How to Schedule a Meeting

Click "Schedule" to open the schedule a meeting modal. 

Title: Enter a Title for your meeting. This is optional, but it helps your participants. You can find meetings in your account using the search function.

Date & Time: Choose a date, time, and duration.

Description: Add an optional Description (Agenda) if required.

Set to repeat: Select this option to enter recurring meeting details:

• Repeat period:  Daily, Weekly, Monthly
• Select the radio buttons to indicate the frequency.
• How many times: Indefinitely, 1 time, 2 times, 3 times, 4 times…12 times.

Timezones: Allows you to configure multiple time zones for the call

• Start time: enter the call start time and select the time zone.
• Select the +Button to add additional time zones.

Security Settings: Select the radio buttons

• Meeting room access code: 
  • Personal Meeting Room: Select this option to use the same access code for each scheduled meeting.
  • Generate automatically: Use a random access code for each scheduled meeting. 
• Passcode:
  • No passcode
  • Shared passcode: Add an extra layer of security to all meetings
  • Unique meeting passcodes: add a unique code for each participant in a scheduled meeting. Uninvited attendees will be blocked from entering.

Meeting Modes

Click Meeting Mode to select the format that fits your session. Your selection will be highlighted.

Conversation/Collaboration mode

Q & A/Classroom mode

Presentation/Webinar mode

Focus Mode

Polls: Select Create poll

Fill in the question and selection options

Click "Create Pool" to add another question. Click "Done" when you have finished entering your questions.

Recording Preferences

Default Recording preference: Select from the dropdown options. 

• Audio & video
• Audio Only

Automatically record: Set your conference to record automatically.

• Automatically Record
• Automatically generate: Smart Summary provides search, highlights of key terms, vocabulary, and a machine-generated transcript of your meeting. Transcription is a premium feature. If you do not see this option, check with your account admin to verify if you are subscribed.
• Automatically live stream

Add Participants

• Start typing a name or email in the "To" field to search through your list of contacts, and then hit "+ ADD" or copy and paste an email address in the 'To' field. Remove participants by clicking on 'Remove' next to the relevant contact.
• If you are inviting someone for the first time, their email address will be automatically added to your contacts list so you can quickly add them the next time you book a conference.
• It is not necessary to add someone to the schedule to have them participate in your meeting.
• Make invitees moderators by selecting the star icon next to an invitee's name. Everyone with the STAR beside their name will now have access to all the moderator controls during a meeting. 
  
  You can only invite moderators who have a host account within your company while scheduling. During a live meeting, you can make any participant a moderator via the participant list.

Dial-in Numbers

1. Your ‘Primary number/s' will automatically be selected.
2. Search or scroll to select local country numbers for international participants.
3. *Premium 800 (toll-free) - provide a number where the caller will be guaranteed not to be charged to call in.

Click the "Next" button to select a dial-in number, if numbers are available on your list; otherwise, select the "Next" button again to review a summary of your meeting. Select the" Schedule" button to schedule the meeting or the "Back" button if you would like to go back and change any of the options in the summary/

Sumamry

Click the "Next" button to select a dial-in number, if numbers are available on your list; otherwise, select the "Next" button again to review a summary of your meeting. Select the"Schedule" button to schedule the meeting or the "Back" button if you would like to go back and change any of the options in the summary/

TIP: If you need to set up a meeting on the fly or prefer to use an in-house scheduling system, you can also easily copy your conference details from your account homepage via the "Copy Details" button on the top left. Then use "Ctrl V" or right-click and paste this into an email or another messaging service. You can also find and copy these details via the ‘Dial-In Information’ button. Here you will also find the full list of dial-in numbers if you need to provide a local international number.

How to Resend Conference Invitations or Send Reminder Emails

Conference email invitations are sent to participants immediately after scheduling a conference online, and reminders are sent 15 minutes prior to the scheduled start time of your meeting. 

If you wish to have the invitation emails resent or to manually send a reminder email at your chosen time, you can do so online from your account by editing the subject line of your meeting. The steps below explain how to resend email invitations or send manual reminder emails for an upcoming conference. 

1. Log in to your account
2. Click on "View all Upcoming" on the right-hand side of your main dashboard.
3. Find the upcoming conference you would like to (re)send invitations/reminders for and click “Edit.”
4. Edit the title of your Upcoming conference ( i.e. by adding "Resend" or "Reminder" to the title).
5. If no other details are changing, proceed by hitting the "Next" button in the lower right corner of each screen until you arrive at “Summary.”
6. Review the conference details to ensure everything is still correct, then click "Schedule" to send the invitation/reminder email. 

How to Edit a Scheduled Meeting

Once logged into your account online, click "View all Upcoming" on the right-hand side of your account home page. You will see a list of all your future calls. Click "Edit" under the call you wish to modify. Then simply proceed as you did when booking the call.
 

• Modify the date, time and length you wish to schedule your call for. You can also schedule a recurring call at this point by clicking "Set to repeat." You also have the option to enter a subject and agenda for your conference call in the relevant box at the top of this section. Security and time zone settings can also be changed on this page. Then click on "Next".
• On the "Invite People" window, you can choose to select the contact details of people you want to send an invitation to. Click the "Add" button next to any contacts you already have in your address book, or you can type or paste an email address in the field at the top to send new invitations to them. You can also remove participants by clicking "Remove" next to the relevant contact; they will then receive a cancellation email.
• Clicking "Next" takes you to a page where you can add more dial-in numbers to your invitation. If you don't need to add more numbers, just click on “Next.”
• The final page will show a summary of your call details and preferences. If you want to change anything, just click on "Back". Once you are happy that everything is correct, simply click on "Schedule".
•  An updated email invitation will be sent to you and your participants with all call details and dial-in numbers.
• Fifteen minutes before the call begins, you and your participants will also receive reminder emails.