Schedule a Meeting

To schedule a meeting, use the RealPresence Web Suite Services Portal to enter the meeting details and invite participants.

After you schedule the meeting, the portal adds the meeting to your calendar and sends an email to the invited attendees with the link they use to join the meeting.

Procedure

  1. On the RealPresence Web Suite Services Portal home page, click Schedule Meeting.
  2. Enter the following information:
    • In the To field, enter valid email addresses, Enterprise Directory contacts user names, or user names of social contacts.
    • In the Subject field, type a subject for the meeting (required).
    • In the Agenda field, type or paste a meeting agenda.
    • In the Schedule fields, click Image. to select start and end times and dates for the meetings.
    • If inviting contacts are in different time zones, click Add Time Zones and choose a time zone to check the meeting time in that time zone.
  3. Optionally, upload documents associated with the meeting by doing one of the following:
    • Drag and drop the files to the indicated area.
    • Click the link to browse to the files.
  4. Expand Meeting options:
    1. To set up meeting passcode, do one of the following:
      • Select Use Personal VMR to enter a VMR number and the VMR passcode from the RealPresence DMA system.
      • Select Meeting passcode to add a numeric passcode that attendees must enter to join the meeting. If needed, select Chairperson passcode addtionally to add a separate numeric passcode that identifies the meeting chairperson.
    2. Click Allow only Enterprise Users to specify that only users from within your organizational domain can enter the meeting.
    3. Click Allow participants to upload documents to let any participant attach documents.
  5. Click Schedule.

    The attendees you invited receive email notifications that include a link to the meeting. The meeting is added to your personal schedule and is listed on your calendar and the home page.

    Note: If you choose to use a meeting or chairperson passcode, the passcode is not included in the meeting invite. Send the passcode to the participants offline.