Webex Extension for InstructorSite Users

Overview

The Webex Extension allows you to create a Webex Meeting for attendees while creating an Event directly from InstructorSite. Once the Webex App is configured to communicate with UniversitySite, the extension authenticates the Webex Meeting Owner, usually the Instructor, and creates the Webex URL plus Meeting ID and Passcode when the Event is saved. After the Webex Event ends, you can record attendance automatically using the Update from Webex button. If you are interested in the Webex Extension, please contact us at Sales@Profiscience.com

How to Use the Webex Extension:

Create a new Event, complete the Profile fields, and choose Location Type: Online or Meeting Room + Online.
From the Online Meeting Info section, set the Meeting Provider to Webex.
Set the Webex Meeting Owner to the Instructor for the event. The Webex Extension will create a meeting using this person's Webex account.

Note: A red label and border around the Webex Meeting Owner's name mean we could not authenticate their Webex account.
Set the Capacity and Locations.
Click Save Event. At this point, the Webex Extension creates the meeting and URL with the Meeting ID and Passcode for attendees to the Event under Locations.
Send the Suggested Notifications, which contain the Webex Meeting information.

Switch to a Different Meeting Owner for a Webex Meeting Event

If you need to change the Webex Meeting Owner, you will need to delete the current Webex meeting before you can assign a new Webex Meeting Owner, which then creates a new Webex Meeting and URL for attendees directly from InstructorSite.

Steps:

Locate and Edit the Event.
From Location | Online Meeting Info | Meeting Provider, click Other and confirm Delete Webex Meeting.
From Online Meeting Info | Meeting Provider | Webex, confirm Reset, set the Webex Meeting Owner, and Save Event. At this point, the Webex Extension creates a new Webex Meeting and URL for attendees directly from InstructorSite.
Send the updated Suggested Notifications to ensure the latest meeting URL is in their meeting on their Calendar.

Record Attendance for a Webex Meeting Event

After a Webex Event ends, you can record attendance with attendee information from Webex. The Update from Webex button pulls the list of attendees with the email addresses, and the amount of accumulative time spent in the Webex meeting Event and marks all as attended in InstructorSite.

Important Note: If the meeting owner restarts a previously ended meeting, Webex deletes the report data, including attendee time spent in the meeting.