Scheduling and Attending Meetings

Transcription

1 CHAPTER 3 This chapter describes how to schedule and attend various types of meetings. See the following sections: About Scheduling Conferences, page 3-1 About Recurring Meetings, page 3-2 About Continuous Meetings, page 3-3 About Immediate Meetings, page 3-4 About Large Meetings, page 3-4 About Lecture-Style Meetings, page 3-5 About Q&A Meetings, page 3-8 About Zero-Port Meetings, page 3-11 About Reserve All Ports Meetings, page 3-11 About Using Features During Meetings, page 3-12 Table of Scheduling Parameters, page 3-18 System administrators often receive questions from users. For information on troubleshooting end-user and attendant topics, see Chapter 6, Troubleshooting the Cisco Unified MeetingPlace Audio Server System. Also see the Quick Start Guides for the Cisco Unified MeetingPlace Audio Server, at and the online Cisco Unified MeetingPlace Reference Center. About Scheduling Conferences Cisco Unified MeetingPlace users can choose to set up conferences immediately and outdial to parties, or they can schedule meet me conferences in advance. Conferences can be scheduled from one of the following devices: A touch-tone phone A Cisco Unified IP Phone A computer that uses one of the following: MeetingTime (not available for scheduling video meetings) Microsoft Outlook IBM Lotus Notes 3-1

2 About Recurring Meetings Chapter 3 Web browser Scheduling through an IP phone or a computer requires Cisco Unified MeetingPlace H.323/SIP Gateway software, Cisco Unified MeetingPlace for Cisco Unified IP Phone, MeetingTime, Cisco Unified MeetingPlace for Outlook, Cisco Unified MeetingPlace for Lotus Notes, or Cisco Unified MeetingPlace Web Conferencing. When Cisco Unified MeetingPlace users schedule conferences in advance, the system reserves the necessary resources and guarantees availability at the time of the meeting. However, port resources are not guaranteed if overbooking is employed. For each conference, the system records the following information, and stores it on the conference server: Date, start time, and length of the conference Number of audio and video locations Meeting ID Meeting preferences Other fields determined on a company-specific basis Cisco Unified MeetingPlace phone number Meeting category Caution If Cisco Unified MeetingPlace is configured for meeting classifications, the corresponding meeting categories must be created with the same name. Otherwise video participants may not be correctly scheduled. Note When using MeetingTime to schedule a meeting that includes attendees in different time zones, the scheduler must adjust the meeting start time in the users time zones. From the MeetingTime Preference Tab, select Act as User. If the new user is in a different time zone the meetings are scheduled with the time zone of the original user. It will not take into account the assumed user time zones. Scheduler must adjust the meeting start time within MeetingTime. About Recurring Meetings Instead of scheduling a meeting that occurs more than once, users can schedule a recurring meeting (one that occurs regularly at the same time). Recurring meetings must be scheduled and modified by using the Schedule tab in MeetingTime. Users cannot set up recurring meetings using the phone interface. See Table 3-1. Table 3-1 Recurring Meeting Options Option Schedule recurring meetings Description Organizers can schedule recurring meetings (such as weekly or monthly meetings). Use the Frequency and # of Occurrences parameters in the Schedule tab. 3-2

3 Chapter 3 About Continuous Meetings Table 3-1 Recurring Meeting Options (continued) Option Delete a recurring meeting Reschedule a recurring meeting Description After users schedule a recurring meeting, they can delete a specific session of the recurring meeting or the entire recurring meeting chain. Note This feature is different from the System Manager Agents feature, which prompts schedulers with a reminder notification when there has been a preset number of no-show recurring meetings. For more information on configuring System Manager Agents, see the Configuring System Manager Agents section on page Users can reschedule a recurring meeting and apply the change to a single meeting in the chain or to all future occurrences of the meeting. Because port availability and meeting ID conflicts can prevent certain meetings in a chain from being rescheduled, users can view any scheduling conflicts that the scheduling request might cause. After viewing the results, users can commit to the changes or cancel rescheduling. About Continuous Meetings A continuous meeting is a permanent meeting that is always in session, even if everyone leaves and hangs up. Schedule a continuous meeting, for example, for an all-day meeting during which users will take breaks. Also schedule a continuous meeting for groups or individuals who are involved in managing crisis situations and must be able to meet immediately whenever a problem arises. To Schedule a Continuous Meeting Step 1 Make sure you have system manager access through MeetingTime. Note Continuous meetings can also be scheduled through the Cisco Unified MeetingPlace web interface. However, system managers cannot schedule continuous meetings through the phone interface. Step 2 Step 3 In the MeetingTime Schedule tab, for the Frequency attribute, choose Continuous. Set additional meeting attributes, then click Schedule Meeting. Remember the following information: To cancel a continuous meeting, in the In Session tab, click End Mtg. Up to 1000 continuous meetings can be scheduled on each Cisco Unified MeetingPlace system. After the last participant leaves a continuous meeting, the meeting data is moved to the database. This data appears when you generate a Raw Participant Join Leave report. (For more information, see the Raw Participant Join Leave Information section on page C-21.) To have the system outdial to all participants when the first participant joins a continuous meeting, set the Outdial Invitees on First Caller attribute in the Schedule tab to Yes. (For more information, see the table in the Dialing Out to Participants section on page 3-14.) 3-3

