Scheduling Meetings Using CTS-Manager
Cisco TelePresence meetings are scheduled between two or more conference rooms. The Calendar service (either Microsoft Exchange or IBM Domino) sends an acceptance email to the meeting organizer, with the notice that the rooms have been reserved and placed on the calendar. CTS-Manager also sends either a Confirmation email (meeting accepted) or an Action Required (scheduling error) email to the meeting organizer when a meeting is scheduled. The Confirmation email contains detailed meeting information, and the Action Required email lets you know what the scheduling error was so that you can correct the problem and try again.
See the following sections for scheduling options:
Scheduling a Point-to-Point Meeting with Microsoft Outlook
A point-to-point meeting has only two Cisco TelePresence participants attending. To schedule a Cisco TelePresence point-to-point meeting:
Step 1 Launch the Calendar application by clicking the
Calendar
button from the menu bar in Microsoft Outlook.
Step 2 Select
Schedule Meeting
from the toolbar.
Step 3 Invite attendees by clicking the
To
button to display a list of available participants and Cisco TelePresence rooms.
Step 4 After inviting attendees, select a minimum of two Cisco TelePresence rooms as Resources. Then click
OK
.
Step 5 Click the
Scheduling
tab to confirm that the Cisco TelePresence rooms you selected are available.
Tip Make sure that the green “house” icon appears beside the Cisco TelePresence rooms listed as meeting attendees.
Step 6 Click the
Appointment
tab and make sure that the Cisco TelePresence rooms appear in both the
Location
and the
To
fields.
Step 7 Click
Send
to schedule the meeting. You will receive three email notifications: one from each of the two Cisco TelePresence rooms that you scheduled, confirming that the meeting time is reserved, and one from CTS-Manager confirming that the meeting has been successfully scheduled, as shown in Figure 6-2. A link to Cisco TelePresence Manager is also provided.
Figure 6-2 Point-to-Point Meeting Confirmation Email
Table 6-1
describes Point-to-Point meeting confirmation email details.
Table 6-1 Point-to-Point Meeting Confirmation Email
|
|
Confirmation Statement (below the email banner)
|
This section confirms the meeting is properly scheduled and contains the link to the Meeting Details window.
|
Meeting Details
|
This section displays information about the scheduled meeting.
|
Modify Your Meeting
|
This section displays buttons the allow the meeting organizer to set various options that are available depending on what how CTS-Manager is configured. These options include:
– Whether the defined meeting subject will be displayed on the CTS Cisco Unified IP phone.
– Switching mode of the call—How the CTS displays the active speakers in a meeting. For more information about switching modes, see switching mode.
– Configure tentative room reservations.
– Start meetings early.
– Configure meeting extension settings.
|
Email footer
|
The URL displayed at the bottom of the email is the same link to the Meeting Details window as the link in the Confirmation Statement above. For this link to work, the CTS-Manager hostname must have a DNS entry.
|
Step 8 From the link provided, log in to Cisco TelePresence Manager using your email username and password to view meeting details on the CTS-Manager Meeting Details Summary page, as shown in Figure 6-3.
Figure 6-3 Meeting Details > Summary Window
If you have made an error in scheduling, CTS-Manager will send you an Action Required email, which will tell you what needs to be corrected. The Action Required email also includes a link to Cisco TelePresence Manager Meeting Details page. See the “Action Required Email” section.
Recurring Meetings
If you schedule a recurring meeting, the Meeting Details window displays two panes, as shown in Figure 6-4:
-
All Occurrences: A list of each meeting by date. Clicking the date displays the details for the meeting for that date.
-
Occurrence Details: The details for a specific occurrence of a recurring meeting.
Figure 6-4 Meeting Details > Summary WIndow for Recurring Meeting
Scheduling a Multipoint Meeting with Microsoft Outlook
A multipoint meeting has more than two Cisco TelePresence participants attending. To schedule a Cisco TelePresence multipoint meeting:
Step 1 Launch the Calendar application by clicking the
Calendar
button from the menubar in Microsoft Outlook.
