Meeting in Webex

Webex offers a variety of collaboration options. But when should you use a Webex Personal Room meeting, a standard scheduled meeting, or a space meeting?

Personal Room Meeting

A Personal Room Meeting uses the traditional dial-in bridge conference that you can schedule and invite via Outlook. Personal Room Meetings are great for back-to-back meetings. With Personal Room Meetings, the meeting host can remain in one meeting room for several meetings and have attendees join at different times.

• Hosting: Only the host of the personal room can start the meeting. Participants wait in the lobby until the host starts the meeting. 
• Scheduling: Click Meetings to create a calendar invite and have the email addresses of everyone in the space added automatically.‍
• Joining: Anyone invited to a personal room meeting may immediately join.

Space Meeting

Space meetings are meant to be more impromptu and informal. You can schedule a meeting with everyone in your space directly from the space. A space meeting is an easy way to meet for ad-hoc meetings or regular team meetings.

• Hosting: Anyone in the space can start the meeting by clicking the Meet button.
• Scheduling: Click the Schedule a meeting icon within the space to schedule a meeting directly within the space. 
• Joining: Anyone invited to a space meeting may immediately join the meeting.

Scheduled Meeting

A scheduled meeting is a traditional Webex meeting that has a unique URL issued for each new meeting. This type of meeting is ideal for meetings that need to be scheduled in advance or are recurring.

• Hosting: The host or predetermined cohost(s) can start the meeting. Selecting a cohost when scheduling the meeting is only available for Conference Upgrade users.
• Scheduling: Unique URLs are issued for each new meeting to share in meeting invites.
• Joining: Attendees can join up to 15 minutes before the meeting starts via your dedicated meeting link.

Start a Personal Room Meeting

You can meet in your Webex Personal Room by inviting people to join the same permanent, unique Personal Room link. A Personal Room Meeting is ideal for impromptu meetings, and back-to-back meetings in which the meeting host wants to remain in one meeting room for several meetings and have attendees join at different times.

Note: This option requires a specific license. If you do not see this option, you can contact your administrator for more information.

1. 1. Go to Meetings.
2. 2. Click the arrow next to Start a Webex meeting and then choose Start a Personal Room meeting.

Start a Meeting from a Space‍

If a space has more than three people but fewer than 75, you can start an instant meeting directly from that space. The number of people who can join the meeting varies for each space, depending on the Webex licenses of the people in that space.

1. 1. From the space where you would like to initiate a meeting, select Meet.
2. 2. The meeting starts instantly, and everyone in the space sees a Join button in their meeting list and in their spaces list in the Webex app.

You can invite people to your personal room meeting in two ways:

1. 1. From Meetings, click to copy your personal room meeting link. Locate the person you would like to invite. In the message area, paste the personal room meeting link and click the Send Message icon or press Enter on your keyboard. 
2. 2. Locate the person you would like to invite. In the message area, click on the My Personal Room Link icon. This will input your meeting room link into the message area. Click the Send Message icon or press Enter on your keyboard. 

You can join a meeting from your computer, mobile device, phone, or a video system. To join a meeting:

1. 1. Open your email invite.
2. 2. Select Join.
3. 3. If this is the first time you're joining a Webex meeting, Webex automatically downloads the app.

Note: If you don't want to install anything, select Join from your browser

4. 4. Enter your name and email address. Proceed to select Next.
5. 5.  If you're asked for a meeting password, enter the meeting password that was included in the initial email. Then, select Next.
6. 6. In the preview window, adjust or audio and video settings as desired.
7. 7. When ready, select Join Meeting.

Join a Meeting from Your Spaces List

A join reminder appears five minutes before the scheduled start time. At the scheduled start time, the label changes to inform you that the meeting is starting now. When someone else joins the meeting, the countdown appears on the button, and you can see how many people have already joined.