4 About Immediate Meetings Chapter 3 The Cisco Unified MeetingPlace Audio Server system does not allow entire continuous meetings to be recorded. Meeting comments, agenda messages, and meeting messages are fully supported on continuous meetings. If you want team members to be able to leave meeting messages for updates, then during a meeting the caller presses #6-5 and can listen, record, delete, re-record, or append a meeting message. During a meeting team members can listen to the meeting messages by dialing # Video terminals cannot be invited to continuous meetings. Using Video Conferencing During Continuous Meetings If video resources are available, video conferences are started in a continuous meeting after the first video user joins the video conference. The video conference and video link remain active as long as there are video participants in the meeting. When no more video participants are in the meeting, the video link drops soon afterward. Later, when video participants again join, the video link is re-established if video resources are available. About Immediate Meetings An immediate meeting is one that starts right away (when the Reservationless Meetings feature is not enabled). Users can schedule immediate meetings through the phone interface, Cisco Unified MeetingPlace Web Conferencing, or in the MeetingTime Schedule tab. Users schedule immediate meetings by using profile settings. For details about immediate meeting parameters, see the Setting Immediate Meeting Parameters section on page Remember the following information: When the Reservationless Meetings feature is turned on, if a meeting ID is not selected and a user clicks the Immediate Meeting button in the Cisco Unified MeetingPlace Web home page, the system initiates a reservationless meeting with the user s profile number. Immediate meetings are not scheduled with video ports if the user schedules the meeting through the phone interface. However, users can join the video conference if there is available unreserved video capacity on the Cisco Unified Videoconferencing MCU. For information about starting reservationless meetings, see the Starting a Reservationless Meeting section on page For information about attending reservationless meetings, see the Attending a Reservationless Meeting section on page About Large Meetings You can schedule meetings with up to 550 participants in either all speaker (everyone may speak) or lecture-style format. For greater efficiency, we recommend that you schedule large meetings (over 100 participants) as lecture-style. You can enhance lecture-style meetings with Q&A meeting features. As well as setting the Lecture Meeting Attend Settings parameter, we recommend that you also set the parameters for large meetings as shown in Table

5 Chapter 3 About Lecture-Style Meetings Table 3-2 Recommended Parameters for Large Meetings For This Parameter Entry Announcement (Announces participants as they enter the meeting) Departure Announcement (Announces participants when they exit the meeting) Disable Roll Call (Participants hear a list of the first 120 users currently in the meeting) Choose Silent so that late comers do not disturb the meeting Silent to avoid disturbing the meeting Yes for large meetings, when you want to disable the roll call feature and avoid disturbing participants To enhance any lecture-style meeting with Q&A features, see the About Q&A Meetings procedure on page 3-8. About Lecture-Style Meetings Cisco Unified MeetingPlace lecture-style meetings allow for one or more speakers and several remaining participants who are listeners only. While scheduling a lecture-style meetings, meeting controllers can use the Lecture Meeting Attend Settings parameter to specify how they want listen-only participants to attend the meeting. This parameter contains the choices shown in Table 3-3. Table 3-3 Listen-Only Options for Lecture-Style Meetings Option Admit as listeners Start callers in waiting room Start meeting with floor open Allows Participants To Automatically enter the meeting through the meeting room with their speaking ability turned off. (Video participants receive video even when their speaking ability is turned off.) Meeting controllers can Open the floor at any time to allow for general discussion (such as in a town meeting application). Automatically enter the meeting through the waiting room where they can listen to on-hold music plus any meeting announcements the moderator may have recorded. This option allows speakers to converse in private in the main meeting room before beginning the meeting. Video is blocked for video participants. When the moderators are ready to start the meeting they can Call the meeting to order and bring all the waiting room participants into the meeting. Participants automatically have their speaking ability turned off until the moderator chooses to Open the floor. Video participants receive video. Automatically enter the meeting through the meeting room with their speaking ability turned on. When the meeting is set to begin, the meeting controller can Close the floor and turn off participants speaking ability. Video participants receive video throughout. For increased efficiency, we recommend that you schedule large meetings any meeting involving more than 100 participants as lecture-style rather than all speaker meetings. When you schedule large meetings, ensure that all entry/departure announcements are set to Silent and the roll call feature is disabled. 3-5

