Using Webex: Meetings and Events Best Practices

Overview

WebEx website - Meetings and Events Best Practices for RPI

Procedures

Once logged into RPI's WebEx at https://rensselaer.webex.com

Meetings - recommended for up to 20 attendees:

1. In Modern View, click on Meetings on the left
2. For a new meeting: Click on Schedule in the upper right-hand corner
   
3. Meeting Type:  Webex Meetings Pro Meeting (generally recommended)
4. Enter appropriate Meeting topic
5. Meeting password - cryptic password provided; can change if preferred
6. Update the Time zone if necessary
7. Set the date and time appropriately using the drop down arrow
8. Check Recurrence if this meeting will repeat on a regular basis.  Set the recurrence pattern appropriately
9. Enter attendees email addresses separated by a comma or semicolon.  If exporting from LMS, export to a text file, search and replace:  search: rpi.edu replace: rpi.edu, 
10. Click drop-down next to Show advanced options
11. Entry and exit tone -- most often would probably choose "No Tone"
12. Meeting agenda - optional
13. Scheduling Options - set appropriately.  Note:  Email reminder is for the host not the attendees
14. Attendee privileges - may want to consider turning off View participant list, and Chat with Other participants option
15. Click Start

Events - recommended for up to 3000 attendees:

1. In Modern View on the bottom left corner, click on Webex Events
2. On the left-hand side under Host an Event, click on Schedule an Event
3. Add an appropriate Event name
4. Event password - cryptic one provided; can change if preferred
5. Enter a start date and time; duration; and edit time zone if necessary
6. Allow Attendees to enter -- 15 minutes prior is recommended
7. Email reminder -- reminder is for the host only
8. Default is to Mute upon entry for all participants -- most likely preferred setting
9. Entry & exit tone - defaults to No Tone -- most likely preferred setting
10. Event Description & Options -- optional and defaults most likely preferred settings
11. Attendees & Registration
    1. Click on Create invitation list
    2. Most preferred will most likely be importing a comma delimited file (file type: csv) - click on Import Contacts...
       1. Prepare the list ahead of time.  Download the attached SampleAttendeesfileforEvents.csv  -- leave format the same; ensure Name and Email columns are complete.  Save file as a csv type and note location of where saved file.
       2. Enter a name for the distribution list
       3. Click Choose File - browse to import file created
       4. Delimiter: change to comma
       5. Click on Import
       6. Click OK
    3. Uncheck Allow registrants to invite friends to this event
12. Email Messages: optional to set reminders
13. Click Schedule This Event
14. Send invitation emails to: select the desired options of Host, Panelists, Attendees, Vendors
15. Click Send Now...
16. Click OK

Last Reviewed:  12-Mar-2020