how to schedule an event on WEBEX
Content
4
Introduction
Scheduling an Event is simple with the Event Center 4
scheduling wizard. To begin the wizard, expand Host
an Event then click Schedule an event on the navigation bar of your Event Center site.
After you schedule an event, you can modify its options
or cancel it up until the event’s scheduled start time.
1. Event Time & Duration
Event: Enter the topic or name of your event.
Public, Private, Unlisted: Public allows visitors to you
site to enroll. Private does not allow visitors to enroll,
attendees must enroll from their email invitation.
Unlisted will not show on the List of Events page.
Attendees enroll from their email invitation.
Copy from link: To copy information from a previous
event that you hosted, click Copy From. A list from
which to choose the event will appear.
Time zone: Defaults to the time zone of your profile.
Click the Time Zone link to change to time zone.
Meeting date: Select the date for your meeting using
the drop-down arrows, or click the calendar icon to
select the date from the calendar.
Meeting time: Select start time for your meeting.
Duration: Enter the expected duration of your event.
The event may exceed the estimated time; a cut off
time is not imposed.
Estimated duration: Select how long you think your
meeting will last. Note: an event can start before the
“start time” and can end after the “estimated duration
Attendees can join [X] minutes before the start
time: Check this box to allow attendees to join the
meeting before the host joins the meeting. Select 5, 10
or 15 minutes from the drop-down list
Email reminder: Check this box to send a reminder
message to attendees before the meeting starts. Select
when the reminder should be sent from the drop-down
list.
2. Additional Event Options
Meeting password: Enter a password for your meeting. Type the password again in the Confirm password
box.
Maximum number of Enrollments: type the maximum
number of attendees who can be approved to join the
event. Use this field if you want to automatically accept
each enrollment request.
Schedule an Event
Destination URL after event: To leave attendees at a
specific Website or page after the event ends, enter that
URL in this field.
Invite Friends: Allow enrollees to invite friends.
Upload Files: Allow panelists to upload documents
associated with the event.
Preview Image: Shows UCF files or web page when
participant joins the event.
Attendee list available for viewing: Allows you to
determine who can see the Attendee List.
3. UCF
Universal Communication Format allows you to:
Share rich media files: The default setting allows participants to share rich media files. If you do not want rich
media shared, click the Do not allow participants to
share rich media files checkbox.
Request that attendees verify rich media players
before joining meeting: Check box if you will be using
multimedia, such as video in your meeting. This ensure
that your attendees have
4. Teleconference
None: The meeting does not include an integrated or
alternative teleconference service. Use this option if
you plan to call your participants directly.
WebEx Teleconferencing: Select this option to use
WebEx integrated telephony.
Attendees call-in: Attendees join the integrated teleconference by calling a phone number displayed when
they join the meeting. The attendee must also enter the
meeting number to join.
Attendees receive call back: Attendees join the integrated teleconference by providing their phone numbers and answering a return call from the
teleconferencing service.
Other teleconferencing service: Enter information,
such as a phone number and pass code, so participants
can connect to alternative teleconferencing.
Internet phone: Select Yes to allow participants to
communicate via Voice over IP with a microphone and
speakers attached to their computers without using a
telephone.
Note: Teleconferencing and Internet Phone can be enabled
for an event, but participants can only communicate with other
participants using the same method.
© 2005 WebEx Communications, Inc. All Rights Reserved. WebEx, and the WebEx logo are trademarks of WebEx Communications Inc
4
5. Invite Attendees
Attendees: Click on the Invite Attendee button. Fill in
the form then click on Add Attendee OR click on the
Select Contacts button to select attendees from an
existing list. Each attendee will receive an email invitation with the information needed to join the meeting.
Panelist Info: Type the names of the panelists in this
field.
Invite Panelist: Click on the Invite Panelist button. Fill
in the form then click on Add Panelist OR click on the
Select Contacts button to select attendees from an
existing list. Each attendee will receive an email invitation with the information needed to join the meeting.
Note: Invitations are not sent automatically; they are
triggered from the host Event Information page.
Panelist Password: It is recommended that panelists
be assigned a different password,
6. Enrollment (optional)
Enrollment: Click on Yes to require that attendees
enroll prior to joining the event.
Password required to enroll: Select this option if you
want attendees to enter detailed information about
themselves before joining the meeting. Check the
boxes next to fields you want attendees to complete.
Approval required: Click on Set Rules to enter the criteria Event Center you want Event Center to use to
approve or disapprove an enrollment application.
Customize Enrollment form: Allows you to design
your enrollment form. You can choose specific fields
and specify how the data will be entered: text boxes,
option buttons, checkboxes, or drop down list.
Destination URL after enrollment: Enter a specific
URL to send enrollees to another Web site or page after
enrolling.
Schedule an Event
7. Email Message Options
Email Messages can be enabled for invitees, enrollees,
and panelists.
Invitations: To customize invitations, click on either
Participants or Panelists. Invitations are not sent automatically, they are triggered from the host Event Information page.
Email Templates: Event Center provides you with templates for enrollment, reminder, and follow up email
messages. Once you set the date and time, these messages will be sent automatically.You can also send
these messages anytime you want.
Email Manager: Click here to choose the email message you want to send.
• Pending.
• Approved.
• Rejected.
• Thank You.
• Absentee Follow Up.
• .First Reminder.
• Second Reminder.
• Invited invitation to Public & Unlisted Events.
• Invited invitation to Private Event.
• Event in Progress invitation.
• Panelist invitation
Fill in the Email Message Options fields.
Click Schedule.