6 About Lecture-Style Meetings Chapter 3 In large lecture-style meetings, when multiple participants initiate a request to ask a question, coordination becomes important. Each request must be served on a first-come, first-served basis. Remember the following information: Speaking ability is tied to whether or not the floor is open or closed. If, however, users mute themselves while the floor is closed and enter a breakout session the mute feature will not take effect until the floor is re-opened. Therefore, if users return to a main meeting where the floor has been re-opened, they may find that they are still muted from their earlier request. Reservationless meetings cannot be lecture-style meetings. To monitor large meetings, meeting controllers must use MeetingTime Release 5.2 or later. With the Question and Answer feature in Cisco Unified MeetingPlace, you can set up lecture-style meetings that have only one (or more) main speakers. All other participants in the meeting have listen-only privileges and must request to speak by pressing #71 on their phone. (The Question and Answer feature is not supported for video participants.) To Set Up a Lecture-Style Meeting Step 1 Step 2 Step 3 In the MeetingTime Schedule tab, enter values for your meeting. For Attributes, scroll to the Meeting Features topic, select the Meeting Type parameter, and choose Lecture. This disables all participant speaking ability except for the person who scheduled the meeting. To specify how you want listen-only participants to attend the meeting, for the Lecture Meeting Attend Settings parameter, choose a value. To Place Participants Directly into the meeting as listeners (video is enabled) In the waiting room where they listen to on-hold music until the meeting is called to order (video is blocked) Directly into the meeting where they can talk with each other only until the meeting is called to order (video is enabled) Choose Admit as Listeners Start Callers in Waiting Room Start Mtg with Floor Open Step 4 Step 5 Select the Q&A Meetings topic, and set the following options: For the Off at Mtg Startup parameter, choose No. For the Notify Attendees About Q&A parameter, choose Yes. For the Q&A Introduction and Q&A Departure parameters, choose a value. Note Q&A meetings are not supported for video participants. Step 6 Step 7 To let the meeting moderator move participants to the floor and give them speaking ability, set the Automatically Ask Next Question Parameter to No. If you set this parameter to Yes, participants waiting in line to ask questions are moved automatically to the floor at their turn. For the More Than One Question Per Site parameter, choose No. 3-6

7 Chapter 3 About Lecture-Style Meetings Step 8 Step 9 This parameter limits the number of times participants can be listed in the queue, but does not limit the number of questions they can ask when they have the floor. If you are not hosting or moderating this Q&A session, invite the host and moderator to the meeting, and make sure their speaking ability is turned on. Finish scheduling the meeting. Hosting a Lecture-Style Meeting Hosts and moderators can perform various functions during a lecture-style meeting, as shown in Table 3-4. To activate a function, on your phone keypad, press the key combination shown. (Press the pound key (#) followed by the numbers.) You can activate all functions at any time as many times as you want during a meeting. To disable an active function, repeat the key combination used to activate it. Table 3-4 Keypad Functions for Hosting Lecture-Style Meetings To Press Comments Bring the meeting to order #45 If you start participants in the waiting room, you must bring the meeting to order. When you are ready to begin, bring the meeting to order by pressing #45 on the phone keypad. You hear a beep and the announcement: The meeting is now in session. Return a guest to the waiting room #45 Open the floor to all #44 To turn on the speaking capabilities for all participants (for example, for an informal question and answer session), press #44 on the phone keypad. You hear the announcement: The floor is now open. Close the floor to all (when the floor is open) #44 This closes the floor to everyone except speakers and returns to lecture format. Everyone hears the announcement: The floor is now closed. (Participants) Getting into queue #71 After you announce you are taking questions, tell participants to press #71 if they want to be placed in a queue to ask questions. Move the next queued participant #793 to the floor Move participant off the floor #791 You can then move the next queued participant to the floor by pressing #793. Continue moving participants on and off the floor until all questions have been asked or you want to return to the presentation portion of the meeting. Hear the recorded name of a participant played back during the meeting (audible only to the moderator) In the MeetingTime In Session tab, select the participant name and click the microphone button. The playback is not included in the meeting recording. 3-7

8 About Q&A Meetings Chapter 3 About Q&A Meetings Q&A Meetings are an enhancement to the lecture-style meeting. These meetings consist of a main speaker or set of speakers acting as the facilitator or focus for the meeting. Speakers discuss the subject or topic(s) and then accept questions from meeting participants. With the Q&A feature, listen-only participants can Request the floor to ask a question or address the meeting, and moderators can selectively grant temporary speaking ability to those participants. MeetingTime provides full feature control, and the Cisco Unified MeetingPlace touch-tone interface provides capabilities for both listen-only participants and the meeting moderators. Note Q&A meetings is not supported for video participants. Scheduling Q&A Meetings When a Q&A meeting is scheduled, the meeting creator or controller must set parameters as shown in Table 3-5. Table 3-5 Q&A Meeting Parameters Parameter Options Off at Meeting Startup (Indicates whether Q&A is on or off) Yes or No Notify Attendees About Q&A (Controls whether an instructional Q&A Yes or No prompt is played as people enter the meeting) Q&A Introduction (Controls whether other people hear an Silent, Beep, or Beep+Name announcement as participants are given the floor) Q&A Departure (Controls whether other people hear an announcement Silent, Beep, or Beep+Name when people leave the floor) Automatically Ask Next Question (Controls whether participants in line Yes or No to ask a question are automatically granted speaking ability at their turn) To allow the meeting moderator to control when a participant moves to the floor and to grant speaking ability, choose No. To allow participants to be automatically moved to the floor and granted speaking ability at their turn, choose Yes. More Than One Question Per Site (Schedulers can specify how many Yes or No positions a participant can occupy in the queue, waiting to ask a question) Note This parameter does not limit the number of questions a participant can ask, but does limit the number of times they can be listed in the queue to ask a question. 3-8

