 a.m. then changed the duration of the entire series to 1.5 hours from1 hour, the meeting that had been moved to start at 10 a.m. is moved back to start at 9 a.m. and willlast 1.5 hours long.

• We recommend that you reschedule your meetings using the same interface that you used to originallyschedule the meeting.

◦ If you scheduled a meeting from the Cisco Unified MeetingPlace web scheduling interface,continue to use the web scheduling interface to make any changes to the meeting even if youreceive calendar notifications in yourMicrosoft Outlook. Rescheduling from a different interfacemay impact your receipt of notifications.

◦ If you scheduled a meeting using the Microsoft Outlook or IBM Lotus Notes integrations, usethe same interface to reschedule your meeting. You will only be allowed to modify a restrictedset of meeting parameters if you try to reschedule the meeting from web scheduling interface.


Scheduling a MeetingRescheduling or Modifying a Meeting

Before You Begin

• You must be the owner or scheduler of this meeting. If you are not the owner or scheduler, you must bea 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 themeeting owner.

• You cannot change the frequency of a meeting by completing this procedure. If you need to change thefrequency, cancel this meeting and schedule a new one.

Procedure

Step 1 Sign in to the Cisco Unified MeetingPlace web scheduling interface.Step 2 Enter the meeting ID of the meeting that you want to change and select Find Meeting.Step 3 Modify your parameters on the Find Meetings page.

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

Note

Step 4 Select the meeting ID for the meeting that you want to change.If the meeting is a recurring meeting, multiple instances of the meeting might appear in the list offound meetings. Make sure that you select the first instance of the series or subseries that you wantto modify.

Note

Step 5 Reschedule the meeting by modifying the fields you want to change on the Future Meeting page.Step 6 (Optional) If this is a recurring meeting, select Recurrence and do the following:

a) Choose to apply your scheduling changes to this occurrence of the meeting only, or to this and all futureoccurrences of the recurring meeting series.If you added a user to separate instances of the recurring meeting, then deleting the user from the firstinstance and checking "this and all future occurrences of the recurring meeting series" will remove theuser only on the first instance of the recurring meeting series.

If you added a user to all instances of the recurring meeting, then deleting the user from the current instanceand checking "this and all future occurrences of the recurring meeting series" will remove the user fromall instances of the recurring meeting series.

b) Select Done.

Step 7 Select Update.A new confirmation appears with the updated meeting information.


• The system automatically sends updated meeting invitations if the start time, meeting ID, password, orlist 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 BeDeleted] until you select Update to reschedule your meeting.


Scheduling a MeetingRescheduling or Modifying a Meeting

Related Topics

• Finding a Meeting• Assigning a User to Be Your Delegate• Field Reference: Meeting Scheduling Page• Field Reference: More Scheduling Options• Scheduling Problems

Copying a MeetingIf a meeting that you have scheduled has similar properties to a meeting you want to schedule, use the CopyMeeting 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 Sign in to the Cisco Unified MeetingPlace web scheduling interface.

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 theMeeting 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 Topics

• Finding a Meeting

Deleting a MeetingYou can delete any scheduled meeting that has not yet started. If the meeting is recurring, you can delete thefollowing:

• The entire series, if no meetings in the series have occurred.

• Individual instances that have not yet occurred.


Scheduling a MeetingCopying a Meeting







• 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, inviteesreceive 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 bea delegate of the meeting owner, a system administrator, or attendant.

• Make sure that you are on the company network.

Procedure

Step 1 Sign in to the Cisco Unified MeetingPlace web scheduling interface.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.

If the FutureMeetings list does not automatically update, select Search.Tip

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

Note

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.

Related Topics

• Finding a Meeting• Assigning a User to Be Your Delegate


Scheduling a MeetingDeleting a Meeting




Scheduling a MeetingDeleting a Meeting

Scheduling a Meeting - Cisco

Documents

Transcript of Scheduling a Meeting - Cisco