Step 2 Select
Schedule Meeting
from the toolbar.
Step 3 Invite attendees by clicking the
To
button to display a list of available participants and Cisco TelePresence rooms.
Step 4 After inviting attendees, select a minimum of two to a maximum of eight (2 to 8) Cisco TelePresence rooms as Resources. Then click
OK
.
Step 5 Click the
Scheduling
tab to confirm that the Cisco TelePresence rooms you selected are available.
Tip Make sure that the green “house” icon appears beside the Cisco TelePresence rooms listed as meeting attendees.
Step 6 Click the
Appointment
tab and make sure that the Cisco TelePresence rooms appear in both the
Location
and the
To
fields. Then click
Send
to schedule the meeting.
Step 7 You will receive three email notifications:
-
One from each of the two Cisco TelePresence rooms that you scheduled, confirming that the meeting time is reserved.
-
One from CTS-Manager confirming that the meeting has been successfully scheduled, as shown in Figure 6-5. A link to Cisco TelePresence Manager is also provided.
Figure 6-5 Multipoint Meeting Confirmation Email
Table 6-2
describes Multipoint meeting confirmation email details.
Table 6-2 Multipoint Meeting Confirmation Email
|
|
Confirmation Statement (below the email banner)
|
This section confirms the meeting is properly scheduled and contains the link to the Meeting Details window.
|
Meeting Summary
|
This section displays information about the scheduled meeting, including some options that are set in the Meeting Details window.
In addition to the standard meeting information, this section contains the Multipoint Bridge Call-In Number and the meeting’s Meeting Number.
|
Modify Your Meeting
|
This section displays buttons the allow the meeting organizer to set various options that are available depending on what how CTS-Manager is configured. These options include:
– Whether the defined meeting subject will be displayed on the CTS Cisco Unified IP phone.
– Switching mode of the call—How the CTS displays the active speakers in a meeting. For more information about switching modes, see switching mode.
– Configure tentative room reservations.
– Start meetings early.
– Configure meeting extension settings.
|
Copy the meeting information to your other participants
|
Copy the information in this section, paste it into an email and send it to your other meeting participants.
|
Email footer
|
The URL displayed at the bottom of the email is the same link to the Meeting Details window as the link in the Confirmation Statement above. For this link to work, the CTS-Manager hostname must have a DNS entry.
|
Step 8 From the link provided, log in to Cisco TelePresence Manager using your email username and password to view meeting details on the CTS-Manager Meeting Details Summary page, as shown in Figure 6-6.
Figure 6-6 CTS-Manager Multipoint Meeting Details
If you have made an error in scheduling, CTS-Manager will send you an Action Required email, which will tell you what needs to be corrected. The Action Required email also includes a link to Cisco TelePresence Manager Meeting Details page. See the “Action Required Email” section.
CTS-Manager Meeting Details
When you receive your meeting confirmation email from CTS-Manager, you can access CTS-Manager to view or change your meeting details in the Meeting Details window. See the following sections for information about viewing, configuring, and managing Cisco TelePresence meetings in the CTS-Manager Meeting Details window:
Scheduling an Intercompany Meeting
A Cisco TelePresence intercompany meeting involves at least one attendee who belongs to a network outside of your company network. The Intercompany window provides the ability to schedule Cisco TelePresence meetings with other companies.
To schedule an intercompany meeting:
Step 1 Schedule a Cisco TelePresence point-to-point meeting by following the steps in the “Scheduling a Point-to-Point Meeting with Microsoft Outlook” section.
Or
Step 2 Schedule a Cisco TelePresence multipoint meeting by following the steps in the “Scheduling a Multipoint Meeting with Microsoft Outlook” section.
Step 3 You will receive three email notifications:
-
One from each of the two Cisco TelePresence rooms that you scheduled, confirming that the meeting time is reserved.
-
One from CTS-Manager confirming that the meeting has been successfully scheduled. A link to Cisco TelePresence Manager is also provided in these emails.
Step 4 At the link provided, log in to Cisco TelePresence Manager using your email username and password. The Meeting Details page appears, as shown in Figure 6-7 and Figure 6-8.