9 Chapter 3 About Q&A Meetings Attending a Q&A Meeting Use Table 3-6 for information about attending Q&A meetings. Table 3-6 Attending Q&A Meetings For This Participant Listener on the phone Speaker Do This In lecture-style meetings, speakers who enter the meeting are placed in the meeting normally and are able to talk with other speakers. If the Lecture Mtg Attend Settings parameter is set to Start Callers in Waiting Room, participants designated as listeners are placed in a waiting room and listen to music on hold until the meeting is called to order. While in the waiting room, they cannot speak or hear the speakers in the main meeting. Listeners are admitted to the meeting by the speakers. When the speaker(s) decides that it is time to start the meeting they call the meeting to order (from MeetingTime by clicking the gavel on the meeting room table or from a touch-tone phone by pressing #45 in the meeting). Once the meeting has been brought to order, any participants in the waiting room and all newly arriving participants are placed directly into the meeting. Asking Questions from the Phone When Q&A is enabled, any participant can press #71 on the phone keypad and be placed at the end of the first-come, first-served queue of participants waiting to address the meeting. A participant can leave the line by pressing #72. After the request is made, the participant hears the following prompt: Please wait to speak in the meeting. You are the <nth> participant waiting. The participant is then returned to the meeting. Tip Participants can be in queue multiple times if the Allow More Than One Question Per Site parameter is set to Yes. Participants are informed about their position in line only if their profile preferences has the Tell My Position in Line parameter set to Yes. Moderating Q&A Meetings from MeetingTime Do the following procedure. To Moderate Q&A Meetings from MeetingTime Step 1 Step 2 Open MeetingTime, and click the microphone icon on the meeting room table, to display the Question and Answer (Q&A) screen. Use the information in the following table to moderate a Q&A meeting: To See who is attending the meeting by phone Do This View the Meeting Participants list. 3-9

10 About Q&A Meetings Chapter 3 To Place a participant in the question queue Let someone in Callers in Line to Speak ask a question (giving them the floor) Move a participant off the floor after asking a question Remove a participant from the queue or floor Move a participant forward one place in the queue Move a participant back one place in the queue Remove all participants from the queue or floor See who currently has the floor Prevent participants from queuing up for questions (people already in the queue may ask their question) Hear a participant s recorded name played back during the meeting (audible only to the moderator) Do This In the Meeting Participants list, click the participant and click >> next to Meeting Participants. The participant moves to Callers in Line to Speak. For Callers in Line to Speak, select the participant, then click >> next to Callers That Have the Floor. The participant currently in Callers that have the floor moves off the floor. For Callers in Line to Speak, select the participant, then click >> (to the right of the Callers in Line to Speak list). Select the participant and click Remove (below the list where the name appears). For Callers in Line to Speak, select the participant, then click Move Up. For Callers in Line to Speak, select the participant, then click Move Down. Select the participant and click s (below the list where the name appears). View the Asking a Question list. Click Disable Questions. In the In Session tab, select the participant s name and click the microphone button. The playback is not included in the meeting recording. Step 3 To close the window, click Close. Remember the following information: When a listen-only participant opens the Q&A window from the MeetingTime conference room, the >>, Move Up, Move Down, and Remove All buttons are all disabled. Any user with at least delegate privileges is by default a speaker (or meeting moderator), and the Q&A screen invoked from the In Session tab is that of a meeting moderator. A meeting moderator can ask a question on behalf of any participant in the meeting but a listen-only participant can only listen or ask a question for themselves even if they are granted speaking privileges. Starting Reservationless Meetings Through MeetingTime Reservationless meetings can be started through MeetingTime. After some people have joined the meeting, you can enter the meeting room. The Bring meeting to order gavel is down. Click the gavel to start the meeting. 3-10

11 Chapter 3 About Zero-Port Meetings About Zero-Port Meetings Zero-port meetings allow you to conduct web conferences without corresponding voice/video conferences. Zero-port meetings are particularly useful for two people engaged in a phone conversation who want to share documents. Zero-port meetings take up no voice or video resources on your system. Remember the following information: Zero-port meetings are subject to user license restrictions. If no user licenses are available, Cisco Unified MeetingPlace allows you to schedule a zero-port meeting, but attendance is restricted. To protect meeting IDs that can be hacked easily (for example, 1234 and ABCD), create zero-port continuous meetings with those meeting IDs. Limit those meetings to invitees only and do not invite anyone. (For more information about continuous meetings, see the About Continuous Meetings section on page 3-3.) To Schedule a Zero-Port Meeting Step 1 Step 2 Step 3 In the MeetingTime, select Schedule tab. Select the # of Calling Sites attribute, enter 0, and click OK. Click Schedule Meeting. About Reserve All Ports Meetings Caution It is the system administrator responsibility to ensure that no regular meetings are scheduled before scheduling a Reserve All Ports meeting. Caution Reserve All Ports meetings prevent the system from scheduling any meetings. Also, during a Reserve All Ports meeting, no prompts are played to alert users to the situation. For these reasons, we strongly recommend that system administrators schedule Reserve All Ports meetings during the lowest usage times. In addition, be sure to cancel any Reserve All Ports meetings that you later determine you do not need. Reserve All Ports meetings allow system administrators to perform system upgrades. When you schedule a Reserve All Ports meeting, the Cisco Unified MeetingPlace Audio Server system performs the following actions: Reserves all available ports, or the maximum number of user licenses available in the system Blocks out all new callers for the duration of the scheduled meeting Prohibits the extension of in-session meetings that began before the Reserve All Ports meeting begins Reserve All Ports meetings are scheduled, private meetings. The meeting attributes are the same as for scheduled meetings, with the exceptions described in Table

