Cisco Cisco TelePresence Management Suite (TMS) Version 15 User Guide

Click Recurrence. 

From the Set Recurrence menu, select how often you 
want the meeting to occur and when you want the 
meeting series to end.

To add an agenda, TelePresence meeting PIN or billing 
code, click Additional Settings and enter the appropriate 
information.

When you finish entering your meeting details and 
setting meeting options, click Save.

After your meeting is successfully booked, you will 
receive a confirmation email.

This confirmation email provides all the information 
necessary for the people you invite to join the meeting.

Attached to the email is ConferenceInvitation.ics.

Open ConferenceInvitation.ics and save it to your 
calendar to ensure you receive a reminder for the 
meeting.

Using your email client, forward the meeting invitation 
to the people you want to invite to your meeting.

When the meeting begins, participants from telepresence 
rooms join using a button on the telepresence endpoint 
display or are automatically connected at the meeting 
start time.

WebEx participants click Join Using Webex in the 
meeting invitation from a computer or mobile device.

Video call-in participants join using the Video address 
provided in the meeting invitation.

Audio call-in participants join using one of the audio 
call-in numbers in the meeting invitation.

With the WebEx Scheduling Mailbox, you can create a 
WebEx Enabled TelePresence meeting in Microsoft 
Outlook or another mail application that is compatible 
with Microsoft Exchange, by inviting TelePresence 
rooms and then adding WebEx to the meeting by 
including a special invitee; the WebEx Scheduling 
Mailbox. The mailbox may be called simply “webex” or 
something different (example: webex@example.com). 
Contact your TelePresence or WebEx administrator to 
determine if this scheduling option is available for your 
company.

Open your mail application and create a new 
meeting. 

Invite TelePresence Rooms and participants.

As one of the participants add the WebEx Scheduling 
Mailbox (example: webex@example.com)

Add any other information to the body of the 
meeting that you want and send the meeting 
invitation.

You will receive confirmation emails from the 
TelePresence rooms, WebEx Scheduling Mailbox 
and a conference confirmation email that displays 
the WebEx information, TelePresence and audio 
call-in numbers similar to the one pictured in the 
“Completing Your Booking” section in the first 
column of this page.

Copy the contents of the conference confirmation 
that includes all the TelePresence and WebEx 
information.

Open the original meeting invitation you created in 
step 1 and paste the contents into the body of the 
meeting invitation and send the updated invitation 
to your participants.

When the meeting begins, participants join the meeting 
the same way as detailed in the “Joining the Meeting” 
section in the second column of this page.