Figure 6-7 Intercompany Host Meeting Options
Figure 6-8 Intercompany Participant Meeting Options
Table 6-3
describes intercompany meeting details.
Table 6-3 Meeting Details Intercompany Window
Field or Section Name
|
Description
|
Does this meeting include Cisco TelePresence rooms from another company?
|
Select Yes to enable Intercompany Cisco TelePresence for the meeting.
Tip Additional fields appear when Intercompany is enabled.
|
Which company will host the Cisco TelePresence multipoint bridge?
|
Select one of the following:
-
Our Company if your company will be hosting.
-
Another Company if another company will be hosting.
Tip Selecting this option will reveal additional fields.
|
Enter the sum of Cisco TelePresence Resources required by all other companies participating in this meeting.
(This field appears only if Our Company is selected.)
|
If your company is hosting, you must get the total number of resources required from all other companies participating and enter the number in this field. The sum of the resources needed can be determined by adding the values below for each CTS endpoint participating in the meeting:
-
CTS 500 = 1 resource
-
CTS 1000 = 1 resource
-
CTS 1100 = 1 resource
-
CTS 1300 = 1 resource
-
CTS 3000 Series = 3 resources
-
CTS 3200 Series = 3 resources
|
Enter the following information provided by the meeting host when Another Company is hosting
|
Multipoint Dial-In Number
|
This is the phone number your Cisco TelePresence room phone will call to join the meeting. This number is provided by the meeting Host's CTMS or your Service Provider's CTMS.
|
Intercompany Meeting Number
|
This number is generated by the host's CTMS or your service Provider's CTMS.
|
The host needs to know that your rooms require Cisco Telepresence Resources.
|
If your company is hosting an Intercompany Cisco TelePresence meeting, the number of CTS Resources required to include all the participating companies is listed. The sum of the resources needed is determined by adding the values below for each CTS endpoint participating in the meeting, as mentioned above.
|
Click Apply to save your settings.
|
Scheduling an Interoperability (Interop) Meeting
A Cisco TelePresence interop meeting has at least one attendee who is using supported legacy video conferencing equipment, such as Cisco Unified Videoconferencing (CUVC).
Procedure
To schedule an interop meeting:
Step 1 Schedule a Cisco TelePresence point-to-point meeting by following the steps in the “Scheduling a Point-to-Point Meeting with Microsoft Outlook” section.
Or
Step 2 Schedule a Cisco TelePresence multipoint meeting by following the steps in the “Scheduling a Multipoint Meeting with Microsoft Outlook” section.
Step 3 You will receive three email notifications:
-
One from each of the two Cisco TelePresence rooms that you scheduled, confirming that the meeting time is reserved.
-
One from CTS-Manager confirming that the meeting has been successfully scheduled, as shown in Figure 6-9. A link to Cisco TelePresence Manager is also provided.
Figure 6-9 Video Conferencing Meeting Confirmation Email
Table 6-4
describes videoconferencing meeting confirmation email details.
Table 6-4 Videoconferencing Meeting Confirmation Email
|
|
Confirmation Statement (below the email banner)
|
This section confirms the meeting is properly scheduled.
|
Meeting Details
|
This section displays information about the scheduled meeting, including Subject, Organizer, Start Time, End Time and Rooms that have been scheduled.
|
Modify Your Meeting
|
WebEx—Clicking this button allows the organizer to go to the Meeting Options window to enable Cisco WebEx for this meeting.
Usage Survey—Clicking this button allows the organizer to go to the Usage Survey window to complete the survey for this meeting.
Meeting Options—Clicking this button allows the organizer to go to the Meeting Options window to set the various options for this meeting.
|
Copy the meeting information to your other participants
|
This section contains the Call-In Phone Number for the meeting organizer to forward to the meeting participants so they can call into the meeting.
|
Email footer
|
The URL displayed at the bottom of the email is a link that provides the email in plain text format. For this link to work, the CTS-Manager hostname must have a DNS entry.
|
Step 4 At the link provided, log in to Cisco TelePresence Manager using your email username and password. The Meeting Details page appears, as shown in Figure 6-3.