12 About Using Features During Meetings Chapter 3 Table 3-7 Reserve All Ports Meeting Exceptions Attribute Value Frequency Once # of calling sites SysMaintenance Record meeting? No Meeting name SysMaintenance Meeting type All Speaker To Schedule a Reserve All Ports Meeting Step 1 Step 2 Step 3 Step 4 Log in to MeetingTime, click the Register Book, and select the Schedule tab. For Attributes, choose # of Calling Sites. In the dialog box, select Reserve All Ports and click OK. Click Schedule Meeting. Remember the following information: You cannot extend a scheduled Reserve All Ports meeting, but you can reschedule the meeting. Only one Reserve All Ports meeting can be scheduled at a time (one Reserve All Ports meeting must be finished or deleted before another can be scheduled). If a Reserve All Ports meeting overlaps another scheduled meeting that is then canceled, the Reserve All Ports meeting reserves the ports released by the other meeting. Scheduled Reserve All Ports meetings appear in the server exception log, and any changes to a meeting (such as deleting or rescheduling) are shown in the log. If callers dial in to the server while a Reserve All Ports meeting is in session (and all ports are reserved), they hear nothing (silence). If system administrators or technicians log in to MeetingTime or returns to the white board from a meeting when a Reserve All Ports meeting is in effect, they see a message alerting them to the meeting. The meeting ID for a Reserve All Ports meeting cannot be changed. About Using Features During Meetings Users might call and ask how to use popular in-session Cisco Unified MeetingPlace features. Use the suggestions in the following sections to respond to these calls. Note, however, that video terminals without touch-tone keypads cannot use these features. See the following sections: Using Meeting Messages, page 3-13 Listening to a Roll Call of Meeting Participants, page 3-13 Recording a Meeting, page

13 Chapter 3 About Using Features During Meetings Joining Breakout Sessions, page 3-14 Dialing Out to Participants, page 3-14 Muting All Participants, page 3-16 Securing Meetings, page 3-18 Using Meeting Messages Meeting organizers might want to communicate with meeting attendees before the meeting starts. To do this, they can select the option to record meeting messages. Messages play to all participants currently in the meeting and to all new participants as they enter the meeting. For example, meeting organizers can leave messages like these: The meeting time has been changed to Please prepare the following before the meeting begins When you re not speaking during our call, please press #5 to mute your phone and filter out extraneous noise. Before you speak, press #5 to unmute Listening to a Roll Call of Meeting Participants Meeting participants can hear a roll call of the first 120 participants in the meeting by pressing #21 from their touch-tone phones. (The tones are suppressed from the meeting and the roll call is played only to the participant who requested the roll call.) In addition, callers can listen to a roll call of current participants before joining a meeting. Recording a Meeting Participants can record meetings for group members who cannot attend the meeting or as an aid in transcribing meeting minutes. Recordings can be used for training, marketing, or communicating technical information. Users can schedule meetings to be recorded before the meeting starts, by using MeetingTime, Cisco Unified MeetingPlace Web Conferencing, or the phone interface. To record meetings that were not scheduled to be recorded, press #61, if space is available on the system. (Scheduling recordings in advance reserves space for the meeting recording.) To toggle recording on and off during the meeting, press #6. All participants in a meeting, and new attendees, are told the meeting is being recorded. To record meeting messages after a meeting starts, press #

14 About Using Features During Meetings Chapter 3 Joining Breakout Sessions Meeting participants can join a breakout session (move into subgroups to confer outside main meetings). To Participants Press Move to a breakout session #1, then press a number (1 9) for the breakout session. For example, to go to breakout session 2, a user presses #12 and then tells the other participants the number of the breakout session. Lock the breakout session #41 Listen to a roll call of breakout session #2 attendees Return to the main meeting #10 Note If participants enter a breakout session while using Cisco Unified MeetingPlace Video Integration, the audio channel of their video transmission stays in the main meeting room. Dialing Out to Participants Meeting participants can dial out (outdial) to invitees using several methods, as described in Table 3-8. Caution Some options require system administrators to set up outdial options before the meeting begins. Note A blast outdial to 100 people or more can take more than two minutes to execute. Table 3-8 Cisco Unified MeetingPlace Outdialing Options To Dial out to an individual participant from within a meeting Dial out to a team from within a meeting Do This 1. While you are attending a meeting by phone, press #31 on the phone keypad. 2. Dial the person s phone number. The system temporarily removes you from the meeting and connects you to the person dialed, allowing you to speak before rejoining or joining the meeting. 3. To have the outdialed party join, press #1. Or disconnect the outdialed party by pressing #2 (for example, if you left a voice message for the outdialed party). 1. While you are attending a meeting by phone, press #32 on the phone keypad. 2. Enter the team number you want to outdial. The system automatically outdials to the team, and you are returned to the meeting. 3-14

