Creating a Meeting in Polycom Web Suite Introduction: Polycom Web Suite has been configured on the SJCD environment to allow easy access for SJCD personnel to schedule and meet via Video Collaboration to assist in improving ease of access for meetings and reducing travel time and expenses. The system is available from either on the SJCD network or remotely by going to the URL https://scheduleme.sjcd.edu. Within the Scheduling system you will be able to create an immediate meeting room or set a scheduled meeting that will automatically send out the meeting invites for you. Create a New Scheduled Meeting 1) Go to https://scheduleme.sjcd.edu 2) At the Completed screen click Finish Enter your SJCD network User ID and Password then click Login 3) Once logged in with a valid SJCD account the Meeting setup page will be displayed 4) To schedule a meeting click on Schedule Meeting to begin the meeting setup Click on Schedule Meeting 5) The meeting creation page will open Create a Meeting in Polycom CloudAXIS Revision 16.12.01 Page 1 of 7
Type in email addresses to invite or select from SJCD Contacts or personal address book Enter a Subject name for the meeting Type in an Agenda this is optional Select a start date and time and a finish date and time for the meeting If you only want the meeting for persons with an SJCD account (no outside persons) check this box Click Schedule when complete Optional If you would like the meeting to require a passcode you can enter it here, otherwise leave blank 6) Click Schedule button and you will be taken to a confirmation page Click Close to complete or if changes are needed click Edit 7) An email meeting request will have been sent out to all participants. 8) Each participant will receive a meeting invite that looks like this Create a Meeting in Polycom CloudAXIS Revision 16.12.01 Page 2 of 7
Create an instant Meeting 1) Go to https://scheduleme.sjcd.edu Enter your SJCD network User ID and Password then click Login 2) Once logged in with a valid SJCD account the Meeting setup page will be displayed 3) To begin an instant meeting click on Meet Now to begin the meeting Click on Meet Now 4) Fill out the Meet Now form. Enter an invitee Enter a Subject Click Start 5) The Web Suite meeting session window will open and you will receive a meeting request email from the system. The request will have the URL that can be sent to anyone you need to join in this meeting. The email also contains the dial string for a physical video conference room to dial. a. If this is the first time on that machine you will be prompted to install the plug in Create a Meeting in Polycom CloudAXIS Revision 16.12.01 Page 3 of 7
6) The Choose how you will join the meeting will pop up. If the parameters are correct click Join If you need to configure your sessions microphone or camera click on the tools icon to go to the configuration page Click on Continue to join the meeting 7) You will now be in the meeting waiting on other to join in. Create a Meeting in Polycom CloudAXIS Revision 16.12.01 Page 4 of 7
Open a Meeting Request to join in the Collaboration 1) You will have receive an email meeting request from the system 2) Once Accepted it will be in your calendar 3) The body of the invite includes the following information. a. If there is a passcode entered by the creator it will be listed here b. There is a link listed to click on for most all standard attendees c. There is also the information for attendees needing to dial in from a physical video conference room location or using the Polycom software clients For this example we will just follow the link to join the meeting using a standard web browser Click on the provided link 4) Depending on your location and browser one of two pages will open a. Page with email address prompt i. If you are a SJCD Employee enter your network login name and password then click Join the Meeting. ii. If a guest click on the Join as guest button then enter your name and email address then click Join the Meeting This page will appear San Jac users enter your network login name and password then click join the Meeting If you are a Guest (non SJCD account) Click the button Join as guest then enter your name and email address. Click Join the Meeting Create a Meeting in Polycom CloudAXIS Revision 16.12.01 Page 5 of 7
5) If this is the first time to join a meeting on the computer you are using the system will prompt you to install the browser plug in. a. At the Plugin notification click Download b. At the Security Warning click Run c. After the download completes click Run d. At the License Agreement click the accept check box then click Install e. When it is completed click Finish f. If you receive the Internet Security Notice click the check box and then Allow Create a Meeting in Polycom CloudAXIS Revision 16.12.01 Page 6 of 7
6) Once you sign in you will see the Choose how you will join the meeting window. a. If the parameters are correct click Continue Click on Continue 7) You will now be in the meeting Create a Meeting in Polycom CloudAXIS Revision 16.12.01 Page 7 of 7