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The Meeting Centre Schedulers

You can schedule a Webex meeting using either the Advanced Scheduler or the Quick Scheduler, both of which are available after you log in to your Webex site.

The Advanced Scheduler lets you add more information about your meeting, while the Quick Scheduler is often used to start a meeting on short notice.

To open and use the Advanced Scheduler:

  1.  click ‘Host a Meeting’ > ‘Schedule a Meeting’ on the left navigation bar of your Webex Meeting Centre site. Your site might be configured for the Quick Scheduler to open
  2. click 'To set advanced meeting options go to Advanced Scheduler'. The Advanced Scheduler opens on the 'Required Information' page. Your 'Teleconference account' details are automatically populated.
  1. enter a ‘Meeting topic’, then enter the password (if asked)
  2. click ‘Start’ if you want the meeting to begin immediately, or click each of the links on the right-hand side of the page and complete additional information
  3. click ‘Schedule Meeting’ when you’re done entering the additional information.

Start a Meeting

The host will start a scheduled meeting. Hosts can also start an unscheduled 'instant meeting' and then invite other participants to join.

To start a scheduled meeting:

  1.  log in to your Meeting Centre site and click ‘My Webex’ on the top navigation bar
  2.  select the meeting from the list and click ‘Start’. The Meeting window opens.

To start an instant meeting:

Log in to your Webex site and you’ll be placed into your Personal Room where you can click ‘Start Meeting’ to instantly begin a meeting. Or you can go to the Meeting Centre tab and click ‘Meet Now’ on the left navigation bar. The meeting window opens, and you can then invite participants.

Schedule a meeting in Outlook

Webex Integration to Outlook, available as part of Webex Productivity Tools, lets you easily schedule, start, or join Webex meetings using Microsoft Outlook. If you’ve installed Webex Productivity Tools, the Webex toolbar appears in the Outlook ribbon.

Note: If you’ve not configured Productivity Tools, learn how to here.

With Integration to Outlook, you can invite attendees using any of your Outlook address lists. After you send a meeting invitation, the meeting automatically appears on your Outlook calendar. Attendees don’t need to use Outlook integration to join the meeting.

To schedule a Webex Meeting

  1. Select ‘Schedule Meeting’ then ‘Schedule Webex Meeting’ in the Outlook ribbon
    or
    Open a ‘New Meeting’ invite and then select ‘Add Webex Meeting’ in the Outlook ribbon. You may see a ‘Communicating with server’ message, then the Webex settings are available for you to edit
  2.  Enter a meeting password (if needed) and modify settings as necessary, then click ‘OK’
  3. Enter the meeting information in the appointment window as you normally would
  4.  Click ‘Send’. Attendees will receive an email invitation with a link to the meeting, and the meeting will be added to your Outlook calendar and to the scheduled meetings list on your My Webex page.

Tip for the host

Once your meeting is scheduled, you can open the meeting in your Outlook calendar and select the ‘Host Information’ icon in the Webex group of the ribbon. This displays your host information, such as the host key, host pin, audio pin, or host access code, depending on the meeting type.

Allow another user to schedule meetings for you

You can assign someone else as a delegate to schedule, edit, cancel, and start meetings for you.

If someone else schedules a meeting for you, the meeting still appears in your list of meetings. You can start and host the meeting just as if you scheduled it yourself.

Note: At any time, you can remove the permission from the delegate to manage meetings for you.

The delegate feature can be enabled by the site administrator.

Before getting started, your delegate must have a Webex host account on your Webex site.

Assign a delegate on the Webex Site

  1. On your Webex site, select ‘My Webex’
  2. Select ‘Preferences’
  3. Select ‘Scheduling Options’
  4. In the ‘Scheduling permission’ box, enter the email address of one or more hosts you want to allow to schedule meetings on your behalf
  5. Select ‘Save’ at the bottom of the ‘Preferences’ page.

Set Scheduling Permission in Microsoft Outlook for Windows

  1. On the ‘File’ menu, select ‘Account Settings’
  2. Select ‘Delegate Access’
  3. In the ‘Delegates’ box, select ‘Add’
  4. Select the delegate's name, and then select ‘OK’.
  5. In the ‘Delegate Permissions’ box, select ‘Editor’ in the calendar, and then select ‘OK’
  6. Select ‘OK’ to close the ‘Delegates’ box.