© 2005 WebEx Communications, Inc. All Rights Reserved. WebEx, and the WebEx logo are trademarks of WebEx Communications Inc
Introduction
Scheduling an Event is simple with the Event Center 4
scheduling wizard. To begin the wizard, expand Host
an Event then click Schedule an event on the navigation bar of your Event Center site.
After you schedule an event, you can modify its options
or cancel it up until the event’s scheduled start time.
1. Event Time & Duration
Event: Enter the topic or name of your event.
Public, Private, Unlisted: Public allows visitors to you
site to enroll. Private does not allow visitors to enroll,
attendees must enroll from their email invitation.
Unlisted will not show on the List of Events page.
Attendees enroll from their email invitation.
Copy from link: To copy information from a previous
event that you hosted, click Copy From. A list from
which to choose the event will appear.
Time zone: Defaults to the time zone of your profile.
Click the Time Zone link to change to time zone.
Meeting date: Select the date for your meeting using
the drop-down arrows, or click the calendar icon to
select the date from the calendar.
Meeting time: Select start time for your meeting.
Duration: Enter the expected duration of your event.
The event may exceed the estimated time; a cut off
time is not imposed.
Estimated duration: Select how long you think your
meeting will last. Note: an event can start before the
“start time” and can end after the “estimated duration
Attendees can join [X] minutes before the start
time: Check this box to allow attendees to join the
meeting before the host joins the meeting. Select 5, 10
or 15 minutes from the drop-down list
Email reminder: Check this box to send a reminder
message to attendees before the meeting starts. Select
when the reminder should be sent from the drop-down
list.
2. Additional Event Options
Meeting password: Enter a password for your meeting. Type the password again in the Confirm password
box.
Maximum number of Enrollments: type the maximum
number of attendees who can be approved to join the
event. Use this field if you want to automatically accept
each enrollment request.
Schedule an Event
Destination URL after event: To leave attendees at a
specific Website or page after the event ends, enter that
URL in this field.
Invite Friends: Allow enrollees to invite friends.
Upload Files: Allow panelists to upload documents
associated with the event.
Preview Image: Shows UCF files or web page when
participant joins the event.
Attendee list available for viewing: Allows you to
determine who can see the Attendee List.
3. UCF
Universal Communication Format allows you to:
Share rich media files: The default setting allows participants to share rich media files. If you do not want rich
media shared, click the Do not allow participants to
share rich media files checkbox.
Request that attendees verify rich media players
before joining meeting: Check box if you will be using
multimedia, such as video in your meeting. This ensure
that your attendees have
4. Teleconference
None: The meeting does not include an integrated or
alternative teleconference service. Use this option if
you plan to call your participants directly.
WebEx Teleconferencing: Select this option to use
WebEx integrated telephony.
Attendees call-in: Attendees join the integrated teleconference by calling a phone number displayed when
they join the meeting. The attendee must also enter the
meeting number to join.
Attendees receive call back: Attendees join the integrated teleconference by providing their phone numbers and answering a return call from the
teleconferencing service.
Other teleconferencing service: Enter information,
such as a phone number and pass code, so participants
can connect to alternative teleconferencing.
Internet phone: Select Yes to allow participants to
communicate via Voice over IP with a microphone and
speakers attached to their computers without using a
telephone.
Note: Teleconferencing and Internet Phone can be enabled
for an event, but participants can only communicate with other
participants using the same method.
© 2005 WebEx Communications, Inc. All Rights Reserved. WebEx, and the WebEx logo are trademarks of WebEx Communications Inc
4
5. Invite Attendees
Attendees: Click on the Invite Attendee button. Fill in
the form then click on Add Attendee OR click on the
Select Contacts button to select attendees from an
existing list. Each attendee will receive an email invitation with the information needed to join the meeting.
Panelist Info: Type the names of the panelists in this
field.
Invite Panelist: Click on the Invite Panelist button. Fill
in the form then click on Add Panelist OR click on the
Select Contacts button to select attendees from an
existing list. Each attendee will receive an email invitation with the information needed to join the meeting.
Note: Invitations are not sent automatically; they are
triggered from the host Event Information page.
Panelist Password: It is recommended that panelists
be assigned a different password,
6. Enrollment (optional)
Enrollment: Click on Yes to require that attendees
enroll prior to joining the event.
Password required to enroll: Select this option if you
want attendees to enter detailed information about
themselves before joining the meeting. Check the
boxes next to fields you want attendees to complete.
Approval required: Click on Set Rules to enter the criteria Event Center you want Event Center to use to
approve or disapprove an enrollment application.
Customize Enrollment form: Allows you to design
your enrollment form. You can choose specific fields
and specify how the data will be entered: text boxes,
option buttons, checkboxes, or drop down list.
Destination URL after enrollment: Enter a specific
URL to send enrollees to another Web site or page after
enrolling.
Schedule an Event
7. Email Message Options
Email Messages can be enabled for invitees, enrollees,
and panelists.
Invitations: To customize invitations, click on either
Participants or Panelists. Invitations are not sent automatically, they are triggered from the host Event Information page.
Email Templates: Event Center provides you with templates for enrollment, reminder, and follow up email
messages. Once you set the date and time, these messages will be sent automatically.You can also send
these messages anytime you want.
Email Manager: Click here to choose the email message you want to send.
• Pending.
• Approved.
• Rejected.
• Thank You.
• Absentee Follow Up.
• .First Reminder.
• Second Reminder.
• Invited invitation to Public & Unlisted Events.
• Invited invitation to Private Event.
• Event in Progress invitation.
• Panelist invitation
Fill in the Email Message Options fields.
Click Schedule.
© 2005 WebEx Communications, Inc. All Rights Reserved. WebEx, and the WebEx logo are trademarks of WebEx Communications Inc
