Scheduling Meetings

[Mlymel44]

Hello.  I work at a school and wanted to utilize WebEx for our PT Conferences.  If I were to make meeting links for all the teachers, would they be able to start those meetings on their own? OR would i need to start each meeting I make, and change "host" to them???  Please advise.  TY

[janhill]

Hi Mylmel44 - It seems you need to add a Co-Host or Alternate Host to start the meetings on their own. I would check out this article on help.webex.com. https://help.webex.com/en-US/article/n1bqkbv/Add-cohosts-for-Webex-Meetings-and-Webex-Events-(new) Hope that helps.

[Mlymel44]

Hello...

TY for the info but I do NOT see those options.

Is there a way someone can call me to walk it through?

TY

Mel

[Nithin Eluvathingal]

I hope its not a free webex, if its paid As @clopezgo mentioned, you can assign  Cohost  and they can start the meetings on behalf of you. 

[Mlymel44]

TY Nithin Eluvathingal!

[clopezgo]

Hello Mlymel44

Yes you can do that, You don't need to start the meetings every time, instead of, you can assign a Cohost, so others can open the Webex meeting on behalf of you,

Follow this:

Please login with your account to your Webex enterprise site (https://cisco.webex.com/webappng/sites/cisco/dashboard?siteurl=cisco), then on left menu go to Preferences > My personal Room > Cohost. Then add the email for the person or people that you want to give a Cohost role. Please find the screenshot attached in this post.

Cohosts can start the meeting on your behalf and share meeting privileges with you. After the meeting starts, you can make any participant a cohost of the meeting. If you want to preassign cohosts before the meeting, select one of the cohost options in this section.

I hope this can help!!

[Mlymel44]

Hello clopezgo!  TY TY so much for the reply.

Is there a way I can make someone a co-host (not in my private room) prior to the meeting?

Like when Im making the meeting through Google Calendar, adding WebEx conferencing, etc.  If I add a "guest" from my Google Calendar, how could I make someone a "co-host" prior?

I understand that I could make someone a co-host to my private room, but what if I need a room for each teacher?  Meaning, if I make a WebEx PT Conference link for a teacher, I need them to be able to start their own meeting.  I just want to make the link ahead of time.  Is that possible?

Sorry so confusing.

TY TY again.

[clopezgo]

Hello Mlymel44 ,

Ok, I understand what you want to do, basically you want to have multiple rooms from only one account for many teachers. it is true that It is complicated from only one account to have multiple rooms for every co-host, For sure you can have only one room and many people as co-host to start the meeting, but it will be the same meeting room for everybody, correct?

So now I am thinking, it can be one option but not sure it can fit your needs, this is to have your meeting room open by the host or any co-host (and this is will be the main meeting room open), then in Webex meetings you can create some virtual rooms named Breakout sessions on fly or when you are scheduling the meeting. So if every body joins to the main meeting room, People will see all breakout sessions available, as per teacher or class name (you can rename the breakout session). Also you can decide who can join in every breakout session,

To setup this feature, please go to your Webex Enterprise Site then schedule a meeting > Show advanced options (blue link on buttom) > Breakout session > Enabled and click blue link "Preassign breakout sessions" > click on create and automatically.

Once you clicked on create button, you will see another window where you can add people (on left side), and create breakout session (on right side). See the attached pics as reference.

In the 3 dots you can rename the breakout session as you want, and also you can add the breakout sessions as much as you want but not exceeding 100, (that's the limit of breakout sessions). Remember this is a workaround so far, in order to have multiple rooms from one account or a meeting room.

Another tip that I can tell you, if the breakout session (class) is over or one person wants to leave it, people should click the red icon on bottom section (see the attached pic as reference), then they will go to main meeting room and finally the red cross icon to leave the main meeting.

Also here you have a link, where you can find how to create breakout session in Webex meetings:

https://help.webex.com/en-US/article/nft9foq/Webex-Meetings-|-Create-breakout-sessions

I hope you can have more options as per your needs, and also I hope this can help. If does, please rate the post.

Thanks in advance

[Mlymel44]

Hello...

TY for the suggestion of the "breakout room" / classes. I didnt think
about that.

Just to explain a little further, each teacher has (7) time slots, 15 min
increments. I wanted to make the links for the teachers in WebEx (verses
Google Meets) because we have the option of a "waiting room" and parents do
not need a gmail in order to join into the meeting.

So what I was thinking, is that I was going to pre-make each meeting for
all teachers ahead of time so that I am not relying on the teachers to do
so (one of the problems that we ran into last year). So I would need to
make 7 time slots/meetings for each of our 38 teachers.

Please LMK if you have any other thoughts. TY TY again for your time!

Mel

[Nithin Eluvathingal]

Add an Alternate Host When You Schedule a Webex Meeting

An alternate host can start, manage, and record the meeting for you, but can't edit or cancel the meeting. If an alternate host records the meeting, the recording appears in your list of recordings. You receive the email message with the link to the recording, when it's available. The recording isn't available to the alternate host, unless you provide the link to it.

1	Sign in to your Webex site and select Schedule.
2	Specify the details for your meeting, and add attendees.
3	To make an attendee an alternate host, select.   Only account holders can be alternate hosts. This option isn't available for attendees who don't have an account on your Webex site.

Add an Alternate Host to a Scheduled Webex Meeting

You can also designate an alternate host (or several) for meetings that you previously scheduled.

1	Sign in to your Webex site and select Meetings.
2	In the Meetings list, locate and select the meeting that you want to edit.
3	In the Who is Invited? section, locate the attendee to designate as an alternate host and mouse-over.
4	Select Assign alternate host.

https://help.webex.com/en-US/article/n6c6stb/Add-an-Alternate-Host-When-You-Schedule-a-Webex-Meeting-Using-Modern-View

[Mlymel44]

Hello...

TY for the reply. Unfortunately it doesnt work =(

I logged into WebEx and tried to schedule a "meeting" and "event". Added
"attendee" (for meeting) and "panelist" (for event), hovered over the 3
linear dots and the option of adding them as "cohosts" were not enabled.

I would like to pre-make meeting slots (15 mins each) for my teachers in
preparation for Parent Teacher Conferences. But IF I make ALL the
meetings, I clearly wont be able to start them all. I would like to
designate each teacher as a cohost for their own meetings so that they can
start the meetings on there own.

Is this possible. Please LMK. TY TY

Mel