Scheduling Webex Meetings

This guide will show UConn Webex users how to schedule a virtual meeting in Webex Meetings.

• Go to s.uconn.edu/webex.

• Enter your UConn NetID and NetID password to sign in.

• From the lefthand menu choose Calendar and then click on the Schedule button.

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• Give your Meeting an appropriate name in the Meeting topic field.

  • This will be the name of your meeting, webinar, or class.

• Set the time and date of the Meeting by clicking on the date shown below the topic field.

  1. Select the date, the time the Meeting will start, and the duration. You are asked for the duration so that it can appear on the invitation. It does not matter if your Meeting runs shorter or longer than your estimated time.
     

  2. If you would like the Meeting to recur, select the Recurrence box below the time zone selection.
     

• Optional: In the Invitees field, you may enter the email addresses of your attendees. Tip It is possible to share this meeting information at the end of the scheduling process, which may prove easier if you have many invitees.

  1. If you enter addresses here, those attendees will receive an email. Outlook and Gmail will recognize this email as an event and ask the attendee if they would like to add it to their calendar.

  2. If there is a Captioner attending your class, maybe for an accommodation, be sure to add them here to ensure they receive all the meeting information.

  3. Learn how to share this information after you are done scheduling: Sharing Webex Information Online

  4. If you would like to designate a Cohost, do so here. If you want to add a Cohost, add their UConn email address in the Attendees field. Then, click on the person icon to the right of their name (see below). That attendee is a Cohost when the person icon is blue. Cohosts can start/end the meeting, mute/unmute microphones, move attendees to/from the lobby, manage breakout sessions, lock/unlock the meeting, etc. Learn more about Cohosts at Participant Roles - Webex Meetings .
     Note: If your Cohost does not have a UConn email address, follow this guide: Starting a Session by Reclaiming the Host Role
     
     Note: If you are having trouble designating a UConn member as a Cohost, the issue is likely due to them not yet having an account. Please have that user follow this 30-second guide: Using Your Webex Account

  5. If you manually invite students here, they will receive an invitation that their Outlook will recognize as a calendar event and ask them if they would like to add it to their calendar.

• Ignore the Tracking code field.

  1. This is used by administrators to track department use of Webex for billing purposes. UConn does not do this.

• The Meeting agenda field:

  1. The typed agenda will be included in the invitation email that is sent to the addresses typed above.

  2. For an uninvited participant to see the agenda after they have joined, they click on the Meeting Info button in the top-left corner to see the meeting info, including the agenda.

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• Click on Security next

  1. A password is required for your meeting. Leaving the default password is perfectly fine, as those who click on the Join Link will not need to enter the password.

     1. Only those who search for the session by the Meeting Number or Access Code will need to enter the password. This is meant to prevent bots from brute-force guessing meeting numbers and invading sessions.

     2. The password will be shared within the invite, unless you check the Exclude password box. See the next bullet.

  2. It is not necessary to Exclude Password from the email. Including the password in the email is not a security violation. It is a good idea to always share the password in case the attendee needs to join from a device that isn’t connected to their email.

  3. Auto admit: Your scheduled Meetings begin in an unlocked state (unlike your Personal Room). This setting dictates how easily guests (users who were not invited manually above) can access your Meeting. If a UConn user is not signed into Webex before joining, they will appear as a guest. You most likely do not want to disallow guests from joining the Meeting; a student who is not signed in will not understand why they are unable to join.
     Please choose Guests can join the meeting or wait in lobby to ensure all your participants are able to join; it is unlikely that all of your participants will be signed into a UConn Webex account.

• Auto lock: you can set the meeting to automatically lock after certain amount of time. The lock stops anyone from joining.

• You may allow participants to join before the meeting begins; this allows them to test their connection.

• Click on Audio connection options.

  1. Always leave the connection type as Webex Audio even if you plan to join by phone call.

  2. Here you may disallow attendees to unmute themselves after you mute them.

  3. You may also enable mute upon entry for your attendees. This option can be very helpful in cutting down on background noise. A participant must manually unmute themselves if they wish to speak.

  4. If you disallow attendees from unmuting themselves and enable mute upon entry, they will be unable to speak until you allow them. To allow an attendee to speak, click on the red microphone icon next to their name in the Participant Panel during the session.

• Next, expand the Advanced options menu.

  1. Cohosts: Do not check the "The first person to join..." option, unless you truly want the first person that joins the session to take on the Cohost role. Remember, all UConn Webex accounts are Host Accounts, this means the second and third options will allow almost anyone to be a Cohost. This is most likely undesired.
     
     

  2. Automatic Recording: Select this option if you would like the meeting to be recorded as soon as the meeting commences. Whether you enable this or not, you can control the start and stop of the recording while in the meeting. If you stop the recording and then start again, it will create a separate video file. If you would not like it to create a second file, please use the Pause option instead of Stop.

     1. The recording can easily be trimmed afterwards if you wish to exclude the beginning or ending of your meeting. Learn more: Trimming Webex Recordings .

  3. Breakout sessions: Here you may pre-assign your breakout sessions. Learn how to pre-assign breakout sessions in the breakout session guide: Managing Webex Breakout Sessions

  4. Registration: You can require registration if you wish. This requires invitees to register before the Meeting begins. The email invitations include registration instructions.

     1. To learn more about registration, please view Webex Registration - Information

• The Email reminder will only go to you, attendees you added to the Attendees field above, and/or those who registered.

• Lastly, there is Meeting options and Attendee privileges. The options within these menus may be left the way they are, but you may explore these options.

  1. In Meeting Options, you can disable the Chat.

  2. In Attendee Privileges, you can disallow the Participants from seeing the Participant list.

  3. Other options can be altered once you begin the Meeting. Learn more about in-meeting options here.

• Before we book this meeting, you will notice there are two options for saving.

  1. You may save these settings as a template if you plan on replicating this meeting while making minor changes.

  2. Click the "Schedule" button to finish your setup. Your meeting details will appear on the next page. You, as the scheduler, will receive an email confirmation with the meeting details.

Sharing the Scheduled Meeting

Sharing Webex Information Online

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