3. Scheduling Kopano Web Meetings with 3rd parties

In this chapter we will introduce you into using Kopano Web Meetings scheduling features and show you how to set up calls with internal and external participants.

3.1. Scheduling a Kopano Web Meeting

Start scheduling an appointment as usual with your WebApp Calendar and if necessary send out an invitation to negotiate the date and time. Please refer to the WebApp User Manual for further details regarding scheduling appointments. As soon as all participants have confirmed the meeting you can add a web meeting to the appointment.

3.1.1. Adding a Kopano Web Meeting to a meeting request

To add a Kopano Web Meeting to your meeting request please open the meeting in your calendar and click on the Add web meeting button (button No. 1 in the below image). By pressing the button a unique Web Meeting URL is generated and inserted in the Location field and together with a short description in the meetings’ body text. Now you can send the updated meeting request to the participants. The following image displays an example.

The highlighted buttons are:

1. Add web meeting: registers a Kopano Web Meeting URL
2. Join web meeting: opens the Web Meeting in a new window

A meeting request will be sent to the invited participants. See the image below for an example.

Note

Please set a reminder in the appointment to ensure that you will enter the Web Meeting before the scheduled start time.

There are two methods for participants to enter the meeting. Kopano Users can enter the meeting from inside WebApp. External participants or Kopano users not using WebApp can enter the meeting by opening the URL included in the meeting request in a browser supported by Kopano Web Meetings. These two methods are described below.

3.1.2. Joining a Kopano Web Meeting scheduled to a meeting request from inside WebApp

To enter the scheduled Kopano Web Meeting from inside WebApp please open the meeting in your calendar and click on the Join web meeting button (button No. 2 in the below image). By pressing the button a new browser window is opened and Kopano Web Meetings will be loaded for your Kopano account. Other Kopano users that participate in this meeting can enter the Web Meeting in the same way. As soon as the further participants enter the meeting room you can call them as previously described in using Kopano Web Meetings.

3.1.3. Joining a Kopano Web Meeting scheduled to a meeting request without WebApp

To enter the scheduled Kopano Web Meeting without WebApp please open URL included in the meeting request in a browser supported by Kopano Web Meetings. The following screen will appear.

Please enter your e-mail address and your name into the fields below Please join web meetings and then click on the ``Join``button.

This is the procedure that external participants need to use to join the meeting.

3.2. Instant Kopano Web Meetings by e-mail

You can also invite Kopano participants and external participants to take part in a Kopano Web Meeting instantly as soon as possible by using the WebApp e-mail composer.

3.2.1. Adding an instant Kopano Web Meeting to an e-mail

To set up such an instant Web Meeting please create a new e-mail composer as described in the WebApp User Manual. In the toolbar of the WebApp e-mail composer you will find the following Àdd web meeting` button (button No. 1 in the below image):

The highlighted buttons are:

1. Add web meeting: registers a Kopano Web Meeting URL

By pressing the button a new browser window is opened and Kopano Web Meetings will be loaded for your Kopano account. The window is opened first to ensure you are already present in this dedicated Kopano Web Meetings room before you send out your e-mail with the link to the Web Meeting. Please return to the WebApp browser window and complete your e-mail and sent it to the participants. All participants will enter the Web Meeting room by clicking on the link included in your e-mail. Kopano users that are logged in to WebApp with the same supported browser will immediately enter the room. All other participants will see the following screen and will need to sign in to Web Meetings:

Please enter your e-mail address and your name into the fields below Please join web meetings and then click on the ``Join``button.

This is the sign in procedure that external participants and participants not logged in to WebApp need to use to join the meeting.