Prerequisites

Before you begin, verify your executive has granted you the appropriate permissions:

  • Outlook calendar Delegate permissions with "send on behalf of"
  •  Webex scheduling permissions (in their Webex site settings at mu.webex.com)
  •  You have a Webex host account

Important: Both Outlook and Webex permissions must be configured


How to Schedule a Webex Meeting for Your Executive

Using Webex Portal

  1. Sign in to your Webex site at mu.webex.com
  2. Click Schedule > Schedule a meeting
  3. In the "Schedule for" dropdown, select your executive's name/calendar
    • If you don't see this dropdown, permissions may not be set correctly - both Outlook AND Webex permissions are required
  4. Fill in meeting details
  5. Add yourself as an Alternate Host
  6. Configure meeting options as described above
  7. Click Schedule


 

Starting and Managing Meetings

As an Alternate Host:

  1. To start a meeting on behalf of your executive:
    • Join the meeting a few minutes early using the meeting link
    • You'll be able to start the meeting as the alternate host
    • Your executive can join later and will have full host privileges
  2. If you need to leave after starting:
    • Ensure your executive has joined
    • You can leave the meeting - your executive will remain as host
    • Internal participants will continue to bypass the lobby (if configured)
  3. Managing participants:
    • Admit external participants from the lobby
    • Mute/unmute participants
    • Manage screen sharing permissions
    • Start/stop recording

Recommended Meeting Settings

For most executive meetings, configure:

  • Alternate Host: Add yourself
  • Lobby bypass: People in my organization
  • Mute on entry: Enabled
  • Waiting room: Enabled for external participants only
  • Auto-record: As required by your executive's preference


 

 

Troubleshooting

Issue: I don't see the "Schedule for" dropdown in Webex portal

  • Solution: Verify your executive granted both Outlook delegate permissions AND Webex scheduling permissions. Contact IT to confirm "send on behalf of" permission is enabled in Outlook. Both are required.

Issue: Webex add-in doesn't appear in New Outlook or Outlook Web Access

  • Solution: Contact IT to verify the Cisco Webex Scheduler add-in is deployed to your account.

Issue: Meeting shows me as host instead of my executive

  • Solution: Ensure you're scheduling from your executive's calendar (not yours) and that your executive has granted you Webex scheduling permissions in their Webex site settings.

Issue: I have to join and promote my executive as co-host

  • Solution: This indicates permissions are not fully configured. Both Outlook delegate permissions AND Webex scheduling permissions must be set by your executive. Contact IT for assistance verifying both are configured correctly.

Quick Reference: Permission Checklist

Before scheduling your first meeting, verify:

  1. You have Outlook delegate access to the executive's calendar (set in Outlook Web Access or New Outlook)
  2. "Send on behalf of" permission is enabled (may require IT assistance)
  3. Your executive added you in their Webex scheduling permissions at mu.webex.com
  4. You have a Webex host account