Webex App: Schedule a meeting from the meetings calendar

This article is republished from the Cisco Webex Help Center to give Virtual Guardians customers quick access to the most relevant guidance. Original source linked below.

Schedule a meeting from the Meetings calendar when you want to schedule a one-time meeting link or a personal room meeting. You can also make sure that your meetings are end-to-end encrypted.

You or anyone you assign as a cohost can start the meeting, invite people to it, start breakout sessions, record the meeting, and share the recording.

End-to-end encryption for Webex App meetings

Scheduled meetings support end-to-end encryption. For more information on how to encrypt all your meetings by default, see Webex App | Set end-to-end encryption for meetings.

Before you begin

For FedRAMP users, when Hybrid Calendar or O365 isn't configured in Webex App, the only meetings that appear in the calendar are those within the FedRAMP boundary (FedRAMP - FedRAMP).

Choose the scheduler that you want to use to schedule meetings.

Desktop

1. Go to Meetings.

2. Click Schedule a meeting, and then enter your meeting info:

   • If you don't see Schedule a meeting, your account isn't set up to host meetings. You can schedule a meeting from a space instead.

   • Enter a name for the meeting in Topic.

   • From Meetings classification level, select the drop-down menu to view available classification labels. These labels help ensure that information is shared appropriately and aligns with your organization's security standards.

   • When you turn on classifications, the system automatically creates a public classification and sets this as the default. You can rename the public classification, but can't delete it.

   • As the meeting host, you can change the classification anytime before the meeting starts. The classification can't be changed once the meeting has started, or after it has ended.

   • Under Date and Time, choose a start and end date and time.

   • Check Recurrence and choose the meeting frequency.

   • Select a Meeting link, and choose either Generate a one-time meeting link or Use my Personal Room link.

   • To create a space for your meeting, check Create a space with all meeting invitees.

   • Enter a description to include in the email invitation if your administrator has set up your account with Cisco Webex Hybrid Calendar Service.

3. Add Invitees, and enter a name or email address.

   • When your account is set up with Hybrid Calendar, you see icons beside each person's name to show their availability: Available, Unavailable, or Unknown availability.

   • To make an invitee a cohost, hover over their name, click the more options icon, and then click Make cohost. You see this option if the invitee has a host account on the same Webex site as you.

4. Under Rooms, enter the name of a meeting room.

   • When your account is set up with Hybrid Calendar, you see icons beside each room name to show availability: Available or Unavailable.

   • Only meeting rooms listed in your organization's directory are displayed. Hover on the room icon to see the room contact card.

5. For a one-time meeting link, click Advanced settings and choose from the available options:

   • Security: choose the Join rules for people who aren't on the meeting invite or aren't signed in to Webex. For additional security, set the meeting to Auto lock soon after it starts, so no one can join until you admit them. Allow attendees to Join before host, choosing 0, 5, 10, or 15 minutes before the start. Under Audio watermarks, you can check Add watermarks to meeting audio, and you can also add visual watermarks to participant videos and shared content.

   • Audio connection: for Audio connection type, choose Webex Audio (call-in, call-back, and computer audio, with optional toll-free and global call-in numbers and entry and exit tones) or VoIP (computer audio only). Choose an Entry and exit tone, and use Mute attendees to mute people on entry.

   • Scheduling options: a cohost can start the meeting on your behalf, so you can assign one before the meeting. You can automatically turn on the Cisco AI Assistant, automatically start recording, enable breakout sessions, and set meeting options such as turning off chat and turning off the ability to add or download files.

6. Click Schedule. The meeting is created and added to your calendar, and an email invitation is sent to everyone invited.

   • If you need to make changes, you can update the meeting details or cancel the meeting.

iOS

1. Go to Meetings.

2. Tap Schedule.

3. Provide your meeting details:

   • Enter a name for the meeting in Meeting topic.

   • From Meetings classification level, select the drop-down menu to view available classification labels. The system creates a default public classification you can rename but not delete, and you can change the classification any time before the meeting starts, but not once it has started or after it ends.

   • Tap Invitees and add people by name, email, or from the Recents list.

   • To make an invitee a cohost, tap More options next to the person's name and tap Make cohost. You see this option if the invitee has a host account on the same Webex site as you.

   • Tap Check Calendar to see when everyone's free and drag your meeting to that time slot. You can view suggested meeting times, see who's available at the selected time, drag the meeting to a different slot, and drag the meeting tabs to change its duration.

