Schedule a Meeting That I Don't Plan to Attend

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I have to schedule a meeting for and internal and external resource, that I will not be able to start. I can't ask the other people to set up the meeting.  

I usually use my  "Personal Conference Room", but, if I never join the meeting, then would that work? 

Also, I am not an admin.
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Linnea Alvord

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Posted 3 years ago

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Matt, Employee

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Hi Linnea.

There are two ways to do this. Given what you said in your question ("I can't ask the other people to set up the meeting"), I think the best way is by enabling the Join Before Host function when setting up the meeting. Log into the RC Meetings and click Schedule as you usually do. The scheduling window will pop up, and under "Meeting Options" click "Advanced Options." Then tick the box next to "Enable Join Before Host." This allows the meeting to function without you actually being part of it. The only thing to keep in mind is that neither will have access to host functions, but in a basic one-on-one meeting that shouldn't be a big deal.

The second way is to enable the ability for you to schedule meetings for the other user. To do this you'll need to have the other user, or an admin, log into their RC account online and go to the Settings for their extension. Have the user click the first option in the blue menu bar on the left (it's the option that says their name and extension number), then click the button that says "Schedule Meetings For Me." Have them select your name, and then click Save.

Now log into your Meetings app and click Schedule. In the same "Advanced Options" area from the first method there will now be an option for "Schedule For" with a drop down menu where you can select the user you want to be the host. This method will give them all the host controls, but you will have to get the user or an admin to help you configure their RC account, and from what you said in your post I'm not sure if that's something that would be possible in your situation. The link below has instructions for this method.

Hopefully one of these methods will get your meeting setup and running the way that you want it to!
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Leslie Lam

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I also schedule a lot of meetings that I don't attend. To be specific, I'm scheduling interviews for my company. In this case, I don't want to use my own "Personal Conference Room" because there might be multiple interviews happening at the same time with different interviewers and candidates. Instead, I want to use the interviewer's "Personal Conference Room," but I don't know them, so I asked our admin to get it for me, but they have to manually get each one. It would be nice, if they can download the list of users and the PMIs, so they don't have to waste time doing it manually for 2,000+ employees/users.