Step 5 In the Intercompany section, enter information in the following fields:
a. “Which company will host the TelePresence multipoint bridge?”—Select which company is hosting the meeting.
b. “How many Video Conferencing end points will join this meeting?—Enter the sum total of CUVC participants. Options are from
2
to
47
participants.
Step 6 Click
Apply
to save your settings.
Scheduling Studio Mode Recording
Studio mode recording via the Cisco TelePresence Recording Server (CTRS) is mutually exclusive from Intercompany and Interop operation. The default setting for Studio Mode Recording is “No.” If recording is desired, select the “Yes” setting. This option allows the administrator to enable the studio mode recording support. Once this option is enabled, the user can enable this recording for a meeting from the meeting details view.
To reserve a Cisco TelePresence room with studio-mode recording capability:
Step 1 Schedule your room with Microsoft Outlook as a single-room meeting.
Step 2 After scheduling your room you will receive an email with a link to the entitlement form. Complete the entitlement form by selecting the purpose of your recording.
Tip Single-room meetings scheduled for multipurpose and recording must follow the standard process for resolving Cisco TelePresence scheduling conflicts based on the purpose of the meeting.
See Chapter 11, “Creating and Viewing Recordings with the Cisco TelePresence Recording Server” for information about using CTRS.
Enabling or Disabling Cisco WebEx for a Cisco TelePresence Meeting
The CTS-Manager administration Meeting Details WebEx tab allows the meeting organizer to enable or disable Cisco WebEx for a scheduled meeting.
To enable or disable Cisco WebEx for a Cisco TelePresence meeting:
Step 1 Schedule a Cisco TelePresence meeting. A meeting confirmation email is sent.
Step 2 In the Modify Your Meeting section of the email confirmation, click the WebEx button to allow Cisco WebEx users to participate in this meeting. The Cisco TelePresence Manager meeting control portal appears.
Step 3 Enter your username and password.
Step 4 Click the WebEx tab.
Step 5 Click to select either Yes or No to allow Cisco WebEx users to participate in the scheduled meeting, as shown in Figure 6-10.
Figure 6-10 Meeting Details Cisco WebEx Tab
Step 6 Click Apply to save your changes.
See Chapter 7, “Using Cisco WebEx Conferencing” for information about using Cisco WebEx in your Cisco TelePresence meeting.
Usage Survey Window
The Usage Survey window allows the meeting organizer to fill out the usage survey that was set up by the administrator.
Configuring Meeting Options
The meeting options window allows the meeting organizer to adjust the following options for their meeting:
Tip Meeting options are different for Intercompany meetings. See the “Scheduling an Intercompany Meeting” section sections, for more information.
-
Should TelePresence Be Disabled For This Meeting
—Allows you to disable Cisco TelePresence for the meeting.
-
Is this meeting intended for recording a video to be distributed later?
—Allows you to record the meeting for distribution later.
-
Meeting Subject on Phone
—Allows you to show or hide the Cisco TelePresence meeting subject on the CTS Cisco Unified IP phone in the Cisco TelePresence room.
When you are finished making changes in the Meeting Options window, click
Apply
to save your changes.
Scheduling Meetings with Videoconference Rooms
To schedule a meeting with one or more video conference rooms:
Step 1 Invite Cisco TelePresence rooms and VC rooms through Outlook or Lotus Notes, and wait for the confirmation email. CTS-Manager automatically identifies the meeting as an Interop meeting, calculates and reserves required resources and emails the organizer with the video conference call-in information.
Step 2 Forward the video conference call-in information to the video conference participants.
Cisco Multimedia Experience Engine (MXE)
The Cisco Media Experience Engine is a modular media processing system that provides interoperability between Cisco TelePresence and video conferencing devices, extending the reach of collaboration and communication within organizations. MXE provides 720p interoperability with video conferencing.
To add an MXE device to Cisco TelePresence Manager:
Step 1 Go to the Configure > Bridges and Servers window.
