Creating a new meeting

Because meetings are configurable, user access and capability vary depending on how the meeting is created. Some moderated meetings are configured to restrict guest access. This topic covers the basic steps on how to create a new meeting. To learn how to manage your meetings, refer to the Managing meetings section.

Before you begin

This feature is available to authenticated users only. For more information, refer to Signing in to Sametime.

About this task

To create a new meeting, follow these steps:

Procedure

  1. From the Meetings homepage, select Get Started.
  2. Select Create a new meeting.
  3. Enter a name for the meeting.
    Meeting names must be unique at the server level.
  4. Select a meeting mode.
    Note: Server administrators can set any of the three modes as default. Contact your administrator regarding configuration.
    • Collaboration—By default, the meeting is accessible to anyone with the meeting link. Unless the Moderated box is selected, any authenticated user can start the meeting. Otherwise, only the meeting owner or moderators can start the meeting. Un-select the Allow guests box to make the meeting exclusive to authenticated users.
    • Confidential—The meeting is restricted to a designated set of authenticated users. Select Manage members and manually add the participants that can access the meeting. Otherwise, leave the list empty and share the meeting name or link to all intended users. In the latter scenario, the waiting room must be enabled and you have to manually admit the participants in to the meeting, deciding whether these users have one-time access or are added to the member list for future meeting instances.

      By default, the waiting room is enabled. Un-select the Waiting room box to disable the waiting room. If guest access is allowed, then the waiting room must be enabled to create the room. Select the Members can bypass radio button to allow the members added to the Manage members list to skip the lobby and go straight to the meeting room.

      Lastly, all participants are required to enter the password to access the meeting.
    • Lecture—Moderated meeting is mandatory for this mode. Although the meeting participants are in listen-only mode, moderators can give them speaker access so they can participate in the discussion. This choice is suited for presentations-type meetings.

      By default, Conference dial-in and Allow guests are enabled and anyone with the meeting details can join. Disable guest access to allow only authenticated users with the meeting details to join the conference.

  5. Select meeting settings. Settings vary based on the meeting mode that you have selected.
    Conference dial-in
    When enabled, anyone with the meeting details can join.
    Meeting password
    When enabled, all participants, including moderators and owners, are required to enter a password to join the meeting. Enter the meeting password in the text box. Passwords must be at least eight characters. Be sure to store the password for later reference as it is not visible from the configuration page.
    Note: This is a required setting for confidential-mode meetings. Once a password is set, an option to Change Password becomes available.
    Member access
    Allow guests
    When enabled, guests or people outside of the organization can join the meeting.
    Manage members
    This setting is enabled when the moderated option is selected. The Manage members feature allows meeting owners to add moderators to the meeting.
    Moderated
    Only moderators or meeting owners can start the meeting. When enabled, moderators can also control the other aspects of the meeting such as who can present. For more information, refer to Editing existing meetings.
    Restricted
    Moderators can define which participants have access to the meeting.
    Waiting room
    When enabled, moderators can control when a participant joins a meeting. The waiting room feature requires participants to remain in a waiting area before they are admitted in to the meeting.
    Moderators can allow authenticated users to bypass the waiting room and go directly in to the meeting.
  6. Select Start to begin the meeting. Selecting Start automatically saves the meeting in the My Meetings list and redirects the owner to an active meeting room. You can also select Save and Copy meeting link to save the meeting in the My Meetings list and then share the meeting link to all intended participants.