Using Meeting Manager

Table Of Contents

Using Meeting Manager

Using Meeting Manager

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Revised: November 27, 2006, OL-11323-01

First Published: November 27, 2006

Cisco TelePresence meetings are scheduled between two meeting rooms. Problems occur when it is detected that only one one-button-to-push meeting was scheduled in Microsoft Outlook or more than two meeting rooms have been scheduled. Cisco TelePresence Manager provides a Meeting Manager window where you can take steps to correct these problems. The link to the Meeting Manager window is embedded in the e-mail notification that is sent to the person who scheduled the meeting.

When the meeting starting time has passed, a single status window is displayed with the following message:

The meeting has already begun (its scheduled starting time has passed). No modification 
action is allowed.

Figure 4-1 Expired Meeting Window

If the scheduled time for the meeting has not passed, the Meeting Manager displays an additional window that aids you in resolving the problem with the meeting.

Figure 4-2 Meeting Manager Problem Resolution Windows

If the meeting was scheduled as a series, first select either the Series radio button to indicate that you want to revise the entire meeting series or the Single Occurrence radio button to revise just one occurrence of the meetings. When you click the Single Occurrence radio button, you must further select which meeting to revise by clicking Select Instance. A popup calendar appears with the scheduled meetings highlighted. Click the date to select the single-occurrence meeting you want to correct.

Table 4-1 and Table 4-2 describe the information and features available from the windows.

Table 4-1 Meeting Manager Status Window

Field	Description or Settings
Subject	Displays information provided about the meeting, often truncated. Run your mouse pointer over the Subject field to see the full description.
Scheduler	Login name of the person who scheduled the meeting.
Rooms	Meeting room name, which is also a link to the Cisco TelePresence System Administration application where information can be reviewed and revised. A field is provided for entering the meeting room telephone number.
Privacy Preference	Radio buttons indicate whether information about an upcoming meeting will be displayed on the room's IP phone. •Click the Display meeting information on room phone radio button to allow the display of information. •Click the Do not display radio button to preserve meeting privacy.
Status	Meeting status.
Condition	Cause of the problem.

Table 4-2 Meeting Manager Solution Window

Field	Description or Settings
Fix using Microsoft Outlook	Message instructing you to open Microsoft Outlook and correct the meeting setup by adding or deleting rooms so that only two rooms are scheduled to be connected to each other in a given meeting.
Fix using Cisco TelePresence Manager	Provides a radio button that allows you to use the current meeting settings, as follows: •Enable Auto Launch. Click this button and then enter the phone number to dial in the box provided. •Disable Auto Launch. Click this button to select that no phone number will be associated with the meeting and no call will be made.

To register new or modified settings, click Apply.

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Note Before clicking the Apply button, check that the appropriate radio button is selected for a meeting scheduled as a series. Changes will be applied either to the entire series or to a selected instance of the meeting.

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To restore the original settings, click Reset.