Step 2 Click
New
to display the New...Bridge or Server dialog box.
Step 3 Choose MXE from the Type drop-down menu.
Step 4 Enter information into the fields and click
Save
.
Tip After you add the MXE, you can edit it later by selecting it and clicking the Edit button.
If MXE does not appear in the Type drop-down menu, go to the Configure > Application Settings > Bridges and Servers window and make sure Interoperability with Videoconferencing is enabled and MXE-HD is selected
Meeting Manager
The meeting manager window provides detailed information about a specific meeting and allows the meeting organizer to make changes to the meeting’s settings. The meeting organizer accesses the Meeting Manager by clicking on of the e “Modify Your Meeting” buttons in the confirmation email for their meeting and then logs in to the Meeting Manager.
It is divided into the following tabbed sections:
In addition, the meeting organizer can specify other users to manage their meetings. For more information, refer to the Allowing Other Users to Manage Your Meetings section.
Summary
The Summary tab provides you the following fields:
Table 6-6 Meeting Details Summary Window
|
|
Subject
|
The person scheduling the meeting enters the information in the Subject field.
|
Organizer
|
This field displays the name and email address of the person scheduling the meeting.
|
Time
|
Displays the date, time and duration of the meeting.
|
Endpoints
|
Lists the endpoints that are participating in the meeting.
|
WebEx
|
Displays the WebEx information (if used) for the meeting.
|
Intercompany
|
Displays a green checkmark if WebEx is used in the meeting.
|
Video Conferencing Interop
|
Displays the video conferencing interoperability information for the meeting.
|
Record Meeting
|
Displays the video recording information for the meeting.
|
Hide Meeting Subject
|
Displays whether the meeting subject will be displayed on the TelePresence phone or not.
|
Not a TelePresence Meeting
|
Indicates if the meeting is not a TelePresence meeting.
|
Note If you have included only one Cisco TelePresence endpoint in a scheduled meeting, you enter a phone number to dial, by clicking the Meeting Options tab and entering the number in the Number to Dial field, If you mistakenly included only one Cisco TelePresence endpoint, use your calendar software (Microsoft Outlook or Lotus Notes) to add additional endpoints.
When you are finished making changes in the Summary window, click
Apply
to save your changes.
Intercompany
The Intercompany window allows you to enable the ability to schedule TelePresence meetings with other companies.
To enable this feature, click
Yes
and then click
Apply
.
Table 6-7 Meeting Details Intercompany Window
|
|
Does this meeting include TelePresence endpoints from another company?
|
Select Yes to enable Intercompany TelePresence for the meeting.
Note Additional fields appear when Intercompany is enabled.
|
Which company will host the TelePresence multipoint bridge?
|
Select Our Company if your company will be hosting.
Select Another Company if another company will be hosting.
Note Selecting this option will reveal additional fields.
|
Enter information provided by the meeting host (when Another Company is hosting)
|
Multipoint Call-In Number
|
This is the phone number your Cisco TelePresence endpoint phone will call to join the meeting. This number is provided by the meeting Host's CTMS or your Service Provider's CTMS.
|
Meeting Number
|
This number is generated by the Host's CTMS or your Service Provider's CTMS
|
The host needs to know that your endpoints require Telepresence Resources
|
If your company is hosting an Intercompany Cisco TelePresence meeting, the number of resources required to include all the participating companies is listed. The sum of the resources needed can be determined by adding the values below for each CTS endpoint participating in the meeting:
CTS-500 = 1 resource
CTS-1000 = 1 resource
CTS-1100 = 1 resource
CTS-1300 = 1 resource
CTS-3000 = 3 resources
CTS-3200 = 3 resources
|
If you want to remove what has been configured before you save it and set new values, click
Cancel
.
When you are finished making changes in the Intercompany window, click
Apply
to save your changes.
Intercompany Host Meeting Options
If your company is considered the Intercompany Cisco TelePresence meeting host you need to configure your side of the meeting as the host. You’ll need to obtain the Call-in Number and the Meeting Number from your CTS Manager Administrator.