15 Chapter 3 About Using Features During Meetings Table 3-8 Cisco Unified MeetingPlace Outdialing Options (continued) To Outdial yourself from MeetingTime or Cisco Unified MeetingPlace Web Conferencing to join the audio portion of a conference Outdial a user, team, or all invited participants into a meeting (System administrator) Blast outdial to meeting invitees during a meeting Blast outdial to participants when the first participant joins the meeting Do This MeetingTime: In the Attend tab, select the meeting to attend. Click the Join Meeting button, enter your phone number, and click Dial. Cisco Unified MeetingPlace Web Conferencing: In the meeting room, choose Personal menu > Connect. Enter your phone number, and click Connect. 1. In MeetingTime, choose Meeting menu > Outdial. 1. In the Outdial tab, choose either Missing Invitees (and select the names to outdial), or A Team (and search for and select the team to outdial). In MeetingTime, do one of the following: In the In Session tab, click the Blast Outdial icon and choose OutDial Invitees. Choose Meeting menu > OutDial Invitees. Use this feature when several people have not joined a meeting that has begun. Remember the following information: The system does not call invitees who are already in the meeting. Invitees are called only once. Method 1 1. In the MeetingTime Schedule tab, set the AutoDialInvitees attribute to Yes. 2. In the Schedule tab, click the Participants option. For each participant, select the Attending By value, choose Have System Call User, and click OK. Method 2 In the MeetingTime Schedule tab, set the Outdial Invitees on First Caller attribute to Yes. Use this feature to quickly bring all participants into a meeting as soon as the first person joins the meeting. This feature is useful for emergency response applications. For example, you can schedule a continuous meeting and invite a team of people. Whenever a team member calls in and joins the meeting, the system outdials the entire team. Remember the following information: Using Method 2, system administrators do not have to set the Have System Call User attribute for each participant. This feature is available for scheduled and reservationless meetings. The blast outdial is triggered when anyone even a guest is the first caller. The first caller does not have to be the meeting organizer or an invited participant. The system does not call team members who are already in the meeting, with some exceptions. (See the Tip following this table.) Invitees are called only once. System administrators need to be aware of the following behavior when the Outdial Invitees on First Caller attribute is enabled (set to Yes). You configure meetings, not user profiles or groups, for Outdial Invitees on First Caller. The first person who dials in triggers the blast outdial, even if they are a profile user and their setting for Can Call Out From Meetings is set to No. 3-15

16 About Using Features During Meetings Chapter 3 Under some circumstances, if some outdialed parties join the conference and end the conference before all other outdial retries have completed, an answer on one outdial may cause everyone to be outdialed again. (This can happen only if the meeting were just a few minutes long before everyone hung up.) As with all meetings, profile users who join a blast outdial meeting are added permanently to the meeting. Tip To prevent users from outdialing, set the Can Call Out From Meetings attribute in the user or group profile to No (However, setting this attribute to No does not prevent the user from scheduling a meeting with the Outdial Invitees on First Call attribute set to Yes.) Muting All Participants The Mute All feature allows privileged users, such as meeting schedulers, meeting initiators, meeting contacts, technicians, system managers, and attendants to mute all voice participants in a meeting. This is useful when you require a controlled meeting experience with one speaker (the user who initiated the Mute All feature) and minimal background noise. Before invoking the Mute All feature, keep the following points in mind: The Mute All feature does not change the audio permissions of meeting attendees. Users can unmute themselves at any time through either the Web or phone. Users entering the meeting after you have invoked the Mute All feature are automatically muted upon entrance. This feature does not affect users who are in a breakout session while the feature is invoked. Such users are muted however when they return to the main meeting. This feature does not affect users on remote servers or who are attending the voice conference through a video endpoint. This feature does not apply to lecture-style meetings. This feature is only accessible on systems that provide US or UK English. Participants can individually unmute themselves by pressing #5 for the mute/unmute menu option. Once they have unmuted themselves, the global mute is not re-applied unless a privileged user initiates another global mute request. In addition, two new entries for the cptrace CLI command have been added: After a global mute is completed, the system displays the following entry in the conference scheduler event log (which is accessed by entering cptrace -C on the command line): 1/16 08:55:43.81 C 910 MUTE ALL: User 134 Part 0 Port 0 Client VUI Result 0 The following table describes the event log entry: Entry Description 1/16 Date when the global mute feature was invoked 08:55:43.81 Time when the global mute feature was invoked C 910 Unique conference number for which the global mute feature was invoked 3-16

17 Chapter 3 About Using Features During Meetings Entry MUTE ALL User 134 Part 0 Port 0 Client VUI Result 0 Description Indication that the global mute feature was invoked Unique user ID of the privileged user who invoked the global mute feature Participant ID of that user Port number on which the global mute feature was invoked Client type of that user (will always be VUI for this release) Resulting error condition, if any After a global mute is initiated, the system displays the following entry in the VUI event log (which is accessed by entering cptrace -v on the command line): 1/16 08:55:43.81 P 2 Action : MUTEALL The following table describes the event log entry: Entry Description 1/16 Date when the global mute feature was invoked 08:55:43.81 Time when the global mute feature was invoked P 2 Port number on which the global mute feature was invoked Action : MUTEALL Indication that the global mute feature was invoked Muting All Participants Through the Phone To mute the lines of all attendees simultaneously, press #81 on your phone keypad. Muting All Participants Through MeetingTime By using MeetingTime, you can invoke the Mute All feature from within the meeting or as a help desk attendant. To Invoke the Mute All Feature as a Help Desk Attendant Step 1 Step 2 Step 3 Step 4 Log in to MeetingTime. From the Administration menu, choose Configure. Click the In Session tab. Click Mute All. To Invoke the Mute All Feature from Within a Meeting Step 1 Step 2 Log in to MeetingTime. From the reception area, choose a current meeting to enter the virtual meeting room. 3-17