Schedule, manage, and start a meeting for another host

Important: Before you begin, make sure that you and the actual host are both using the same version of Webex Productivity Tools.

  1. In Microsoft Outlook, on the ‘File’ menu, select ‘Open’ > ‘Other User's Folder’
  2. Type the name of the actual host or select ‘Name’ to select the actual host's name
  3. Select ‘Calendar’ in the 'Folder type' list, and then select ‘OK’
  4. To schedule a meeting for the host, select the actual host's calendar in Outlook, open a new meeting or appointment, and specify the information and settings for the meeting
  5. To start a meeting for the host, select the meeting item in the actual host's calendar in Outlook, and then select the ‘Join Webex meeting’ or ‘Join me in my Personal Room’ link in the meeting.

Assign Alternate Hosts for your meeting

Use alternate hosts when you want to allow another host from your Webex site to start and run your meeting. The alternate host has all the privileges of the host within the meeting, but can't edit or delete the meeting.

When scheduling a meeting on the Webex site

To allow any attendees with host accounts to act as alternate hosts:

  1. log in to your Webex site
  2. click ‘Meeting Centre’ from the top navigation bar
  3. click ‘Schedule a Meeting’ on the left side of the page
  4. on the ‘Required Information’ page, enter the meeting topic and password
  5. if you’re in Advanced Scheduler, click ‘Invite Attendees’ on the right side of the page
  6. in the attendees section, check the ‘Let anyone with a host account on this site host my meeting’ box
  7. click the ‘OK’ button
  8. complete the rest of the steps to schedule your meeting.

To add specific attendees as alternate hosts:

  1. log in to your Webex sit
  2. click ‘Meeting Centre’ from the top navigation bar
  3. click ‘Schedule a Meeting’ on the left side of the page
  4. on the ‘Required Information’ page, enter the meeting topic and password
  5. if you’re in Quick Scheduler, choose ’Used Address Book;
  6. if you’re in Advanced Scheduler, click ‘Invite Attendees’ on the right side of the page then choose ‘Select Attendees’
  7. click the desired alternate hosts from the list on the left side of the window, then click the ‘Alternate Host’ button. Tip: If your contact isn’t available in the address book, under the ‘Source’ drop down menu, choose ‘Personal Contacts’. This will activate the ‘New Contact’ button and you can add your new contact there
  8. the alternate host(s) will appear in the list to the right, under the ‘Alternate Host’ heading.

Note: The contact must have host privileges on the site. Attendees without a host account can’t be added as an alternate host.

When scheduling a meeting in Outlook

Note: requires Productivity Tools.

  1. In Outlook, open a ‘New Meeting’ invite
  2. Add attendees in the ‘To’ field
  3. Select ‘Add Webex Meeting’ in the Outlook ribbon
  4. You may see a ‘Communicating with server’ message, then the Webex settings are available for you to edit
  5. Enter a meeting password (if needed) and modify settings as necessary
  6. Select the ‘Resources’ tab, then check the box next to the attendee(s) you want to designate as alternate host(s)
  7. Click ‘OK’
  8. Enter the remainder of the meeting information in the appointment window as you normally would and click ‘Send’.

Starting a meeting as an Alternate Host

If you join prior to the host starting their meeting and you’ve been designated as an alternate host, you can start the meeting in their place.

From your Webex site

  1. Log in to your Meeting Centre site and click ‘My Webex’ on the top navigation bar
  2. Click ‘My Meetings’ in the left navigation and a list of meetings appears
  3. Select the meeting from the list and click ‘Start’. The Meeting window opens and you’re the host.

From the meeting invitation

  1. Open your invitation message, and then click the link to join the meeting. The 'Meeting Information' page appears
  2. Enter your name, email address, and the meeting password (if needed)
  3. If you're not logged in to the Webex site, you’ll be asked to do so
  4. Click ‘Start’. You’re now connected to the meeting as the host.

Help desk phone numbers

Please browse our guides and if you can't resolve your questions, contact one of our global helpdesk advisers.