Schedule, start, and join meetings using your XO Web Conference Console

How to schedule and invite participants

The XO Web Conference Console includes two methods of scheduling meetings.

The Quick Scheduler which allows you to manipulate the essential web conference options and quickly schedule a meeting using a one page interface.

The Advanced Scheduler gives you access to a complete set of meeting options and lets you adjust the settings to meet your requirements for a specific meeting.

How to schedule a meeting with Quick Scheduler

The Quick Scheduler helps you quickly schedule a meeting.

  • Go to your XO Web Conference URL, for example http://xoconferencing.webex.com/ and select Log In located in the upper right hand corner.
  • Enter your User name and Password noted on your wallet card. Click Log In.
  • Select Host a Meeting then Schedule a Meeting.
  • Complete the simple form as shown by Figure A below.

Figure A – Quick Scheduler meeting form.

Quick Scheduler meeting form

How to schedule a meeting using the Advanced Scheduler

The Advanced Scheduler guides you through a 9 step process, allowing you to customize the settings of your meeting.

  • Go to your organizations XO Web Conference URL. Example http://xoconferencing.webex.com and select Log In located in the upper right hand corner.
  • Enter your User name and Password noted on your wallet card. Click Log In.
  • Select Host a Meeting then Schedule a Meeting.
  • Toward the top of the form, select the link for Advanced Scheduler.
  • You will be asked to complete a 9 step wizard process to schedule a meeting, below is a step-by-step visual guide of the process:

9 Step Meeting Wizard

Step 1 of 9: Required information

Required information

Step 2 of 9: Set the Date and Time of meeting

Set the Date and Time of meeting

Step 3 of 9: Teleconference Settings

Teleconference Settings

Step 4 of 9: Invite attendees

Invite attendees

Step 5 of 9: Registration

At this stage you can select to have attendees register for your meeting, to do so select the Require attendee registration and select the information you wish to collect from attendees for your meeting.

egistration

Step 6 of 9: Meeting agenda

Use this step to enter an agenda for your session and load a presentation to display to attendees when they enter the meeting.

Meeting agenda

Step 7 of 9: Meeting options

In step seven you set the options and functions you wish to be available during your meeting.

Meeting options

Step 8 of 9: Attendee privileges

At this step you can select the privileges you wish to enable for attendees within your meeting.

Attendee privileges

Step 9 of 9: Review

At this step you can review the meetings details you have just selected to insure it is formatted as you wish.

Review

When the scheduling process is complete, select Schedule (or select Start to begin your meeting immediately). You will view a Meeting Scheduled page. Click OK of Add to my Calendar to confirm.

You will receive two emails, one that confirms your host meeting details and a separate email you can forward to participants.

How to start a scheduled meeting as a Host

Connect to the web conferencing portion of your meeting

  • Enter the web conferencing URL noted on your wallet card or welcome email. Select Log In located the upper right hand corner.
  • Enter your User name and Password noted on your wallet card. Click Log In.
  • Go to Host a Meeting and select My Meetings
  • Locate your meeting on the list of your meetings and Click Start to begin your web conference.

Connect to the audio conferencing portion of your meeting:

  • Dial your XO Quick Conference / XO Quick Conference Global Access dial-in number and follow the voice prompts.
  • Enter your Chairperson’s Passcode, followed by #.
  • Participants follow the same instructions, replacing the Chairperson Passcode with the Participant Passcode, followed by #.

First-time users should allow 3-5 minutes to download the XO Web Conference plug-in before the meeting

How to join a meeting as a Participant

  • Participants can join the web conference by visiting the XO Web Conference URL identified in their invitation, then entering the meeting number.
  • Participants will also need to join the audio portion of the meeting by dialling your XO Quick Conference dial-in number and participant passcode, followed by #.

First-time users should allow 3-5 minutes to download the XO Web Conference plug-in before the meeting.