18 Table of Scheduling Parameters Chapter 3 Step 3 From the Meeting menu, choose Mute All. Securing Meetings Meeting organizers who want to ensure the security of a meeting can do the following: Require participants to enter a password before joining a meeting (set the Password Required attribute in the Schedule tab to Yes). Participants must enter the password and meeting ID. Lock an in-session meeting by pressing #41. After a meeting is locked, additional participants must request entry before entering the meeting. Listen to a roll call by pressing #21. Remove, by disconnecting, unauthorized participants who enter the meeting by pressing #43. (This removes the person who most recently joined.) Table of Scheduling Parameters Meeting scheduling parameters control the meeting schedules at your location. The settings, as shown in Table 3-9, determine how many of the conference ports on your system can be reserved for meetings at one time. Table 3-9 Scheduling Parameters Field Description Choices and Recommendations Scheduling Parameters Max meeting length (min) Max ports per meeting Minimum mtg ID length Maximum number of minutes for a meeting. The system will not allow people to schedule a meeting for longer than this amount of time. How many conference ports can be reserved for an individual meeting. The system restricts the maximum number of ports that can be reserved when a meeting is being scheduled. Once the meeting starts, however, the maximum number of ports that the meeting can use is restricted by the applicable following parameter: Maximum size that a rsvnless conf. can grow to Maximum size that a sched conf. can grow to Minimum number of characters in a meeting ID. When 4 or less, all meeting ID numbers generated by the system are four or more digits. Numeric 15 to 1440 Consider the length of typical meetings for your company and users. Minimum 0. Maximum cannot exceed the number of conference ports purchased for your system. Numeric 1 to 9 Maximum mtg ID length Maximum number of characters in a meeting ID. Numeric 1 to 17 Max adv days to schedule How far in advance people may schedule meetings. Numeric 1 to 330 We recommend 330, to accommodate recurring meetings during a full year. 3-18

19 Chapter 3 Table of Scheduling Parameters Table 3-9 Scheduling Parameters (continued) Field Description Choices and Recommendations Max agenda recdg (sec) Maximum length (in seconds) of a recorded agenda. Numeric 12 to 600 Users cannot record an agenda longer than this time. Max mtg name recdg (sec) Maximum length (in seconds) of a meeting name. Numeric 0 to 24 Max user name recdg (sec) Maximum length (in seconds) of a user name. Numeric 4 to 24 Days until mtg stats purged Number of days historical meeting data is stored on the Numeric 0 to 180 system. Default meeting type Default for the meeting type. All Speaker, Lecture Enable resched recrrng mtgs Immediate Meeting Whether users may reschedule recurring meetings by using MeetingTime or Cisco Unified MeetingPlace Web Conferencing. # of ports to schedule Default for the number of participants (locations) for immediate meetings. Yes, No Minimum 0. Maximum cannot exceed number of conference ports purchased for your system. Length of mtg (min) Default length (in minutes) of immediate meetings. Numeric 2 to 1440 Video Meetings Default # of ports to schedule Max ports per meeting Automatic outdial Block dial in Admit unresolved PSTN/ISDN calls Default number of video ports that will be scheduled for each conference. Maximum number of video ports that can be scheduled for a conference. Whether Cisco Unified MeetingPlace blast outdials the invited video participants. Whether Cisco Unified MeetingPlace blocks video endpoints from dialing in. Whether Cisco Unified MeetingPlace allows video endpoints without user profiles to dial in. This value affects only PSTN/ISDN calls. IP calls are not affected by this value. Numeric 0 to 550 Maximum cannot exceed number of conference ports in your system. When scheduling, the real maximum is limited by the number of actual video ports displayed in the server configuration. Numeric 0 to 550 Yes, No Yes, No Yes, No Prioritize local MCU The prioritization level for the local MCUs. Local, Delay, Bandwidth Require all invited video terminals Meeting Ports Whether Cisco Unified MeetingPlace requires that all video participants be available before the conference can be scheduled. Yes, No 3-19

