Advanced scheduling options for meetings and webinars
When you’re scheduling a meeting or webinar, you can choose the basics and get them scheduled with just a few clicks. If you want to have even more control and flexibility over your meetings, use the advanced scheduling options. You can choose to let people join using different types of audio connections, change mute options, add an agenda, cohosts, breakout sessions, and more.
This article applies to Webex Meetings, Webex Webinars, and Webex App. It describes the options available when you schedule a meeting or webinar from your Webex site. When you schedule a meeting from Webex App and choose a one-time meeting link, you see a subset of these options.
Select Advanced settings to access these options when you schedule your meeting.
Meeting type
Meeting types are default or customized sets of meeting features available for your site. Your account can have one or more meeting types associated with it.
Security options
| Option | How to use |
|---|---|
| Meeting password | Use a meeting password to prevent unwanted attendees from joining. |
| Exclude meeting password | Prevent the meeting password from appearing in the email invitation. |
| Auto admit |
Choose what happens when people who didn't receive a meeting invitation try to join. Select one of the following options:
The options that appear depend on the security settings set for your Webex site by your site administrator. Invited users who sign in to their Webex account join the meeting without entering a password or waiting in the lobby. |
| Auto lock | Automatically lock the meeting after it starts. You can set the amount of time before the meeting locks. |
| Join before host | Allow panelists and attendees to join your meeting and panelists to connect their audio before the meeting starts. |
| Public meeting | Allow your meeting to appear on the public meetings list so anyone can view its details. We recommend that you add a password to secure your meeting. |
Audio options
| Option | How to use |
|---|---|
| Audio connection type |
Choose from the following options to connect to the meeting audio:
|
| Entry and exit tone |
Choose the entry and exit tone plays when someone joins or leaves a meeting.
|
| Mute attendees | Specify who has control over muting and unmuting participants. Limit control to hosts and cohosts, allow attendees to unmute themselves, or always mute attendees when they join. |
Schedule options
| Option | How to use |
|---|---|
| Tracking code | If your site adminsitrator turned on tracking codes, select a tracking code from the list or enter a custom tracking code. |
|
Cohosts |
Choose from the following options:
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Automatic recording |
Ever forgot to record a meeting? Select this option when you're scheduling a meeting so that you don't have to worry about that. Your meeting automatically records right when it starts. |
|
Breakout sessions |
Allow participants to break out into smaller groups during your meeting so they can collaborate and share ideas. You can preassign the number of sessions and choose whether to automatically or manually create breakout sessions. |
|
Anonymous meeting |
Choose whether to show anonymous display names for attendees instead of their original names. |
|
Registration |
Choose whether attendees must register before they can join your webinar. Registration cannot be used if the Join before host option is selected. If this option is selected, registration is disabled for the webinar, and any previous attendee registrations are permanently deleted. To recover these attendee registrations, please contact the Cisco Technical Assistance Center. You can set a registration cap, automatically accept all registrations and even customize your registration form. If you have a 1000, 3000, or 5000-user plan, you can accept a maximum of 10,000 registrations. If you have a 10,000, 25,000, 50,000, or 100,000-user plan, you can accept 20% more registrations than your plan allows. For example, if you have a 10,000-user plan, you can accept a maximum of 12,000 registrations. Although you can accept more registrations than your plan allows, only the number of attendees allowed by your plan can join your meeting or webinar. For example, if you have a 10,000-user plan, only 10,000 users can join. If you have a 1000, 3000, or 5000-user plan, only 1000, 3000, or 5000 users can join, respectively. Customizations include creating your own questions to be included in the registration for this webinar as well as your future webinars. You can also preview your custom registration form before you save it. If your webinar requires registration, you can also set up rules to automatically approve or reject registrants. See Require your attendees to register for a meeting or webinar for more information about registration. |
|
Interpretation |
Have more inclusive meetings by creating different language channels and assigning interpreters so that attendees can understand in their preferred language. Enabling interpretation disables breakout sessions. |
|
Meeting options |
You can specify what you want attendees to be able to do during a meeting. You can allow attendees to use meetings features such as posting a message to the chat window for all to see and taking notes. |
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Attendee privileges |
You can give attendees some specific privileges such as being able to share content. We've made some common selections for you but you can make any adjustments you need to. |
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Video Systems |
Allow authenticated video systems in your organization to start and join the meeting. |
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Email reminder |
We all get busy doing other things and can easily lose track of time. Send yourself a reminder before the meeting starts so you don't miss it. The reminder only gets sent to the meeting host. |
You can access these advanced options when you're scheduling your webinar.
|
Option |
How to use |
|---|---|
|
Audience options |
Keep your webinar more secure. You can require attendees who have an account on the same site as the webinar to sign in before joining the webinar. |
|
Automatic recording |
Automatically start recording the webinar when it starts. |
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Webcast eCDN | An enterprise content delivery network (eCDN) optimizes network performance to save bandwidth. When you enable the eCDN, you can improve the quality of the video and audio streams for webinars that have many participants. |
|
Practice session |
Have a dress rehearsal before the start of your webinar. Choose to start the practice session 15–60 minutes before the webinar starts. For more information, see Hold practice sessions in Webex Webinars. |
| Breakout sessions |
Allow participants to break out into smaller groups during your webinar so they can collaborate and share ideas. Hosts and cohosts cannot assign attendees to breakout sessions in webinars. Once breakout sessions have started, attendees can choose which breakout session they want to join. For more information, see Breakout sessions in Webex Webinars. |
| Webinar series | Check this box to make this webinar part of a webinar series, which allows people to register for multiple webinars at once. You can add this webinar to an existing series or create a new one. For more information, see Manage a webinar series. |
| Registration |
Choose whether attendees must register before they can join your webinar. Registration cannot be used if the Join before host option is selected. If this option is selected, registration is disabled for the webinar, and any previous attendee registrations are permanently deleted. To recover these attendee registrations, please contact the Cisco Technical Assistance Center. You can set a registration cap, automatically accept all registrations and even customize your registration form. If you have a 1000, 3000, or 5000-user plan, you can accept a maximum of 10,000 registrations. If you have a 10,000, 25,000, 50,000, or 100,000-user plan, you can accept 20% more registrations than your plan allows. For example, if you have a 10,000-user plan, you can accept a maximum of 12,000 registrations. Although you can accept more registrations than your plan allows, only the number of attendees allowed by your plan can join your meeting or webinar. For example, if you have a 10,000-user plan, only 10,000 users can join. If you have a 1000, 3000, or 5000-user plan, only 1000, 3000, or 5000 users can join, respectively. Customizations include creating your own questions to be included in the registration for this webinar as well as your future webinars. You can also preview your custom registration form before you save it. If your webinar requires registration, you can also set up rules to automatically approve or reject registrants. See Require your attendees to register for a meeting or webinar for more information about registration. |
|
Interpretation |
Have more inclusive webinars by creating different language channels and assigning interpreters so that attendees can understand in their preferred language. Enabling interpretation disables breakout sessions. |
|
Email reminder |
We all get busy doing other things and can easily lose track of time. Send reminders before the webinar starts or a thank-you note after it ends. Email remidners get sent to hosts and panelists only by
default. Customize the reminders to send them to attendees. |
|
Webinar options |
Click Edit webinar options, then check the check boxes next to the options you want, such as chat and polling. |