   • Choose a Start and End date and time.

   • Tap Recurrence to schedule the meeting to repeat, choosing daily, weekly, or monthly increments.

   • Tap Add a Room, search for a room by name, and tap a room to add it. Tap Check Calendar to see room availability, and tap and hold a room to open its contact card.

   • Tap Meeting Link and choose One-time meeting link or Personal room link.

   • To set a custom password or generate a new one, tap the password, delete the existing one, and enter a new password, or tap the refresh icon to generate one.

   • Enter a description.

4. Tap Schedule to schedule your meeting.

Android

1. Go to Meetings.

2. Tap the floating action button, then tap Schedule a meeting.

3. Provide your meeting details:

   • Enter a name for the meeting in Meeting topic.

   • From Meetings classification level, select the drop-down menu to view available classification labels. The system creates a default public classification you can rename but not delete, and you can change the classification any time before the meeting starts, but not once it has started or after it ends.

   • Choose a Start and End date and time.

   • Tap Recurrence to schedule the meeting to repeat, choosing daily, weekly, or monthly increments.

   • Tap Invitees and add people by name, email, or from the Recents list.

   • Tap Check Calendar to see when everyone's free and drag your meeting to that time slot. You can view suggested meeting times, see who's available, drag the meeting to a different slot, and drag the meeting tabs to change its duration.

   • To make an invitee a cohost, tap More next to the person's name and tap Make Cohost. The invitee must have a host account on the same Webex site as you.

   • Tap Add a room, search for a room by name, and tap a room to add it. Tap Check Calendar to see room availability, and tap and hold a room to open its contact card.

   • Tap Meeting Link and choose One-time meeting link or Personal room link.

   • To set a custom password or generate a new one, tap the password, delete the existing one, and enter a new password, or tap the refresh icon to generate one, then click Save.

   • Enter a description.

4. Tap Schedule to schedule your meeting.

Once you schedule your meeting, the people you invited get an email automatically to let them know. If you edit the invite or cancel it, a new email is sent to everyone invited so they stay up to date.

Web

1. Sign in to Webex, click Meetings > Schedule a meeting, or, in the app header, click the add button > Schedule a meeting.

   • If you've saved meeting templates before, you can select one from the Meeting templates drop-down list.

2. Select a Meeting type from the drop-down list, if your account has more than one. Meeting types are the default or customized sets of meeting features available for your organization.

3. Enter a name for the meeting in Topic.

4. From Meetings classification level, select the drop-down menu to view available classification labels.

   • When you turn on classifications, the system automatically creates a public classification and sets this as the default. You can rename it, but can't delete it. You can change the classification anytime before the meeting starts, but not once it has started or after it ends.

5. Select the Date and time for your meeting.

6. You can set the meeting to repeat by checking the Recurrence check box. You can schedule it to happen daily, biweekly, monthly, and more.

7. In Description, enter any context or details you want your attendees to have about the upcoming meeting.

8. In the Invitees section, enter the name or email address of the person you're inviting. If the person has a host account in your organization, you can make them an alternate host by clicking Assign cohost next to their name.

9. For other options, select Advanced Settings.

   • Security options: change the Meeting password; Exclude password from the email invitation; set Join rules; set Auto lock; allow Join before host (0 to 15 minutes before); add audio watermarks; and add visual watermarks.

   • Audio options: choose an Audio connection type (Webex Audio, Use VoIP only, Other teleconference service, or None); set an Entry and exit tone; and set Mute attendees.

   • Schedule Options: assign a Cohost; allow authenticated Video Systems to start and join without a prompt; turn on the Cisco AI Assistant; turn on Automatic recording; share meeting content automatically; enable Breakout sessions; require attendee Registration; set up Interpretation and Sign language; and edit Meeting options and Attendee privileges.

10. If you want to save these settings to use as a template in the future, click Save as template. Otherwise, click Start to start your meeting right away, or click Schedule if you're meeting later.

    • For scheduled meetings, you can add the meeting to your calendar by opening the meeting from the Meetings tab and clicking Add to my calendar next to its name.

    • An iCalendar (.ics) file downloads. Select the .ics file and accept the meeting. To invite others, send the .ics file as an email attachment.

Source

Republished from the Cisco Webex Help Center. View the original at help.webex.com (last updated May 14, 2026; 276,664 views at time of ingestion).

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