Enter the information and click Apply to set the values.
Table 6-8 Intercompany Host Meeting Options
|
|
Does this meeting include TelePresence rooms from another company?
|
Select Yes to allow TelePresence endpoints from another company to participate in this meeting.
If you select Yes, three additional configuration options appear.
|
Enter information provided by the meeting host
|
Which company will host the multipoint bridge?
|
Select the company that will host the TelePresence multipoint bridge.
|
Multipoint Call-in Number
|
The multipoint call-in number for the meeting.
|
Intercompany Meeting Number
|
The intercompany meeting number for the meeting.
|
Apply
|
Saves all settings.
|
Cancel
|
This removes what has been configured and reverts back to the last saved settings.
|
Intercompany Participant Meeting Options
If another company is considered the Intercompany Cisco TelePresence meeting host you need to configure your side of the meeting as a participant. You’ll need to obtain the Call-In Number and the Meeting Number from your CTS Manager Administrator or from the Host meeting organizer
Enter the information and click Apply to set the values.
Table 6-9 Intercompany Participant Meeting Options
|
|
Multipoint Call-In Number
|
This is the phone number your Cisco TelePresence endpoint phone will call to join the meeting. This number is provided by the meeting Host’s CTMS or your Service Provider’s CTMS.
|
Intercompany Meeting
|
The Meeting Number is generated by the Host’s CTMS or your Service Provider’s CTMS.
|
The sum of Cisco TelePresence resources required by all other companies.
|
If your company is hosting an Intercompany Cisco TelePresence meeting, the number of resources required to include all the participating companies is listed. The sum of the resources needed can be determined by adding the values below for each TelePresence endpoints participating in the meeting:
CTS-500 = 1 resource
CTS-1000 = 1 resource
CTS-1100 = 1 resource
CTS-1300 = 1 resource
CTS-3000 = 3 resources
CTS-3200 = 3 resources
|
WebEx
The WebEx window allows the meeting organizer to enable WebEx for their meeting and provides them with the WebEx information for both the host and par tic pants to join the meeting. The first time they schedule a TelePresence meeting with WebEx, they must register their WebEx ID user account with CTS-Manager. For more information, see First-time WebEx Setup.
Note This window is not available if the meeting organizer is not permitted to use WebEx.
Allow WebEx users to participate in this meeting
Selecting
Yes
enables WebEx for the meeting. Selecting
No
disables Webex for the meeting.
WebEx Call-In Information
This section displays the WebEx information necessary for both the host and participants to join the meeting.
Table 6-10 Meeting Manager > WebEx Window
|
|
Call-in Toll Free Number
|
Toll-free number for WebEx participants.
|
Call-In Toll Number
|
Toll number for WebEx participants.
|
WebEx Meeting Host Key
|
Code for host to regain control of the meeting from an attendee.
|
WebEx Meeting ID
|
The unique ID number generated by WebEx to identify the scheduled meeting.
|
Meeting Password
|
Password for WebEx participants.
|
URL
|
URL for WebEx meeting.
|
First-time WebEx Setup
If this is your first time setting up WebEx for a TelePresence meeting, you must register your WebEx ID user account with CTS-Manager. This makes using WebEx with future TelePresence meetings as easy as possible.
Note If you use the WebEx Productivity Tool plug-in for Microsoft Outlook to schedule your meeting, you do not need to go through this first-time setup.
To set up WebEx:
Step 1 If there is more than one WebEx site available, select the WebEx site to which you have been assigned.
Note If you are not sure which site to select, contact your help desk for assistance.
Step 2 Click
Register
.
The WebEx login window appears.
Note If a Security warning message appears: In Internet Explorer 6, click Yes. In Internet Explorer 8, click No
Step 3 Enter your WebEx Username and Password and click
Log In
.
Once you log in, you are redirected back to the Meeting Manager window for your meeting.
Note If a security warning message appears, click No.
Step 4 Click the WebEx tab, select the
YES
radio button, then click
Apply
.