20 Table of Scheduling Parameters Chapter 3 Table 3-9 Scheduling Parameters (continued) Field Description Choices and Recommendations Mtg start guard time (min) Number of minutes in advance of the requested meeting start time that ports are reserved for the meeting. The system adds this advance time to the requested start time. Numeric 0 to 1440 Mtg end guard time (min) Mtg ID start guard time (min) Mtg ID end guard time (min) Run-Time Parameters Extend meeting (min) Early mtg start (min) This value applies to zero-port meetings and standard voice/web conferences. This parameter does not apply to reservationless meetings. Number of minutes after the scheduled meeting end time that ports remain reserved. The system adds this post meeting time to the reserved end time of the meeting. This value applies to zero-port meetings and standard voice/web conferences. This parameter does not apply to reservationless meetings. Number of minutes before a meeting that the associated meeting ID or DID/DDI number is reserved. This and Mtg ID End Guard Time controls when meeting IDs are available for reuse and when the system recognizes a meeting ID. This value applies to zero-port meetings and standard voice/web conferences. This parameter does not apply to reservationless meetings. Number of minutes after a meeting that the associated meeting ID or DID/DDI number is reserved and when the system recognizes a meeting ID. This value applies to zero-port meetings and standard voice/web conferences. This parameter does not apply to reservationless meetings. Time (in minutes) a meeting is extended if time runs over and ports are available. Callers receive a warning notifying them the meeting will end. Meeting continues to extend as long as ports are available. This value applies to zero-port meetings and standard voice/web conferences. This parameter does not apply to reservationless meetings. Maximum time before the scheduled start of either a voice or independent web conference that early arrivals can enter the meeting. This time is added to the Mtg Start Guard Time. This parameter is not used for reservationless meetings. For video conferences, this value must match the value on the Video Administration for Cisco Unified MeetingPlace server. We recommend 0, because most users schedule extra time into their meeting. Numeric 0 to 1440 We recommend 0 to ensure meetings are scheduled back to back. Numeric 0 to 1440 We recommend 30. Numeric 0 to 1440 We recommend 30. Numeric 0 to 60 We recommend 15. Numeric 0 to 60 We recommend

21 Chapter 3 Table of Scheduling Parameters Table 3-9 Scheduling Parameters (continued) Field Description Choices and Recommendations Disconnect empty port (min) Early mtg release time (min) Auto-Answer Parameters Mtg controls device Connected until mtg ends MeetingNotes Settings FF/RR playback incrmt (sec) Number of minutes after the scheduled start time that ports are held after everyone hangs up, even when the scheduled meeting time is not over. This time accounts for longer meetings when people break and return to the meeting. This time also applies if no one comes to the meeting. For zero-port meetings, this parameter applies only when one person remains on the web conference. This parameter is not used for reservationless meetings. Number of minutes before the scheduled end of a meeting that ports are released if no ports are in use for that meeting. When the Cisco Unified MeetingPlace Video Administration is used, it must have the same setting. For zero-port meetings, this parameter applies only when one person remains on the web conference. Whether the meeting is the controller of the autoanswer device. When Yes, the autoanswer device is owned by the meeting. When No, the autoanaswer device is owned by the scheduler of the blast outdial meeting or the user manually outdialing the autoanswer device. Whether the system disconnects the autoanswer device after the last participant leaves the meeting. When Meeting Controls Device is No, this parameter disconnects all autoanswer devices when the owner leaves the meeting. When Meeting Controls Device is Yes and this parameter is No, the system disconnects all autoanswer devices as soon as the last non-autoanswer device leaves the meeting. When Meeting Controls Device is Yes and this parameter is Yes, the system disconnects all autoanswer devices when the meeting is scheduled to end. A meeting ends when the Disconnect Empty Port Time (DEPT) or Early Release Time (ERT) criteria is met. Meetings with only autoanswer devices in attendance are not extended. Number of seconds that the system fast forwards or rewinds when users listen to meeting recordings over the phone. Numeric 0 to 30 We recommend 15 or higher. Numeric 0 to 30 We recommend 15. Yes, No Yes, No Numeric 0 to

22 Table of Scheduling Parameters Chapter 3 Table 3-9 Scheduling Parameters (continued) Field Description Choices and Recommendations Max mtg recdg length (min) Max mtg message length (sec) Maximum recording time in minutes allowed per conference. Maximum length (in seconds) of a single meeting message. Numeric 0 to 1400 We recommend setting the same as maximum meeting length parameter. Numeric 15 to 1800 Max voice comment (sec) Maximum length of a voice comment in seconds. Numeric 15 to 1800 Warning at end of recdg? Whether attendees hear a warning telling them the meeting recording is about to end. When No, callers still hear a two-minute warning. Yes, No # of days to retain Number of days after a meeting for which recordings are stored. Prompt Information End of mtg warning (min) Speak mtg access num? Svr Svr Connection Initiate Terminate Automatic multi-svr mtgs Miscellaneous Number of minutes before the scheduled end of a meeting to issue a warning. When scheduling, whether users hear a message informing them of the meeting access number required to attend their meeting. When No, users hear only the message if a meeting cannot be scheduled on the user s home server. When the system initiates a server-to-server connection for a multiserver meeting. When the system terminates a server-to-server connection for a multiserver meeting. Whether users have access to automatic multiserver meetings. Numeric 0 to 60 Numeric 0 to 15 Read-Only When first person enters, At scheduled start time When last person leaves, When meeting ends Read-Only Max team voice name (sec) Maximum length (in seconds) of team name. Numeric 0 to 24 Min team number length Minimum number of characters in a team number. Numeric 1 to 19 Scheduler Notifications After # no-show recurring mtgs Periods before recurring mtg ends Number of no-show recurring meetings allowed before a notification is sent to the meeting scheduler. When, before the end of a recurring meeting chain, an end meeting notification is sent to the meeting scheduler. (If the value of this parameter is equal to or greater than the number of meetings in the recurring meeting chain, no notification is sent.) Numeric 0 to 100 Numeric 0 to