Cisco Systems MeetingPlace Video Integration manual About Scheduling Video Conferences

Chapter 5 Using Cisco MeetingPlace Video Conferencing

About Scheduling Video Conferences

About Scheduling Video Conferences

All aspects of Cisco MeetingPlace conferences (data, voice, and video) must be scheduled on the Cisco MeetingPlace audio server before anyone can attend them. However, they do not need to be scheduled in advance; they can be scheduled as immediate or reservationless meetings.

Who Can Schedule Video Conferences

Only profiled users whose profiles allow video conference scheduling can schedule video conferences. Users who cannot schedule video conferences do not see video conference options when they schedule meetings.

When Video Conferences Can Be Scheduled

Video conferences can be scheduled with the other aspects of the Cisco MeetingPlace conference in advance of the meeting, or they can be initiated at the beginning of a reservationless or immediate meeting, or in the middle of any Cisco MeetingPlace meeting (see About Attending Ad-Hoc Video Conferences, page 5-6.)

In either case, video-conferencing resources must be available and the meeting must be scheduled by a user whose profile is enabled for scheduling video conferencing.

How Users Schedule Video Conferences

Users schedule video-conferencing functionality when they schedule a Cisco MeetingPlace voice or web conference via the standard Cisco MeetingPlace scheduling interfaces in Release 5.3 of

Cisco MeetingPlace Web Conferencing, Cisco MeetingPlace for Outlook, Cisco MeetingPlace for Lotus Notes, and MeetingTime. Video conferencing cannot be scheduled via the telephone user interface (TUI) / Voice user interface (VUI).

For step-by-step instructions on scheduling video conferences in MeetingTime, Cisco MeetingPlace for Outlook, Cisco MeetingPlace for Lotus Notes, and

Cisco MeetingPlace Web Conferencing, see the see the Administrator’s Guide for Cisco MeetingPlace Audio Server Release 5.3, or the online help for Cisco MeetingPlace for Outlook,

Cisco MeetingPlace for Lotus Notes, or Cisco MeetingPlace Web Conferencing.

The following caveats apply to scheduling video conferences:

•To schedule a video conference, the meeting scheduler must include at least 2 video callers on the scheduling form. If the necessary number of video or audio ports is unavailable, Cisco MeetingPlace will not schedule the meeting.

•The number of ports reserved for a video conference cannot be changed while the meeting is in session, although it may be possible for additional participants to join the video conference on an ad-hoc basis. See About Attending Ad-Hoc Video Conferences, page 5-6.

•Users of Cisco MeetingPlace clients earlier than Release 5.3 cannot schedule conferences that include video capability. However, they may be able to attend video conferences. See About Attending Ad-Hoc Video Conferences, page 5-6.

•Cisco MeetingPlace cannot reserve video ports when an immediate or reservationless meeting is scheduled. However, it may be possible for participants to initiate video conferencing on an ad-hoc basis. See About Attending Ad-Hoc Video Conferences, page 5-6.

Administrator’s Guide for Cisco MeetingPlace Video Integration Release 5.3

OL-6280-01 5-3