WebEx is enabled and the following WebEx details appear:
-
Call-in Toll-Free Number
-
Call-in Toll Number
-
WebEx Meeting Host Key
-
WebEx Meeting ID
-
Meeting Password
-
URL
After a few minutes, you will receive an updated confirmation email with the WebEx information listed in the “Provide the following information to your other participants” section.
Step 5 Copy the WebEx information from the confirmation email.
Step 6 In your email program, create a new email addressed to your WebEx participants.
Step 7 Paste the WebEx information into the email and send it.
WebEx participants join the meeting by clicking the URL you sent in the email or copying and pasting it into their browser.
TelePresence participants join the meeting by pressing the button on their TelePresence phone.
When you are finished making changes in the WebEx window, click
Apply
to save your changes.
Note The process of authenticating with WebEx maps your enterprise user account to your WebEx account. If your WebEx account changes after you log into WebEx the first time, you will use the Re-authenticate button to log into WebEx the next time with your new username and password and, after successful login, the mapping will be updated to your new WebEx account. Any WebEx account created for your company can be used to authenticate with WebEx, as long as the you know the correct username and password. If your WebEx account is reactivated, or a new one is created, you must reauthenticate with WebEx to be able to schedule WebEx-enabled TelePresence meetings.
Changing Your WebEx Site or Username
If you want to change your WebEx site or username, do the following:
Step 1 Contact your WebEx administrator to get your new WebEx site and username/password information.
Step 2 Open the confirmation email for an upcoming Cisco TelePresence meeting you scheduled. If you have no upcoming meetings, schedule one now.
Step 3 Click the
WebEx
button in the email.
Step 4 Log in to Cisco TelePresence Manager using your enterprise user ID and password.
The Meeting Manager window appears with the WebEx tab selected.
Step 5 Next to “To change your WebEx Site or username” click the
here
link.
Note If there is only one site available, you can only change your WebEx username
Step 6 If changing your WebEx site, select the new WebEx site.
Step 7 Click
Update WebEx Credential
.
The WebEx login window appears.
Note If a Security warning message appears: In Internet Explorer 6, click Yes. In Internet Explorer 8, click No
Step 8 Enter your WebEx username and password for the new WebEx site, provided by your WebEx administrator.
Step 9 Click
Log In
.
Once you log in, you are redirected back to the Meeting Manager window for your meeting.
Note One or more WebEx sites may be available, but you can only use one for scheduling WebEx-enabled TelePresence meetings. If you are not sure which one to use, contact your help desk.
Reactivating Your WebEx Account
If your WebEx account is inactive, you will not be able to schedule WebEx-enabled TelePresence meetings.
To reactivate your account:
Step 1 Contact your WebEx administrator to have your account reactivated.
Step 2 Open the confirmation email for an upcoming Cisco TelePresence meeting you scheduled. If you have no upcoming meetings, schedule one now.
Step 3 Click the WebEx button in the email.
Step 4 Log in to Cisco TelePresence Manager using your enterprise user ID and password.
Step 5 Select the WebEx site on which you have your account.
Step 6 Click the
Registe</B>
r button and log in to WebEx using your reactivated account username and password.
After successful login, you are redirected to Cisco TelePresence Manager where you can enable WebEx for your TelePresence meeting.
WebEx Roles
The CTS-Manager administrator is responsible for assigning WebEx roles to users. Until the administrator assigns a role to a meeting organizer, their role is determined by the WebEx default user type configured in the Configure > Application Settings > Bridges and Servers window.
There are three types of WebEx users:
– WebEx Permitted User
– WebEx Premium User
– WebEx Non-Permitted User
WebEx Permitted User
If you are a WebEx Permitted user, you can request WebEx on a meeting-by-meeting basis.
Using Microsoft Outlook, you can use the WebEx Productivity Tools plug-in to add WebEx to your meeting.
Alternatively, you can enable WebEx for your meeting by doing the following:
Step 1 Click the WebEx tab, select the
YES
radio button, then click
Apply
.