1. 1. Go to Messaging.
2. 2. Click the green button beside the space or meeting name.
3. 3. Choose your audio and video settings before you join your meeting.
4. 4. When ready, click Join Meeting.

Give the other participants a heads-up when you need to step away from a meeting. The stepped away features changes your status to "Stepped away", mutes your microphone, and turns off your video.

To switch your status to Stepped away during a meeting, click the Step away from the meeting icon on your thumbnail.

Click Back to meeting in the banner at the top of the meeting window or in your thumbnail to return to the meeting. Your microphone and video automatically return to their configuration before you stepped away.

AI Assistant meeting summaries allow you to efficiently get up to speed on missed content, grasp discussions, pose questions without interrupting, and remain engaged with ongoing conversations. Additionally, you receive a post-meeting summary and transcript automatically, eliminating the need for manual recording.

If the meeting options are set to the default—Only the host and cohosts can start and stop the summary, participants will need to request that the host or cohosts start the summary to use the feature.

To access AI assistant summaries, first, join a meeting.

1. Click AI Assistant in the meeting controls. 
2. Click Start. 

A visual and audio alert confirms that the summary is active.

Note: The default meeting option is set to Only the host and cohosts can start and stop the summary. If the meeting host or cohosts select Anyone can start and stop the summary in the meeting options, click Start summary in the pop-up window. 

3. Once enabled, click AI Assistant, the  panel offers these options:
   
   • Catch me up – a recap of the last 15 minutes
   • Summarize more – choose from the last 15 minutes or the full meeting
   • Was my name mentioned – shows if your name comes up
   • What are the action items – identifies tasks discussed
   • Ask me anything about this meeting – lets you ask questions privately

Responses remain visible only to you and disappear after the meeting. The summary and transcript save to the meeting host’s Webex App account. If the meeting is linked to a space, the summary and transcript link appear there automatically.

4. To stop the summary, the host or anyone with permission can click Stop summary. 

Note: If you start, stop, and restart the meeting summary during a meeting, AI Assistant will not save the segment of the meeting that occurred while the summary was stopped, in the post-meeting summary or transcript.

By default, AI Assistant meeting summaries are disabled. To activate them, navigate to the meeting controls and select AI Assistant.

If you're unable to access this feature, it may be due to permission settings adjusted by the meeting host in the meeting options. You'll receive a notification indicating that only the host or cohost can enable AI Assistant.

Participants can request the meeting host or cohost to enable meeting summaries. Once AI Assistant is enabled, you will receive a notification confirming that the meeting summary has begun.

Meeting hosts and cohosts have the ability to customize AI Assistant meeting settings, determining permissions for starting or ending meeting summaries, as well as choosing whether summaries and transcripts are saved post-meeting.

1. In the meeting, go to the AI Assistant panel, and click AI Assistant settings. In the Meeting options window, under AI Assistant, select from:
   
   • Start and stop summary—choose who can start and stop meeting summaries, select an option from the drop-down list.
     
     • Only the host and cohosts can start and stop the summary—default option.
     • Anyone can start and stop the summary
   • Content availability after the meeting—choose to save summaries and transcripts after the meeting. Select an option from the drop-down list.
     
     • Save summary and transcript—default option.
     • Save summary only
     • Don't save summary and transcript
2. When you've made your selection, click Apply.

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Note: Meeting summaries and transcripts are stored in the meeting host's Webex App account. If your meeting is linked to a space, the summary and transcript link will automatically appear within that space.

If you're unable to save content after the meeting, please reach out to your administrator, as they may have disabled this option.

When the meeting summary is enabled, AI Assistant sends notifications prompting you to choose whether you'd like a summary, when you join late, answer a call, or return from being away during a meeting.

Meeting attendees

• If you join a meeting late, 12 minutes after the start time, AI Assistant sends a notification asking if you want a summary of the meeting so far.
• If you answer a call during a meeting, missing more than one minute of the meeting. AI Assistant sends a notification asking if you want a summary of what you missed.