You’ve probably spent a lot of time hosting and attending online meetings since workforces became remote. 

Video conferencing is the future of work and has become a huge part of organizations for planning and remote communication. Video conferencing will reach $11.56 billion by 2027 and the video conferencing boom will not end with the pandemic, according to Transparency Market Research. 

Needless to say, video meetings are here to stay and will continue to remain a big part of our lives. 

Webex is one of the most preferred, well-established solutions today. It allows free meetings for up to 100 attendees without any time limit, which is why it’s a great online meeting alternative. What’s more, it’s super easy to schedule a Webex meeting through your Mac, iPhone, PC, Android, or iPad. 

In this article, we’ll tell you the different ways to schedule a meeting in Webex. We will also look into scheduling a meeting in Webex using our Simply Schedule Appointments Webex Integration.


What is Webex?

Webex is a collaborative workspace that combines video conferencing with tons of other capabilities like document sharing and messaging. Its intuitive interface makes it easier for teams to participate and share ideas by holding conferences and live webinars as well as showcasing video presentations and slideshows.

A screenshot of the Webex website.

How to Set Up a Webex Meeting

The Webex Dashboard highlights the My Personal Meeting Room section.

Setting up a Webex meeting through the Internet browser is simple and quick. Here’s how you can go about it. 

  1. Head to the Webex website in your web browser. Click on Start for Free if you do not have an account already. You’ll then be guided to the steps you need to take to create an account. If you already have an account, click on Sign in and then click on Webex Meetings. You can now sign in using your account credentials.
  2. Once you’re on the Webex Dashboard page, copy the URL under the My Personal Meeting Room heading. This URL is the link to your meeting and you can share it with the attendees.
  3. Click on Start a meeting, followed by Join from your browser while Webex gets ready to start the meeting.
  4. You’ll see a three-dot menu on the screen. Use it to choose the Speaker, Camera, and Microphone. 
  5. In the dialog box under Settings, make sure you choose the correct device so that you can hear and be heard properly. Once done, close the box.
  6. To get the meeting URL again, click the ‘i’ icon on the top left of your screen. Copy the link and send it to others to join.

How to Schedule a Meeting on Webex For Later

Schedule a meeting for later in the week or over the next month using Webex. Scheduling a meeting for later is as simple and hassle-free as scheduling a meeting for today. Here’s how:

  1. Head to the Webex website and log in. Once you’re in the Dashboard, click on Schedule.
  2. On the Schedule a Meeting page, complete the form to schedule your meeting. You’ll have to provide a meeting title and set the date, time and password. Be sure to check the time zone before you choose the date and time.
  3. Next, enter the email address of the people you want to invite to the meeting.
  4. Once you have selected all the names, click on Schedule.
  5. As you will be the host of the meeting, you can click the link in the email to start the meeting at the scheduled time.

How to Find the Personal Room Link for Webex

Webex gives users their own personal room, which is essentially a private virtual conference space. You can share the link to the personal room with team members or customers to start an instant meeting with them.

  1. Head to the Webex website and log in.
  2. Once you’re on the Webex Dashboard page, copy the URL under the My Personal Meeting Room heading. This URL is the link to your meeting and you can share it with the attendees.

How to Schedule a Meeting in Webex from a WordPress Website

Simply Schedule Appointments (SSA) is a super easy-to-use WordPress appointment booking plugin that allows users to easily schedule meetings and appointments at the touch of a button. 

In this case, you can use the plugin’s Web Meetings feature to attach your personal meeting URL. Alternatively, you can use their direct Webex integration to generate a private or open web meeting link for each appointment.

Here’s how to go about it:

(Note: We are going to assume you have already signed up with SSA and set up the Webex integration in the plugin.)

  1. Open Appointment Type settings on your dashboard.
  2. Under the Web Meetings tab, select Custom – Enter custom meeting URL
  3. Selecting this option will open up a field, where you can enter a link. This is where you will enter the link to your Webex personal room. If you want more information regarding this, you can refer to this Webex article.
Using the Custom Web Meeting link option and entering the Webex personal room link
Simply Schedule Appointment’s Custom Web Meeting Link Option for the Booking Calendars

Generate a Webex link for each Appointment

Again, we’re going to assume you’ve already set up the Webex integration in the SSA plugin.

  1. Open Appointment Type settings on your dashboard.
  2. Under the Web Meetings tab, select Webex
  3. Selecting this option will give you two options – Private or Open Meetings. Choose the one that best suits you.
Using the Webex Web Meeting link option to generate a private or open meeting link for appointments
Simply Schedule Appointment’s Generated Webex Web Meeting Link Option for the Booking Calendars

Top Tips For Staying Connected With Webex

Here are a few tips to help you enjoy the meeting without any distractions and technical issues.

  1. Set your schedule: A lot of people join the meetings at 30-minute increments while many join in late. So, if you want to enjoy a faster join experience, try to join about 5 minutes early or schedule the meeting in the 45th minute or 15th minute of the hour.
  1. End all background applications: Whether you are using them or not, it’s important to end all the background applications on the device. Before the meeting, remember to close any applications that you are not using so as to enjoy the best experience.
  1. Check the Wi-Fi: It’s very important to have uninterrupted Wi-Fi connectivity. Run a speed test to see if the internet speed is enough to handle the call. If you have to share content for the meeting, do it before the call. If you share files for a meeting before it starts — or share a link to the file instead of sharing during the meeting — it’ll save time and bandwidth. This will ensure good audio and video experience.
  1. Stop the simultaneous activities: All of us love to check out online stores and give a look at binge-worthy TV series! But if you are joining the meeting, you need to stop all the simultaneous activities. If you are joining from your home, ask your family to stop the streaming activities so that you can focus on the meeting.
  1. Opt for audio over video: If during the meeting, you notice that the connection quality is low and the guests are unable to see and hear you properly, it’s best to choose audio over video.
  1. Move to call in audio: Whenever the audio and video experience does not work, you can still continue to collaborate. Simply call in using the dial-in numbers in the meeting invitation to join through the landline or cell phone.
  1. Stop the distractions: Try to mute the line when you are not talking and encourage other attendees to do the same. This will help reduce the distractions when others are communicating.

Takeaway Thoughts 

Setting up a meeting in Webex is very easy and it allows for a great collaborative experience. Whether this is your first time or you have set up meetings in the past, remember these meeting etiquettes and try to follow them so that each member enjoys the video call. 

Webex is a great platform for collaboration and through the above steps, you will be able to set up a meeting within a few minutes. You can also take advantage of Webex’s Personal Room facility to hold impromptu meetings with Simply Schedule Appointments and with other calendar apps like Google Calendar to keep attendees on track.

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