WebEx is enabled and the following WebEx details appear:
-
Call-in Toll-Free Number
-
Call-in Toll Number
-
WebEx Meeting Host Key
-
WebEx Meeting ID
-
Meeting Password
-
URL
After a few minutes, you will receive an updated confirmation email with the WebEx information listed in the “Provide the following information to your other participants” section.
Step 2 Copy the WebEx information from the confirmation email.
Step 3 In your email program, create a new email addressed to your WebEx participants.
Step 4 Paste the WebEx information into the email and send it.
WebEx participants join the meeting by clicking the URL you sent in the email or copying and pasting it into their browser.
TelePresence participants join the meeting by pressing the button on their TelePresence phone.
When you are finished making changes in the WebEx window, click
Apply
to save your changes.
WebEx Premium User
If the meeting organizer is a WebEx Premium user, every meeting they schedule includes WebEx.
All they have to do is provide the WebEx information to their meeting participants:
Step 1 Copy the WebEx information from the confirmation email.
Step 2 In your email program, create a new email addressed to your WebEx participants.
Step 3 Paste the WebEx information into the email and send it.
WebEx participants join the meeting by clicking the URL you sent in the email or copying and pasting it into their browser.
TelePresence participants join the meeting by pressing the button on their TelePresence phone.
Note All existing meetings scheduled by the user before they become a WebEx Premium User will remain unchanged. All meetings scheduled thereafter will have WebEx enabled. WebEx can be enabled for an existing meeting only by adding or deleting endpoints or changing the time of the meeting.
WebEx Non-Permitted User
If the meeting organizer is a WebEx Non-Permitted user, they are not permitted to use WebEx with any of their meetings.
In this case, the WebEx button in the confirmation email and the WebEx tab in the Meeting Manager window are not available.
Usage Survey
The Usage Survey window allows you to view and fill out the survey.
To fill out the survey:
Step 1 Select or enter an answer for each of the questions.
Step 2 Click
Apply
.
Meeting Options
The meeting options window allows you to adjust other options for your meeting.
Note Meeting options are different for an intercompany meeting. See the Intercompany Host Meeting Options and Intercompany Participant Meeting Options sections, for more information.
Mark this meeting as private:
Allows you to show or hide the TelePresence meeting subject on the phone in the TelePresence endpoint.
Provide a call-in number for other participants?:
Allows you to provide a call-in number for TelePresence endpoints that were not originally invited to the meeting to be able dial in to the meeting.
The following options are available only for a meeting scheduled with one endpoint:
Number to Dial:
Enter a call-in number. You must enter only numbers. Other characters including dashes are not permitted.
Is this meeting intended for recording a video to be distributed later?
: Allows you to record the meeting for distribution later.
Is TelePresence required for this meeting?
: Allows you to disable TelePresence for the meeting. When TelePresence is disabled, Action Required emails will not be sent if any additional settings are changed.
When you are finished making changes in the Meeting Options window, click
Apply
to save your changes.
Allowing Other Users to Manage Your Meetings
The meeting organizer can select up to five other users who can also manage their meetings. The user(s) will receive the email notifications and have the ability to access meeting manager to view meeting details, change meeting options, as well as change preferences.
In the emails and in the meeting details, delegates will see the meeting information based on the organizer's time zone and locale preferences, not the delegates' own.
All feature options that are available to the meeting organizer are also available to the delegates.
To allow other users to manage your meetings:
Step 1 In the Meeting Manager window, click
Preferences
.
The Preferences window opens.
Step 2 In the Allow Others to Manage My Meetings field, enter the user ID of each user to whom you want to delegate management of your meetings. User IDs must be separated by a comma.
example: jsmith, kjohnson, bjones
Step 3 (Optional) If you want only the delegate users to receive email notifications for meetings that you schedule, uncheck
Send me email notifications
.
Note If a delegate user forwards the meeting organizer an email notification, they will receive it even if they unchecked Send me email notifications.
Step 4 (Optional) If you want to save the user IDs that you are entering and keep this window open while you find other user IDs to enter, click
Apply
.
Step 5 When you are finished, click
OK.