WebEx- Enabled Telepresence Scheduling Guide NOTE: In order to use this service, you will need to have a WebEx account and a TMS account. Your TMS account is your Harvard Key login, and soon the WebEx account will be as well. Please DO NOT distribute your TMS or WebEx account information. Contact ithelp@harvard.edu for creating or recovering either your Harvard- Key or WebEx account information. Scheduling Your Meeting Room The first step is to book the conference room for the upcoming meeting using Outlook, room book or your department s room- scheduling tool. Below is an example from Outlook: Scheduling the WebEx- enabled Telepresence Meeting Step two is to visit the Video Conferencing Portal: https://tms.vid.harvard.edu This is your entry point to the Smart Scheduler: 1
Click on the Smart Scheduler Login link, and you will be directed to the TMS system and presented with a login screen where you will need to enter your Harvard key login credentials. This is the main page where your previously scheduled Telepresence meetings will appear. This menu will provide your current and future meetings in chronological order. You will also notice the New Meeting button in the top right corner of the page. Once you click this button, you will see the screen below: 2
Here you can enter your meeting title, choose the meeting date and time, and most importantly select the system you will be using for your meeting. In row 1 (TelePresence), you will see a search bar. Type the room number you plan on using. It will most likely be a unique number, but you may see similar room numbers pop- up. Choose the one that most accurately describes the room you intend on using. If you are unsure of which one to use, visit the room and the system name displays in the top- left corner of the touch- 10 panel used to control the TelePresence system. There will also be a drop- down menu with three horizontal bars as its icon. Once you have selected your room, it is important that you select both Add Video Call- in - SIP and Add Audio Only Call- in SIP. Adding these two options provides greater flexibility for remote participants to join the meeting, so it is important that you always add them. You only need to add a single participant for both of these options. Next, you will want to select the WebEx tab highlighted in row 2, then check off Include WebEx. If you wish to enforce security, add an 8- digit alphanumeric password containing at least 8 digits. This password will help protect your meeting from outside sources trying to dial into your meeting through WebEx. 3
Once this is complete, you have successfully fulfilled the minimum requirements to set up a WebEx- enabled Telepresence. The Recurrence tab will allow you to schedule a weekly, bi- weekly, monthly, meeting. The Additional Settings tab provides the following: You can add an agenda to your meeting and an 8- digit numeric pin to prevent outside TelePresence rooms from calling into your meeting without your permission. Keep in mind this process still does not book your meeting room; it only adds a meeting to the TelePresence unit and WebEx. Booking the room via your normal room- scheduling tool is required. Now select save. If you do not select save all of the information will be lost. Your Meeting Confirmation 4
After Saving, TMS Smart Scheduler will generate three emails, an example of which is below: The email titled (Forward to others) WebEx meeting invitation [meeting name] can be sent to your meeting participants, and provides all of the information necessary to join your meeting with ease. It also provides the necessary information to call in from other devices. The email titled WebEx meeting scheduled: [meeting name] is your confirmation as host of the meeting and contains information that should not be shared with others. The information in the email entitled CONFIRMED: [meeting name] can be copied and pasted into your meeting invite via Outlook or a similar tool. This also provides the necessary information to call in from other devices. Here is an example of what you will receive in your messages: Joining Your Meeting Once you forward the invite to all your attendees, they can join the meeting by simply clicking the Join Using WebEx button or by dialing in 5
The above image is what will display on your TelePresence unit as well as the touch panel. Once you press the Join button on the touch panel you will be in the meeting. For Your Attendees Once they join the meeting through WebEx, via the link you sent, they will be presented with the following. Your participants should enter their name and email and select join. They will then be prompted by a screen that will allow them to configure their audio and video settings. Once set, select Connect Audio and Video. 6
Now your attendees will be connected to the meeting. Above is the interface all WebEx participants will see. The left side of the WebEx will show any shared content or setup options, and the right will show the meeting attendees. If participants are using video, the active speaker will appear at the top of the attendee list. Audio only participants will be listed below. PLEASE NOTE: when you are using a Telepresence system there is no need to join the WebEx from your laptop. The room will act as the medium in which you and the rest of the people in that room will communicate. As for sharing content, a direct connection to the system should be available for anyone to use. If you do connect via your laptop to facilitate the meeting, you should not share your screen via WebEx, as it can create odd video effects. If you need any assistance, please reach out to ithelp@harvard.edu with the subject WebEx/Video Conferencing and include a description of the issue at hand. 7