Scheduling your Online Classes to Recur in Webex

If your classes will occur within a fixed schedule, you have the option the schedule your Meetings so that they auto-initiate. This option is recommended.

Scheduling The Class

1. Go to UConn Webex.

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

3. From your home page, click on the Schedule button.

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4. Next, give your recurring event (online class) an appropriate name.

   1. Leave the meeting type as "Webex Meetings Pro 1000."

   2. A password is required. You may leave the default password because users that click on the join link will not have to type in the password. The password is shared along with the rest of the Meeting information. Only users searching for this Meeting by the Meeting Number will have to enter the password.

   3. Check the Recurrence box (If you are scheduling a class, but it does not recur, skip the recurrence steps).

   4. Set the time and days that your class will occur.

   5. Set the anticipated end date for this meeting (class). This can be extended/shortened/removed at any time. You may overestimate the end date and then cancel the extra Meetings when that time comes, or you may just let them occur. If you overestimated and the Meetings want to keep occurring, you may simply ignore them until they stop occurring; they will not initiate without your input.

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5. 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 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.

   • If they do not have a UConn email address, you will be unable to designate them here. Share the Host Key with them once you have finished scheduling. Once they have the Host Key, they will need to Reclaim the Host Role. 

   • 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.

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

7. Optional: Click Show advanced options and then click Audio connection options.

   1. Here, you may disallow attendees to unmute themselves after you mute them. You may also enable mute upon entry for your attendees.

   2. If you combine these two options, the attendees will be unable to speak until you allow them.

8. Optional: Expand the Scheduling Options menu.

   1. Scheduling Options:

      1. Cohosts: Do not check the "The first person to join..." option unless you want the first person that joins the session to take on the Cohost role. Remember, all UConn Webex accounts are Host Accounts. The same goes for the third option as well. Learn more about the Cohost role at Cohost Role in Webex.

      2. Automatic Recording: This option is recommended if you are planning on recording all of your classes. The recording may be critical in aiding students who do not have strong internet connections, have difficulty learning online, or have unforeseen circumstances resulting from the transition to online learning.
         Note: Recordings can easily be trimmed if you wish to exclude the beginning or end of your class. Learn more at Trimming Webex Recordings.

      3. It is not necessary to Exclude Password from the email. Including the password in the email is not a security violation. Those who click on the join link will see that the password field auto-populates. Only those who search for the Meeting by its Meeting Number will need the password. However, it is a good idea to always share the password as well in case the attendee's browser tries to fill in a saved password instead.

      4. Breakout sessions: Here, you may pre-assign your breakout sessions. Learn how to pre-assign breakout sessions at Controlling Webex Breakout Sessions.

      5. Unlocked meetings: Your scheduled Meetings begin in an unlocked state (unlike your Personal Room). This setting dictates how easily guests can access your unlocked Meeting. A guest is anyone who is not currently signed into Webex with their NetID; this includes students who click on a Join link and are not currently signed in to webex.uconn.edu or the Desktop App. Do not disallow guests from joining the Meeting; a student who is not signed in will not understand why they are unable to join.

         1. Please choose Guests can join the meeting to ensure all your students are able to join; it is unlikely that all of your students have created their UConn Webex accounts.

      6. Be sure to allow your students to Join before host. It is likely that your students will try to join early to make sure they are able to connect. Fifteen minutes is an acceptable duration.
         Note: This option is only available when you are creating a recurring Meeting. 

      7. Do not require Registration.

      8. Email Reminder: This will only go to you. 

   2. Within Scheduling Options, there are 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 and sharing content. You can re-allow Participants to see the Participant list during the Meeting, but you cannot re-enable "Anyone can share" if you disable it now.

      3. This article further discusses Participant Privacy and Privilege.

   3. Click the blue Schedule button to complete the scheduling process.

   4. Once the meeting/class is scheduled, you will see the meeting information with the link that you can share with your students see the section below on Sharing the Scheduled Class.  

Sharing this Information on HuskyCT

Sharing Webex Information Online

Editing the Class After You Have Scheduled It

Editing and Canceling Scheduled Webex Meetings/Webinars

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